Last updated: July 29, 2026
Welcome to Propelence AI ("Company", "we", "us", or "our"). These Terms and Conditions ("Terms") govern your access to and use of our website located at https://propelence.ai and any related subdomains (collectively, the "Website"), as well as any information, tools, and services made available through the Website and any related software-as-a-service platform (the "Service").
By accessing or using the Website or Service, you agree to be bound by these Terms. If you do not agree to these Terms, you must not use the Website or Service.
These Terms are intended for users in the United States, the United Kingdom, Canada, Australia, and New Zealand. Where mandatory consumer, privacy, healthcare, or unfair contract laws in your jurisdiction give you rights that cannot legally be excluded, these Terms apply subject to those laws.
By using the Website or Service, you represent and warrant that you are at least 18 years old or otherwise have the legal capacity to enter into a binding agreement in your jurisdiction.
If you access or use the Website or Service on behalf of a clinic, practice, company, or other legal entity, you represent and warrant that you have authority to bind that entity to these Terms, and "you" will include that entity.
The Service is primarily designed for clinics, healthcare businesses, and related organizations using operational tools for scheduling, communication, and front-desk support.
The Website may describe and provide access to an AI-powered SaaS platform that helps clinics manage patient communication, appointment booking, reminders, intake-related workflows, no-show follow-up, and similar reception functions.
The Service is an administrative and communication support tool. It does not provide medical advice, diagnosis, treatment, emergency support, or clinical decision-making.
Healthcare providers and clinics remain solely responsible for all medical, professional, legal, compliance, and patient-care decisions, including any patient communications sent using the Service.
Information on the Website or in the Service may refer to healthcare operations, privacy, compliance, communications, or regulatory concepts. That information is provided for general informational purposes only and is not legal advice, medical advice, privacy advice, compliance advice, or professional advice.
You should obtain advice from qualified lawyers, privacy professionals, and licensed healthcare professionals before relying on the Website or Service in regulated healthcare environments.
Certain features may require registration for an account. You agree to provide accurate, current, and complete information, keep your credentials secure, and promptly notify us of any unauthorized use of your account.
You are responsible for all activity under your account, including activity by your employees, contractors, agents, or clinic staff using your login credentials, except to the extent caused by our own breach of security obligations.
We may suspend or restrict accounts where we reasonably believe there has been unauthorized access, security risk, non-payment, legal risk, or breach of these Terms.
You may use the Website and Service only in compliance with applicable law and these Terms. You must not:
You are responsible for configuring and using the Service lawfully, including the content of communications, the timing of reminders, the handling of appointment requests, and your clinic's internal workflows.
You are also responsible for ensuring that your use of the Service complies with laws that may apply to your business, including health privacy, consumer protection, electronic communications, accessibility, records retention, and marketing consent rules in the countries where you operate.
If your clinic uses the Service to communicate with patients, you are responsible for obtaining any consents, notices, and permissions required by applicable law.
All intellectual property rights in the Website and Service, including software, text, graphics, logos, workflows, interfaces, documentation, and design elements, are owned by the Company or its licensors and are protected by applicable intellectual property laws.
Subject to these Terms, we grant you a limited, non-exclusive, non-transferable, non-sublicensable, revocable right to access and use the Website and Service for your internal business purposes during the applicable subscription term, if any.
You must not copy, modify, reverse engineer, resell, distribute, lease, sublicense, or create derivative works from the Website or Service except as expressly permitted by law or by our written consent.
If you submit, upload, input, transmit, or otherwise make available any data, text, files, communications, prompts, clinic information, patient-related information, or other content through the Website or Service (collectively, "Customer Data"), you remain responsible for that Customer Data.
You represent and warrant that you have all necessary rights, consents, notices, and legal bases required to provide Customer Data to us and to permit us to process it for the purposes of providing the Service.
