Terms & Conditions

1. About these Terms

These Terms & Conditions ("Terms") govern your access to and use of the Medbus clinic management software, including its web application, mobile applications, APIs and related services (together, the "Platform"), and the website at medbus.org including its blog (the "Website"). The Platform and Website are provided by Techbus Tech Solutions, Kochi, Kerala, India ("Medbus", "we", "us" or "our").

By creating an account, signing an order form or quotation, paying for a plan, or using the Platform or Website, you agree to these Terms and to our Privacy Policy. If you are accepting on behalf of a clinic, hospital or other organisation, you confirm that you have authority to bind it, and "you" means that organisation. If you do not agree, do not use the Platform or Website.

Where you and Medbus sign a separate order form, quotation, proposal or agreement ("Order Form"), its specific commercial terms (such as price, plan, modules, term and payment schedule) take precedence over these Terms for that purchase. In every other respect these Terms apply.

2. Definitions

• "Clinic Data" — information you or your users enter into or upload to the Platform, including patient records, appointments, prescriptions, reports, billing and clinical notes.
• "Authorised User" — a person to whom you give login access, such as a doctor, nurse, receptionist, pharmacist, accountant or administrator.
• "Plan" — the subscription tier or licence you purchase (for example Starter, Standard, Professional or Enterprise), with the modules and limits stated on the Pricing page or in your Order Form at the time of purchase.
• "Subscription Term" — the monthly or yearly period you have paid for, and each renewal of it.
• "One-time Licence" — a Plan purchased for a single upfront fee, as described in Section 8.
• "Third-Party Services" — services not operated by Medbus, such as payment gateways, WhatsApp Business API providers, SMS and email providers, video-call providers, cloud hosting and app stores.

3. Accounts & eligibility

• The Platform is intended for healthcare providers and their staff. You must be at least 18 years old and legally permitted to operate the clinic, practice or business for which you use the Platform.
• You must give accurate registration and billing details, including GSTIN where applicable, and keep them up to date.
• You are responsible for everything done through your account and by your Authorised Users, including setting their roles and permissions and removing access when they leave.
• Healthcare professionals using the Platform are responsible for holding valid registrations and licences required by law for their practice.

4. Licence & permitted use

Subject to these Terms and payment of applicable fees, we grant you a limited, non-exclusive, non-transferable, non-sublicensable right to use the Platform for the internal operations of your clinic or organisation during your Subscription Term (or, for a One-time Licence, on the terms in Section 8). You must not:

• resell, rent, sublicense, share or provide the Platform to anyone other than your Authorised Users;
• copy, modify, reverse engineer, decompile or attempt to obtain the source code of the Platform, except where the law expressly allows it;
• use bots, scrapers or automated tools against the Platform or Website, or attempt to probe, test or bypass its security, without our written permission;
• upload malware, or content that is unlawful, infringing, defamatory or that you have no right to process;
• send unsolicited, deceptive or unlawful messages through the Platform; or
• use the Platform to build a competing product, or to benchmark it for publication without our consent.

6. Payment, taxes & renewals

• Subscription fees are payable in advance for each monthly or yearly Subscription Term. One-time Licence and implementation fees are payable as stated in your Order Form.
• All prices are in Indian Rupees and exclusive of GST and other applicable taxes, which are added at the prevailing rate. You are responsible for any taxes, duties or bank charges on your payment, other than taxes on our income.
• Automatic renewal. Subscriptions renew automatically for the same period at the then-current price (subject to Section 5) unless cancelled before the renewal date. Where you have authorised recurring payment, you authorise us and our payment partner to charge it on each renewal.
• Late payment. If an invoice is unpaid 7 days after its due date we may send reminders and, after a further 7 days' notice, suspend access to the Platform until payment is received. Suspension does not stop fees falling due. We may charge reasonable collection costs and, where permitted by law, interest on overdue amounts.
• Upgrades take effect immediately and are charged pro-rata for the remainder of the current term. Downgrades take effect from the next renewal and may reduce features, users or storage available to you; you are responsible for exporting any data that a downgrade will make inaccessible.
• Payments are processed by third-party payment gateways. We do not store your full card or bank details.

7. Cancellation & refunds

• You may cancel a subscription at any time from your account or by writing to us. Cancellation stops the next renewal; you keep access until the end of the term you have paid for.
• Fees are non-refundable, including for partially used terms, unused features or users, or if you stop using the Platform, except where these Terms expressly provide a refund, where your Order Form provides one, or where refunds are required by law.
• Implementation, onboarding, data migration, customisation, training and integration fees, and charges for messages or other usage already consumed, are non-refundable once the work has started or the usage has occurred.
• Any refund we agree to is paid to the original payment method, normally within 7–10 working days after approval, less any payment-gateway charges that are not returned to us.

8. One-time licences

• A One-time Licence gives you a perpetual, non-transferable right to use the version of the Platform and the modules listed in your Order Form, for your own organisation, subject to these Terms.
• Unless your Order Form says otherwise, cloud hosting, backups, software updates, new features, technical support and third-party service charges after the first 12 months are not included and may be provided under a separate annual maintenance or hosting agreement at the rates then quoted. Features released after your purchase may require an additional fee or an upgrade.
• "Perpetual" refers to your right to use the licensed version; it does not oblige us to host, maintain, update or support that version indefinitely, or to keep it compatible with future operating systems, browsers, devices or Third-Party Services. We will give at least 6 months' notice before ending support for a version you have licensed.
• For on-premise deployments, you are responsible for your servers, network, security, backups and the environment in which the Platform runs.

