The rules, rights, and responsibilities governing your use of the Klinica platform.
By accessing or using Klinica (klinica.space), creating an account, or clicking "Start free trial" or any similar button, you confirm that you have read, understood, and agree to be bound by these Terms of Service ("Terms").
If you are accepting these Terms on behalf of an organisation (such as a clinic or medical practice), you represent that you have the authority to bind that organisation to these Terms. In that case, "you" and "your" refer to that organisation.
If you do not agree to these Terms, you must not use Klinica. Continued use of the platform after any update to these Terms constitutes acceptance of the revised version.
Klinica is a Software-as-a-Service (SaaS) clinic management platform that provides:
Klinica is a general-purpose clinic management tool. It is not a regulated medical device, electronic health record system (EHR/EMR) under any specific healthcare regulation, or a system designed for emergency medical use. You remain responsible for ensuring Klinica is appropriate for your specific regulatory environment.
4.1 — Registration. To use Klinica, you must register an account by providing accurate and complete information including your clinic name, a chosen subdomain, and administrator contact details. You agree to keep this information current.
4.2 — Subdomain. Your chosen subdomain is unique and cannot be transferred to another account. We reserve the right to reject or reclaim subdomains that are misleading, infringe third-party rights, or violate our Acceptable Use Policy.
4.3 — Account security. You are responsible for:
4.4 — One account per clinic. Each registered subdomain constitutes one tenant account. Creating multiple accounts to circumvent plan limits or extend a free trial is prohibited and may result in immediate termination of all associated accounts.
You agree to use Klinica only for lawful purposes and in a manner consistent with these Terms. The following are expressly prohibited:
We reserve the right to suspend or terminate accounts that violate this policy, with or without prior notice, at our sole discretion.
6.1 — Free trial. New accounts include a 14-day free trial with no credit card required. At the end of the trial, your account will become inactive unless you upgrade to a paid subscription.
6.2 — Paid subscriptions. Paid subscriptions are billed monthly in advance. By subscribing, you authorise us (or our payment processor) to charge your payment method on a recurring basis until you cancel.
6.3 — Plan limits. Each plan includes specific limits on the number of patients, employees, and monthly bookings. Exceeding these limits may restrict your ability to add further records until your plan is upgraded.
6.4 — Pricing changes. We reserve the right to modify subscription pricing. We will provide at least 30 days' written notice via email before any price increase takes effect. Continued use of the service after the effective date constitutes acceptance of the new pricing.
6.5 — Refunds. All subscription payments are subject to our Refund Policy, which is incorporated into these Terms by reference.
6.6 — Taxes. Subscription fees are exclusive of any applicable taxes (including VAT). You are responsible for paying all taxes applicable to your subscription in your jurisdiction.
7.1 — Your data. You retain full ownership of all data you enter into Klinica, including Patient Data. We do not sell, rent, or use your data for any purpose other than providing and improving the Klinica service.
7.2 — Data processing. For Patient Data, you act as the Data Controller and we act as the Data Processor under GDPR. Our obligations as Processor are governed by our Data Processing Agreement (DPA), which forms part of these Terms.
7.3 — Privacy Policy. Our collection and use of personal data relating to your account registration is governed by our Privacy Policy.
7.4 — Your data protection obligations. You are responsible for ensuring that your use of Klinica to process Patient Data complies with all applicable data protection laws in your jurisdiction, including obtaining appropriate consent or establishing a lawful basis for processing under GDPR.
7.5 — Data isolation. Each tenant account operates in an isolated database environment. We implement appropriate technical and organisational measures to prevent cross-tenant data access.
7.6 — Data export and deletion. You may export your data at any time from within your dashboard. Upon account termination, you have 30 days to export your data before it is permanently deleted. See our DPA for full retention and deletion terms.
8.1 — Klinica IP. All intellectual property rights in the Klinica platform — including the software, design, trademarks, and documentation — are and remain the exclusive property of Klinica and its licensors. Nothing in these Terms transfers any ownership rights to you.
8.2 — Licence to use. Subject to your compliance with these Terms and payment of applicable fees, we grant you a limited, non-exclusive, non-transferable, revocable licence to access and use Klinica for your internal business purposes during your subscription period.
8.3 — Your content. You grant us a limited licence to host, store, and process your data solely for the purpose of providing the Klinica service to you. We claim no ownership over your data.
8.4 — Feedback. If you provide us with feedback or suggestions about Klinica, you grant us the right to use that feedback without restriction or compensation to you.
We aim to maintain high availability of the Klinica platform but do not guarantee uninterrupted access. Downtime may occur due to:
We will make reasonable efforts to restore service promptly in the event of an outage. We are not liable for any losses resulting from service unavailability except where expressly required by applicable law.
Status updates: In the event of a major outage, we will communicate updates via email to registered account holders.
Klinica is provided "as is" and "as available", without warranties of any kind, express or implied, to the fullest extent permitted by applicable law. We specifically disclaim:
Klinica is not a substitute for professional medical judgement. Clinical decisions, diagnoses, and treatments remain the exclusive responsibility of qualified healthcare professionals. Klinica is an administrative tool only.
To the fullest extent permitted by applicable law:
These limitations apply regardless of the legal theory on which the claim is based (contract, tort, strict liability, or otherwise), even if we have been advised of the possibility of such damages.
Nothing in these Terms limits or excludes liability that cannot be excluded under applicable law, including liability for death or personal injury caused by negligence, or for fraud or fraudulent misrepresentation.
12.1 — By you. You may cancel your subscription at any time from within your dashboard. Cancellation halts future billing but does not entitle you to a refund for the current billing period. See our Refund Policy for full details.
12.2 — By us. We reserve the right to suspend or terminate your account immediately and without notice if:
12.3 — Effect of termination. Upon termination:
These Terms are governed by and construed in accordance with the laws of the European Union and applicable national law. Any disputes arising from or relating to these Terms shall be subject to the exclusive jurisdiction of the competent courts.
Before initiating any legal proceedings, you agree to first attempt to resolve any dispute informally by contacting us at support@klinica.space. We will make reasonable efforts to resolve disputes within 30 days of receiving written notice.
Nothing in this section prevents either party from seeking urgent injunctive or other equitable relief from a court of competent jurisdiction where necessary to protect their rights.
We may update these Terms from time to time to reflect changes in our services, applicable law, or business practices. When we make material changes, we will:
Your continued use of Klinica after the effective date of any updated Terms constitutes your acceptance. If you do not agree to the updated Terms, you must stop using the service and cancel your subscription before the changes take effect.
For questions about these Terms, billing disputes, or to report a violation of our Acceptable Use Policy, please contact us:
Klinica — Legal & Support
Email: support@klinica.space
Privacy matters: privacy@klinica.space
Web: klinica.space
We aim to respond to all legal and billing enquiries within 5 business days.