Terms of Service

Last updated: 16 May 2026

These Terms of Service ("Terms") govern your access to and use of the Aegis EMR software platform, websites, and related services (collectively, the "Service"), operated by [LLC LEGAL NAME], a limited liability company organized under the laws of the State of Wyoming, United States ("Aegis EMR", "we", "us", or "our"). By creating an account, starting a trial, or using the Service, you ("Customer", "you") agree to these Terms. If you do not agree, do not use the Service.

1. The Service

Aegis EMR is a subscription-based, business-to-business cloud software platform that provides electronic medical records and clinical practice-management tools to healthcare providers, clinics, and medical practices. The Service is licensed to organizations and professionals for use in managing their own clinical operations. It is software provided to businesses; it is not a healthcare service, does not provide medical care or medical advice, and does not constitute a medical device.

2. Eligibility and Accounts

• You must be at least 18 years old and authorized to enter into these Terms on behalf of the organization you represent.
• You are responsible for the accuracy of registration information and for all activity occurring under your account and user credentials.
• You are responsible for maintaining the confidentiality of login credentials and for ensuring your users comply with these Terms.

3. Subscriptions, Trials and Plans

• The Service is offered on tiered subscription plans (Solo, Clinic, and Group) on monthly or annual billing cycles.
• A free trial period of seven (7) days is provided. No charge is made during the trial. If you do not subscribe before the trial ends, access may be suspended or limited.
• Subscriptions renew automatically for successive periods unless cancelled before the renewal date.
• Plan features, user limits, and quotas are described at the point of purchase and may be updated with reasonable notice.

4. Payment and Billing

• Prices are stated at the point of sale and exclusive or inclusive of tax as indicated by Paddle at checkout, based on your location.
• You authorize Paddle to charge your selected payment method for the subscription fees and applicable taxes on a recurring basis until cancelled.
• Failed or reversed payments may result in suspension or termination of access.

5. Cancellation and Refunds

You may cancel your subscription at any time; cancellation stops future renewals. Refunds are governed by our Refund Policy, which forms part of these Terms. In summary, we offer a seven (7) day money-back period on new paid subscriptions, consistent with the free trial.

6. Customer Data and Patient Information

The Service is used by you to process clinical and personal data, which may include patient health information ("Customer Data"). As between you and us:

• You are the controller of Customer Data and are solely responsible for the accuracy, legality, and lawful basis of the data you enter and process using the Service, including obtaining all necessary patient consents and complying with all laws applicable to you and your practice.
• We act as a processor of Customer Data on your behalf, processing it only to provide and maintain the Service, as further described in our Privacy Policy.
• You are responsible for determining that the Service is appropriate for your regulatory environment. We make no representation that the Service satisfies any specific healthcare regulatory framework in your jurisdiction.

7. Acceptable Use

You agree not to: (a) use the Service unlawfully or in violation of any applicable regulation; (b) attempt to gain unauthorized access to the Service or other tenants' data; (c) reverse engineer, resell, or sublicense the Service except as expressly permitted; (d) upload malicious code or interfere with the integrity or performance of the Service; or (e) use the Service to store or transmit data you are not legally permitted to process.

8. Intellectual Property

The Service, including all software, design, and documentation, is and remains the exclusive property of Aegis EMR and its licensors. These Terms grant you a limited, non-exclusive, non-transferable, revocable right to use the Service during your active subscription. You retain all rights in your Customer Data.

9. Service Availability

We aim to provide reliable access but do not guarantee uninterrupted or error-free operation. We may perform maintenance, modify, or discontinue features with reasonable notice where practicable. We are not liable for downtime caused by factors outside our reasonable control.

10. Disclaimers

The Service is provided "as is" and "as available" without warranties of any kind, whether express or implied, including merchantability, fitness for a particular purpose, and non-infringement. The Service is a record-keeping and workflow tool. It does not provide clinical decision-making, diagnosis, or treatment recommendations, and any clinical judgment remains the sole responsibility of the licensed healthcare professionals using it.

11. Limitation of Liability

To the maximum extent permitted by law, Aegis EMR's total aggregate liability arising out of or related to the Service shall not exceed the amounts paid by you for the Service in the twelve (12) months preceding the event giving rise to the claim. We shall not be liable for indirect, incidental, special, consequential, or punitive damages, or loss of data, profits, or goodwill.

12. Indemnification

You agree to indemnify and hold harmless Aegis EMR from claims, damages, and expenses arising from your use of the Service, your Customer Data, or your breach of these Terms.

13. Suspension and Termination

We may suspend or terminate access for material breach of these Terms, non-payment, or unlawful use. Upon termination you may, for a limited period, request export of your Customer Data; thereafter data may be deleted in accordance with our retention practices.

14. Changes to These Terms

We may update these Terms from time to time. Material changes will be notified by reasonable means. Continued use of the Service after changes take effect constitutes acceptance.

15. Governing Law

These Terms are governed by the laws of the State of Wyoming and the applicable federal laws of the United States, without regard to conflict-of-law principles. The state and federal courts located in the State of Wyoming shall have exclusive jurisdiction, except where mandatory consumer law grants you rights in your country of residence.

16. Contact

Questions about these Terms may be sent to support@electronicmedicalrecord.cloud, or by post to [LLC REGISTERED ADDRESS, WYOMING, USA].

For billing and payment queries, Paddle is the merchant of record and can be contacted via paddle.net.