You grant us a limited, non-exclusive right to host, use, copy, process, transmit, and display Customer Data only as reasonably necessary to provide, secure, maintain, support, and improve the Service and as otherwise permitted by our Privacy Policy and any separate written agreement with you.
Our handling of personal information is described in our Privacy Policy, which should be read together with these Terms.
If the Service creates, receives, stores, maintains, or transmits protected health information or similar regulated health data on behalf of a healthcare customer, additional contractual and compliance requirements may apply, including a Business Associate Agreement or similar data-processing arrangements where required by law.
Under U.S. healthcare compliance guidance, SaaS providers that create, receive, maintain, or transmit protected health information for covered entities or business associates may themselves be treated as business associates and may need to implement Security Rule safeguards and enter into a Business Associate Agreement.
For users outside the United States, healthcare, privacy, and consumer laws may impose separate requirements around lawful collection, patient messaging, retention, transparency, security, and cross-border handling of personal information, and those obligations remain your responsibility unless a separate written agreement states otherwise.
If any part of the Service is offered on a paid subscription basis, you agree to pay all applicable fees, taxes, and charges described at the time of purchase or in a separate order form or services agreement.
Unless otherwise stated in writing, subscriptions renew automatically for successive terms equal to the initial term, and you authorize us or our payment processor to charge the applicable renewal fees using your selected payment method.
Except where required by applicable law, fees are non-refundable once paid. Nothing in these Terms excludes any non-waivable refund, cancellation, repair, replacement, or price-reduction rights that consumers may have under mandatory law in the United Kingdom, Australia, New Zealand, Canada, or other applicable jurisdictions.
Nothing in these Terms is intended to exclude, restrict, or modify any statutory guarantee, consumer right, or non-excludable remedy that applies under mandatory law in your jurisdiction.
If you are a consumer in the United Kingdom, digital content and related services may be subject to the Consumer Rights Act 2015. Under that framework, digital content supplied to consumers must be of satisfactory quality, fit for a particular purpose when relied on, and as described. UK consumers may have rights to repair or replacement, price reduction, refund in limited circumstances, and compensation where digital content damages a device or other digital content due to lack of reasonable care and skill.
If you are a consumer in Australia, the Australian Consumer Law may imply guarantees into the supply of goods or services that cannot be excluded, restricted, or modified. To the extent required by law, nothing in these Terms excludes those guarantees or the remedies available for failure to comply with them. Where liability for breach of a non-excludable guarantee can legally be limited, our liability is limited, at our option, to resupplying the relevant services or paying the cost of having the services supplied again, except where such limitation is not permitted by law.
If you are a consumer in New Zealand, you may have rights under the Consumer Guarantees Act 1993 and Fair Trading Act 1986 that cannot be excluded except where business-to-business contracting-out is lawfully permitted and expressly agreed. Nothing in these Terms excludes any right or remedy that cannot lawfully be excluded under New Zealand law.
If you are in Canada, mandatory provincial and federal consumer and privacy laws may apply depending on your location, status as a consumer or business user, and the nature of the Service. To the extent required by applicable law, non-waivable consumer rights and privacy protections will prevail over any inconsistent term in this agreement.
If you are in the United States, certain state consumer protection, privacy, healthcare, or auto-renewal laws may apply in addition to these Terms, and these Terms are intended to operate subject to those mandatory laws.
The Website or Service may contain links to, or integrations with, third-party platforms, communications services, calendars, payment processors, analytics tools, EHR systems, or other products that we do not own or control.
Your use of third-party services is subject to their own terms, privacy policies, and operational practices. We are not responsible for third-party systems, uptime, content, security practices, or regulatory compliance unless expressly stated in a separate written agreement.
We may modify, update, suspend, or discontinue any part of the Website or Service from time to time.
We do not guarantee uninterrupted or error-free availability. Availability may be affected by maintenance, internet outages, telecom providers, hosting issues, software defects, force majeure, or third-party service disruptions.
