Terms of Service

Last updated: 13 October 2026 · Version 2.0

Welcome to ClinicIQ Solutions. These Terms of Service ("Terms") govern your use of our website (cliniciq.com.au) and the ClinicIQ SaaS products listed in section 2 (each a "Product", together the "Products"). By accessing our website or using a Product, you agree to be bound by these Terms.

ClinicIQ Solutions operates in accordance with Australian law, including the Competition and Consumer Act 2010 (Cth) and the Australian Consumer Law (ACL). These Terms do not exclude, restrict or modify any consumer guarantees under the ACL that cannot lawfully be excluded.

1. About these Terms

  • Camog, our clinical photo documentation product, is a separate implementation and is provided under its own terms of service and privacy policy, published with that application. These Terms do not apply to Camog.
  • Consulting, automation and website development engagements are governed by the signed agreement, quote or proposal for that engagement, which prevails over these Terms to the extent of any inconsistency. These Terms still apply to your use of this website.
  • Our Privacy Policy forms part of these Terms.

2. The Products

  • Docsert AI — a documentation and templating assistant for GP clinics that generates drafts of GP management plans, health assessments and care plans from information the clinician has already captured.
  • cIQventory — stock and inventory management for GP practices.
  • NursEpod — shared task management for practice nursing teams.
  • PipQBoard — quality improvement dashboards for practices, limited to aggregate, de-identified performance metrics.

Product-specific terms in section 19 apply in addition to these Terms.

3. Definitions

  • "ClinicIQ Solutions", "we", "us" means ClinicIQ Solutions | John Saenz, ABN 55 882 511 758, of Wollongong NSW.
  • "Organisation" means the practice or business that subscribes to a Product.
  • "User" means any person authorised by an Organisation to use a Product.
  • "Your Data" means the information and content you or your Organisation enters into a Product, including any business records. It does not include usage data, analytics or derived statistics we generate.
  • "PHI" means patient health information — information about an identifiable patient and their health.

4. Accounts and eligibility

  • You must be at least 16 years old to use a Product, and must be authorised by your Organisation to use it on its behalf.
  • You must provide accurate, current and complete account information and keep it up to date.
  • Keep your login credentials confidential. One account per person — do not share accounts. You are responsible for all activity under your account, and must tell us promptly about any unauthorised access.
  • Organisation administrators are responsible for managing their Users' access, including removing access when staff leave.
  • We may suspend or remove accounts that breach these Terms.

5. Subscriptions, billing and trials

  • Products are provided on a subscription basis as described at sign-up. All prices are in Australian dollars and are exclusive of GST (ClinicIQ Solutions is not currently registered for GST, so no GST is charged).
  • Payments are processed by Stripe. You must provide accurate billing information and authorise automatic recurring payments for your subscription tier.
  • Subscriptions auto-renew unless cancelled. You may cancel at any time through your account settings or by contacting us; access continues until the end of the current billing period.
  • Free trials (for example, PipQBoard's 7-day Pro trial) convert to a paid subscription at the end of the trial unless cancelled before it ends.
  • We will give at least 30 days' notice of any price change affecting your subscription.
  • We may suspend Products for overdue accounts after reasonable notice.

6. Refunds and your Australian Consumer Law rights

Nothing in these Terms excludes, restricts or modifies your rights under the Australian Consumer Law. Our services come with guarantees that cannot be excluded. For a major failure with a Product you are entitled to cancel the contract and obtain a refund or compensation for the affected period; for a failure that is not a major failure, we will rectify it within a reasonable time or provide an appropriate remedy.

For refund requests not related to a consumer guarantee failure: requests must be submitted within 14 days of the charge and are assessed case by case. Technical issues that prevent use of a Product may qualify; dissatisfaction with features does not automatically qualify. Approved refunds are processed to the original payment method within 5–10 business days.

7. Clinical use and AI-generated outputs

This section is important. Please read it carefully.

  • The Products are administrative, workflow and documentation tools. They are not medical devices, are not therapeutic goods, and are not clinical decision support. They do not diagnose, prevent, treat or monitor any condition, and they do not replace clinical judgement.
  • Docsert AI generates drafts only. Every output is a draft that must be reviewed, edited and approved by the responsible clinician before use. The clinician makes every clinical decision and retains full clinical responsibility for anything produced with the Product's assistance.
  • AI-generated insights (including PipQBoard insights, cIQventory insights and website chat replies) are generated by third-party AI services, may be inaccurate or incomplete, and are general information only. They are not professional, clinical, legal or financial advice, and must not be relied on as such.
  • You are responsible for reviewing outputs for accuracy and suitability for your clinical and business context before relying on them.
  • Do not misrepresent AI-generated content as human professional advice.

8. Your data

  • You own Your Data. You grant us a limited licence to store, process and back it up solely to provide, maintain and improve the Product, as described in our Privacy Policy.
  • Product data rules: cIQventory must not be used for PHI; PipQBoard accepts aggregate, de-identified metrics only; Docsert AI accepts de-identified clinical content only. These restrictions are enforced as described in section 19. It is your responsibility to enter data correctly and to de-identify patient information before entry.
  • Export: you may export Your Data in standard formats at any time while your account is active.
  • Deletion: after cancellation or account deletion, Your Data is deleted from our systems within 30 days, except records we must retain by law.
  • Backups: we maintain operational backups, but you remain responsible for keeping your own export of data important to your business.

