Terms of Service

These Terms of Service (“Terms”) govern access to and use of the ClintoBytes software-as-a-service platform, related websites, support and associated services (together, the “Service”).

The Service is provided by PulamAI Tech Private Limited, trading as ClintoBytes (“ClintoBytes”, “we”, “us” or “our”), with its registered office at SFNO.603/2,4A, Murungatholuvu, Erode - 638051, Tamil Nadu. Contact: support@clintobytes.health, +91 70109 38625.

By creating an account, signing an order form, accepting these Terms electronically, or using a paid subscription, the customer agrees to these Terms. If the person accepting them does so for a hospital, clinic, company or other organisation, that person represents that they are authorised to bind that organisation (“Customer”, “you” or “your”).

1. The Service and its intended use

1.1 ClintoBytes provides cloud-based hospital and clinic management software. Depending on the plan and configuration, features may include patient registration, appointments, clinical documentation, pharmacy, billing, inventory, inpatient workflows, reporting, communications and AI-assisted drafting or summarisation.

1.2 The exact features, usage limits, prices and billing cycle applicable to a Customer are those shown on the relevant order, checkout page or signed order form at purchase, including any Enterprise order form (“Order Form”). The Order Form and these Terms form the agreement.

1.3 We may update or improve the Service, but will not intentionally remove a material paid feature during a current paid term except for security, legal, third-party dependency, or product lifecycle reasons. Where practicable, we will give reasonable advance notice of material adverse changes.

1.4 The Service is a software and administrative support tool. It is not a hospital, healthcare provider, emergency service, medical practitioner, or substitute for professional clinical judgement.

2. Customer responsibilities

You are responsible for:

• the legality, accuracy and quality of data entered into the Service;
• determining the lawful basis, notices, consents and permissions required to collect, use, disclose and retain patient and staff information;
• appointing authorised users, maintaining role permissions, promptly removing access when staff leave, and protecting credentials and authentication devices;
• ensuring users are appropriately trained and use the Service in accordance with applicable laws and professional standards;
• verifying clinical notes, prescriptions, diagnoses, discharge summaries, investigation suggestions, alerts and other clinical outputs before they are signed, acted on or shared;
• maintaining appropriate local clinical, operational, downtime, backup and business-continuity procedures;
• configuring branches, retention settings, templates, access controls and communication settings appropriately;
• maintaining suitable devices, internet access, supported browsers and any third-party accounts required for use; and
• notifying us promptly of suspected account compromise, unauthorised access or a security incident involving the Service.

3. Clinical safety and AI features

3.1 AI features may generate drafts, summaries, transcriptions, extracted fields, suggestions or other probabilistic outputs. Outputs may be incomplete, inaccurate, outdated, biased or unsuitable for a particular patient.

3.2 AI output is not a diagnosis, prescription, clinical order or guarantee of clinical correctness. A qualified healthcare professional must independently review and approve any clinical output before use. The Service must not be configured or used to allow an AI system to autonomously make a clinical decision where professional review is required.

3.3 You remain responsible for clinical decisions, patient care, prescribing, orders, consent, record accuracy and compliance with professional obligations. ClintoBytes does not provide medical advice.

3.4 Where AI features use third-party model or speech services, the applicable processing is described in the Data Processing Agreement and relevant product documentation. Do not submit data that you are not authorised to submit.

4. Accounts, security and access

4.1 You must provide accurate account and organisation information and keep it current. You must not share individual user accounts unless the Service expressly supports a shared operational account.

4.2 We may suspend credentials or restrict access where reasonably necessary to address a security risk, suspected fraud, unlawful use, non-payment, or a material breach of these Terms.

4.3 You must not attempt to bypass authentication, tenant isolation, feature entitlements, role permissions, rate limits or other technical controls.

4.4 You must notify security@clintobytes.health promptly if you suspect a security vulnerability or unauthorised access. Do not access or disclose another customer’s data to demonstrate a suspected vulnerability.

5. Subscription, fees and payment

5.1 Fees, plan limits, billing cycle, trial eligibility and add-ons are stated at checkout or in the Order Form. Fees are payable in advance unless an Order Form states otherwise.

