Legal

Terms of Service

Last updated: August 20, 2026

These Terms of Service ("Terms") govern access to and use of ClinicChatDesk, an AI-powered communication, receptionist, appointment-management, and revenue-recovery platform for clinics. ClinicChatDesk is operated by Coders Insight Technologies (Pvt) Ltd ("ClinicChatDesk", "we", "our", or "us").

By creating an account, accessing the dashboard, connecting a WhatsApp Business account, using a live demo, or otherwise using ClinicChatDesk, you agree to these Terms. If you are using ClinicChatDesk on behalf of a clinic or other organization, you represent that you have authority to bind that organization to these Terms.

1. Eligibility and Accounts

You must be legally capable of entering into a binding agreement and authorized to act for the clinic or organization that creates the account.

You are responsible for maintaining accurate account information, protecting login credentials, controlling staff access, and all activity occurring under your account. You must notify us promptly if you suspect unauthorized use or a security incident.

2. The ClinicChatDesk Service

ClinicChatDesk may provide features including:

• AI-assisted responses to patient or prospective-patient enquiries
• WhatsApp Business messaging integrations
• Appointment booking and appointment-management workflows
• Human takeover and staff conversation handling
• Voice-note transcription and intent processing
• Lost-lead follow-up and revenue-recovery workflows
• Cancellation slot refill workflows
• Clinic dashboards, analytics, settings, and business-knowledge management

Features may change, improve, be replaced, or be discontinued over time. We may release beta, preview, trial, or experimental features that may be subject to additional limitations.

3. Clinic Responsibilities

Each clinic is responsible for the information it configures in ClinicChatDesk, including clinic details, services, prices, working hours, staff, appointment availability, FAQs, and business rules.

You are responsible for ensuring that:

• Your use of ClinicChatDesk complies with applicable laws and professional obligations
• You have a lawful basis to communicate with patients and process their information
• Required notices, consents, and opt-ins are obtained where applicable
• Your clinic information, prices, hours, and availability are accurate and kept up to date
• Messages requiring medical judgment are handled by appropriately qualified staff
• Emergency or urgent medical matters are not delegated solely to AI
• You comply with WhatsApp, Meta, telecommunications, marketing, and messaging rules applicable to your use

4. Artificial Intelligence

ClinicChatDesk uses artificial intelligence to assist with administrative conversations and workflows. AI-generated content can be incomplete, inaccurate, delayed, or inappropriate for a particular situation.

You acknowledge that AI responses should not be relied upon for medical diagnosis, treatment, emergency advice, prescriptions, clinical decision-making, or any other professional medical judgment.

Clinics remain responsible for reviewing their configurations, supervising appropriate use, and taking over conversations where human judgment is needed.

5. WhatsApp and Meta Integrations

ClinicChatDesk may integrate with Meta's WhatsApp Business Platform. Your use of WhatsApp through ClinicChatDesk is also subject to Meta's and WhatsApp's applicable terms, policies, technical requirements, messaging rules, template requirements, and account restrictions.

We do not control Meta's availability, approval decisions, account reviews, message delivery, template approvals, pricing, policy changes, or enforcement actions. ClinicChatDesk is not responsible for suspensions, delivery failures, or restrictions imposed by Meta or WhatsApp.

You may only connect WhatsApp Business assets that you own, control, or are authorized to manage.

6. Acceptable Use

You may not use ClinicChatDesk to:

• Violate any applicable law, regulation, court order, professional obligation, or third-party policy
• Send spam, deceptive, abusive, harassing, or unlawful communications
• Impersonate another person, clinic, organization, or healthcare professional
• Collect, transmit, or use personal information without a lawful basis
• Attempt unauthorized access to another clinic's data or account
• Probe, attack, overload, reverse engineer, bypass, or interfere with the security or operation of the service
• Use the service to distribute malware, harmful code, or fraudulent content
• Use ClinicChatDesk as an emergency medical service or as the sole system for urgent patient communications

We may restrict or suspend access where we reasonably believe the service is being misused or where continued access creates security, legal, operational, or platform-policy risk.

7. Healthcare and Sensitive Information

ClinicChatDesk is primarily intended for administrative communication, appointment management, and front-desk workflows. Unless we separately agree in writing and the necessary technical and contractual safeguards are in place, ClinicChatDesk should not be used as an electronic medical record system or to store comprehensive regulated medical records.

Organizations subject to sector-specific healthcare requirements, including HIPAA in the United States, are responsible for confirming that required agreements, configurations, approvals, and safeguards are in place before transmitting protected health information through ClinicChatDesk.

8. Privacy and Data Processing

Our handling of personal information is described in our Privacy Policy. By using ClinicChatDesk, you agree that we may process information as described there and as necessary to provide, secure, support, and improve the service.

Where required, separate data-processing terms or agreements may apply to certain customers or jurisdictions.

9. Subscription Plans, Fees, and Billing

Some ClinicChatDesk features may require a paid subscription. Pricing, usage limits, included features, trial periods, and billing intervals will be shown on the applicable plan, order, checkout page, or written agreement.

