Terms of Service

Effective Date: January 18, 2026 Version: 2.0 Correction (September 7, 2026): Section 3.1 now states the standard trial length and price as sold at checkout. No billing terms changed. Recovery Scan offer addendum (September 15, 2026): Section 15 applies only to purchases accepting offer version recovery-scan-usd-99-plus-60-v1. Existing offers and negotiated agreements retain their own terms. Offer name update (September 30, 2026): Section 15 now names the product the Revenue Diagnostic Report and applies to purchases accepting offer version recovery-scan-usd-99-plus-60-v2. Purchases that accepted offer version recovery-scan-usd-99-plus-60-v1 keep the terms they accepted; the product name is the only difference. Existing offers and negotiated agreements retain their own terms.

Welcome to Caretrics!

Thank you for choosing Caretrics. Caretrics ("Caretrics", "we", or "us") is the weekly revenue recovery system for health and wellness clinics. We review the operational data your clinic authorizes and identify billing and follow-up work that deserves attention, so the owner can choose a priority and the team can act on it. Identifying an opportunity is not the same as collecting it, and the clinic decides what to act on.

Caretrics reads from Jane.app, which remains your system of record. Caretrics is read-only and never writes back. Additional integrations (Google Analytics, QuickBooks, and other practice management systems) may be available for enterprise customers. We've written these terms in a friendly and transparent way so they're easy to understand.

By using Caretrics, creating an account, or clicking "I Agree", you (the Customer) agree to these Terms of Service ("Terms"). If you do not agree, please do not use Caretrics. Questions? See Contact Us at the end.

1. Definitions

2. Account Use & Responsibilities

• Registration – Provide accurate, current, and complete information and keep it updated.
• Security – Keep credentials confidential; notify us of any unauthorized access.
• Prohibited Actions – You agree not to:
  1. Violate laws or regulations.
  2. Reverse‑engineer, copy, or tamper with the Service.
  3. Share, resell, or sublicense Caretrics without permission.
  4. Abuse integrations or access third‑party data you're not entitled to.

3. Payment & Subscription

3.1 Trial Period

• Standard Trial: 30 days for $1, charged in the currency shown at checkout. Cancel anytime during the trial to avoid further charges.
• Other Trial Lengths: Promotional trial periods of a different length may be offered and will be clearly communicated at signup.
• Enterprise Pilots: Enterprise customers may negotiate custom pilot terms under a Master Services Agreement and Order Form.

3.2 Subscription Plans

• After your trial, your account converts to a monthly plan (billed monthly) or annual plan (billed annually in advance), depending on your selection.
• Taxes are extra.
• Pricing changes – we'll notify you in advance; continued use = acceptance.

3.3 Cancellation & Refund Policy

• Cancel anytime from account settings or by contacting support.
• Annual subscriptions: Once your trial period ends and the annual payment is processed, no refunds are issued. If you cancel, access continues until the end of the paid annual period and you will not be charged for the subsequent year.
• Monthly subscriptions: You will be charged for the current billing month. Cancellation stops all future billing; access continues until the end of the current paid period.
• No pro‑rated refunds are issued for unused time on either plan.

4. Data Use & Privacy

• We process operational data (billing, scheduling, patient names for reconciliation); clinical notes are never accessed.
• Caretrics handles personal information in line with PIPEDA requirements and implements healthcare industry security best practices.
• Full details are in our Privacy Policy.

5. Security Commitments

• Encryption: TLS 1.3 in transit, AES-256 at rest.
• Least‑privilege access and segregation of duties.
• Secure SDLC with regular security assessments.
• Working toward industry security best practices with SOC 2 Type II targeted for early 2027.

6. Intellectual Property

• Caretrics retains all Service IP.
• You retain ownership of your data; you grant us a limited license to use it only to operate the Service.

7. Disclaimer of Warranties

Caretrics is provided "as is" without express or implied warranties, including merchantability, fitness for a particular purpose, or non‑infringement.

8. Limitation of Liability

We are not liable for indirect, incidental, or consequential damages. Our total liability is capped at the amount you paid in the preceding 12 months (or CAD $100 for free users).

9. Indemnification

You agree to indemnify Caretrics for claims arising from:

• Your breach of these Terms,
• Your misuse of the Service, or
• Your violation of law or third‑party rights.

10. Termination

• Your choice – cancel anytime (Section 3.3).
• Our right – suspend/terminate for violations or legal reasons.
• After termination, access ends and data is deleted or anonymized per the Privacy Policy.

11. Enterprise Customers

Enterprise customers (multi-clinic networks, organizations with negotiated contracts) are subject to the terms of their executed Master Services Agreement and Order Form, which may include:

• Custom pilot periods and success criteria
• Service Level Agreements (SLAs) for uptime and support response times
• Data Processing Agreements (DPAs) for compliance requirements
• Custom data retention and export provisions

The Master Services Agreement and Order Form supersede conflicting provisions in these general Terms. Contact enterprise@caretrics.com for enterprise inquiries.

12. Miscellaneous

• Governing Law: Province of Ontario, Canada.
• Disputes: Courts of Ontario (after good‑faith negotiation). Enterprise customers may negotiate alternative dispute resolution under their Master Services Agreement.
• Changes: We'll notify you of updates; continued use = acceptance.
• Severability, No Waiver, Assignment, Entire Agreement – standard clauses.

