Practice Beta Agreement

Effective date: September 25, 2026

This agreement supplements the Practice Terms for a Practice that elects to test CareCircle with real clients. It applies only after an authorized Practice representative accepts it.

Beta scope

The beta is free and supplied as available, without warranties of uninterrupted operation, fitness for a particular clinical workflow, or error-free results. Features, interfaces, integrations, and availability may change with notice where practical. The Practice must keep a continuity process for appointments, urgent communication, and access to records. CareCircle is not an emergency service.

Practice confirmation

The Practice confirms that it has evaluated whether its provincial law, professional college rules, client notices, consents, and security obligations permit use of a third-party system for the intended clinical data. It identifies the professional or practice that holds the clinical record and ensures only authorized users are invited. CareCircle's participation does not replace that independent professional judgment.

Data at beta exit

CareCircle will not intentionally discard Practice-controlled clinical data merely because the beta ends. Before an orderly beta shutdown, CareCircle will offer a manual export or secure transfer to the Practice or its designated recipient in a commonly usable format, verify the recipient, and give a reasonable opportunity to confirm receipt. If an urgent shutdown is necessary, CareCircle will prioritize preservation and communicate the recovery process. Deletion after transfer follows the DPA and Retention Policy. Full self-service export and deletion are not yet implemented.

Security and regulatory status

The current beta uses US-hosted services as described in Privacy and Subprocessors. CareCircle has not obtained SOC 2 certification or a SOC 2 report, and has not established HIPAA compliance or a HIPAA business associate program. These are not substitutes for applicable Canadian privacy and health-information duties. Known controls and gaps are described in Security Practices.

Feedback and incidents

The Practice may provide suggestions voluntarily. It grants CareCircle a non-exclusive, worldwide, perpetual, royalty-free licence to use non-confidential feedback to improve the product, without transferring ownership of its clinical records or permitting disclosure of patient information. Do not include identifiable client information in feedback unless needed for an authorized support case.

For a suspected privacy or security incident, email “Security incident — urgent” to nicholas@ponari.ca and use any direct support channel provided during onboarding. The contact is Nicholas Ponari, Data Privacy Officer, 5150 Rue Buchan, Montréal, Québec H4P 0A9, Canada. Do not include patient details in the first ordinary email; we will arrange a secure channel for evidence. CareCircle will coordinate with the Practice under the DPA.