5.2 A free trial, where offered, is subject to the duration and eligibility shown at signup. Unless clearly stated otherwise, a trial does not include Enterprise features or paid add-ons and expires automatically at the stated time.

5.3 Payments are processed through the payment provider presented at checkout. We do not intend to store full payment-card details. Payment-provider terms also apply to payment processing.

5.4 The amount shown at checkout or in the Order Form is the amount payable; no tax is added on top of it. If applicable law later requires us to charge tax on the Service, we will apply it only to charges arising after that requirement takes effect, show it on the relevant invoice, and give notice before it applies to a renewal.

5.5 You authorise recurring charges only where you separately select and authorise a recurring payment or mandate. Cancellation of a subscription does not itself cancel a payment mandate unless the checkout or payment provider confirms that the mandate has been cancelled.

5.6 If payment fails, we may notify you and allow a reasonable cure period. If the account remains overdue, we may restrict the Service, first to read-only access where reasonably practicable, and later suspend access as described in the Order Form or billing notice. We will not delete Customer Data solely because of non-payment without following the applicable termination and data-export process.

5.7 We may change prices for a future renewal by giving at least 30 days’ prior notice, unless a different period is agreed in an Order Form. A price change will not alter a prepaid current term.

6. Service delivery and support

6.1 The Service is delivered electronically by provisioning online access. Unless a checkout page or Order Form says otherwise, access is ordinarily provisioned after successful payment verification and completion of required setup. Automated provisioning can take longer if a technical or verification issue occurs.

6.2 Support channels, support hours and target response times are those published on the website or stated in the applicable plan or Order Form. Enterprise availability commitments apply only if a signed Enterprise SLA expressly provides them.

6.3 Scheduled maintenance, emergency maintenance, third-party outages, internet or telecommunications failures, force majeure events and circumstances outside our reasonable control may affect availability.

7. Customer Data and privacy

7.1 “Customer Data” means information submitted to or generated through the Service on your behalf, including patient, clinical, billing, workforce and operational records, excluding ClintoBytes account, security and service telemetry that we process for our own legitimate service-administration purposes.

7.2 As between the parties, you retain your rights in Customer Data. You grant us a limited, non-exclusive right to host, transmit, back up, display and otherwise process Customer Data only to provide, secure, support and improve the Service as permitted by the agreement and applicable law.

7.3 For patient and other personal data processed on your behalf, the parties’ roles and obligations are set out in the Data Processing Agreement (“DPA”). If there is a conflict regarding processing of personal data, the DPA controls for that subject.

7.4 Our website and business-contact processing is described in the Website Privacy Policy. The Privacy Policy does not replace your hospital’s own privacy notice to patients.

7.5 You must not use the Service to store information unlawfully or submit personal data without the required authority, notice, consent or other lawful basis.

8. Intellectual property and feedback

8.1 We and our licensors retain all rights in the Service, software, documentation, branding and underlying technology. These Terms do not transfer ownership of the Service to you.

8.2 Subject to payment and compliance with these Terms, we grant you a limited, non-exclusive, non-transferable right during the subscription term to access and use the Service for your internal business operations.

8.3 You may provide suggestions or feedback. We may use feedback without restriction or payment, provided we do not disclose your confidential information or identify you as the source without permission.

9. Acceptable use

Your use is subject to the Acceptable Use Policy, incorporated into these Terms. A material violation may result in suspension or termination.

10. Confidentiality

Each party may receive non-public information of the other party. The receiving party will use it only to perform the agreement, protect it using reasonable safeguards, and disclose it only to personnel and service providers who need to know and are subject to confidentiality duties, or as required by law. Confidentiality obligations do not apply to information that is public without breach, already lawfully known, independently developed, or lawfully received from a third party.

11. Suspension and termination

11.1 You may cancel renewal or terminate a subscription using the available billing controls or by contacting support@clintobytes.health. The timing and financial effect of cancellation are governed by the Refund & Cancellation Policy and your Order Form.

11.2 Either party may terminate for a material breach not remedied within 30 days after written notice. We may suspend or terminate sooner where required by law, where there is a credible immediate security threat, or where continued use creates a material risk to other customers or the Service.

