1. Introduction and Acceptance
1.1 Who We Are
These Terms of Service ("Terms") govern your use of the MedSynq platform, operated by Medsynq Solutions Private Limited ("MedSynq", "we", "us", "our"), with registered office at New Delhi, India.
1.2 Acceptance
By creating an account, taking the free audit, or using any part of the MedSynq platform, you agree to these Terms and to our Privacy Policy. If you do not agree, do not use the platform.
1.3 Who Can Accept
You must be at least 18 years old and authorised to enter into a contract on behalf of your dental clinic. By accepting, you confirm you have that authority.
1.4 The Two Documents
These Terms work alongside our Privacy Policy, which explains how we handle data. Where the two overlap on data matters, the Privacy Policy governs.
2. What MedSynq Is
2.1 The Service
MedSynq is an intelligence and operations platform for dental clinics. It helps clinics manage patients, appointments, billing, communication, and clinical workflows, and it surfaces recommended actions and a clinic health score to help clinics recover revenue and operate more efficiently.
2.2 MedSynq Is a Tool, Not a Clinical Authority
MedSynq is a software tool. It does not practise dentistry, does not make clinical decisions, and does not provide medical advice. Every clinical decision, diagnosis, treatment, and patient interaction remains entirely the responsibility of the clinic and its registered practitioners.
3. The Free Audit
3.1 What It Is
Any clinic can take the MedSynq clinic audit once, free of charge. After answering the audit questions, you receive your clinic health score. The free audit shows the score only. It does not include the detailed gap report, recommendations, or the recovery plan, which are available on a paid plan.
3.2 One Free Audit Per Clinic
The free audit is limited to one per clinic. We identify a clinic by a combination of clinic name, registered email, and mobile number. Attempting to take the free audit again using the same clinic identity will not generate a new score.
3.3 No Misuse
Deliberately submitting false clinic identity details, or using multiple email addresses or phone numbers to take the free audit repeatedly for the same clinic, is a misuse of the service. We reserve the right to detect, block, and refuse such attempts.
4. Accounts and Access
4.1 Account Creation
To use paid features, you create an account and provide accurate clinic and contact information. You are responsible for keeping this information current.
4.2 Account Security
You are responsible for safeguarding your login credentials and for all activity under your account. The clinic owner controls who is invited as staff and what role each staff member holds (owner, doctor, receptionist, assistant). Notify us immediately of any unauthorised access.
4.3 Staff and Roles
Only the clinic owner can invite staff and assign roles. Each role carries specific permissions. The clinic is responsible for ensuring its staff use the platform appropriately.
5. Plans, Billing, and Payment
5.1 Plans
MedSynq offers a free audit tier (Diagnose) and paid subscription plans (Recover, Optimise, Scale) as described on our pricing page. Features and prices for each plan are set out there and may be updated from time to time, with notice for existing subscribers.
5.2 Monthly Billing in Advance
Paid plans are billed monthly, in advance. When you subscribe, you pay for the upcoming month of service, similar to a prepaid mobile recharge. Payment is processed through Razorpay.
5.3 Annual Plans
We may offer annual subscription plans, which carry a discount compared to monthly billing. [confirm: annual discount percentage when launched] Annual plan terms will be set out at the time they are offered.
5.4 Auto-Renewal
If you choose auto-renewal and provide card or payment details, your subscription renews automatically at the end of each billing cycle, and the applicable fee is charged in advance for the next cycle. Auto-renewal continues until you cancel it. You can turn off auto-renewal at any time from your account.
5.5 Taxes
All fees are exclusive of applicable taxes (including GST), which will be added as required by law.
5.6 Failed Payments
If a payment fails, we may retry the charge and may suspend access to paid features until payment is successful. We will notify you before suspension where reasonably possible.
6. Cancellation and Refunds
6.1 You Can Cancel Anytime
You may cancel your subscription at any time from your account or by contacting us.
6.2 Cancelling the Subscription Itself (Mid-Cycle)
If you cancel the subscription itself partway through a billing cycle, your access to paid services ends at the point of cancellation. We will charge you for the number of days you actually used the service in that cycle, plus a cancellation fee. [confirm: cancellation fee amount or percentage] Any balance is handled accordingly. Services stop at the point of cancellation.
6.3 Cancelling Auto-Renewal Only
If you instead cancel only the auto-renewal (but do not cancel the current paid cycle), you keep full access for the remainder of the cycle you have already paid for. The subscription simply does not renew at the end of that cycle, and you are not charged again.
6.4 No Refund for the Used Period
Fees for the period of service you have already used are non-refundable. Cancellation charges, where applicable, are also non-refundable. We do not provide refunds for partial satisfaction or for revenue outcomes, since the intelligence we provide is guidance and not a guarantee (see Section 9).
6.5 What Happens to Your Data on Cancellation
When you cancel, your clinic data is retained for a 30-day recovery window, during which you can reactivate or request export. After 30 days, your data is permanently deleted from our systems, except for records we are legally required to retain (such as billing and tax records). This is explained in full in our Privacy Policy.
7. Your Responsibilities
7.1 Patient Consent
You, the clinic, are the Data Fiduciary for your patients' data. You are responsible for obtaining valid consent from your patients for the collection and processing of their personal and health data, and for the communications you send them through MedSynq. MedSynq provides the tools to manage consent, but the responsibility to obtain it is yours.
