Terms of Service

Effective Date: January 18, 2026 Version: 2.0

Welcome to Caretrics!

Thank you for choosing Caretrics to help protect and grow your clinic's revenue. Caretrics ("Caretrics", "we", or "us") is a revenue protection system that identifies and helps recover revenue leaks hiding in your clinic's operational data. Our goal is to surface actionable insights that help clinic owners recover lost revenue from unbilled services, scheduling gaps, and billing inefficiencies.

Caretrics integrates with Jane.app to identify revenue leaks and protect your clinic's bottom line. 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: 7-day trial for $1 CAD. Cancel anytime during trial to avoid further charges.
• Extended Trials: Promotional trial periods (e.g., 14-day or 30-day) may be offered and will be clearly communicated at signup.
• Enterprise Pilots: Enterprise customers may negotiate custom pilot terms under a separate Enterprise Addendum.

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 is PIPEDA‑compliant 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 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) may be subject to additional terms under an Enterprise Addendum, 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

Enterprise Addendum terms supersede conflicting provisions in these general Terms. See the Enterprise Addendum template or 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 Enterprise Addendum.
• 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.