Terms and Conditions — Clinibook

Last updated: 04/10/2026

These Terms and Conditions (“Terms”) govern the use of Clinibook (“Clinibook”, “we”, “us”, or “our”), a web-based practice management platform.

By accessing or using Clinibook, you (“User”, “Practitioner”, or “you”) agree to be bound by these Terms.

1. Description of the service

Clinibook is a Software-as-a-Service (SaaS) platform designed to help independent health professionals or any other professionals manage their private & professional practices.

The platform provides tools for:

• Patient management
• Session scheduling
• Billing and service packages
• Custom form creation and collection
• Practice reporting and analytics
• Team collaboration

Clinibook is accessible via web browser and may be installed as a Progressive Web App (PWA).

2. Eligibility

You must:

• Be at least 18 years old
• Be legally capable of entering into binding agreements
• Use the platform in a professional capacity (if applicable)

If you use Clinibook on behalf of an organization or practice, you confirm you have authority to bind that entity.

3. Account registration and security

To use Clinibook, you must create an account using email and password authentication.

You agree to:

• Provide accurate and complete information
• Maintain the confidentiality of your credentials
• Be responsible for all activity under your account

Clinibook is not liable for unauthorized access resulting from your failure to safeguard your credentials.

4. User roles and responsibilities

4.1 Practitioners (registered users)

Practitioners are responsible for:

• Managing patient data
• Creating and maintaining records
• Sending forms and collecting information

4.2 Practice owners

Practice owners can:

• Invite team members
• Manage settings
• Control access within the practice

4.3 Team members

Team members:

• Have shared access to practice data
• Must comply with these Terms

4.4 Patients

Patients:

• Do not create accounts
• Access forms via unique links
• Submit data directly to practitioners

5. Data ownership and responsibility

5.1 Data controller role

Practitioners are the data controllers of all patient data entered into Clinibook.

Clinibook acts solely as a data processor.

5.2 Practitioner obligations

You agree that:

• You are solely responsible for the legality of the data you collect
• You will obtain all necessary patient consents
• You will comply with applicable data protection laws (e.g., GDPR, local regulations)

5.3 Sensitive data

Clinibook may store:

• Health-related data
• Clinical notes
• Form responses

You acknowledge that:

• This data is sensitive
• You are fully responsible for its lawful processing

6. Use of the platform

You agree NOT to:

• Use Clinibook for unlawful purposes
• Store or process data without proper legal basis
• Attempt to reverse-engineer or disrupt the system
• Access other users’ data without authorization

We reserve the right to suspend accounts that violate these Terms.

7. Forms and patient data collection

Clinibook allows practitioners to create custom forms.

You acknowledge:

• You define the content of all forms
• Clinibook does not control or validate medical or legal compliance
• Form links are time-limited but may still be accessed if shared improperly

You are responsible for:

• Informing patients about data usage
• Obtaining explicit consent when required

8. Scheduling and billing features

Clinibook provides tools for:

• Session tracking
• Payment tracking
• Package management

Clinibook:

• Does not process payments directly (unless explicitly stated in future features)
• Does not guarantee accuracy of financial reporting

You are responsible for verifying all financial data.

9. Data storage and security

Clinibook uses:

• PostgreSQL databases (via Supabase)
• Secure authentication systems
• Row-Level Security (RLS) to isolate data per practice

While we implement industry-standard security measures, you acknowledge:

• No system is completely secure
• You use the platform at your own risk

10. Data retention and deletion

You may:

• Access, modify, or delete your data at any time

Upon account termination:

• Data may be deleted permanently after a reasonable period
• We are not obligated to retain backups

11. Service availability

Clinibook aims to provide high availability but does not guarantee:

• Continuous uptime
• Error-free operation

We may:

• Perform maintenance
• Modify or discontinue features

Without prior notice when necessary.

12. Intellectual property

All rights in Clinibook, including:

• Software
• Design
• Branding

belong to Clinibook or its licensors.

You are granted a limited, non-exclusive, non-transferable license to use the platform.

13. Fees and payments

Any free tier-usage is limited to the tiers specifications. Clinibook does not guarantee a free product to be available over time.

If Clinibook introduces paid plans:

• Pricing will be clearly communicated
• Payments will be non-refundable unless stated otherwise

Failure to pay may result in:

• Suspension or termination of access

14. Third-party services

Clinibook may integrate with third-party services (e.g., calendar exports).

We are not responsible for:

• Their availability
• Their data handling practices

Use of third-party services is at your own risk.

15. Limitation of liability

To the maximum extent permitted by law:

Clinibook shall not be liable for:

• Loss of data
• Business interruption
• Financial losses
• Clinical decisions made using the platform

Clinibook is a management tool and not a medical system or clinical decision tool. Clinibook total liability is limited to the fees paid in the last 3 months by the user.

16. Indemnification

You agree to indemnify and hold harmless Clinibook from any claims arising from:

• Your use of the platform
• Your handling of patient data
• Your violation of applicable laws

17. Termination

We may suspend or terminate your account if:

• You breach these Terms
• You misuse the platform

You may stop using Clinibook at any time.

18. Changes to the terms

We may update these Terms periodically.

Continued use of Clinibook after changes means you accept the updated Terms.

19. Governing law

These Terms shall be governed by the laws of England and Wales.

20. Contact

For questions or support:

• Email: clinibook@powerbeans.ai
• Website: https://clinibook.es

21. Medical disclaimer

Clinibook:

• Does not provide medical advice
• Does not replace professional judgment
• Is not responsible for patient outcomes

All clinical decisions remain the sole responsibility of the practitioner.