Terms of Service

1. Definitions

• "Octor" refers to the company providing the Service.
• "Subscriber" / "You" refers to the clinic, doctor, or organization purchasing access to the Service.
• "Platform" refers to the Octor clinic management software, website, and any associated mobile applications.
• "Patient Data" refers to any health information, records, or data belonging to a Subscriber's patients stored within the Platform.
• "Subscription" refers to the paid access plan chosen by the Subscriber.

2. Service Description

Octor provides a cloud-based clinic and patient management platform. The Service includes, depending on the selected plan:

• Online appointment booking system and clinic website
• Electronic medical records (EMR) and patient portal
• Billing, invoicing, and payment processing integrations
• Telemedicine video consultation capabilities
• Pharmacy, lab, and body chart add-on modules
• Branded mobile application (where included in plan)
• Staff and multi-clinic management tools
• Reports and analytics dashboard

Octor reserves the right to modify, add, or remove features from the Platform at any time, provided that core functionality is not materially degraded without prior notice to active subscribers.

3. Subscriptions & Billing

3.1 Billing Cycle: Subscriptions are billed annually (12-month terms). Monthly billing is not available by default unless expressly agreed in writing.

3.2 Renewal: Subscriptions automatically renew at the end of each annual term at the then-current rate unless the Subscriber provides written cancellation notice at least 30 days before the renewal date.

3.3 Price Changes: We will provide at least 60 days notice before any price increase takes effect at renewal.

3.4 Upgrades: Plan upgrades take effect immediately. Billing for the upgraded plan is prorated for the remaining subscription period.

3.5 Downgrades: Plan downgrades take effect at the next renewal date. The Subscriber retains access to current plan features until then.

3.6 Taxes: Prices exclude applicable taxes (GST and other levies). Applicable taxes will be added to invoices based on the Subscriber's location.

4. Setup Fee

A one-time, non-refundable setup fee is charged at onboarding. This covers: complete platform configuration for the clinic, doctor and staff account setup, service and schedule configuration, payment gateway integration, clinic website deployment, data migration (where applicable), and a live onboarding training session.

Setup is completed within 2 business days of receiving all required clinic information and payment confirmation.

5. 60 Days Free Maintenance

For the first 60 calendar days after your clinic system goes live ("Maintenance Period"), Octor provides:

• Proactive monitoring of your system for issues
• Bug resolution and configuration corrections
• Minor adjustments to schedules, services, and settings
• Response to maintenance requests within 4 business hours

The Maintenance Period commences on the go-live date and is included at no additional charge. The Maintenance Period does not renew. After 60 days, support continues under the Lifetime Premium Support terms (Section 6).

6. Lifetime Premium Support

All Octor subscriptions include Premium Support for the entire duration of the active subscription:

• Email support: Responses within 4 business hours (Monday–Saturday, 9 AM–7 PM IST)
• Phone support: Available Monday–Saturday, 10 AM–6 PM IST
• Live chat: Available within the Octor admin panel during business hours

Enterprise subscribers additionally receive:

• Priority response — email and chat response within 2 hours
• Dedicated account manager
• After-hours emergency support for critical issues

"Lifetime" refers to the lifetime of the active subscription. Support ends if the subscription is cancelled.

7. Data Ownership

7.1 All data entered into the Platform by the Subscriber — including patient records, clinical notes, billing data, and clinic information — remains the sole property of the Subscriber and their patients.

7.2 Octor is a data processor acting under the instructions of the Subscriber (data controller). Octor will not access, analyze, or disclose Subscriber data except as necessary to provide the Service or as required by law.

7.3 Data Export: Subscribers may export all their data at any time in standard formats (CSV, PDF). Upon cancellation, data export is available for 30 days. After 30 days, data is permanently and securely deleted.

8. Acceptable Use

Subscribers agree not to use Octor to:

• Store or process data for purposes beyond legitimate clinical practice
• Attempt to breach, hack, or reverse-engineer the Platform
• Share login credentials with unauthorized individuals
• Use the Platform for any illegal activity or in violation of healthcare regulations
• Upload malicious code, viruses, or harmful content

Violation of acceptable use terms may result in immediate suspension of the Subscriber's account.

9. Uptime & Service Level

Octor targets 99% monthly uptime for the Platform, excluding scheduled maintenance windows (communicated at least 24 hours in advance) and force majeure events. In cases of extended downtime exceeding 4 consecutive hours attributable to Octor infrastructure, a prorated service credit will be applied to the next billing period.

10. Termination & Refunds

10.1 By Subscriber: You may cancel your subscription at any time by providing written notice to [email protected]. Cancellation takes effect at the end of the current billing period.

10.2 Refund Policy:

• Subscriptions cancelled within 14 days of initial payment and before setup has commenced are eligible for a full refund.
• Once onboarding/setup has commenced, no refund applies for the subscription fee.
• Setup fees are non-refundable once onboarding has commenced.
• Annual subscription fees are not prorated upon mid-term cancellation.

10.3 By Octor: Octor may terminate a Subscription for material breach of these Terms, with 14 days written notice and opportunity to cure. In the event of termination by Octor without cause, a prorated refund of prepaid subscription fees will be provided.

11. Limitation of Liability

To the maximum extent permitted by law, Octor's total liability to the Subscriber for any claim arising from the Service shall not exceed the total subscription fees paid in the 12 months preceding the claim. Octor is not liable for: indirect, incidental, or consequential damages; loss of data beyond what can be recovered from backups; or medical malpractice claims arising from clinical decisions made using the Platform.

Important: Octor is a technology tool to support clinic administration. It does not provide medical advice. All clinical decisions remain the sole responsibility of the qualified healthcare professional.

12. Intellectual Property

Octor and all associated software, code, designs, trademarks, and content are the intellectual property of Octor. Subscribers receive a limited, non-exclusive, non-transferable license to use the Platform for their clinic operations during the active subscription period. No rights to copy, distribute, or create derivative works are granted.

13. Governing Law & Disputes

These Terms are governed by the laws of India. Any disputes arising from these Terms or the use of Octor shall be subject to the exclusive jurisdiction of the courts in Bangalore, Karnataka, India. Before initiating legal proceedings, parties agree to attempt in good faith to resolve disputes through direct negotiation for a minimum of 30 days.

14. Changes to These Terms

We may update these Terms periodically. Material changes will be communicated via email to active subscribers at least 30 days before taking effect. Continued use of the Service after changes take effect constitutes acceptance of the revised Terms.

15. Contact Us

For questions about these Terms, contact: