Terms of service.

Terms of Service

Effective Date: 02/01/2025
Last Updated: 06/01/2025

These Terms of Service ("Terms") govern your access to and use of the Clin‑Sync mobile application for clinicians ("App"), the Clin‑Sync Practice Hub desktop portal for clinics ("Practice Hub"), and the Clin‑Sync Referral Portal for patients and referrers (collectively, the "Platform").

By accessing or using any part of the Platform, you agree to be bound by these Terms and our Privacy Policy. If you do not accept these Terms, do not use the Platform.

1. Who We Are

Clin‑Sync Ltd ("Clin‑Sync," "we," "us," or "our") is a company incorporated in England and Wales (Company No. 16402962) with its registered office at 66 Ernest Road, Hornchurch, England, RM11 3JW, United Kingdom. We provide digital tools that enable secure referral management, appointment scheduling, and care‑coordination between patients, clinicians, and medical clinics.

Contact: legal@clin-sync.com

2. Definitions

TermMeaning"User"Any person or entity that accesses or uses the Platform, including Clinicians, Clinic Administrators,and Patients/Referrers."Clinician"A registered health‑care professional (e.g., GP, consultant, dentist, nurse, or allied‑health practitioner) who creates or receives referrals via the Platform."Clinic Administrator"An authorised staff member of a medical clinic who manages referrals, appointments, or billing in the Practice Hub."Patient/Referrer"An individual who is referred, self‑refers, or initiates a referral on behalf of a patient."Services"All functionality provided by the Platform, including referral creation, document exchange, secure messaging, appointment booking, and billing tools.

3. Eligibility

You may use the Platform only if:

  1. You are at least 16 years old (or the minimum age of digital consent in your jurisdiction) and have legal capacity to enter a contract; or

  2. You are a Clinician holding a current professional registration (e.g., GMC, NMC, GDC) and have been verified by Clin‑Sync or your clinic; or

  3. You are a Clinic Administrator authorised by a clinic that has an active service agreement with Clin‑Sync.

Use of the Platform by children under 16 is prohibited. Parents or legal guardians may not create accounts on behalf of children.

4. Account Registration & Verification

  1. Accurate Information: You must provide truthful, complete, and up‑to‑date information during registration and maintain it thereafter.

  2. Verification:

    • Clinicians must supply evidence of professional registration and may be subject to additional identity checks.

    • Clinic Administrators must register using an official clinic email domain.

    • Patients/Referrers may be required to verify their NHS or hospital number.

  3. Security: You are responsible for safeguarding your login credentials. Notify us immediately at security@clin-sync.co.uk if you suspect unauthorised access.

  4. Multiple Roles: If you hold more than one role (e.g., you are both a Clinician and Patient), you must comply with the obligations applicable to each role.

We reserve the right to refuse, suspend, or terminate any account that fails verification or breaches these Terms.

5. Use of Services

You agree not to:

  • Violate any applicable law, regulation, or professional‑body guideline.

  • Upload content that is abusive, defamatory, indecent, or infringes third‑party rights.

  • Misrepresent your identity, medical qualifications, clinic affiliation, or patient status.

  • Reverse engineer, decompile, or create derivative works based on the Platform.

  • Introduce malware, bots, or scraping tools.

  • Interfere with or disrupt the integrity or performance of the Platform or its data.

We may remove content or suspend accounts that, in our sole discretion, breach these Terms or pose a risk to patients or platform security.

6. Clinical Responsibility & Medical Disclaimer

Clin‑Sync does not provide medical advice and is not a health‑care provider. The Platform is a conduit for information exchange. All clinical decisions, diagnoses, and treatments are the sole responsibility of the treating Clinician or clinic.

  • The Platform must not be used for medical emergencies. In an emergency, call 999 (UK) or your local emergency service.

  • Clinicians must ensure that any clinical content shared (e.g., test results, images) is accurate and interpreted in accordance with professional standards.

7. Data & Record Management

Clin‑Sync stores information on secure UK or EEA servers as outlined in our Privacy Policy. You are responsible for:

  • Ensuring that data you upload is accurate, relevant, and legally permissible.

  • Downloading or exporting any records you require before closing your account.

  • Complying with professional records‑retention obligations (e.g., the NHS Records Management Code of Practice).

8. Fees & Subscriptions

  1. Clinicians & Clinics: Some modules (e.g., Practice Hub billing, e‑prescription, or advanced analytics) may require a paid subscription or usage‑based fees, as detailed in your service agreement.

