The agreement governing your use of Clinexaa.
These Terms and Conditions ("Terms") govern access to and use of Clinexaa, a cloud-based clinic management platform operated by Hermitz Ventures ("Clinexaa," "we," "us," or "our"). By creating an account, starting a trial, or using Clinexaa in any way, you ("Customer," "Clinic," or "you") agree to be bound by these Terms. Clinexaa is built for healthcare and wellness businesses — including medical, dental, veterinary, physiotherapy, Ayurveda, dermatology, cosmetic, and multi-specialty clinics — and these Terms reflect the additional responsibilities that come with managing patient data.
"Platform" means the Clinexaa software-as-a-service application, including its web interface, APIs, mobile-optimized views, and any associated documentation.
"Account" means the unique tenant environment provisioned for a Clinic upon registration.
"Authorized User" means any individual a Clinic permits to access its Account, including administrators, doctors, reception staff, billing staff, and other role-based users.
"Clinic Data" means all data a Clinic or its Authorized Users input into, or generate through use of, the Platform, including configuration, branding, staff records, and operational data.
"Patient Data" means any information relating to an identified or identifiable patient processed through the Platform, including demographic details, medical history, consultation notes, prescriptions, billing records, and insurance information.
"Subscription" means the paid or trial plan governing a Clinic's access to the Platform.
"Subprocessor" means a third-party service provider engaged by Clinexaa to support delivery of the Platform.
The Platform is intended for use by licensed and operating healthcare, veterinary, and wellness businesses, and by individuals acting on their behalf in a professional capacity. By registering, you confirm that: (a) you are at least 18 years of age; (b) you have the authority to bind the Clinic to these Terms; and (c) the Clinic holds, or is in the process of obtaining, any licenses or registrations required to lawfully operate in its jurisdiction. Clinexaa does not independently verify professional licensure and is not responsible for a Clinic's regulatory standing.
Each Clinic must register for an Account using accurate, current, and complete information. The Clinic is responsible for maintaining the confidentiality of login credentials and for all activity occurring under its Account, including activity by its Authorized Users. Clinexaa must be notified promptly at hello@hermitz.com of any suspected unauthorized access. Clinexaa reserves the right to suspend an Account where registration information is found to be false, misleading, or used to circumvent these Terms.
Clinexaa offers tiered Subscription plans that may include core modules (patient records, appointments, billing, inventory, analytics) and optional add-on modules. Plan features, limits, and pricing are described on the Clinexaa pricing page and may be updated from time to time, with changes to an active Subscription's pricing taking effect no earlier than the next renewal cycle, subject to Section 12. Some features may be made available as beta or early-access functionality and are provided on an "as is" basis without uptime or support commitments until formally released.
Clinexaa may offer a free trial period, currently structured as a 7-day, no-card-required trial, the specific length and terms of which are displayed at sign-up. Trial Accounts are provided for evaluation purposes only and may have reduced functionality, data limits, or support availability. Clinexaa may suspend, limit, or terminate a Trial Account at any time without liability. Data entered during a trial may be retained only for a limited grace period after trial expiry before deletion; Clinics are responsible for exporting any data they wish to retain.
You agree not to: (a) use the Platform for any unlawful purpose or in violation of applicable healthcare, data protection, or consumer protection law; (b) attempt to gain unauthorized access to any part of the Platform, other Accounts, or Clinexaa's underlying infrastructure; (c) interfere with or disrupt the integrity or performance of the Platform; (d) reverse-engineer, decompile, or attempt to extract source code, except where expressly permitted by law; (e) use the Platform to transmit malware, spam, or unsolicited communications; or (f) resell, sublicense, or white-label the Platform beyond what your Subscription plan expressly permits. Clinexaa reserves the right to investigate suspected violations and to suspend access pending investigation.
Clinics are responsible for: (a) configuring role-based permissions appropriately for each Authorized User; (b) ensuring Authorized Users are trained on the proper, lawful handling of Patient Data; (c) promptly revoking access for staff who leave the Clinic; (d) maintaining accurate clinical, billing, and inventory records within the Platform; and (e) independently verifying the accuracy of any clinical, billing, or compliance-related output (including invoices, VAT calculations, and insurance claim formatting) before relying on it. Clinexaa is a tool that supports clinic operations; it does not replace professional clinical, legal, or accounting judgment.
