Terms and Conditions

Patient Information Notice

Please be aware that these Terms exclusively relate to the usage of our services and do not encompass your patient files. For any inquiries regarding your personal patient file, we encourage you to directly contact your healthcare provider. Additionally, for a detailed understanding of how your patient data is managed and protected within our patient management software, we invite you to review our Privacy Policy.

Terms of Service Acceptance

Last Updated: Sept 30, 2025

Welcome to CompanyOn. These Terms & Conditions (‘Terms’) govern your access to and use of our software-as-a-service (SaaS) platform, including related mobile and web applications, services, and content (collectively, the ‘Service’). By subscribing to or using the Service, you agree to these Terms on behalf of your organization or practice (‘Customer’, ‘You’).

Definitions

a. ‘CompanyOn‘, ‘We’, ‘Us’ means ConceptualShift Solutions Inc., organized under the laws of British Columbia, Canada.
b. ‘Customer‘ means the healthcare professional, clinic, or organization subscribing to or using the Service.
c. ‘Personal Information‘ or ‘PHI‘ refers to identifiable health or personal data as defined under PIPEDA, HIPAA, or GDPR.
d. ‘Service‘ means the CompanyOn SaaS platform and related support, hosting, and integrations.
e. ‘Sub-Processor‘ means any third party engaged by CompanyOn to process Personal Information on behalf of the Customer.

Use of the Service

• Eligibility: The Service is available only to healthcare professionals and organizations operating in compliance with applicable laws.
• License: CompanyOn grants You a limited, non-exclusive, non-transferable license to use the Service for Your internal business purposes.
• Restrictions: You shall not (a) reverse engineer, modify, or copy the Service, (b) use the Service to process unlawful content, or (c) share credentials or allow unauthorized access.
• Compliance: You agree to comply with all applicable privacy, health, and professional laws including PIPEDA, HIPAA, and GDPR.

Customer Responsibilities

• Data Custodianship: You remain the custodian of all PHI and Personal Information entered into the Service.
• Consent: You are responsible for obtaining all required consents from individuals whose data You process.
• Account Security: You must maintain the confidentiality of Your credentials and promptly notify CompanyOn of any unauthorized access. CompanyOn claims no intellectual property rights over the data or material you provide to the Service. All content and data uploaded are confidential and remains yours.

Fees and Payment

• Fees: Subscription fees are payable as stated on CompanyOn’s pricing page or invoice.
• Renewals: Subscriptions renew automatically unless canceled prior to renewal.
• Refunds: Annual subscriptions are non-refundable after 10 days of activiation; monthly subscriptions may be canceled at any time prior to the next billing cycle.
• Suspension: CompanyOn may suspend service for non-payment after reasonable notice.

Termination and Data Retention

• Either party may terminate this Agreement for cause with 30 days’ written notice.
• Upon termination, Customer may request a data export within 30 days. Remaining data will be securely deleted from active systems within 90 days.
• CompanyOn retains the right to maintain backup copies as required by law or for audit purposes.

Any upgrade or downgrade in plan level, will result in the new rate being charged at the next billing cycle. There will be no prorating for downgrades in between billing cycles.

Downgrading your Service may cause the loss of features or capacity of your account. The Company does not accept any liability for such loss.

If you’ve signed up for our annual plan and decide to cancel within the first 10 days, you’ll receive a full refund. AFTER THAT, YOUR PURCHASE IS FINAL AND YOU WILL NOT BE ABLE TO CANCEL THE PURCHASE AND/OR RECEIVE A REFUND OF YOUR SUBSCRIPTION FEE AT ANY TIME. Without limiting the foregoing, you may cancel your Subscription at any time, but please note that such cancellation will be effective at the end of the then-current Subscription period. EXCEPT AS SET FORTH ABOVE WITH RESPECT TO YOUR INITIAL SUBSCRIPTION PURCHASE, YOU WILL NOT RECEIVE A REFUND OF ANY PORTION OF THE SUBSCRIPTION FEE PAID FOR THE THEN CURRENT SUBSCRIPTION PERIOD AT THE TIME OF CANCELLATION.

You acknowledge that credit card information, processing and security are implemented using our third-party payment gateway’s security measures in all transactions. Credit card details are NOT stored within our servers, they are stored securely by our third-party payment gateway used by the Service for payment processing. Please see Stripes’ terms of use to learn more

All fees are exclusive of all taxes, levies, or duties imposed by taxing authorities, and you shall be responsible for payment of all such taxes, levies, or duties, excluding only Canada (federal or provincial) taxes. Where required, The Company will collect those taxes on behalf of taxing authority and remit those taxes to taxing authorities.

