Terms of Service

Klinefy (“Klinefy”, “we”, “us”) is operated by Klinefy. These terms are a contract between us and each person or organization that uses the service, in one of three roles:

• Clinics: the practice, group or network that creates a Klinefy account, publishes a catalog and storefront, and receives payments. The clinic is responsible for everyone it invites.
• Staff: people a clinic invites to its console, in the role the clinic assigns (owner, manager, provider, front desk).
• Patients: people who build or pay for a care plan on a clinic’s storefront, or sign in to a clinic’s patient portal.

By creating an account, accepting an invitation, paying for a plan, or opening a patient portal, you accept these terms. If you act for a clinic, you confirm you are authorized to bind it.

Klinefy provides software for clinics: a catalog of services and packages, a public storefront and pay page, payment links and installment schedules processed through Stripe, session balances, a staff console, and a patient portal. Some features are described on our website as planned; only features available in your account are part of the service.

Klinefy is a tool for running a practice. It does not provide medical advice, diagnosis or treatment, and nothing in the service replaces the judgment of a licensed clinician. Clinical decisions, and the content of any care plan, are the clinic’s alone.

You may create a staff account with an email address and password, or sign in with a Google account. When you choose Google, you authorize Google to share your name, email address and profile picture with us, and we use them to create or find your Klinefy account. We never receive your Google password, and we do not access any other part of your Google account. Google’s own terms and privacy policy apply to your Google account; you can withdraw Klinefy’s access at any time in your Google account’s security settings, after which you can still sign in with an email and password.

Patients sign in to a clinic’s portal with a one-time link sent to their email address. Links expire and work once.

You are responsible for keeping your credentials confidential, for everything done through your account, and for telling the clinic and us promptly if you believe an account has been compromised. A clinic must keep at least one owner, and owners and managers control who else has access.

• Publish accurate prices, descriptions and terms for every service and package, and honor the total a patient was shown at checkout. Klinefy computes totals from the catalog the clinic configured; the clinic owns what it configures.
• Obtain any consent the law requires before collecting a patient’s contact details or contacting them by email or text through Klinefy.
• Use Klinefy only for lawful purposes and in line with the professional rules that apply to the clinic and its clinicians.
• Decide whether patient information you place in Klinefy is protected health information under HIPAA or similar law. Klinefy is designed for cash-pay clinics and stores contact and purchase records, not clinical notes. Do not upload protected health information unless a business associate agreement is in place between the clinic and us.
• Handle refunds, disputes and cancellations with patients directly. Klinefy records the outcome; the clinic decides it.

Payments are processed by Stripe on a Stripe account that belongs to the clinic. Klinefy never holds clinic or patient funds and never stores card numbers. By connecting Stripe, the clinic also accepts the Stripe Connected Account Agreement. Stripe pays out to the clinic’s bank on Stripe’s schedule.

Klinefy charges the clinic a subscription and a platform fee on each payment processed, at the rates agreed with the clinic. The platform fee is deducted from each payment through Stripe. Fees are shown before they apply and can change with notice under section 12.

When a patient chooses installments, they authorize the clinic to charge the saved payment method on the schedule shown at checkout. If a charge fails, it is retried; the clinic may pause services until the balance clears. The patient remains responsible for the total shown at checkout.

The clinic, not Klinefy, is the patient’s provider and the merchant of record. Questions about care, prices, refunds or receipts go to the clinic; Klinefy’s contact details are for questions about the software itself. A patient’s receipt, session balance and upcoming charges are shown on the receipt page and in the portal.

You agree not to: misrepresent who you are or which clinic you act for; access another clinic’s or patient’s data; probe, scan or disrupt the service; upload malicious code; use the service to send unsolicited messages; resell the service; or reverse engineer it except where the law permits. We may suspend access that we reasonably believe breaks these rules, and will tell the clinic why unless the law prevents us.

Clinics own their catalogs, storefront content, patient records and messages. You grant us the license needed to host, process, display and transmit that content to run the service. We own the Klinefy software, design and trademarks. Feedback you send us may be used without obligation.

How we handle personal information is described in the Privacy Policy, which is part of these terms. For patient information, the clinic decides why and how it is collected; we process it on the clinic’s instructions.

We work to keep the service available and will give reasonable notice of planned maintenance, but the service is provided without a guaranteed uptime. We may add, change or retire features. Where a change removes something a clinic relies on, we will say so at least 30 days ahead unless the change is required by law or security.

A clinic may close its account at any time from its settings or by emailing us. We may terminate or suspend an account for a material breach of these terms, for non-payment after notice, or if required by law. On termination the clinic can export its catalog and records for 30 days, after which we delete them as described in the Privacy Policy. Payments already scheduled with Stripe continue under the clinic’s Stripe account. Sections 5, 8, 13, 14 and 15 survive termination.

We may update these terms. For material changes we will email account owners at least 14 days before they take effect and update the date at the top of this page. Continuing to use the service after that date accepts the new terms.

The service is provided “as is” and “as available”. To the fullest extent the law allows, we disclaim all warranties, express or implied, including fitness for a particular purpose and non-infringement. We do not warrant that the service will be uninterrupted or error-free, or that it meets the regulatory requirements of any particular practice.

To the fullest extent the law allows, neither party is liable to the other for indirect, incidental, special or consequential damages, or for lost revenue or profits, arising from these terms or the service. Our total liability to a clinic for all claims in any twelve-month period is limited to the subscription and platform fees the clinic paid us in that period. Nothing in these terms limits liability that cannot be limited by law.

A clinic will defend and indemnify us against third-party claims arising from the clinic’s content, its services to patients, its breach of these terms, or its violation of law, including claims by patients about care or charges.

These terms are governed by the laws of the State of Florida, United States, without regard to conflict-of-law rules. Before starting a claim, each party agrees to try to resolve the dispute by contacting the other in writing and discussing it in good faith for 30 days. Courts located in the State of Florida, United States have exclusive jurisdiction over disputes that are not resolved that way.

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