Legal

Terms of Service & Acceptable Use

Last updated: 29 August 2026 · Applies to all clinics, doctors and users of ClinicMind.

1. Acceptance of Terms

These Terms (the “Terms”) form a legally binding agreement between you — whether a doctor, clinic, healthcare facility, or an authorised employee acting on its behalf (“you”, “the Clinic”) — and ClinicMind, together with its owners, directors, employees and affiliates (“ClinicMind”, “we”, “us”). By creating an account, activating the Service, ticking a consent box, or otherwise using the platform, you confirm that you have read, understood and agreed to these Terms in full, and that you are authorised to bind the Clinic to them. If you do not agree, you may not use the Service.

2. Definitions

• “Service” / “Platform”: the ClinicMind software, AI assistant, apps, APIs and related features.
• “Clinical Content”: any patient- or care-related data, records, notes, messages or outputs.
• “Patient Data”: any personal or health data of the Clinic’s patients processed through the Service.
• “AI Provider” / “Third Parties”: the language-model, cloud-hosting, messaging, payment and other providers we rely on to run the Service.
• “Data Controller” and “Data Processor”: as defined under applicable data-protection law.

3. Eligibility & Account

The Service is offered exclusively to clinics and healthcare professionals who are legally licensed to practise in their jurisdiction. By registering you represent and warrant that you hold all necessary licences, accreditations and permits, and that you comply with all applicable laws, regulations and professional codes of conduct. You are solely responsible for the confidentiality of your credentials, for all activity under your account, and for the accuracy of the information you provide.

4. Description of the Service

ClinicMind is an AI-powered administrative and operational assistant that helps clinics with tasks such as patient reception, scheduling, record organisation, reminders, messaging, and clerical and financial work. The Service is a support tool only. It does not replace a doctor’s professional judgement and is not a system of record required by any regulation that applies to you. We may modify, add to, or discontinue any part of the Service at any time.

5. Medical Disclaimer & Clinical Responsibility

6. Data Roles & Clinic Obligations

With respect to Patient Data, the Clinic is the “Data Controller” and ClinicMind is the “Data Processor” acting on your instructions. As Data Controller you represent and warrant that you:

• have the lawful basis and patient consents needed to collect, process, enter into the Service, and message patients through it;
• comply with all data-protection, healthcare and medical-confidentiality laws that apply to you (including, for example, Egypt’s Personal Data Protection Law No. 151 of 2020, the EU GDPR where applicable, and any equivalent local requirements);
• will not enter any data into the Service that you are not legally entitled to process or share;
• handle patient rights requests (access, rectification, erasure, objection) as the responsible controller.

You bear sole responsibility for any breach of these undertakings.

7. Data Protection & Privacy

We process Patient Data only as needed to operate the Service and on your behalf. We apply reasonable technical and organisational measures to protect data, but no system can guarantee absolute security. By accepting these Terms you authorise our use of third-party service providers (sub-processors) to run the Service, which may include AI/language-model providers, cloud hosting, messaging channels (such as WhatsApp), and payment processors. Data may be processed or stored outside your country. If a security breach affects your data, we will notify you without undue delay so you can meet your regulatory obligations. Data is retained for the duration of your use of the Service and then deleted or anonymised within a reasonable period after termination, unless the law requires otherwise.

8. Patient Communications

The Service may send automated patient communications over channels such as WhatsApp, SMS or voice. You are solely responsible for obtaining patients’ consent to be contacted over those channels and for complying with the terms of those channel providers and anti-spam rules. ClinicMind is not responsible for the content of messages sent from your account, nor for any outage or change in those third-party services.

9. Acceptable Use

You agree not to use the Service to:

• pursue any unlawful, fraudulent or professionally unethical purpose;
• enter data without a lawful basis, or impersonate any person;
• hack, disrupt, gain unauthorised access to, or reverse-engineer the Service;
• rely on the Service’s output as a substitute for professional medical judgement;
• resell or sublicense the Service without our written permission.

10. Intellectual Property

The Service and all related software, designs, trademarks and content remain owned by ClinicMind or its licensors. We grant you a limited, non-exclusive, non-transferable, revocable licence to use the Service for the term of the agreement only. You retain ownership of your data and Clinical Content, and you grant us a limited licence to process it for the purpose of operating and providing the Service to you.

11. Fees & Payment

Fees and plans are set out in our offer or commercial agreement with you. Unless stated otherwise, amounts paid are non-refundable and exclusive of any applicable taxes. We may adjust pricing with reasonable prior notice. Non-payment may result in suspension or termination of the Service.

12. Third-Party Services

The Service relies on third-party components and services that we do not control. We make no warranty about them and are not responsible for their failures, changes, outages or policies. Your compliance with those third parties’ terms is your responsibility.

13. Disclaimer of Warranties

The Service is provided “as is” and “as available”, without warranty of any kind, express or implied, including without limitation any warranty of merchantability, fitness for a particular purpose, accuracy, uninterrupted or error-free operation, or the accuracy of AI output. ClinicMind does not warrant that the Service will meet your requirements or operate without interruption or defect.

14. Limitation of Liability

15. Indemnification

You agree to defend, indemnify and hold harmless ClinicMind — and its directors, employees and affiliates — from and against any claims, suits, losses, damages, liabilities and costs (including reasonable legal fees) arising out of or related to: (a) your use of the Service; (b) your clinical or medical decisions and your care of patients; (c) the Patient Data you enter or process; (d) your breach of these Terms or any law; (e) any claim by a patient or third party connected to your activity.

16. Confidentiality

Each party will protect the other’s confidential information and not disclose it except as needed to perform the agreement or as required by law. This does not cover information that is public or lawfully obtained from another source.

17. Term, Termination & Suspension

The agreement runs until terminated. Either party may terminate on reasonable notice. We may suspend or terminate your access immediately if you breach these Terms, if your use poses a legal or security risk, or if you fail to pay. On termination your right to use the Service ends, and you may request an export of your data within a reasonable period before it is deleted.

18. Service Availability

We use reasonable efforts to make the Service available, but we do not guarantee continuous or fault-free availability. We may perform maintenance or updates, or experience outages outside our control. You are responsible for keeping alternative means of running your clinic when the Service is unavailable.

19. Changes to the Terms

We may update these Terms from time to time. We will post the updated version on this page and revise the “Last updated” date. Your continued use of the Service after the changes take effect constitutes acceptance.

20. Governing Law & Disputes

These Terms are governed by the laws of Egypt, without regard to conflict-of-laws rules, and the the courts of Cairo have jurisdiction over any dispute arising from them, unless a mandatory law in your country provides otherwise. The parties will first seek to resolve any dispute amicably.

21. Force Majeure

Neither party is liable for any delay or failure caused by events beyond its reasonable control, including natural disasters, war, internet or power outages, third-party provider failures, and government action.

22. General

If any provision is held invalid, the remaining provisions stay in force. These Terms (together with any commercial agreement with you) are the entire agreement between us. Our failure to enforce a right is not a waiver of it. You may not assign this agreement without our written consent; we may assign it freely.

23. Contact

For any legal or data enquiry, contact us at legal@clinicsmind.com or at our address: Cairo, Egypt.