Terms of Service

1. Who this agreement is between

This agreement is between ClinSCo, of Harare, Zimbabwe (“ClinSCo”, “we”, “us”), and the practice, clinic, hospital or organisation that holds an account on the ClinSCo platform (“the clinic”, “you”).

It covers the ClinSCo platform at app.clinsco.co.zw, this website, and any service we provide under it — including claims submission and reconciliation, and clinic management where you have taken it. Where you have signed a separate written order form or service agreement with us, that document governs anything these terms contradict.

Our Privacy Policy forms part of this agreement. It is the more detailed document on how information is handled, and nothing here overrides it.

2. Who may use ClinSCo

ClinSCo is software for healthcare providers and the people who work for them. By opening an account you confirm that:

• You are a registered healthcare practice or provider, or you are acting with the authority of one.
• The practitioners whose work is recorded in the system hold the registrations their profession requires.
• You have the authority to agree to these terms on behalf of the clinic.
• You are at least 18 years old.

We do not offer accounts to members of the public, and a patient is never asked to agree to these terms. Patients deal with their clinic, and the clinic deals with us.

3. Your account, and the people in it

Each member of staff gets their own named account. This is not administrative fussiness: the audit trail records who did what, and a shared login makes that record worthless at exactly the moment it matters.

• Do not share logins. One person, one account.
• Keep passwords to yourself. We will never ask you for one, and anybody who does is not us.
• Administrators must use two-factor authentication. It is required, not suggested.
• Remove people when they leave. You control your own staff accounts and can disable them immediately.
• Tell us promptly if you believe an account has been compromised, at support@clinsco.co.zw.

Activity under an account is treated as the clinic's activity. If a login is shared and something goes wrong, the audit trail cannot tell us who was at the keyboard — and neither can you.

4. The clinic's data belongs to the clinic

Patient records, clinical notes, appointments, invoices and everything else you enter remain yours. Using our software does not give us ownership of any of it, and ending this agreement does not change that.

We hold that information on your instructions, and only in order to run the service. Specifically:

• We do not sell it, and we do not share it with anyone except as set out in the Privacy Policy.
• We do not use it to train artificial-intelligence or machine-learning models.
• We do not send patient information to third-party AI or large-language-model services.
• We do not mine it for our own commercial purposes.

We may use anonymous, aggregated operational figures — how many invoices were processed in a month, how quickly a page loads — to run and improve the service. Nothing in that can identify a patient, a practitioner or a clinic.

5. Connecting a Google or Microsoft account

You may choose to connect your own Google or Microsoft account so ClinSCo can work with a spreadsheet you nominate or write bookings into a calendar. This is optional, it is granted per person, and it can be withdrawn at any time from Connected accounts inside the platform.

We request the narrowest permissions that do the job, and the Privacy Policy lists exactly what each one allows. Two things follow from that choice, and you should know both:

• Your relationship with Google or Microsoft is your own. The file or calendar lives on their infrastructure under their terms, and we are not a party to that. If they change their terms, suspend your account or alter an API, the effect on the connection is outside our control.
• Disconnecting is final and immediate. It withdraws the permission at the provider, not merely in our records, and we destroy our copy of the token at the same time.

6. ClinSCo does not practise medicine

ClinSCo keeps records, moves claims and organises a diary. It does not diagnose, does not treat, and does not tell a clinician what to do.

The same applies to money. Reconciliation figures, claim statuses and remittance matches are a tool for your finance team, not a substitute for their checking. A claim shown as submitted is a claim our system sent; whether a funder pays it, and what they pay, is between you and them.

You remain responsible for complying with the law and the rules of your profession — record-keeping standards, retention periods, medical-aid scheme requirements and anything your regulator imposes. We build the software to help you meet them. We cannot meet them on your behalf.

7. Acceptable use

Do not:

• Access, or try to access, another clinic's data.
• Probe, scan or test the security of the platform without our written permission. If you find a vulnerability, tell us — see the note below.
• Upload malware, or anything designed to damage or interfere with the service.
• Copy, decompile or reverse-engineer the software, or resell access to it.
• Use the platform to store information unrelated to the clinic's operation.
• Send unsolicited marketing through the system's messaging features.
• Put a load on the service that is plainly disproportionate to running a clinic — automated bulk extraction, for example.

We may suspend an account immediately where there is a credible security risk to other clinics or to patient data. Where it is safe to do so we will tell you first; where it is not, we will tell you as soon as we can and explain why.

