Terms of Service

Version and effective date: 12 July 2026. Provider: Aryan Rao, sole proprietor trading as Smart Clinic Reception, Mahendragarh, Haryana – 123029, India. Legal reviewer status: not appointed.

Agreement and priority

By checking the acceptance box at checkout or otherwise signing an Order Form that incorporates these Terms, the clinic agrees to these Terms and the Privacy Policy. A signed Order Form, Master Services Agreement, Data Processing Addendum, or Business Associate Agreement controls over these online Terms only for the subject it expressly covers.

Service

Smart Clinic Reception AI provides lead intake, follow-up workflow, AI-assisted messaging drafts, scheduling support, reporting, and related operator tools for clinics.

Implementation scope, included lead sources, integrations, launch criteria, service response targets, and exclusions must be recorded in the applicable Order Form. Features dependent on third-party providers are available only when the clinic and provider accounts are configured and approved.

No Clinical Advice

The service does not diagnose, treat, recommend procedures, quote final clinical pricing, or provide medical advice. Clinical questions must be routed to licensed clinic staff.

Customer Responsibilities

Clinics are responsible for authorized users, lawful instructions, accurate notices, approved scripts, legally sufficient consent, suppression and opt-out handling, staff review, accurate offers, patient-facing communications, and compliance with applicable healthcare, privacy, advertising, telemarketing, and messaging laws. The clinic must not upload data it is not authorized to process.

AI Outputs

AI-generated drafts must be reviewed for accuracy and suitability. The clinic remains responsible for messages it approves and sends.

Payment

Pilot fees are due upfront. Third-party messaging, hosting, payment, and integration fees may be billed separately or included in a plan.

Each published checkout payment is a one-time purchase of 30 days of access. It does not create an automatically renewing subscription and there is no annual commitment unless a separate signed agreement says otherwise. A clinic renews manually by making another payment; each distinct verified payment adds one 30-day access period after any remaining paid time. If the clinic does not renew, paid access ends and the workspace returns to the Free plan.

Because there is no automatic renewal, no cancellation is required to stop future charges. Contact support to stop onboarding or request a refund. Refund requests are reviewed based on onboarding progress, third-party costs, and work already delivered. A confirmed refund revokes the corresponding 30-day access grant.

Fees exclude taxes unless expressly stated. Aryan Rao is not registered for GST as of this version date. The clinic remains responsible for its own withholding, reporting, and transaction taxes except taxes imposed on the provider's net income.

Privacy, security, and production PHI

The Privacy Policy and applicable signed DPA govern personal-data processing. Unrestricted production PHI is not approved by default. Live patient-message processing may be enabled separately for a clinic only after the applicable signed agreement, security review, vendor review, and country-specific data-processing requirements are complete. Checkout acceptance alone never enables PHI processing.

Confidentiality and intellectual property

Each party must protect the other's non-public business, security, and personal information using reasonable care and use it only to perform the agreement. The clinic retains its data and materials. The provider retains the platform, workflows, software, templates, and pre-existing materials. The clinic grants the limited rights required to process its data and deliver the service.

Acceptable use

Do not use the service for unlawful, deceptive, abusive, discriminatory, infringing, unsafe, or unsolicited communications; clinical diagnosis or treatment decisions; credential sharing; security testing without written permission; or attempts to bypass access controls. We may suspend activity needed to protect patients, recipients, the service, or third parties.

Suspension and termination

Paid access ends when its purchased period expires. Either party may end a signed pilot as stated in its Order Form. We may suspend or terminate for material breach, unlawful use, security risk, non-payment, or third-party provider restrictions. On termination, the clinic may request a reasonable export and deletion will follow the signed offboarding schedule and legal-retention duties.

Warranties and disclaimers

Each party warrants it has authority to enter the agreement. The service will be provided with reasonable care but is otherwise supplied as available to the extent permitted by law. We do not guarantee uninterrupted third-party services, patient revenue, treatment acceptance, clinical outcomes, or any specific number of booked or closed cases.

Liability and indemnity

To the extent permitted by applicable law, neither party is liable for indirect, special, incidental, punitive, or consequential loss. Any negotiated liability cap, exclusions, indemnities, insurance requirements, and statutory exceptions must be stated in a signed MSA or Order Form; no online checkout expands a non-waivable statutory right or liability.

Force majeure and changes

Neither party is responsible for delay caused by events beyond reasonable control, excluding payment obligations. Material changes to these Terms apply prospectively and will be versioned; a new checkout records the version accepted. Signed agreements can be changed only in writing by authorized representatives.

Governing law and disputes

Unless a signed Order Form states otherwise, these Terms are governed by the laws of India. Courts having competent jurisdiction in Mahendragarh District, Haryana, India have jurisdiction. The parties should first attempt in good faith to resolve a dispute through written escalation.

Contact

Business notices: connect@smartclinicreception.online. Legal, privacy, support, and security notices: support@smartclinicreception.online. Review the paid-client legal pack before signing a pilot.