Terms of service

1. Agreement

By accessing or using GenNotify ("the Service"), you agree to be bound by these Terms of Service ("Terms"). If you do not agree to these Terms, you must not use the Service. These Terms form a legally binding agreement between you and the operator of GenNotify, based in New Zealand.

2. Service description

GenNotify is an automated patient communications service designed for healthcare clinics using Gensolve practice management software. The Service:

• Connects to your Gensolve PMS via API to detect appointment changes
• Sends branded confirmation emails for new, returning, and rescheduled appointments
• Sends configurable reminder emails before upcoming appointments
• Processes patient intake form submissions and syncs data back to Gensolve
• Includes ICS calendar file attachments in all patient emails

3. Account responsibilities

• You must provide accurate and complete information when registering for an account
• You are responsible for maintaining the security of your account credentials and the Gensolve API credentials you provide
• Each account is associated with a single clinic. If you operate multiple clinics, each requires its own account
• As the account administrator, you are responsible for configuring notification settings and ensuring they are appropriate for your patients
• You must promptly notify us of any unauthorised use of your account

4. Free trial

GenNotify offers a 14-day free trial for new accounts. During the trial period:

• No credit card is required to start your trial
• You have full access to all features of the Service
• At the end of the trial period, you will need to subscribe to a paid plan to continue using the Service
• Appointment monitoring and email sending will pause if you do not subscribe after the trial ends

5. Billing and subscription

• GenNotify uses per-clinic pricing. You are billed based on the number of active clinic accounts
• Subscriptions are available on monthly or annual billing cycles
• All payments are processed securely through Stripe. GenNotify does not store your payment card details
• Prices are in New Zealand Dollars (NZD)
• Prices are exclusive of any applicable taxes unless otherwise stated

6. Cancellation

• You may cancel your subscription at any time through the Stripe Customer Portal
• Upon cancellation, you will retain access to the Service until the end of your current billing period
• No refunds are provided for partial billing periods
• After your access expires, appointment monitoring will stop and no further emails will be sent

7. Patient communications disclaimer

• GenNotify does not provide healthcare services, clinical diagnoses, or treatment recommendations
• Email delivery depends on third-party email infrastructure and patient email configurations, neither of which are within our control
• GenNotify should not be relied upon as the sole means of communicating critical appointment changes to patients
• You remain responsible for ensuring patients are appropriately informed about their appointments

8. Data and privacy

Your privacy is important to us. Please refer to our Privacy Policy for full details on how we collect, use, and protect your information.

• Gensolve API credentials are encrypted at rest using industry-standard encryption
• Only minimal appointment data is retained (IDs and timestamps) to prevent duplicate sends
• Intake form submissions are validated using HMAC signature verification before processing
• Emails are delivered via a trusted transactional email provider with TLS encryption

9. Acceptable use

When using GenNotify, you agree that:

• You have appropriate authority and, where required, consent to connect your Gensolve system and send automated communications to your patients
• You will comply with all applicable health privacy legislation (e.g. the Health Information Privacy Code 2020)
• You will not use the Service for any unlawful purpose or in any way that could damage, disable, or impair the Service
• You will not attempt to gain unauthorised access to any part of the Service, other accounts, or connected systems
• You will not reverse engineer, decompile, or attempt to extract the source code of the Service

10. Service availability

• We make reasonable efforts to ensure the Service is available and operational, but we do not guarantee 100% uptime
• The Service may be temporarily unavailable due to scheduled maintenance, updates, or circumstances beyond our reasonable control
• We will endeavour to provide advance notice of planned maintenance where practicable
• The Service depends on the Gensolve API, third-party email delivery, and third-party form providers. Their availability is outside our control

11. Limitation of liability

The Service is provided on an "as is" and "as available" basis. To the maximum extent permitted by law:

• GenNotify disclaims all warranties, whether express or implied, including warranties of merchantability, fitness for a particular purpose, and non-infringement
• GenNotify shall not be liable for any indirect, incidental, special, consequential, or punitive damages
• GenNotify shall not be liable for undelivered, delayed, or duplicate emails
• GenNotify shall not be liable for inaccurate data retrieved from the Gensolve API
• GenNotify shall not be liable for intake form matching errors or data sync failures
• GenNotify shall not be liable for data loss beyond our reasonable control
• Our total aggregate liability to you for any claims arising from or related to the Service is limited to the total fees you have paid to GenNotify in the 12 months preceding the claim

Nothing in these Terms excludes or limits liability that cannot be excluded or limited under applicable New Zealand law, including the Consumer Guarantees Act 1993 where it applies.

12. Intellectual property

• GenNotify and its operator retain all rights, title, and interest in the Service, including all software, design, branding, and documentation
• You retain ownership of your clinic data, including any information retrieved from your Gensolve system
• You grant GenNotify a limited licence to access and process your data solely for the purpose of providing the Service

13. Termination

• Either party may terminate this agreement at any time. You may cancel your subscription through the Stripe Customer Portal, or by contacting us
• GenNotify may suspend or terminate your access to the Service immediately if you breach these Terms, use the Service in a way that poses a security risk, or fail to pay applicable fees
• Upon termination, your account data will be deleted in accordance with our Privacy Policy
• Sections of these Terms that by their nature should survive termination will remain in effect, including limitation of liability, intellectual property, and governing law

14. Changes to terms

We may update these Terms from time to time. If we make material changes, we will provide at least 30 days' notice via the email address associated with your account. Your continued use of the Service after the updated Terms take effect constitutes your acceptance of the changes. If you do not agree with the updated Terms, you should cancel your subscription before they come into effect.

15. Governing law

These Terms are governed by and construed in accordance with the laws of New Zealand. Any disputes arising from or in connection with these Terms or the Service shall be subject to the exclusive jurisdiction of the courts of New Zealand.

16. Contact

If you have any questions about these Terms, please contact us at hello@gennotify.co.nz.