Modifications to the service

• The Company reserves the right at any time and from time to time to upgrade, modify or discontinue, temporarily or permanently, any part of the Service with or without cause or notice.
• Prices of all Services are subject to change upon 30 days notice from us. Such notice may be provided at any time by posting the changes to the Company web site or the Service itself.
• The Company shall not be liable to you or to any third party for any modification, price change, suspension or discontinuance of the Service.

Confidentiality

• Each party agrees to maintain the confidentiality of proprietary or personal data disclosed during the term of the Service.
• CompanyOn shall ensure all employees and Sub-Processors comply with confidentiality obligations consistent with these Terms.

Data Protection and Privacy

• The processing of Personal Information is governed by CompanyOn’s Privacy Policy and Privacy and Data Protection Agreement (BAA/DPA).
• CompanyOn acts as a data processor/agent on behalf of the Customer, who remains the data controller/custodian.
• Data will be processed and stored in secure data centers located in Canada and/or the United States under comparable protections.
• CompanyOn implements administrative, technical, and physical safeguards consistent with PIPEDA, HIPAA, and GDPR standards.

Terms of Use for SMS and Email Authentication for Account Holders

By subscribing to our service, you agree to receive SMS messages and/or emails for authentication purposes. This service is designed to enhance the security and integrity of your account and personal information.

Consent to Receive Communications

By opting in, you expressly consent to receive SMS messages and/or emails from us related to authentication processes, including but not limited to 2 two-factor verification Codes and or security alerts. You acknowledge that these communications are essential for the security of your account and the services you access.

Message and Data Rates

Please be aware that standard message and data rates may apply for any SMS messages sent to you. CompanyOn is not responsible for any charges that may be billed by your mobile service provider.

Frequency of Messages

The frequency of messages will depend on your use of our services that require authentication. We will only send SMS messages and/or emails when necessary for authentication or security purposes.

Opt-Out Option

You have the right to opt-out of receiving SMS messages and/or emails at any time. To opt-out, reply “STOP” to an SMS, and click an unsubscribe link in an email. Upon opting out, you will no longer receive SMS and/or email messages for authentication, which may impact the security and accessibility of your account.

Privacy

We are committed to protecting your privacy. Your contact information will be used solely for authentication purposes and will not be shared with third parties for marketing purposes without your explicit consent. For more information, please review our Privacy Policy.

Liability

The Company will not be liable for any delays or failures in the receipt of any SMS messages or emails as delivery is subject to effective transmission from your network operator and processing by your mobile device or email server.

Modification of Terms

We reserve the right to modify these terms at any time. Any changes will be effective immediately upon posting the revised terms on our website.

Contact Information

For any questions or concerns regarding these terms or the SMS and Email Authentication Service, please contact us at [email protected]

Electronic Communication Service Terms for Patient Communication Rights

CompanyOn is dedicated to offering secure and efficient electronic communication services. This clause outlines the terms of use for our services, ensuring both our account holders and their patients understand and agree to these terms. It is our goal to facilitate seamless and respectful communication between healthcare providers and patients.

Patient Communication Rights and Consent:

Our services, including but not limited to online forms, appointment reminders, and notifications via email or SMS, require account holders to obtain clear, explicit consent from patients or clients. This opt-in consent is crucial for all forms of electronic communication facilitated through our platform. CompanyOn champions patient communication rights, expecting all account holders to honor these rights by seeking direct permission. Liability for any communication sent without patient consent rests solely with the account holder.

Zero Tolerance for Abuse:

To protect the integrity of our platform, CompanyOn enforces a zero-tolerance policy against the misuse of our Electronic Communication Service. This includes prohibitions on spamming, affiliate marketing, automated bot activities, and any other unethical communication practices. We actively monitor and review all communications for compliance. Violations may result in immediate service suspension or termination, without refund. This firm stance is key to safeguarding our email deliverability and the overall user experience.

Email Deliverability Optimization:

By using our Electronic Communication Service, account holders agree to comply with our email deliverability optimization protocols. This may involve modifying the account’s email sending volume to meet our best practice standards. Our objective is to maintain the highest level of email deliverability and service quality, ensuring efficient and reliable communication for all users.

Email Communication Disclaimer

Please note that our email delivery feature via the Communication tab in the Timeline, is not designed for sharing sensitive or personal health information (PHI) and does not comply with Privacy and Confidentiality standards. Any information shared via this feature is not encrypted and may be vulnerable to unauthorized access. Do not use this feature to communicate PHI or any other confidential information to ensure the security and privacy of your patients’ data.