As the entity providing care and holding the direct relationship with patients, the Clinic is the controller of Patient Data and is solely responsible for: (a) obtaining all necessary patient consents for the collection, processing, and storage of Patient Data through the Platform; (b) complying with applicable healthcare data protection laws in its jurisdiction (including, where applicable, UAE health data regulations, GDPR, HIPAA, or equivalent local frameworks); (c) determining whether its use of the Platform requires a Data Processing Agreement, Business Associate Agreement, or equivalent instrument with Clinexaa (see the separate Data Processing Agreement and HIPAA Disclaimer); and (d) any reporting obligations to patients, regulators, or insurers. Clinexaa acts as a processor of Patient Data on the Clinic's behalf and processes such data only as instructed and as described in the Privacy Policy and Data Processing Agreement.
As between the parties, the Clinic retains all ownership rights in Clinic Data and Patient Data entered into the Platform. Clinexaa claims no ownership over this data and will not use it for any purpose other than providing, maintaining, and improving the Platform, except with explicit Clinic consent or as required by law. Upon termination, the Clinic may export its data as described in Section 17 and the Refund & Cancellation Policy.
The Platform, including its software, design, branding (excluding Clinic-specific white-label branding configured by the Clinic), trademarks, and documentation, is the property of Hermitz Ventures and is protected by applicable intellectual property laws. Subject to these Terms and an active Subscription, Clinexaa grants the Clinic a limited, non-exclusive, non-transferable, revocable license to access and use the Platform for its internal clinic operations. No other rights are granted.
Subscription fees are billed in advance on a monthly or annual basis, in the currency selected at checkout, plus any applicable taxes (including VAT where required). Payment is processed through our third-party payment processor (currently Stripe); Clinexaa does not store full card details. Fees are due on the billing date specified at signup, and failure to maintain a valid payment method may result in service suspension after a reasonable notice period. Single-module add-ons and usage-based features (where offered) are billed according to the terms displayed at the time of purchase.
Subscriptions renew automatically at the end of each billing cycle unless cancelled in accordance with the Refund & Cancellation Policy prior to the renewal date. Clinexaa will provide reasonable advance notice of any pricing changes affecting a renewal. Continued use of the Platform after a pricing or term change takes effect constitutes acceptance of the updated terms.
Clinexaa targets high availability for the Platform as described in the Service Level Agreement, but does not guarantee uninterrupted, error-free operation. Scheduled maintenance, third-party service disruptions, force majeure events, and circumstances outside Clinexaa's reasonable control may affect availability. Clinics are encouraged to maintain reasonable internal continuity practices (such as periodic data exports) for critical operations.
The Platform may integrate with third-party services, including payment processors, WhatsApp Business Platform, Google services (for authentication and analytics), SMS/email delivery providers, and insurance or accounting systems a Clinic chooses to connect. Use of these integrations is subject to the respective third party's terms and privacy practices, which Clinexaa does not control. Clinexaa is not liable for the acts, omissions, downtime, or policy changes of third-party providers.
To the maximum extent permitted by applicable law, Clinexaa's total liability arising out of or relating to these Terms or use of the Platform shall not exceed the total Subscription fees paid by the Clinic in the twelve (12) months preceding the claim. Clinexaa shall not be liable for indirect, incidental, special, consequential, or punitive damages, including loss of revenue, loss of data, or loss of goodwill, even if advised of the possibility of such damages. Nothing in these Terms limits liability that cannot be limited under applicable law, including liability arising from gross negligence or willful misconduct.
The Clinic agrees to indemnify and hold harmless Clinexaa and Hermitz Ventures from and against any claims, damages, losses, and expenses (including reasonable legal fees) arising from: (a) the Clinic's breach of these Terms; (b) the Clinic's violation of applicable healthcare, data protection, or other law in its use of the Platform; (c) Patient Data processed through the Platform without proper legal basis or consent; or (d) misuse of the Platform by the Clinic's Authorized Users.
Either party may terminate a Subscription in accordance with the Refund & Cancellation Policy. Clinexaa may suspend or terminate an Account immediately for material breach of these Terms, including violations of the Acceptable Use Policy, non-payment, or unlawful use of Patient Data. Upon termination, the Clinic's right to access the Platform ceases; the Clinic may request export of its data within the period described in the Refund & Cancellation Policy, after which data may be permanently deleted in accordance with our Data Processing Agreement.
These Terms are governed by the laws of the United Arab Emirates, without regard to conflict-of-law principles. Any dispute arising under these Terms shall be subject to the exclusive jurisdiction of the competent courts of Dubai, UAE, unless otherwise required by mandatory local law applicable to a Clinic outside the UAE.
Questions about these Terms can be directed to:
Hermitz Ventures — Clinexaa
Email: hello@hermitz.com
WhatsApp / Phone: +971 54 438 1614
Location: Dubai, United Arab Emirates