Terms of Service

Last updated 11 September 2026

These terms govern use of ClinicPilot. By creating an account you agree to them.

What ClinicPilot does

ClinicPilot reads scheduling and billing information from your practice management system and presents it back as rankings, summaries and reminders. It does not replace your practice management system, does not book appointments on your behalf, and does not write anything back into it.

What ClinicPilot is not

ClinicPilot is not a medical device and gives no clinical advice. It holds no clinical records. Nothing it shows should inform a care decision. Figures about earnings, receivables and revenue are estimates derived from the data you supply. They are not accounting or tax advice, and you should reconcile them against your own records before relying on them.

Your responsibilities

You must have the authority to connect the data you connect.
You are responsible for obtaining patient consent before sending any message through ClinicPilot, and for honouring opt-outs.
You must not use ClinicPilot to send marketing to people who have not agreed to receive it.
You must keep your account credentials and any connected feed links confidential.
You must comply with the privacy and anti-spam laws that apply to your clinic, including PIPEDA and CASL in Canada.

Messaging

Messages sent through ClinicPilot are sent on your behalf and identify your clinic. You remain the sender for legal purposes. We may suspend messaging for an account that generates complaints or appears to send without consent.

Availability

We aim to keep ClinicPilot available but do not guarantee uninterrupted service. Sync depends on your practice management system continuing to provide the feeds or access you have connected, which is outside our control.

Your data

Your data remains yours. We use it to provide the service to you and for nothing else. We do not sell it. You may export or delete it at any time. See the Privacy Policy.

Fees

Paid plans are billed monthly in advance and may be cancelled at any time, effective at the end of the current period. We will give at least 30 days' notice before changing a price.

Liability

To the extent the law allows, our total liability in any twelve-month period is limited to the fees you paid in that period. We are not liable for lost revenue, lost appointments or indirect losses.

Ending an account

You may close your account at any time. We may suspend an account that breaches these terms. On closure we delete your data within 30 days unless the law requires us to keep it.

Governing law

These terms are governed by the laws of the Province of British Columbia, Canada.