Terms of service

1. These terms

These terms are an agreement between [Cedar's legal entity name] ("Cedar", "we", "us") and the clinic that opens a Cedar account ("the clinic", "you"). The person who accepts them confirms they are authorised to bind the clinic.

The service-provider agreement forms part of these terms and governs how we handle your clients' personal information. If the two conflict on personal information, the service-provider agreement applies.

2. The service

Cedar is clinic-management software: scheduling, online booking, client records and forms, charting, billing and payments, insurance tracking, reminders, reports and import from other systems. We may improve and change the service over time. We will tell you in advance before removing a feature you rely on.

A new clinic starts in onboarding. During onboarding your staff can set up and use the clinic, but your booking site is off and no email or SMS is sent to your clients. When you ask us to activate the clinic, we review it and, if everything is in order, switch it on.

3. Accounts and security

• Each person who uses Cedar has their own login. Logins can't be shared, and every staff login uses two-factor authentication.
• You decide who on your staff has access and with which role, and you remove access when someone leaves.
• Tell us at once at hello@cedarsuite.ca if you suspect unauthorised access to your account.

4. Your responsibilities

You are responsible for:

• Your clients' information as its custodian, including having the consents and privacy notices your province's law and your regulators require;
• The accuracy of what your staff enter, including clinical records and invoices;
• Setting record-retention periods that meet your regulators' rules;
• Your own Stripe account and the payments you take with it; and
• Using Cedar lawfully and only for running your clinic.

You must not try to reach another clinic's data, test or disrupt the service's security, overload it, or resell it.

5. Fees

Cedar is free while your clinic is in onboarding. Before we activate your clinic, we will agree the price with you in writing. Card-processing fees are charged by Stripe to your own Stripe account and are not Cedar's fees.

6. Your data

Your clinic's data is yours. We use it only to provide Cedar to you, as the service-provider agreement sets out. When you leave, we give you a copy of it and then delete it as that agreement describes.

7. Availability and support

We aim to keep Cedar available at all times, but it may be unavailable for maintenance or for reasons outside our control. We will tell you about planned maintenance in advance where we can, and about incidents that affect your clinic.

8. Suspension and ending the agreement

You can stop using Cedar at any time by telling us. We may suspend a clinic that breaks these terms, puts the service or other clinics at risk, or doesn't pay agreed fees, after notice where it is safe to give it. A suspended clinic's data isn't deleted.

When the agreement ends, we keep your data available to you read-only for [period] so you can export it, then handle it as the service-provider agreement sets out.

9. Warranties and liability

Cedar is software that supports your clinic's work; it does not give clinical, legal or tax advice. To the extent the law allows, the service is provided "as is", and our total liability under these terms is limited to [the fees you paid in the 12 months before the claim].

10. Changes to these terms

We will post a new version here with its date. When a change is significant, we will ask the clinic's owner to accept the new version in Cedar before it applies.

11. Governing law

These terms are governed by the laws of British Columbia and the federal laws of Canada that apply there. The courts of British Columbia have jurisdiction over any dispute.

12. Contact

[Cedar's legal entity name], [Mailing address]. hello@cedarsuite.ca