Terms & Conditions

01Acceptance of these Terms

By accessing or using the Service, or by creating or using an account, you agree to these Terms. If you use the Service on behalf of an organization, you confirm that you have authority to bind that organization, and “you” includes that organization.

If a Customer and MedNexa have signed a separate written agreement, it applies together with these Terms, and if the two conflict, the separate agreement controls for the matters it covers. If you do not agree to these Terms, do not use the Service.

02Eligibility

To use the Service you must:

• be at least 18 years old, or the age of majority where you live if that is higher, and able to enter a binding agreement;
• use the Service for the professional and business operations of a healthcare organization, not for personal or household purposes; and
• be permitted by law to use it. A Customer is responsible for holding any licences, registrations, and authorizations it needs to operate its healthcare practice.

The Service is built for healthcare organizations and their staff. It is not intended for patients to manage their own health records, and it is not directed to children.

03MedNexa account registration

A Customer’s account may be set up by us at the Customer’s request, and the Customer’s administrators may then create accounts for its Authorized Users. When an account is created or updated, the information given must be accurate and kept up to date.

Each account is for one individual. Temporary passwords must be replaced at first sign-in. We may ask for information to verify an account or a request, and we may decline to set up or continue an account where we reasonably need to.

04Organization accounts and authorized users

Each Customer chooses administrators to manage its use of the Service. The Customer is responsible for:

• creating and removing Authorized User accounts, and removing access promptly when someone leaves or no longer needs it;
• making sure its Authorized Users follow these Terms and the Customer’s own policies; and
• everything done through its accounts by its Authorized Users. A Customer is responsible for their acts and omissions as if they were its own.

The number of Authorized Users and branches may be limited by the Customer’s Agreement.

05Roles and permissions

The Service includes role-based access and branch-level permissions. They decide which information each Authorized User can see and which actions they can take. They are tools that the Customer configures.

The Customer is responsible for assigning roles and branch access appropriately and for keeping those settings accurate. We are not responsible for access that results from the Customer’s choices or from a setting the Customer did not change. Nobody may try to get around roles, permissions, or branch restrictions.

06Customer responsibility for account credentials

Each user, and each Customer, must:

• keep sign-in credentials confidential and not share an account;
• choose a password that is not easy to guess, and replace any temporary password at first sign-in;
• tell us and the organization’s administrator promptly, at [email protected], if they suspect unauthorized use of an account.

A Customer is responsible for activity under its accounts, except to the extent it was caused by our breach of these Terms.

07Customer responsibility for information entered into the Service

The Customer is responsible for all Customer Data. This includes its accuracy, quality, and lawfulness, and having the rights, notices, and consents needed to enter it into the Service and to have us process it as these Terms describe.

The Customer must not enter information it has no right to use, and should enter only what it needs. It is also responsible for keeping any records it must keep by law, and for exporting or keeping them in the way its legal obligations require.

08Patient and health information responsibilities

Patient and health information in the Service belongs to the Customer’s relationship with its patients. The Customer is responsible for:

• the care it provides and every clinical decision it makes, which remain with its qualified clinicians;
• having a lawful basis, and giving any notices or getting any consents that are required, to collect and use patient information;
• complying with the laws that apply to it, including laws about health information, privacy, and record-keeping;
• responding to requests from patients about their information, and notifying patients and authorities of any incident where the law requires it; and
• not entering payment card numbers or other information the Service is not meant to hold.

MedNexa is not the patient’s healthcare provider, is not a party to the relationship between a Customer and its patients, and does not review or verify patient information. We do not promise that use of the Service will satisfy a Customer’s legal obligations.

09Acceptable use

You agree to use the Service:

• lawfully, and only for authorized healthcare and business operations;
• within the access and permissions your organization has given you;
• in a way that respects other people’s privacy and rights; and
• in line with these Terms and any reasonable instructions we give.

10Prohibited activities

You must not:

• try to gain unauthorized access to the Service, to other accounts, or to another organization’s information, or bypass roles, permissions, or branch restrictions;
• interfere with, disrupt, or overload the Service or its security;
• introduce malware or other harmful code;
• test or probe the security of the Service without our written permission;
• use bots, scrapers, or other automated means to access the Service, except as we allow;
• copy, modify, reverse engineer, or try to extract the source code of the Service, except as the law allows;
• resell, sublicense, or provide the Service to others as a service, or use it to build a competing product;
• enter or send unlawful, misleading, or harmful content, or use the Service to harm patients or others; or
• impersonate another person or misrepresent your identity or authority.

11Intellectual property

The MedNexa name and logo, the Service’s design and content, and our documentation are owned by MedNexa and its licensors and are protected by intellectual property laws. You get no rights in them except those these Terms give you.

If you give us feedback or suggestions about the Service, we may use them to improve the Service without obligation to you.

12MedNexa software and platform ownership

As between you and us, MedNexa owns the Service, including its software, features, and any improvements to them. Subject to these Terms and your Agreement, we give you a limited, non-exclusive, non-transferable, revocable right to access and use the Service for your organization’s internal operations while your access is in effect. Nothing in these Terms transfers ownership of the Service to you, and the restrictions in “Prohibited activities” apply to that right.

13Customer data ownership and control

The Customer keeps its rights in Customer Data and controls it. MedNexa does not claim ownership of Customer Data, including patient information.

The Customer gives us a limited right to host, process, transmit, and display Customer Data only as needed to provide, maintain, secure, and support the Service, to follow the Customer’s instructions, and to meet legal obligations. We do not sell Customer Data, and we do not use patient information for our own marketing or advertising. We may disclose Customer Data where the law requires it, and where it is lawful and reasonable we will tell the Customer first.

