Terms of Service for Practices

Effective date: September 25, 2026

These terms are between CareCircle and the licensed Canadian professional or practice that creates an organization account (the Practice). The Practice is the customer. Invited clients use the portal under the separate Client Terms. The Privacy Policy, Data Processing Agreement, and Beta Agreement supplement these terms during beta.

Eligibility and authority

The Practice must be established in Canada and its clinical users must hold the licences, registrations, or other authority required for the services they provide in their province. The person accepting for a Practice represents that they can bind it. The Practice is responsible for checking its college rules, obtaining required client authority, maintaining professional liability coverage where required, and deciding whether this beta is suitable for its records and workflow. CareCircle does not provide clinical advice or become the client's treating professional.

Use of the service

CareCircle provides scheduling, record, messaging, billing-support, and video features as available. The Practice controls its clinical content, user invitations, permissions, and responses to clients. It must keep account access limited to authorized people, use the service lawfully, and promptly report compromised accounts. It must not use the service for emergencies; see Crisis Support. CareCircle may suspend an account when needed to contain a security incident, prevent unlawful use, or protect other users, and will explain the action when safe and lawful.

Beta price and availability

The service is free during beta. Any future paid plan requires separate notice and acceptance; no future price is agreed here. Features may change or be removed, and there is no uptime or service-level guarantee during beta. CareCircle will make reasonable efforts to preserve records and communicate material interruptions. The Practice remains responsible for its continuity plan and independent access to records needed for care.

Records and privacy

The Practice retains control of the clinical record and its professional obligations. CareCircle processes those records to provide the service under the DPA. Current US hosting and planned Canadian VPS migration are described in the Privacy Policy. The Practice must not treat a proposed migration as completed until CareCircle confirms it in an updated notice.

Ending use and export

Either party may end beta use by written notice. On termination, CareCircle will coordinate a reasonable manual export or secure transfer of Practice-controlled records in a commonly usable format, subject to identity checks, legal holds, and technical limits disclosed before the transfer. The Practice must identify an authorized recipient and confirm receipt. CareCircle will then delete or de-identify its remaining copies according to the Retention Policy and DPA, except information that law requires it to keep. A self-service full export and deletion tool is not yet available.

Warranties and liability

To the extent permitted by law, the beta is supplied as available, without a warranty that it is uninterrupted or error-free. Nothing in these terms limits rights or duties that cannot lawfully be excluded, including privacy obligations, liability for fraud or wilful misconduct, or a Practice's professional duties. For other claims arising from beta use, each party's aggregate contractual liability is limited to CAD $1,000; this cap does not restrict CareCircle's obligation to return Practice records or either party's indemnity for its own unlawful use of third-party intellectual property. The Practice remains responsible for clinical decisions and the content it submits.

Changes, disputes, and contact

CareCircle will give reasonable advance notice of material changes. Continued use after the effective date signifies acceptance only where lawful; where new consent is required, we will seek it. Québec law governs these terms, and disputes will be brought before courts with jurisdiction in Montréal, Québec, subject to mandatory consumer, privacy, or professional law. Notices to CareCircle may be sent to Nicholas Ponari at nicholas@ponari.ca or 5150 Rue Buchan, Montréal, Québec H4P 0A9, Canada.