Terms of Service

1. Agreement

These Terms of Service (“Terms”) govern your use of the ClinicComply platform operated by ClinicComply (ABN 95 577 920 947). By creating an account or using the platform, you agree to these Terms. If you do not agree, do not use the platform.

2. The service

ClinicComply is a software-as-a-service platform that helps Australian healthcare practices manage compliance obligations. The platform provides compliance checklists, document management, IT vendor coordination, team collaboration, and reporting tools.

ClinicComply is a compliance management tool. It does not provide legal, medical, or professional advice. You are responsible for ensuring your practice meets its regulatory obligations. We recommend seeking independent professional advice where appropriate.

3. Accounts

• You must provide accurate and complete information when creating an account.
• You are responsible for maintaining the security of your account credentials.
• You must notify us immediately if you become aware of any unauthorised access to your account.
• One person or organisation may not maintain multiple free trial accounts.

4. Free trial

New accounts receive a 30-day free trial with full access to platform features. No credit card is required to start a trial. At the end of the trial period, you must subscribe to a paid plan to continue using the platform. We may change the trial duration or terms at any time for new sign-ups.

5. Subscriptions and payment

• Paid plans are billed monthly or annually, as selected at checkout.
• All prices are in Australian dollars (AUD) and include GST.
• Payments are processed securely by our payment provider. We do not store your credit card details.
• You can cancel your subscription at any time. Cancellation takes effect at the end of your current billing period.
• We do not offer refunds for partial billing periods. If you cancel mid-cycle, you retain access until the end of the period you have paid for.
• We may change our pricing with 30 days' notice. Price changes apply to new billing periods, not current ones.

6. Plan limits

Each plan includes limits on the number of practice locations, team members, vendor connections, and storage. These limits are described on our pricing page. If you exceed your plan limits, we will ask you to upgrade. We will not delete your data due to a plan limit being exceeded.

7. Your data

• You retain ownership of all data you upload or enter into ClinicComply.
• We do not access, use, or share your compliance data except as necessary to provide the service.
• You can export your data at any time using the Data Export feature in your account settings.
• If you delete your account, we will retain your data for 90 days (to allow recovery), then permanently delete it.
• If your free trial expires without upgrading to a paid plan, your data will be retained for 90 days from the trial expiry date, after which it will be permanently deleted.
• If your paid subscription is cancelled — whether by you or due to non-payment — your data will be retained for 90 days from the end of your last paid billing period, after which it will be permanently deleted.
• We will send you an email reminder before your data is scheduled for deletion. We recommend using the Data Export feature to download your data before your retention period ends.

For full details on how we handle your data, see our Privacy Policy.

8. Acceptable use

You agree not to:

• Use the platform for any unlawful purpose
• Attempt to gain unauthorised access to other users' accounts or data
• Interfere with or disrupt the platform or its infrastructure
• Upload malicious files, viruses, or harmful code
• Resell or redistribute access to the platform without our written consent
• Use automated tools to scrape or extract data from the platform

We may suspend or terminate accounts that violate these terms.

9. IT vendor portal

ClinicComply includes a portal that allows your IT vendors to upload compliance documentation directly. By inviting a vendor, you authorise them to upload documents to your account via a time-limited, tokenised link. You are responsible for managing vendor access and reviewing uploaded documents.

10. Availability

We aim to keep ClinicComply available at all times but do not guarantee uninterrupted service. We may perform maintenance that temporarily affects availability. We will provide reasonable notice of planned maintenance where possible.

11. Limitation of liability

To the maximum extent permitted by Australian law, ClinicComply is provided “as is”. We do not warrant that the platform will meet your specific compliance requirements or that it will be error-free.

Our total liability for any claim arising from your use of the platform is limited to the amount you paid us in the 12 months preceding the claim. We are not liable for indirect, incidental, or consequential damages, including lost data, lost revenue, or regulatory penalties.

Nothing in these Terms excludes or limits liability that cannot be excluded under Australian Consumer Law.

12. Indemnification

You agree to indemnify ClinicComply against any claims, losses, or expenses arising from your use of the platform, your violation of these Terms, or your breach of any applicable law.

13. Termination

You may close your account at any time by contacting us. We may suspend or terminate your account if you breach these Terms, fail to pay, or if we are required to do so by law. On termination, your right to use the platform ceases immediately, and data retention is handled as described in section 7.

14. Changes to these terms

We may update these Terms from time to time. If we make material changes, we will notify you via email or an in-app notification at least 30 days before the changes take effect. Continued use of the platform after that date constitutes acceptance of the revised Terms.

15. Governing law

These Terms are governed by the laws of Victoria, Australia. Any disputes arising from these Terms will be subject to the exclusive jurisdiction of the courts of Victoria.

16. Contact

If you have questions about these Terms, contact us at support@cliniccomply.com.au.