  2. Patients: Use of the Referral Portal is currently free. However, individual clinics may charge consultation or service fees outside of Clin‑Sync’s control.

  3. Payment Terms: All fees are non‑refundable unless expressly stated. Late payments may incur interest calculated at 4% above the Bank of England base rate.

9. Intellectual Property

All software, branding, and content created by Clin‑Sync ("Clin‑Sync Content") are owned by Clin‑Sync or its licensors. Subject to your compliance with these Terms, we grant you a non‑exclusive, non‑transferable licence to use the Platform.

You retain ownership of User Content you upload (e.g., referral letters, clinical notes). You grant Clin‑Sync a worldwide, royalty‑free licence to host, process, display, and transmit User Content solely to provide the Services.

10. Privacy

Your personal data is processed in accordance with our Privacy Policy. By using the Platform, you acknowledge that you have read and understood the Privacy Policy and consent to the processing activities described therein.

11. Termination

11.1 By You

You may delete your account at any time via in‑app settings or by emailing support@clin-sync.co.uk. Deleting your account does not relieve you of any payment obligations incurred prior to termination.

11.2 By Clin‑Sync

We may suspend or terminate your access immediately if:

  • You materially breach these Terms.

  • We are required to do so by law or a regulatory authority.

  • Your account is inactive for 18 months.

Upon termination, your licence to use the Platform ends and your access will be disabled. Sections 6, 8, 9, 12, and 13 will survive termination.

12. Limitation of Liability

The Platform is provided "as is" and "as available". To the maximum extent permitted by law:

  • Clin‑Sync disclaims all warranties, express or implied, including fitness for a particular purpose and non‑infringement.

  • Clin‑Sync is not liable for indirect, consequential, special, or punitive damages, or for loss of profits, revenue, data, or goodwill.

  • Clin‑Sync’s total aggregate liability under these Terms shall not exceed the greater of £500 or the total fees paid by you to Clin‑Sync in the 12 months preceding the claim.

Nothing in these Terms limits liability for death or personal injury caused by negligence, fraud, or any other liability that cannot be limited by law.

13. Indemnity

You agree to indemnify and hold harmless Clin‑Sync, its directors, employees, and agents from any claims, damages, liabilities, and expenses (including legal fees) arising out of your: (a) breach of these Terms; (b) User Content; (c) violation of law or third‑party rights; or (d) clinical negligence.

14. Changes to These Terms

We may amend these Terms periodically. We will provide at least 30 days’ notice of material changes via email or in‑app notification. Your continued use of the Platform after the effective date of revised Terms constitutes acceptance.

15. Governing Law & Jurisdiction

These Terms and any dispute or claim (including non‑contractual disputes) are governed by the laws of England and Wales. The courts of England and Wales have exclusive jurisdiction, except that Clin‑Sync may seek injunctive relief in any jurisdiction to protect its intellectual‑property rights.

16. Contact Us

Questions about these Terms? Contact our legal team at legal@clin-sync.com or write to:

Clin‑Sync Ltd, 66 Ernest Road, Hornchurch, England, RM11 3JW, United Kingdom

© 2025 Clin‑Sync Ltd. All rights reserved.

17. User-Generated Content and Community Safety

17.1 Content Standards and Prohibited Use
If any part of the Platform permits User-Generated Content (including referral notes, chat messages, or uploaded documents), you agree not to submit or share any content that is:

  • Abusive, defamatory, obscene, or hateful;

  • Harassing, discriminatory, or promotes violence;

  • Misleading, fraudulent, or violates any applicable laws or third-party rights;

  • Medical content intended to misinform, cause harm, or misrepresent qualifications.

Clin‑Sync maintains a zero-tolerance policy for objectionable content and abusive user behaviour. Breaches may result in content removal, account suspension, or permanent banning.

17.2 User Safety Features
To protect users and ensure platform integrity, the Platform includes the following safety mechanisms:

  • Content filtering for known offensive or abusive terms.

  • Flagging tools allowing users to report objectionable content.

  • Blocking tools allowing users to block other users from further interaction.

17.3 Enforcement and Moderation
Clin‑Sync commits to reviewing flagged content and taking appropriate action within 24 hours of receiving a report. This may include:

  • Immediate removal of offending content;

  • Temporary or permanent suspension of the responsible user’s account;

  • Notification to relevant clinics or professional bodies if applicable.

17.4 Terms of Agreement
By using the Platform, you agree to abide by this policy and acknowledge that any breach may result in disciplinary action, suspension, or legal referral in line with applicable laws or medical codes of conduct.