If we provide beta, preview, trial, or experimental features, those features may be changed or withdrawn at any time and may be subject to additional terms.
To the maximum extent permitted by applicable law, the Website and Service are provided on an "as is" and "as available" basis without warranties of any kind, whether express, implied, statutory, or otherwise.
Except where prohibited by law, we disclaim all implied warranties, including implied warranties of merchantability, fitness for a particular purpose, title, non-infringement, and any warranties arising from course of dealing or usage of trade.
We do not warrant that the Website or Service will be uninterrupted, secure, accurate, complete, fit for your regulatory obligations, or free from harmful components, and we do not warrant that use of the Service will by itself make your organization compliant with HIPAA or any other healthcare, privacy, or communications law.
To the fullest extent permitted by applicable law, we will not be liable for any indirect, incidental, consequential, special, exemplary, or punitive damages, or for any loss of profits, revenue, goodwill, anticipated savings, business opportunities, data, or business interruption arising out of or related to the Website, the Service, or these Terms, even if advised of the possibility of such damages.
To the fullest extent permitted by applicable law, our aggregate liability arising out of or related to the Website, the Service, or these Terms will not exceed the greater of: (a) the amounts paid by you to us for the Service during the 12 months preceding the event giving rise to the claim, or (b) USD 100, or the equivalent in local currency where required.
This limitation section applies only to the extent permitted by law and does not exclude liability that cannot legally be excluded, including any non-excludable statutory consumer remedies or liability for fraud, fraudulent misrepresentation, willful misconduct, death, or personal injury where exclusion is prohibited.
To the extent permitted by law, you agree to indemnify and hold harmless the Company and its officers, directors, employees, affiliates, and agents from and against claims, losses, liabilities, damages, costs, and expenses, including reasonable legal fees, arising out of or related to: (a) your Customer Data, (b) your misuse of the Website or Service, (c) your breach of these Terms, or (d) your violation of applicable law or third-party rights.
This indemnity does not apply to the extent a claim results from our own breach of these Terms, negligence, or willful misconduct.
We may suspend or terminate access to the Website or Service immediately if we reasonably believe there is a security issue, legal risk, breach of these Terms, misuse of the Service, non-payment, or conduct that may harm us, other users, patients, or third parties.
You may stop using the Website or Service at any time. If you have a paid subscription, cancellation and renewal terms may also be governed by your order form, subscription plan, or separate services agreement.
Upon termination, your right to access and use the Service ends immediately, but provisions that by their nature should survive termination will continue, including provisions on intellectual property, payment obligations, disclaimers, limitations of liability, indemnity, governing law, and dispute resolution.
If you are contracting as a business customer, these Terms will be governed by the laws of the State of Delaware, United States, without regard to conflict-of-law rules, unless a separate written agreement states otherwise.
If you are a consumer, mandatory laws in your home jurisdiction may give you the right to rely on local consumer protections and may affect where claims can be brought.
Unless prohibited by applicable law, any dispute arising out of or relating to these Terms or the Service will be brought exclusively in the state or federal courts located in New Castle County, Delaware, United States, and each party consents to personal jurisdiction and venue in those courts.
We may update these Terms from time to time. When we do, we will revise the "Last updated" date and may provide additional notice where required by law.
The updated Terms will take effect when posted unless a later effective date is stated. Your continued use of the Website or Service after the effective date constitutes acceptance of the updated Terms, except where additional consent is required by applicable law.
If any provision of these Terms is found invalid, unlawful, or unenforceable, the remaining provisions will remain in full force to the extent permitted by law.
These Terms, together with any Privacy Policy, order form, subscription terms, Business Associate Agreement, data processing addendum, or other written agreement expressly incorporated by reference, form the entire agreement between you and us regarding the Website and Service, unless replaced by a separate signed agreement.
A failure to enforce any provision is not a waiver of that provision or any other provision.
If you have questions about these Terms, please contact our administrative team.
Email: info@propelence.ai