11.3 On expiry or termination, access may cease at the end of the applicable paid term, subject to any read-only or export period stated in the Order Form or DPA.

11.4 We will make Customer Data available for export during the applicable export period described in the DPA or Order Form. After that period, we may delete or de-identify Customer Data, subject to legal retention requirements, backup cycles, and the DPA.

11.5 Termination does not affect rights or payment obligations accrued before termination or provisions intended to survive, including confidentiality, intellectual property, liability, dispute resolution and data-retention obligations.

12. Warranties and disclaimers

12.1 We will provide the Service with reasonable skill and care and in material accordance with its published documentation.

12.2 Except for express commitments in these Terms, an Order Form or a signed SLA, the Service is provided on an “as available” basis. To the maximum extent permitted by law, we disclaim implied warranties that may otherwise apply, including uninterrupted availability, error-free operation, or suitability for a particular purpose.

12.3 We do not warrant that the Service will independently satisfy every legal, clinical, accreditation, billing, tax, medical-record or regulatory requirement applicable to your organisation. You are responsible for assessing whether the Service and your configuration meet your obligations.

13. Limitation of liability

13.1 Nothing in these Terms excludes or limits liability that cannot lawfully be excluded or limited, including liability for fraud, wilful misconduct, or other liability that applicable law makes non-excludable.

13.2 Subject to clause 13.1, neither party will be liable to the other for indirect, incidental, special or consequential loss, loss of profits, loss of goodwill, or loss of anticipated savings, to the extent permitted by law.

13.3 Subject to clause 13.1, each party’s aggregate liability arising out of or relating to the Service during a contract year will not exceed the fees paid or payable by the Customer to ClintoBytes for the Service in the 12 months preceding the event giving rise to the claim.

13.4 The parties may agree a different cap or exceptions in a signed Enterprise Order Form. No limitation in this clause makes the Customer’s clinical or statutory responsibilities transferable to ClintoBytes.

14. Indemnity

Each party will be responsible for third-party claims to the extent caused by its own unlawful conduct, infringement of third-party rights, or material breach of the agreement. Any more detailed indemnity, defence-control process or exceptions apply only if agreed in a signed Order Form. Nothing here requires a party to indemnify the other for the other’s negligence or unlawful conduct.

15. Changes to these Terms

We may update these Terms to reflect product, legal or operational changes. We will post the updated version and revise the “Last updated” date. For material adverse changes, we will provide reasonable notice and, where legally or contractually required, obtain renewed acceptance. Changes will not retroactively alter a dispute or payment obligation that accrued under a prior version.

16. Governing law and disputes

These Terms are governed by the laws of India, subject to mandatory applicable law. The parties will first attempt in good faith to resolve a dispute through authorised representatives within 30 days of written notice. If unresolved, the dispute will be submitted to the courts having jurisdiction at Coimbatore, Tamil Nadu, subject to applicable law and any valid dispute-resolution clause in a signed Enterprise Order Form.

17. General

17.1 These Terms, the Order Form, the DPA, the Acceptable Use Policy, the Refund & Cancellation Policy and any signed SLA form the agreement between the parties on their subject matter.

17.2 If a provision is unenforceable, the remaining provisions continue to apply to the extent permitted by law.

17.3 You may not assign the agreement without our prior written consent, except as part of a merger or sale of substantially all relevant assets where permitted by law. We may assign the agreement to an affiliate or successor in connection with a reorganisation, merger or sale, subject to applicable law.

17.4 No waiver is effective unless made in writing. Neither party is liable for delay caused by events beyond its reasonable control, subject to payment obligations and applicable law.

17.5 Notices to ClintoBytes must be sent to SFNO.603/2,4A, Murungatholuvu, Erode - 638051, Tamil Nadu and support@clintobytes.health, with a copy to support@pulamai.co / support@clintobytes.health. Notices to the Customer may be sent to the account’s registered administrator email or address.

18. Contact

PulamAI Tech Private Limited, trading as ClintoBytes
Registered office: SFNO.603/2,4A, Murungatholuvu, Erode - 638051, Tamil Nadu
Support: support@clintobytes.health | +91 70109 38625
Legal notices: support@pulamai.co / support@clintobytes.health