Terms of Service

1. What Klleav is

Klleav is software for running a clinic: calendar, patients, billing, inventory, photos, a patient portal and online booking, with more features added over time. It is a business service for clinics, not for individual consumers. Klleav is a record-keeping and scheduling tool. It does not give medical advice, and clinical decisions are your practitioners' own.

2. Your account and your team

• The person who creates the clinic is its first owner. Owners and admins invite the rest of the team and decide each person's role.
• You are responsible for everyone you invite and for what they do in Klleav. Remove access as soon as someone leaves.
• Owners and admins must use two-factor sign-in. Everyone keeps their own password private; accounts are never shared.
• Tell us at support@klleav.com straight away if you think someone has used your account without permission.

3. The free trial

• A new clinic gets 30 days free on the Growth plan. No card is needed.
• When the trial ends without a plan chosen, the clinic becomes read-only: you can still see everything, but nothing can be added or changed and online booking stops. Nothing is deleted.
• A trial that never becomes a paid plan is deleted 90 days after it ends. We email owners and admins 30 days and 7 days before.

4. Plans, prices and payment

• Plans are billed monthly or yearly, in advance, and renew automatically until cancelled. A yearly plan costs 10 times the monthly price. Prices are on klleav.com/pricing.
• Canada: prices are in Canadian dollars, plus GST/HST where it applies. Philippines: prices are in pesos and include tax.
• Payment is by card through our payment processor, Stripe, or another way we agree with you in writing. We never see or store your full card number.
• Changes to your plan or extra practitioners take effect at once. An upgrade is charged straight away, less a credit for the unused part of what you already paid; a downgrade leaves a credit that is used on your next invoices. A switch between monthly and yearly billing takes effect at your next billing date, when the new period is charged in full; nothing is charged or credited for the switch itself. A downgrade never switches anyone off: practitioners above the new plan's limit are billed as extra practitioners, and a plan with fewer branches than you have open can be chosen once you close one. Nothing is deleted.
• We may change prices with at least 30 days' notice by email. A new price applies from your next billing date after the notice ends.
• Refunds are covered by our Refund Policy.

5. If a payment fails

• We retry the card and email owners and admins. For 14 days everything keeps working.
• After 14 days unpaid, the clinic becomes read-only until the payment goes through. Paying restores everything at once, and you pay only the charge that failed.
• After 90 days read-only and unpaid, the clinic is treated as cancelled (section 7).

6. Your data

• Your clinic's data is yours — patient records, appointments, invoices, notes and photos. You decide what goes in and what comes out.
• We use it only to provide Klleav to you: to store it, show it to the people you allow, back it up, secure it and support you. We never sell it, never use it for advertising and never use it to train AI models.
• For patient information, you are the controller (the "personal information controller" under the Philippine Data Privacy Act, and the organisation or health information custodian responsible for it in Canada) and Klleav processes it on your behalf. Section 14 sets out what we commit to as your processor.
• Your data is stored in your region: Canadian clinics in Canada, Philippine clinics in Singapore.
• Your clinic's owners can download all of its data at any time, including after cancelling, until it is deleted.

7. Cancelling

• An owner can cancel at any time in Settings. The plan keeps working until the end of the month already paid, and you can undo the cancellation until then.
• After that, the clinic is cancelled: owners and admins can still sign in, read-only, to look at their records or reactivate, and owners can download them. Front desk and doctors can no longer sign in, and the patient portal closes.
• A cancelled clinic is deleted one year after the cancellation takes effect. We email owners and admins 30 days and 7 days before. Reactivating before then restores everything.
• Deletion is permanent. Keeping patient records for as long as the law requires of your clinic (for example, 10 years after the last visit for many Ontario practitioners) is your responsibility, so download your data before the deletion date.

8. Your responsibilities

• Collect and use patient information lawfully, with the consents your patients must give — for treatment, for before-and-after photos, and for any marketing.
• Keep your records accurate and meet the record-keeping, privacy and professional rules that apply to your clinic.
• Only invite patients to the portal with their agreement, and only to their own records.
• Keep a copy of anything you must be able to produce if Klleav is unavailable.

9. Acceptable use

You and your team must not:

• use Klleav for anything unlawful, or to store information you have no right to hold;
• try to reach another clinic's data, test or break Klleav's security, or get around a plan's limits or a read-only state;
• copy, resell or reverse-engineer Klleav, or scrape it with automated tools;
• send spam or unwanted messages to patients through Klleav;
• upload malicious code, or load Klleav so heavily that it slows down for others.

