Terms & Conditions

Effective date: 9 May 2026 · Last updated: 9 May 2026

These Terms govern your use of the MediCare HIS marketing website at medicarehis.com and the MediCare HIS hospital information system service (the "Service"). For paid hospital deployments, a signed Master Services Agreement (MSA) prevails over these Terms; everything below is the default that applies until that agreement is signed.

1. Parties & acceptance

"We", "us" or "MediCare HIS" refers to the legal entity providing the Service. "You" or "Customer" refers to the hospital, healthcare organisation or individual using the Service. By accessing the website or signing in to the Service, you accept these Terms. If you accept on behalf of an organisation, you confirm you have authority to bind that organisation.

2. The Service

MediCare HIS is a multi-tenant web-based hospital information system providing modules for patient registration, clinical documentation, ward management, lab, radiology, pharmacy, billing, claims, blood bank, theatre, inventory and related functions. We may add, refine or retire features over time, but we will not materially reduce the core capabilities a paid customer is using during a paid term.

3. Accounts & access

• You are responsible for safeguarding usernames, passwords and passkeys.
• You must provide accurate registration information and keep it current.
• You must promptly disable accounts of users who leave or change roles.
• You must notify us at [email protected] if you suspect any unauthorised access.

4. Hospital responsibilities

The hospital customer is the data controller for all clinical data entered into its tenant. You are responsible for:

• Obtaining all consents required from patients and staff under the law that applies to you.
• Setting role-based permissions appropriately so only authorised staff can view sensitive records.
• Ensuring data entered into the Service is accurate.
• Complying with all medical-records, professional-conduct, data-protection and tax laws that apply to your operation.
• Configuring backups, exports and integrations to suit your retention obligations.

5. Our responsibilities

• We will host and maintain the Service with reasonable care.
• We will encrypt data in transit, encrypt our managed database at rest, and apply security patches in a timely manner.
• We will run automated backups and offer customer-initiated exports of their data.
• We will notify the affected hospital(s) without undue delay if we become aware of a personal-data breach.

6. Fees & trial

Pricing for the Service is agreed in writing as part of the order or MSA between the customer and us. Trial accounts are provided free of charge for the period stated at the time of issue (typically 90 days), after which they are either converted to paid accounts or deactivated.

Paid fees are non-refundable except where required by law or expressly agreed in the MSA. Late payment may result in suspension under section 10.

7. Data & processing

For paid hospital deployments we provide a separate Data Processing Agreement (DPA). Our Privacy Policy describes how we handle personal data more generally.

• You retain all rights, title and interest in customer data, including patient records.
• We do not sell customer data, do not use it for advertising, and do not use patient data to train third-party AI models.
• On termination of a paid contract, we will return or delete your data per the DPA, subject to legal retention obligations.

8. Intellectual property

The Service, the marketing site, the underlying software, documentation, branding and design are owned by us or our licensors. You receive a limited, non-exclusive, non-transferable right to use the Service during your subscription term solely for lawful operation of your hospital. You may not reverse-engineer, sublicense, resell, copy, modify or create derivative works of the Service except where applicable law expressly permits.

9. Prohibited use

You agree not to:

• Use the Service to store or transmit unlawful, harmful, infringing or fraudulent content.
• Attempt to gain unauthorised access to any tenant other than your own.
• Interfere with the operation, security or integrity of the Service, including by uploading malware or running denial-of-service attacks.
• Use the Service to make medical decisions without appropriate qualified clinical oversight.
• Resell, sublicense or expose the Service as a public API to unrelated third parties without our written agreement.

10. Suspension & termination

We may suspend or terminate access if:

• You materially breach these Terms or the MSA and do not cure the breach within a reasonable cure period.
• Required to do so by law, regulator or court.
• Continued use poses a security risk to the Service or other customers.
• Fees remain unpaid more than 30 days after the due date.

You may terminate by written notice in accordance with the MSA. On termination we will give you a reasonable period to export your data.

11. Warranties & medical disclaimer

The Service is a tool to help clinicians and administrators run a hospital. It is not a substitute for professional medical judgement. Clinical decisions remain the responsibility of the qualified healthcare professional caring for the patient. We do not represent that the Service is fit for any particular clinical decision, and we do not provide medical advice.

Except as expressly stated in these Terms or the MSA, the Service is provided "as is" and "as available". To the maximum extent permitted by law, we disclaim all other warranties, including merchantability, fitness for a particular purpose and non-infringement.

12. Limitation of liability

To the maximum extent permitted by law:

• Neither party is liable for indirect, incidental, special, consequential or punitive damages, or for loss of profits, revenue, goodwill or data.
• Each party's total aggregate liability arising out of or relating to these Terms is limited to the fees paid by the customer for the Service in the 12 months preceding the event giving rise to the claim.
• Nothing in these Terms excludes or limits liability that cannot lawfully be excluded or limited (such as for death, personal injury caused by negligence, or fraud).

13. Indemnity

You agree to indemnify and hold us harmless from claims arising out of (a) your use of the Service in breach of these Terms, (b) data you uploaded to the Service that infringes a third party's rights, or (c) clinical decisions made by your staff. We agree to indemnify you for claims that the Service, in unmodified form and used in accordance with these Terms, infringes a third party's intellectual-property rights.

14. Confidentiality

Each party will protect the other's confidential information using at least the same degree of care it uses for its own confidential information, and not less than reasonable care. Confidential information does not include information that is or becomes public without breach, was already known, or is independently developed.

15. Governing law

Unless agreed otherwise in writing in the MSA, these Terms are governed by the laws of England and Wales, and the courts of England and Wales have exclusive jurisdiction. This does not affect statutory rights of consumers under the law of their habitual residence.

16. Changes to these Terms

We may update these Terms from time to time. Material changes affecting paid customers will be notified in advance. Continued use of the Service after the effective date of an update constitutes acceptance.

17. Contact us

For questions about these Terms, contracts, or to request a copy of our MSA / DPA, email [email protected].

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