Terms of Service

1. The service

Medical Solutions lets clinics build custom patient record templates, manage patient cartels, capture signatures, and export records as PDFs, within a private, tenant-isolated workspace.

2. Accounts and eligibility

You must provide accurate information when registering a clinic account and keep your login credentials confidential. You are responsible for all activity that occurs under your account, including actions taken by staff you invite or grant access to. Notify us promptly if you suspect unauthorized access to your account.

3. Responsibility for patient data

As the clinic, you are the data controller for the patient records you create in the Service. You are responsible for having a lawful basis to collect and store that data, for its accuracy, and for obtaining any patient consent required by the laws that apply to your practice. Medical Solutions stores and processes that data on your instructions, as described in our Privacy Policy.

4. Data processing agreement

This section is the agreement under which we process personal data on your behalf, and it applies whenever you use the Service. You are the data controller for patient records; Medical Solutions is the data processor.

Subject matter and duration: we store and process the patient records, appointments, documents and related data you enter, for as long as your account is open. Nature and purpose: providing the Service described in these Terms and nothing else. Categories of data subject: your patients, your staff. Types of data: identification and contact details, and health data, which is a special category.

• We process personal data only on your documented instructions. Using the Service is such an instruction; anything beyond it is not, and we will tell you if we believe an instruction breaks the law.
• Everyone with access is bound by confidentiality, and access is limited to those who need it to run and support the Service.
• We keep appropriate technical and organisational measures, including encryption in transit and at rest, tenant isolation, hashed credentials and access logging.
• We use sub-processors to run the Service, currently MongoDB Atlas for the database and Vercel for hosting and file storage, and they are listed in our Privacy Policy. You authorise them generally. We will give notice before adding or replacing one, and impose the same obligations on them.
• We assist you in responding to patient requests to access, correct, export or erase their data, and with data protection impact assessments where you need one.
• We notify you without undue delay after becoming aware of a personal data breach affecting your data, with the detail you need to notify the Commissioner and, where required, your patients.
• You can export your patient records at any time, including after your subscription ends. On termination we delete or return the data as you choose, except where we must keep it for legal or accounting reasons.
• We make available the information needed to show these obligations are met, and allow audits on reasonable notice.

5. Acceptable use

• Do not use the Service for any unlawful purpose or in a way that violates the rights of patients or third parties.
• Do not attempt to access another clinic's data, probe the Service for vulnerabilities, or interfere with its normal operation.
• Do not upload content you do not have the right to store, or that infringes someone else's intellectual property.

6. Intellectual property

The Service, including its design, branding, and underlying software, is owned by Synaps Digital Solutions and its licensors. These Terms do not transfer any ownership rights to you. You retain ownership of the patient record content your clinic enters into the Service.

7. Directory and listings

Medical Solutions may operate a public directory of clinics and practitioners using the Service. Your clinic's business information, meaning the clinic name, address, contact details, opening hours, the practitioners you list, the services and prices you publish, and the appointment times you have free, may be included in that directory and shown to prospective patients.

This never includes patient records or any information about an identifiable patient. Availability is published as free time only, with no detail of who is booked or why.

No clinic is listed unless it asks to be. The directory is not open yet; before it opens we will show you what a listing looks like and ask whether you want one. If you later change your mind, tell us and your clinic is removed within a reasonable period.

8. Fees

Where the Service is offered under a paid plan or a separate commercial agreement, the applicable fees, billing cycle, and payment terms will be set out in that agreement or order form rather than in these Terms.

9. Suspension and termination

You may stop using the Service and close your clinic account at any time. We may suspend or terminate access if we reasonably believe these Terms have been violated, if required by law, or to protect the security or integrity of the Service. Where practical, we will give notice before doing so.

10. Disclaimers

The Service is provided "as is" and "as available." We do not warrant that it will be uninterrupted, error-free, or fit for every clinical workflow. Medical Solutions is a record-keeping tool; it does not provide medical advice and is not a substitute for a clinic's own professional and regulatory obligations.

11. Limitation of liability

To the maximum extent permitted by law, Synaps Digital Solutions will not be liable for indirect, incidental, or consequential damages arising from your use of the Service. Nothing in these Terms limits liability that cannot be excluded under applicable law.

12. Governing law

These Terms are governed by the laws of the Republic of Albania, without regard to conflict-of-law principles, unless a separate written agreement between you and Synaps Digital Solutions states otherwise.

13. Changes to these terms

We may update these Terms from time to time. If we make material changes, we will update the effective date above and, where appropriate, notify clinic administrators.

14. Contact us

Questions about these Terms can be sent to Synaps Digital Solutions via synapslimited.eu.