ClinicalSOPs — Terms of Service

1. Who this agreement is between

These Terms of Service ("Terms") are a contract between [Impeccable Aesthetics LLC / legal entity name], doing business as ClinicalSOPs ("we," "us," "our"), and the medical spa, aesthetics practice, or other business ("Customer," "you") that creates an account or is granted access to the ClinicalSOPs platform (the "Service").

By creating an account, approving a staff account, or using the Service, you accept these Terms on behalf of yourself and, if applicable, the business you represent. If you don't have authority to bind that business, don't use the Service.

2. What the Service is

ClinicalSOPs is a reference and drafting tool that gives your practice searchable access to:

• Clinical protocol content (indications, technique, aftercare, adverse-event handling, etc.), organized by category and brand;
• Draft consent, treatment-record, and standing-order templates;
• A Medical Director sign-off workflow for tracking review/approval status of protocols and standing orders;
• Automated compliance scanning that checks protocol content against current FDA/manufacturer sources and flags possible differences for human review;
• Branding, user-management, and data-export tools for your own account.

The Service is a reference and drafting tool. It is not medical advice, legal advice, or a guarantee of regulatory compliance. See Section 6 and the in-app Disclaimer page, both of which are incorporated into these Terms by reference.

3. Accounts, roles, and security

• You're responsible for everything that happens under your account, including actions taken by staff accounts your Owner creates.
• Your Owner-role user controls staff account creation, role assignment, and password resets for other users on your account. Every other user can independently recover their own account and change their own password.
• You must keep login credentials confidential and tell us promptly (Section 12) if you believe an account has been compromised.
• We may suspend an account or your entire organization's access for non-payment, suspected fraud, abuse, or a material breach of these Terms. Suspension does not delete your data — see Section 9.

4. Fees and payment

[To be finalized once pricing/billing is set — will cover subscription fee and billing cycle, what happens on late/failed payment, refund policy, and how prices can change with notice.]

5. Your content and data ownership

• You own your organization's content — the protocols, templates, and other material in your account, including anything your staff edits or creates. We don't claim ownership of it.
• You can export a copy of your protocols, templates, sign-off history, and account/user records at any time via Settings > Data Export.
• You grant us the limited right to host, process, transmit, and display your content solely to provide the Service to you.
• Some starting content (the base catalog provided when your account is created) may also be licensed to other ClinicalSOPs customers. Once cloned into your account, your copy and any edits you make are yours as described above.

6. No medical or legal advice; your responsibility before clinical use

This is the most important section of these Terms. Read it carefully.

• Protocol, template, and reference content in the Service is drafted from independent research, assisted by AI research tools, and has not been reviewed, verified, or approved by a licensed physician, Medical Director, or attorney unless a protocol's own Sign-Off status explicitly says so.
• Nothing in the Service constitutes medical advice, legal advice, or a guarantee that any content complies with applicable law, regulation, payer requirement, or professional standard in your jurisdiction.

Before any staff member relies on a protocol, template, or standing order for actual patient care, your organization is solely responsible for:

1. having it reviewed and approved by your practice's own licensed Medical Director,
2. having consent, treatment-record, and standing-order templates reviewed by your own attorney, and
3. customizing all content to reflect your practice's actual scope of practice, state law, payer requirements, and clinical judgment.

We provide compliance-scan alerts as a convenience to help you notice possible changes in source material. A scan finding no alert is not confirmation that a protocol is accurate, current, or compliant— it means our automated check didn't detect a difference at that time.

You are solely responsible for your practice's compliance with HIPAA, state health-privacy law, professional licensing requirements, and all other law applicable to your practice. The Service does not store real patient health information (see Privacy Policy) and is not a substitute for your own compliance program.

7. Acceptable use

You won't, and won't let your staff:

• use the Service in a way that violates applicable law or a patient's rights;
• rely on unreviewed content for actual patient care in violation of Section 6;
• attempt to access another organization's data, or circumvent account/role restrictions;
• reverse-engineer, scrape, or resell the Service or its content to third parties outside your organization;
• introduce malware or attempt to disrupt the Service's operation.

8. Third-party services

Providing the Service involves sending limited data to infrastructure and AI providers we use to operate it (currently including hosting/database/file-storage providers, an email delivery provider, and Anthropic's Claude API for compliance scanning and content assistance). See our Privacy Policyfor the current list. If your organization supplies its own API key for a third-party AI provider, usage through that key is also subject to that provider's own terms, and cost is billed to your own account with them, not to us.

9. Suspension, termination, and your data afterward

• Either party may terminate if the other materially breaches these Terms and doesn't fix it within [30] days of written notice.
• We may suspend your access immediately for non-payment, suspected fraud/abuse, or if required by law.
• If your account is suspended or terminated, you may request an export of your data within [30] days. After that window, or after termination, we may delete your organization's data from our systems. [Retention/deletion practice to be finalized.]

10. Warranty disclaimer

The Service and its content are provided "as is" and "as available," without warranty of any kind, express or implied, including any warranty of merchantability, fitness for a particular purpose, accuracy, or non-infringement. We do not warrant that the Service will be uninterrupted, error-free, or that any content is clinically or legally accurate or current.

11. Limitation of liability

[To be finalized with counsel — typically caps liability at fees paid in the prior 12 months, excludes indirect/consequential damages, with carve-outs for gross negligence, willful misconduct, and confidentiality breaches.]

12. Contact

Questions about these Terms: use the in-app Support form, or contact [support email address].

13. Changes to these Terms

We may update these Terms from time to time. We'll notify you of material changes (e.g., by email or in-app notice) before they take effect. Continued use of the Service after changes take effect means you accept the updated Terms.

14. Governing law

[State/country whose law governs, and whether disputes go to courts or arbitration — to be finalized.]