Terms of service

1. The service

NeoCliniQ is clinic management software: patient registration, the queue, consultations and prescriptions, dispensing and billing. The clinic’s own computer keeps working without the internet; Neork’s servers keep the clinic’s devices in step and hold backups. NeoCliniQ is a record-keeping tool. It does not give medical advice, and every clinical decision, prescription and dose is the responsibility of the doctor who makes it.

2. Accounts

• The clinic registers with a working email address and is responsible for the accuracy of what it gives.
• The clinic’s super admin creates and manages staff accounts. Each person should have their own account, because every prescription and bill is recorded under the account that made it. The clinic is responsible for what is done under its accounts and for keeping passwords and devices secure.
• The clinic tells Neork promptly at neorkai@neork.com if it believes an account or device has been misused.

3. Trial, licence and payment

• A new clinic may use NeoCliniQ free for a trial period. After that, use needs a paid licence for the period, number of doctors and add-ons (such as WhatsApp messages) agreed when it is bought. Prices and taxes are as quoted and invoiced by Neork.
• If a licence lapses, the apps stop new clinical work until it is renewed. Nothing is deleted, and the clinic’s records stay on its own computer and on Neork’s servers.
• Fees already paid are not refundable for a period that has begun, unless the law requires otherwise or Neork agrees in writing.

4. The clinic’s responsibilities for patient data

For its patients’ personal data the clinic is the data fiduciary under the Digital Personal Data Protection Act, 2023. The clinic:

• shows each patient the notice NeoCliniQ displays at registration, or tells them what it says, and records their consent only when they have actually agreed;
• enters only the data it needs to treat and bill the patient, and keeps it accurate;
• answers patients’ requests to access, correct or erase their data, to withdraw consent or to nominate someone, using the app (Neork helps when asked);
• keeps medical records for as long as the law applying to the clinic requires;
• switches on WhatsApp messages only with its own WhatsApp Business account, under Meta’s terms, and only for patients who have agreed.

5. How Neork handles patient data

For patient data Neork is the clinic’s data processor. Neork:

• processes it only to provide NeoCliniQ to the clinic and on the clinic’s instructions, and never sells it, uses it for advertising, or uses it to train AI models;
• keeps it confidential, limits access to the people who need it to run the service, encrypts it in transit and at rest, keeps it on servers in India, and keeps logs of processing for at least one year;
• uses only the sub-processors named in the privacy policy, and tells clinics before adding a new one that would receive patient data;
• tells the clinic without delay of any personal data breach affecting its data, and helps it inform patients and the Data Protection Board of India;
• helps the clinic answer patients’ requests and any question from the Board;
• deletes the clinic’s data from its servers, with its own backups of it, when the clinic deletes its account. Where Neork has agreed to it for that clinic, the clinic may first save a complete encrypted copy on its own computer; otherwise no copy is kept.

6. Acceptable use

The clinic must not use NeoCliniQ to break the law, to store data it has no right to hold, to send messages patients have not agreed to, or to try to get around the licence, read other clinics’ data, or attack or overload the service.

7. Availability and support

Neork works to keep the service running and fixes problems promptly, but does not promise it will be uninterrupted. Because each clinic’s computer works offline, the clinic can keep seeing patients when the internet or Neork’s servers are unavailable. Support is by email at neorkai@neork.com.

8. Ownership

The clinic owns its data. Neork owns NeoCliniQ and grants the clinic a right to use it for as long as its trial or licence lasts. The clinic may not copy, resell or reverse-engineer the software except as the law allows.

9. Liability

NeoCliniQ is provided as it is, without warranties beyond those these terms state and those the law does not allow to be excluded. To the extent the law allows, Neork is not liable for indirect or consequential loss, and its total liability to a clinic for any claim is limited to the fees that clinic paid Neork in the twelve months before the claim. Nothing here limits liability that cannot be limited by law.

10. Ending the agreement

The clinic may stop using NeoCliniQ and delete its account at any time (NeoCliniQ Doctor → Settings → Delete this clinic). Neork may suspend or end access for a serious breach of these terms or for non-payment, after notice where it is reasonable to give it. Before an account is deleted, the clinic may ask Neork to let it save an encrypted copy of its records.

11. Changes, law and contact

Neork may update these terms; the date at the top changes, and clinics are told of any change of substance before it takes effect. These terms are governed by the laws of India, and the courts of India have jurisdiction. Questions: neorkai@neork.com.