13. Trial Guarantee {#trial-guarantee}

13.1 $1 Trial Offer

For eligible customers who sign up for the $1 Trial Offer, Caretrics will deliver a Revenue Leak Report within 24-48 hours of completing data integration with Jane.app or other supported practice management systems.

13.2 Guarantee Terms

If your Revenue Leak Report does not identify at least $2,000 in aggregate potential revenue recovery opportunities, you may request:

1. A full refund of your $1 trial fee, and
2. A $100 payout for your time.

13.3 What Qualifies as "Potential Recovery"

Potential recovery opportunities include, but are not limited to:

• Unbilled or under-billed services identified in your system
• Missed appointment revenue (no-shows without cancellation fees)
• Insurance claims not submitted or denied claims eligible for resubmission
• Pricing inconsistencies or discounts applied incorrectly
• Rebooking opportunities for overdue follow-up appointments

Caretrics determines potential recovery amounts based on your historical data, industry benchmarks, and our proprietary analysis algorithms. These are estimates only and do not guarantee actual revenue recovery.

13.4 Eligibility Requirements

To qualify for this guarantee, you must:

• Complete the full data integration process within 7 days of trial activation
• Provide read-only access to at least 6 months of historical practice data
• Have a clinic with minimum annual revenue of CAD $100,000 (or USD $75,000)
• Submit your guarantee claim within 14 days of receiving your Revenue Leak Report

13.5 Exclusions

This guarantee does not apply if:

• You fail to complete data integration or provide insufficient access
• Your practice has been operating for less than 6 months
• Data provided is incomplete, inaccurate, or tampered with
• You have already canceled or violated these Terms
• You are re-activating a previously canceled account

13.6 How to Claim

To request a refund and $100 payout under this guarantee:

1. Email support@caretrics.com with subject line: "Trial Guarantee Claim"
2. Include your account email and Revenue Leak Report ID
3. Explain why you believe the $2,000 threshold was not met

We will review your claim within 5 business days. Our decision is final. If approved, your $1 refund and $100 payout will be processed within 10 business days.

13.7 One-Time Guarantee

This guarantee is available once per customer and once per clinic location. It cannot be combined with other promotions or offers.

13.8 No Guaranteed Results

While we stand behind the quality of our Revenue Leak Report, we do not guarantee that you will actually recover the identified amounts. Actual recovery depends on your actions, patient cooperation, insurance processing, and factors outside our control. This guarantee relates only to the identification of potential opportunities, not their realization.

14. Contact Us

Email: support@caretrics.com Enterprise: enterprise@caretrics.com We typically reply within 1‑2 business days.

Revenue Diagnostic Report Offer (Section 15)

Offer version: recovery-scan-usd-99-plus-60-v2. This section applies only when you expressly accept this version at checkout for the Revenue Diagnostic Report. It takes precedence over conflicting standard trial, cancellation, refund, and guarantee provisions in Sections 3 and 13 for this purchase. It does not change purchases under earlier offers or an executed enterprise agreement.

15.1 What Your Purchase Includes

The initial charge is US$99, in US dollars, plus any taxes shown at checkout. It includes a Revenue Diagnostic Report covering 12 months of supported clinic data, a 30-minute findings review with Rob, and 60 days of Caretrics Plus. The included access period starts at the date shown in your confirmed checkout and account. Completing a request form or creating an account does not charge you.

15.2 Renewal and Your Choices

After the included period, your subscription automatically renews on Plus at US$297 per month, plus any applicable taxes, unless you cancel renewal or select Pro at US$197 per month before renewal. Checkout shows the first renewal date before you confirm payment. Your account shows the confirmed date after purchase.

You can manage your renewal from your Revenue Diagnostic Report page. Cancelling renewal stops the future subscription charge and preserves your included Plus access until its scheduled end. Choosing Pro for renewal also preserves Plus during the included period; Pro begins when renewal takes effect. A cancellation or plan change does not delete your clinic data or account.

15.3 Initial Purchase Refund

For a full refund of the US$99 initial offer charge and its applicable tax, email rob@caretrics.com before your first renewal date, using your account email and identifying your clinic. This deadline is the original end of your included 60-day period, shown in your account. Eligibility is determined by when Caretrics receives your email, even if the request is processed later. A delayed or failed renewal charge does not extend this deadline. No minimum identified or recovered dollar amount is required for this refund.

A successfully processed refund ends the Plus access included with this purchase and stops its renewal. A pending refund request does not itself end access. Refunding this offer does not cancel a separate entitlement or delete your clinic’s data. Requesting a refund and cancelling renewal are separate actions; you can cancel renewal immediately from your account while a refund is being processed.

15.4 Your Report and Your Data

The report depends on the supported data your clinic authorizes. Your report becomes available in your authenticated clinic account when it is published; we will notify you when it is ready. Identified opportunities are not guaranteed collections. This offer does not include the separate trial payout in Section 13.

Ending renewal or refunding this offer does not automatically delete data. Account deletion is a separate request handled under the Privacy Policy and applicable retention requirements.