9. Acceptable use

You must not:

  • upload malicious code or content, or interfere with or disrupt the Products or their infrastructure;
  • attempt to access another user's account or data, or share organisation access tokens publicly;
  • reverse-engineer, decompile or disassemble a Product, or use automated scraping tools or bots, except as permitted by applicable law;
  • enter PHI into any Product that prohibits it (see section 19);
  • attempt to identify individuals from aggregate data, or enter data that could be combined with other sources to identify patients;
  • use the Products for unlawful purposes or to infringe the rights of others; or
  • resell or provide access to a Product to third parties without our written agreement.

We may delete data entered in breach of these rules and suspend or terminate accounts that repeatedly breach them, as described in section 19.

10. Service availability

  • The Products are provided "as is" and "as available". We target around 99% uptime but do not warrant uninterrupted or error-free operation.
  • The Products rely on third-party infrastructure (including Google Cloud/Firebase, Supabase, Netlify and Stripe). Outages, performance issues or data issues in those services may affect availability and are beyond our control.
  • We may add, modify or remove features, and perform maintenance, from time to time. We will make reasonable efforts to notify Users of significant changes.
  • We are not liable for business losses resulting from service interruptions, as set out in section 14.

11. Intellectual property

  • We own all intellectual property in the Products — software, code, architecture, design, names, logos and methodologies. Nothing in these Terms transfers ownership to you.
  • We grant you a limited, non-exclusive, non-transferable licence to access and use the Products for your business purposes while your subscription is active.
  • You retain ownership of Your Data and any pre-existing intellectual property you provide to us.
  • AI-generated insights are licensed to you for use within your organisation. You may not sell or redistribute them as standalone products, claim them as your own original work, or use them to train competing AI systems.
  • We may showcase completed projects and product names in our portfolio and marketing.

12. Confidentiality

Both parties agree to keep confidential any business information, strategies, technical processes, customer lists and other information marked or reasonably treated as confidential. This obligation continues after these Terms end, subject to reasonable exceptions such as legal requirements and information that is or becomes public.

13. Warranties and disclaimers

We warrant that the Products will be provided with due care and skill and are fit for the purposes we describe. Subject to the ACL guarantees, we do not warrant that:

  • the Products will be error-free or uninterrupted;
  • results or AI outputs will meet your specific business or clinical outcomes; or
  • third-party services or integrations will remain available.

14. Limitation of liability

  • Nothing in these Terms limits liability for anything that cannot lawfully be limited, including your consumer guarantee rights under the ACL.
  • To the maximum extent permitted by law, our total liability for all claims arising from or connected to a Product is limited to the amount you paid us for that Product in the 12 months preceding the claim (or, for services, the cost of re-providing the services).
  • To the maximum extent permitted by law, we are not liable for indirect, incidental, special, consequential or punitive damages, including lost profits, lost revenue, lost business opportunities or data loss.
  • The Products are intended for business use. To the extent permitted by law, we are not liable for business losses or consequential damages.
  • We are not liable for the acts or omissions of third-party providers, including outages, data loss or unauthorised access in third-party systems, or for unauthorised access to your account caused by your failure to secure your credentials.

15. Indemnity

You agree to indemnify and hold harmless ClinicIQ Solutions, its owners, developers and contractors from claims, damages, losses, liabilities and expenses (including reasonable legal fees) arising from your use or misuse of a Product, your breach of these Terms or applicable laws, your infringement of third-party rights, or any content or data you submit, store or process through a Product.

16. Termination and suspension

  • You may cancel a subscription at any time as described in section 5.
  • We may suspend or terminate access immediately for material breach, non-payment after notice, or where reasonably necessary for security, legality or protection of other users.
  • On termination, your licence ends and Your Data is handled as described in sections 8 and 9 (including the 30-day deletion window, during which you may contact us to arrange export).
  • Sections that by their nature should survive termination (including intellectual property, confidentiality, liability and indemnity) do so.

17. Disputes and governing law

  • Internal complaint process: contact us at admin@cliniciq.com.au. We will acknowledge your complaint within 5 business days and provide a response within 30 days, at no cost to you.
  • NCAT: if we cannot resolve your complaint internally, you may refer the matter to the NSW Civil and Administrative Tribunal (NCAT), which provides a low-cost, informal forum for consumer and business disputes.
  • These Terms are governed by the laws of New South Wales, Australia, and the parties submit to the jurisdiction of the courts of New South Wales.

18. Changes to these Terms

We may update these Terms from time to time. The current version is always published on this page with its "last updated" date. We will give at least 30 days' notice (by email to account holders or by notice on our website) of changes that materially reduce your rights. By continuing to use the website or a Product after changes take effect, you accept the updated Terms.

20. Contact

ClinicIQ Assistant

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