How we handle personal information is described in our Privacy Policy. These rights are subject to the Agreement and applicable law.

14Subscriptions and fees

Access to the Service may require a paid subscription. Plans, fees, billing cycles, and payment terms are set out in the applicable order form, proposal, or agreement. Unless stated otherwise, fees do not include taxes, which the Customer is responsible for.

We may suspend or limit access if payments are overdue, after reasonable notice where practical. Changes to fees apply to future billing periods, as the Agreement provides.

15Third-party services

The Service relies on, and may work with, services from other parties, such as hosting and infrastructure providers. Those services are governed by their own terms. We are not responsible for services we do not control, and a Customer that chooses to connect a third-party service is responsible for that choice.

16Service availability

We aim to keep the Service available, but we provide it on an “as available” basis unless the Agreement says otherwise. We do not guarantee that it will be uninterrupted, error-free, or free from delays.

Because the Service supports healthcare operations, each Customer should keep its own arrangements for continuing to operate if the Service is unavailable. The Service is not an emergency system and must not be relied on as the only way to handle urgent or emergency needs.

17Maintenance and changes

We may carry out scheduled and emergency maintenance, which can temporarily affect availability. We may add, change, or remove features over time. Where a change would materially and adversely affect Customers, we will take reasonable steps to give notice.

18Security

We use safeguards designed to protect the Service, including role-based access, separation between organizations, branch-level permissions, and secure authentication. If we become aware of unauthorized access to a Customer’s Customer Data, we will notify the Customer as required by applicable law and the Agreement.

Security is a shared responsibility. Customers must protect credentials, configure roles and access appropriately, and remove access when it is no longer needed. No system is completely secure, and nothing in these Terms is a statement or warranty that the Service meets any particular legal, regulatory, or certification standard.

19Suspension or termination

A Customer may stop using the Service at any time, subject to any minimum term in its Agreement. We may suspend or end access to the Service, or to an account, if these Terms are breached, if payment is overdue, if needed to protect the security or integrity of the Service or of other users, or if the law requires it. Where practical, we will give notice first.

When access ends, the right to use the Service ends. Sections that by their nature should continue, including those on intellectual property, disclaimers, limitation of liability, indemnification, and governing law, continue after termination.

20Data retention after termination

How long we keep Customer Data after termination, and how it can be exported or returned, is set out in the Agreement. If the Agreement does not cover it, we will keep Customer Data only as long as reasonably needed to let the Customer ask for an export or deletion, to meet legal obligations, to resolve disputes, and to enforce these Terms, and then delete or anonymize it.

A Customer should export or otherwise keep any records it must retain by law before its access ends. To request an export or deletion, contact us at [email protected].

21MedNexa is software, not medical care

MedNexa is a software platform for managing healthcare operations. It does not itself provide medical diagnosis, treatment, or clinical advice, and it is not a substitute for professional clinical judgment. MedNexa is not a healthcare provider, and using it does not create a relationship between MedNexa and any patient.

The Service’s screens, reports, dashboards, and other outputs are operational tools. They are not clinical recommendations. Decisions about patient care are made solely by the Customer’s qualified clinicians, who are responsible for them.

22Disclaimer of warranties

To the maximum extent permitted by law, the Service is provided “as is” and “as available”, and we disclaim all warranties, express or implied, including implied warranties of merchantability, fitness for a particular purpose, and non-infringement, except any warranties the Agreement expressly gives. We do not warrant that the Service will meet every requirement of a Customer or that its outputs will be error-free.

23Limitation of liability

To the maximum extent permitted by law, MedNexa will not be liable for any indirect, incidental, special, consequential, or punitive damages, or for lost profits, revenue, data, or goodwill, arising out of or related to the Service or these Terms, even if it has been told they are possible.

Our total liability arising out of or related to the Service or these Terms is limited as set out in the applicable Agreement. If an Agreement sets no limit, our liability is limited to the fullest extent permitted by applicable law.

MedNexa is not responsible for the care a Customer provides, for clinical decisions, or for patient outcomes. Nothing in these Terms limits liability that cannot be limited by law.

24Indemnification

To the extent permitted by law, a Customer will defend and compensate MedNexa against claims brought by a third party, and the resulting losses and reasonable costs, to the extent they arise from:

• Customer Data that the Customer had no right or consent to enter or use;
• the Customer’s or its Authorized Users’ breach of these Terms or of applicable law; or
• the care or services the Customer provides to its patients.

MedNexa will give the Customer prompt notice of the claim and reasonable cooperation, and the Customer may not settle a claim in a way that admits fault for MedNexa without our consent.

25Governing law and dispute resolution

The law that governs these Terms, and the courts or other forum that may hear a dispute, are those stated in the applicable Agreement. Where there is no Agreement, or it states none, these Terms are governed by the law that applies to them under applicable conflict-of-law rules.

If a dispute arises, we ask that you first contact us at [email protected] so that we can try in good faith to resolve it informally. If it cannot be resolved that way, it will be resolved as set out in the applicable Agreement or, if there is none, before a court or other body that has jurisdiction under applicable law.

26Changes to these Terms

We may update these Terms from time to time. We will post the updated Terms on this page, and if a change is significant we will take reasonable steps to let you know. Continuing to use the Service after changes take effect means you accept them. If a Customer’s Agreement sets out a specific process for changes, that process applies.

27Contact

If you have questions about these Terms, contact MedNexa at [email protected].