10. The patient portal and online booking

The portal lets your patients see their own appointments, receipts and the photos you choose to share, and book where you allow it. Patients sign in with a code sent to their email. Your clinic is responsible for its relationship with its patients, including answering their questions and requests about their records. Klleav handles patients' information as described in the Privacy Policy.

11. Availability and changes to Klleav

• We work to keep Klleav available and fast, and to schedule maintenance outside clinic hours where we can. We do not promise it will never be interrupted.
• Klleav changes and improves over time. We will not take away a core feature of a paid plan without at least 30 days' notice. Features marked as coming soon are not part of a plan until they are released.
• Support is by email at support@klleav.com.

12. Ownership of the software

Klleav and everything in it, other than your data, belong to us. You get the right to use it for your clinic while your plan is active. If you send us ideas or feedback, we may use them without owing you anything.

13. Confidentiality

Each of us keeps the other's non-public information confidential and uses it only for this agreement. That includes your clinic's data, and our pricing and product plans shared before release.

14. How we process patient information for you

When we handle personal information on your clinic's behalf — the patient information described in the Privacy Policy, for the purposes in section 6, until it is deleted under section 7 — we:

1. Process it only to provide Klleav and on your instructions, which these terms and your use of Klleav set out.
2. Make sure everyone at Klleav who can reach it is bound to keep it confidential, and give access only to those who need it.
3. Protect it with the safeguards described in the Privacy Policy, including encryption, two-factor sign-in for owners and admins, and an audit log of who viewed or changed a patient's record.
4. Use only the sub-processors listed in the Privacy Policy, under written terms that protect the information at least as well as these. We give 30 days' notice by email before adding one, and you may cancel if you object. When a change is needed urgently for security or to keep Klleav running, we tell you as soon as we can instead.
5. Help you answer patients' requests to see, correct or delete their information, and pass on to you any such request we receive.
6. Tell you without undue delay, and within 48 hours of becoming aware, of a breach affecting your clinic's information, and help you meet your duties to notify patients and regulators.
7. Return it to you (through the data download) and delete it on the schedule in section 7, unless the law requires us to keep it.
8. Answer reasonable questions about how we protect it, and cooperate with a privacy regulator's inquiry.

15. Warranties and disclaimers

We provide Klleav with reasonable skill and care. Apart from that, and to the extent the law allows, Klleav is provided "as is", without any other promise that it fits a particular purpose or will be free of errors.

16. Limits on liability

To the extent the law allows:

• neither of us is liable for indirect or consequential losses, such as lost profits, lost revenue or lost goodwill;
• each of us is liable for no more than the fees you paid Klleav in the 12 months before the claim.

These limits do not apply to a deliberate breach of confidentiality, to your payment obligations, to fraud, or to anything the law does not allow to be limited.

17. Indemnity

You will cover our reasonable costs if someone makes a claim against us because of the information your clinic put into Klleav or your breach of these terms. We will cover yours if someone claims that Klleav itself, used as intended, infringes their intellectual property.

18. Suspension and ending these terms

• We may suspend access if needed to stop a security threat or unlawful use, or if the law requires it. We will tell you why and restore access as soon as the cause is resolved.
• Either of us may end these terms if the other seriously breaches them and does not fix it within 30 days of written notice. If we end them for our own convenience, which we will do only with 90 days' notice, we refund any fees paid for time after the end date.
• Sections 6, 7, 12, 13, 14, 16, 17 and 20 continue after these terms end.

19. Changes to these terms

We will email owners at least 30 days before a material change takes effect, and post the new version on klleav.com. If you do not agree, you may cancel before it takes effect.

20. Law and disputes

These terms are governed by the laws of Ontario and the federal laws of Canada that apply there. We will first try to settle any disagreement by talking. If that fails, the courts of Ontario decide. Nothing here removes a right a Philippine clinic has under Philippine law that cannot be waived.

21. General

• These terms, the Privacy Policy and the Refund Policy are the whole agreement between us about Klleav.
• Neither of us is responsible for delays caused by events outside reasonable control, such as a major internet or cloud provider outage.
• You may not transfer this agreement without our consent; we may transfer it to a business that takes over Klleav, and will tell you if we do.
• If one part of these terms cannot be enforced, the rest still applies.
• Notices to you go to the clinic's owners by email; notices to us go to support@klleav.com.

22. Contact

Klleav, Ontario, Canada · support@klleav.com