7.2 Accurate Use
You are responsible for the accuracy of the data you enter, for the messages you choose to send to patients, and for ensuring your use of MedSynq complies with all laws applicable to your clinic, including dental practice regulations and the DPDP Act.
7.3 Patient Communication
Messages to patients are sent as your clinic, under your name. You are responsible for the content of communications you approve and send, and for ensuring they comply with patient consent and applicable law.
8. Acceptable Use
8.1 You May Not
- Use MedSynq for any unlawful purpose or to process data you have no right to process
- Resell, sublicense, or provide the platform to any third party as your own service
- Attempt to access another clinic's data, or circumvent the platform's security or tenant isolation
- Reverse-engineer, copy, or attempt to extract the platform's source code or underlying models
- Use the platform to send spam, harassment, or any communication prohibited by law
- Misuse the free audit through false identity details (see Section 3.3)
- Upload malicious code or attempt to disrupt the platform's operation
8.2 Consequences
We may suspend or terminate access for any breach of this section, with notice where reasonably possible. Serious breaches, including anything that risks patient data or platform security, may result in immediate suspension.
9. The Intelligence Is Guidance, Not a Guarantee
9.1 What the Intelligence Is
The clinic health score, benchmarks, recommendations, and action suggestions provided by MedSynq are guidance. They are based on your clinic's data, on anonymised patterns across comparable clinics, and on observed practices in the market for how clinics engage their patients.
9.2 What It Is Not
MedSynq does not guarantee any specific outcome. We do not guarantee that following a recommendation will recover a particular patient, generate a particular amount of revenue, or improve your score by any specific margin. Whether a patient returns, accepts treatment, or responds to a message is ultimately the patient's own decision and depends on many factors outside our control.
9.3 No Reliance for Clinical Decisions
The intelligence is a business and operations aid for clinic owners and staff. It must never be used as a basis for any clinical or medical decision. All clinical judgment remains with the treating practitioner.
10. Intellectual Property
10.1 Our Property
The MedSynq platform, software, design, branding, scoring methodology, and all related intellectual property belong to Medsynq Solutions Private Limited. These Terms do not transfer any ownership to you. You receive only a limited, non-exclusive, non-transferable right to use the platform while your subscription is active.
10.2 Your Data
Your clinic data, including your patient records, remains yours. You grant MedSynq only the limited licence needed to host, process, and display that data in order to provide the service, as described in the Privacy Policy. We do not claim ownership of your data and we do not use it beyond providing the service to you.
11. Service Availability
11.1 We Aim for High Availability
We work to keep MedSynq available and reliable, but we do not guarantee uninterrupted access. The platform may occasionally be unavailable for maintenance, updates, or reasons beyond our control.
11.2 Changes to the Service
We may add, change, or remove features over time to improve the platform. Where a change materially reduces a core feature of a paid plan, we will give existing subscribers reasonable notice.
12. Limitation of Liability
12.1 MedSynq Is a Tool
To the maximum extent permitted by law, MedSynq is not liable for clinical outcomes, treatment decisions, or any consequence of how a clinic uses the platform or the intelligence it provides.
12.2 No Liability for Indirect Loss
We are not liable for indirect, incidental, or consequential losses, including lost revenue, lost patients, or lost profits, arising from your use of or inability to use the platform.
12.3 Liability Cap
To the maximum extent permitted by law, our total liability for any claim arising from these Terms or your use of the platform is limited to the amount you paid us for the service in the three months before the claim arose.
12.4 Your Responsibility for Misuse
We are not liable for any loss arising from your own misuse of the platform, your failure to obtain patient consent, your breach of applicable law, or the actions of your staff.
13. Indemnity
You agree to indemnify and hold MedSynq harmless from any claim, loss, or liability arising from your breach of these Terms, your misuse of the platform, your failure to obtain valid patient consent, or your violation of any law applicable to your clinic.
14. Suspension and Termination
14.1 By You
You may stop using the platform and cancel your subscription at any time, as set out in Section 6.
14.2 By Us
We may suspend or terminate your access if you breach these Terms, fail to pay, or use the platform in a way that risks patient data, platform security, or other clinics. We will give notice where reasonably possible.
14.3 Effect of Termination
On termination, your right to use the platform ends. Your data is handled under the 30-day recovery and deletion process in Section 6.5 and the Privacy Policy.
15. Governing Law and Disputes
15.1 Governing Law
These Terms are governed by the laws of India.
15.2 Jurisdiction
The courts of New Delhi, India have exclusive jurisdiction over any dispute arising from these Terms, subject to any applicable consumer protection or data protection forum. [confirm jurisdiction city with lawyer]
15.3 Grievances
For data-related grievances, contact our Grievance Officer, Deepanshu Kumar, at [email protected], as set out in the Privacy Policy.
16. Changes to These Terms
We may update these Terms from time to time. For material changes, we will update the "Last Updated" date and notify registered accounts at least 14 days before the change takes effect. Continued use after a material change takes effect constitutes acceptance. If you do not agree to a change, you may cancel your subscription.
17. Contact
| Purpose | Contact |
|---|---|
| General inquiries | [email protected] |
| Billing and account | [email protected] |
| Data and privacy grievances | [email protected] |
| Postal address | Medsynq Solutions Private Limited, New Delhi, India |