Message and Data Rates:

Please be advised that standard message and data rates may apply to SMS messages sent or received through CompanyOn’s services. Account holders and patients should be aware that CompanyOn is not responsible for any charges incurred from mobile service providers.

Frequency of Messages:

The frequency of messages dispatched to patients will be aligned with the nature of interaction required by the account holder and their services, ensuring only necessary and relevant communication is conducted.

Opt-Out Option:

Patients retain the right to opt out of receiving SMS messages and/or emails from the account holder at any time. This can be done by directly informing the account holder, texting ‘STOP’ in response to an SMS, or clicking the ‘unsubscribe’ link in emails. It is the responsibility of the account holders to respect and promptly action these opt-out requests.

Privacy and Use of Information:

At CompanyOn, we are deeply committed to safeguarding the privacy and personal information of patients. Patient contact details are used exclusively for the provision of CompanyOn’s Electronic Communication Services and are processed in strict compliance with our Privacy Policy. This policy provides detailed information on our data handling practices and the rights of individuals regarding their personal information.

Online Payment Processing

If you choose to sign up for our online billing processing, note that CompanyOn’s Payment processing services are provided by Stripe and are subject to the Stripe Connected Account Agreement, which includes the Stripe Terms of Service (collectively, the “Stripe Services Agreement”). By agreeing to this agreement / these terms or continuing to operate as an account holder term on CompanyOn, you agree to be bound by the Stripe Services Agreement, as the same may be modified by Stripe from time to time. As a condition of CompanyOn enabling payment processing services through Stripe, you agree to provide CompanyOn accurate and complete information about you and your business, and you authorize CompanyOn to share it and transaction information related to your use of the payment processing services provided by Stripe. online processing billing, please see Stripes’ terms of use to learn more.

General Conditions, Security Overview Limitation of Liability

Your use of the Service is at your sole risk. The service is provided on an “as is” and “as available” basis. The company and its suppliers expressly disclaim all warranties or representations of any kind, express or implied, including without limitation any warranty of merchantability, fitness for a particular purpose, non-infringement or bailment of your data on The Company’s servers.

You acknowledge that the Company uses third party vendors and hosting partners to provide the necessary hardware, software, networking, storage, payment processing and related technology required to run the Service. The Company does not endorse and is not responsible or liable for their availability, accuracy, the related content, products, or services. You are solely responsible for your use of any vendors and partners. If we provide you with any application service under and open source licence, there may be provisions in those licences that expressly conflict with these Terms, in which case the open source provisions will apply.

Verbal, physical, written or other abuse (including threats of abuse or retribution) of any Service customer, Company employee or officer will result in immediate account termination.

We take many measures to protect and secure your data through backups, redundancies, and encryption. We enforce encryption for data transmission from the public Internet. There might be some edge cases where we may send your data through our network unencrypted. Please refer to our Security Overview for more details.

When you use our Services, you entrust us with your data. We take that trust to heart. You agree that the Company may process your data as described in our Privacy Policy and for no other purpose. 

You expressly understand and agree that the Company shall not be liable for any direct, indirect, incidental, special, consequential or exemplary damages, including but not limited to, damages for loss of profits, goodwill, use, data or other intangible losses (even if the Company has been advised of the possibility of such damages), resulting from: (i) the use or the inability to use the service; (ii) the cost of procurement of substitute goods and services resulting from any goods, data, information or services purchased or obtained or messages received or transactions entered into through or from the service; (iii) unauthorized access to or alteration of your transmissions or data; (iv) statements or conduct of any third party on the service; (v) or any other matter relating to the service.

Technical support is only provided via email.

We may, but have no obligation to, remove content and accounts that we determine in our sole discretion are unlawful or violates any party’s intellectual property or these Terms of Service.

The Company will endeavour to make the Service available 24 hours a day, seven days a week. However, you acknowledge and agree that the Service may occasionally be unavailable during periods of planned or unscheduled maintenance. The Company may perform unscheduled maintenance at any time, but will do this outside of normal business hours where possible.

The Company does not warrant that (i) the service will meet your specific requirements, (ii) the service will be uninterrupted, timely, secure, or error-free, (iii) the results that may be obtained from the use of the service will be accurate or reliable, (iv) the quality of any products, services, information, or other material purchased or obtained by you through the service will meet your expectations, and (v) any errors in the Service will be corrected.

Governing Law

These Terms shall be governed by the laws of the Province of British Columbia and the laws of Canada applicable therein, without regard to conflicts of law. Disputes shall be resolved in the courts located in Vancouver, British Columbia.