8. Availability, maintenance and support

We aim to keep ClinSCo available at all times and we monitor it continuously. We are honest about what that means in practice:

9. Fees

Fees, the billing period and what is included are set out in the quotation or order form you accepted. Where none exists, the published pricing at the time you signed up applies.

• Invoices are payable within 30 days unless agreed otherwise in writing.
• We will give at least 60 days' notice before any price increase, and it will not apply to a period you have already paid for.
• If an invoice is more than 30 days overdue we may suspend access, after written notice and a reasonable chance to put it right.
• Fees are exclusive of VAT and any other tax, which is added where it applies.

Suspension is not deletion. If we suspend an account for non-payment your records are not destroyed, and we will not hold your data hostage: you may export it, and we will restore access once the account is settled.

10. Changes to the service

Software changes. We add features, improve existing ones and occasionally retire something that is not working. Where we intend to remove or materially change a feature a clinic depends on, we will give reasonable notice — at least 60 days where the change is significant — so you can plan.

We will not reduce the security of the platform or narrow your ability to get your own data out without telling you first.

11. Ending the agreement, and getting your data out

Either of us may end this agreement on 30 days' written notice. You do not need a reason. We may also end it immediately if the clinic materially breaches these terms and has not fixed it within 14 days of being asked to.

What happens to your data

• Before access ends, export everything. The platform lets you take your records out in a standard format, and you can take an encrypted copy onto a computer you control. Do this while your account is live — it is far simpler than asking us afterwards.
• For 30 days after access ends we keep your data available and will produce an export on written request.
• After that, retention law takes over. Ending a contract does not end a clinic's record-keeping obligations, so we do not simply delete medical records when an account closes. We delete them on your written instruction once your own retention period allows it, and otherwise retain them as the Privacy Policy sets out.
• The audit log is kept permanently. It records who did what and cannot be altered or deleted — by you or by us. That is what makes it worth having.

12. What we are responsible for, and what we are not

We take the security and correctness of this platform seriously and we do not disclaim our way out of it. What follows is the honest boundary, not an attempt to escape.

We are responsible for

• Keeping your data secure, as described in the Privacy Policy.
• Providing the software with reasonable skill and care.
• Our own fraud, our own wilful misconduct, and anything the law does not permit us to exclude.

We are not responsible for

• Clinical decisions, or the consequences of them.
• The accuracy of information a clinic enters, or what follows from entering it wrongly.
• Whether a medical aid or funder pays a claim, how much they pay, or how long they take.
• Failures of connectivity, electricity, a third-party provider, or a funder's own systems.
• Loss or damage caused by a shared or compromised login we were not told about.
• Loss of data where a clinic declined or neglected to take the exports and backups available to it.

Except for the items in the first list above, our total liability in any 12-month period is limited to the fees the clinic paid us in that period. Neither of us is liable to the other for indirect or consequential loss, or for lost profits or lost business.

Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else that Zimbabwean law does not allow to be limited.

13. Confidentiality

Each of us will keep the other's confidential information confidential, and use it only for the purposes of this agreement. For us that means your patient data, your financial information and your commercial arrangements. For you it means our pricing, and any non-public detail of how the platform works that you learn through using it.

This obligation survives the end of the agreement. It does not apply to information that is already public, that either of us already held, or that the law compels us to disclose — and where we are compelled, we will tell you unless we are prohibited from doing so.

14. Changes to these terms

We may update these terms. If a change materially affects your rights or obligations we will tell clinics directly and give at least 30 days' notice before it takes effect. Continuing to use the platform after that means you accept the change; if you do not, you may end the agreement under section 11 without penalty.

The date at the top of this page always reflects the current version.

15. Law, and how disputes are handled

This agreement is governed by the laws of Zimbabwe, and the courts of Harare have jurisdiction.

Before either of us goes to court, we agree to try to resolve the matter directly: write to admin@clinsco.co.zw setting out the problem, and we will respond within 14 days and make a genuine attempt to settle it. Most disagreements are a misunderstanding about what the software did, and those are far better fixed by talking.

If any part of these terms turns out to be unenforceable, the rest continues to apply. Neither of us losing the right to enforce something on one occasion means it is given up for good.

Contact

ClinSCo — Harare, Zimbabwe
Contracts, accounts and complaints: admin@clinsco.co.zw
Technical support: support@clinsco.co.zw
Privacy and data protection: Privacy Policy