Unless otherwise stated, subscription fees are charged in advance for the applicable billing period and may renew automatically until cancelled. Taxes, payment-provider charges, Meta/WhatsApp messaging charges, or other third-party costs may apply where stated.

You are responsible for providing valid billing information and paying all amounts due. We may suspend paid features or accounts for overdue amounts after reasonable notice where appropriate.

10. Trials, Demos, and Promotional Access

We may offer free trials, live demos, pilot programs, discounted access, or promotional plans. These may be limited in duration, functionality, message volume, AI usage, storage, or other resources.

Where a trial requires a payment method, checkout will show the selected plan price and renewal terms before the trial begins. Unless cancelled before the trial ends, the selected subscription may automatically renew and charge the saved payment method at the displayed price, subject to applicable law and payment-provider rules.

Demo environments may contain sample data and may reset automatically. They are not intended for real patient information or production clinical use.

11. Cancellations and Refunds

You may cancel a subscription in accordance with the cancellation method made available through your account or written agreement. Unless otherwise required by applicable law or expressly stated in a plan or contract, fees already paid are generally non-refundable and service continues until the end of the paid billing period.

If we discontinue a paid service without providing a substantially equivalent replacement, we may provide a prorated refund or service credit where appropriate.

12. Third-Party Services

ClinicChatDesk relies on or may integrate with third-party services such as Meta/WhatsApp, OpenAI, cloud hosting providers, email providers, payment processors, and other infrastructure providers.

We are not responsible for third-party outages, policy changes, pricing changes, account restrictions, service discontinuations, or acts and omissions outside our reasonable control. Your use of third-party services may be subject to separate terms and privacy policies.

13. Intellectual Property

ClinicChatDesk, including its software, design, branding, interfaces, documentation, workflows, and related intellectual property, is owned by or licensed to Coders Insight Technologies (Pvt) Ltd and is protected by applicable intellectual-property laws.

Subject to these Terms and any applicable subscription, we grant you a limited, non-exclusive, non-transferable, revocable right to access and use ClinicChatDesk for your clinic's internal business purposes.

You retain rights in clinic content and information you provide to us. You grant us the limited rights reasonably necessary to host, process, transmit, display, and use that content to provide and secure the service.

14. Feedback

If you provide suggestions, ideas, or feedback about ClinicChatDesk, you allow us to use that feedback to improve or develop our products and services without an obligation to compensate you, provided we do not publicly identify you as the source without permission.

15. Service Availability and Changes

We aim to provide a reliable service, but we do not guarantee uninterrupted or error-free availability. Maintenance, upgrades, internet failures, third-party outages, security events, or circumstances outside our reasonable control may affect access.

We may update the service, APIs, integrations, workflows, or technical requirements from time to time. We will use reasonable efforts to avoid unnecessary disruption to paying customers.

16. Suspension and Termination

You may stop using ClinicChatDesk at any time. We may suspend or terminate access if you materially violate these Terms, fail to pay amounts due, misuse the service, create security or legal risk, violate third-party platform requirements, or if we are required to do so by law.

Where reasonably possible, we will provide notice and an opportunity to address the issue before termination, except where immediate action is necessary for security, legal, fraud-prevention, or platform-compliance reasons.

17. Disclaimers

To the maximum extent permitted by applicable law, ClinicChatDesk is provided on an "as is" and "as available" basis. We disclaim warranties that are not expressly stated in these Terms, including implied warranties of merchantability, fitness for a particular purpose, non-infringement, uninterrupted availability, or that AI output will always be accurate.

Nothing in ClinicChatDesk constitutes medical, legal, financial, or other professional advice.

18. Limitation of Liability

To the maximum extent permitted by applicable law, ClinicChatDesk and Coders Insight Technologies (Pvt) Ltd will not be liable for indirect, incidental, special, consequential, exemplary, or punitive damages, or for loss of profits, revenue, goodwill, business opportunity, data, or anticipated savings arising from or related to the service.

To the maximum extent permitted by law, our aggregate liability arising out of or relating to ClinicChatDesk will not exceed the amount paid by the customer to ClinicChatDesk for the service during the three months immediately preceding the event giving rise to the claim.

Some jurisdictions do not allow certain exclusions or limitations, so parts of this section may not apply to you.

19. Indemnity

To the extent permitted by law, you agree to indemnify and hold harmless ClinicChatDesk and Coders Insight Technologies (Pvt) Ltd from claims, losses, liabilities, and reasonable costs arising from your unlawful use of the service, your clinic content, your violation of these Terms, your violation of third-party rights, or your failure to comply with applicable messaging, privacy, healthcare, or professional obligations.

20. Governing Law and Disputes

Unless a separate written agreement states otherwise, these Terms are governed by the laws applicable to Coders Insight Technologies (Pvt) Ltd, without regard to conflict-of-law principles, subject to any mandatory rights that cannot lawfully be excluded.

Before beginning formal proceedings, the parties should make a reasonable good-faith effort to resolve disputes informally by contacting each other.

21. Changes to These Terms

We may update these Terms from time to time to reflect changes in the service, law, security requirements, or third-party platform rules. If changes are material, we may provide additional notice where appropriate. The updated date at the top of this page indicates when these Terms were last revised.

22. Contact Us