10. Clinic data & patient consent

• You own your Clinic Data. We do not sell it and do not use it for advertising.
• For Clinic Data you are the data fiduciary (data controller) and we act as your data processor, processing it only to provide, secure, support and improve the Platform, on your instructions and as described in our Privacy Policy, or where required by law.
• You are responsible for having a lawful basis and valid consent to collect, store and use patient information, including consent for appointment reminders, reports and other messages sent through the Platform, and for meeting the Digital Personal Data Protection Act, 2023, the Information Technology Act, 2000 and its rules, medical-records retention requirements and any other laws that apply to you.
• You are responsible for the accuracy of the Clinic Data you enter and for keeping your own copies or exports where the law requires you to retain records.
• We may use aggregated, de-identified information that does not identify you, any patient or any individual to operate, secure and improve the Platform and to produce statistics.
• After your account ends, you may export your Clinic Data for 30 days. After that period we may permanently delete it from active systems, and from backups as they cycle out, except where we must keep it by law. It is your responsibility to export your data before this period ends.

11. Account security

We use reasonable security practices and procedures to protect the Platform. Security also depends on how you and your Authorised Users use it. You are responsible for any access to, or loss or misuse of, Clinic Data that results from:

• sharing, reusing or failing to protect passwords, OTPs or API keys;
• not removing access for staff who have left, or giving users broader permissions than they need;
• devices, networks or email accounts under your control being lost, shared or compromised, including by malware or phishing; or
• third-party applications or integrations you connect to the Platform.

Tell us immediately at admin@techbus.org if you suspect unauthorised access. If we become aware of a personal-data breach affecting Clinic Data in systems under our control, we will notify you without undue delay and provide the information reasonably available to help you meet your own obligations.

12. Messaging, payments & third-party services

• WhatsApp, SMS, email, payment-gateway, video-call and other integrations are provided by Third-Party Services under their own terms, policies and approvals. Their availability may depend on your plan, your region and on approval by the provider (for example WhatsApp template approval or telecom DLT registration).
• We are not responsible for the availability, delivery, accuracy, pricing or security of Third-Party Services, or for messages that are delayed, blocked or not delivered.
• You are responsible for the content of messages you send, for obtaining recipients' consent, and for complying with TRAI/DLT, anti-spam and platform rules. Medbus may suspend messaging that appears to breach these rules.
• Payments collected from your patients through a payment gateway are settled by the gateway to your merchant account. Disputes, refunds and chargebacks with your patients are your responsibility.

13. Availability, support & changes to the Platform

• We aim to keep the Platform available at all times, but it may be interrupted for maintenance, updates, or events outside our control. Where practical we schedule planned maintenance outside clinic hours and give advance notice. Any uptime or response-time commitment applies only if it is written in your Order Form.
• Support is provided through the channels and hours described for your Plan.
• We continually improve the Platform and may change its design, features, integrations and supported browsers or devices.
• Beta, trial or preview features are provided "as is", may be changed or withdrawn at any time and are excluded from any service commitment.

14. Website content

• Content on the Website and blog — including articles, guides, comparisons, calculators, statistics and examples — is general information, not legal, financial, tax or medical advice, and may not be complete or current. Do not rely on it without independent advice.
• Screenshots, illustrations, photographs and sample data are for illustration and may differ from the Platform you receive. Feature availability varies by plan, region and configuration.
• Savings, results and return-on-investment figures are estimates or examples and are not guaranteed.
• Links to third-party websites are provided for convenience; we are not responsible for their content or practices.

15. Intellectual property

• The Platform, Website, software, designs, logos, the Medbus name and all related content and know-how are owned by Techbus Tech Solutions or its licensors. These Terms do not transfer any ownership to you.
• If you send us suggestions or feedback, we may use them freely without obligation to you.
• Unless you ask us not to in writing, we may name your organisation and show its logo as a Medbus customer. We will not publish any testimonial or case study about you without your approval.

16. Disclaimer of warranties

To the extent permitted by law, the Platform and Website are provided "as is" and "as available". We do not warrant that they will be uninterrupted, error-free, free of harmful components, compatible with every device or system, or suitable for a particular clinical, legal or regulatory purpose. Using the Platform does not by itself make you compliant with any law; you remain responsible for your own compliance.

18. Indemnity

You will indemnify and hold harmless Medbus, Techbus Tech Solutions and their owners, employees and partners against claims, penalties, losses and reasonable costs (including legal fees) arising from: your breach of these Terms or of any law; Clinic Data or messages you or your users submit, including any lack of patient consent; clinical care you provide; your use of Third-Party Services; or unauthorised access resulting from matters described in Section 11.

19. Suspension & termination

• You may stop using the Platform at any time, and cancel as described in Section 7.
• We may suspend or terminate your access, with notice where reasonably possible, if you breach these Terms, fail to pay, use the Platform unlawfully or in a way that harms other users or our systems, or if required by law or a Third-Party Service provider.
• We may discontinue the Platform or a Plan by giving at least 90 days' notice, and will refund any prepaid fees for the period after discontinuation.
• Sections that by their nature should survive termination — including payment obligations, data export, intellectual property, disclaimers, limitation of liability, indemnity and disputes — survive.

20. Force majeure

Neither party is liable for delay or failure to perform (other than payment obligations) caused by events beyond its reasonable control, including natural disasters, epidemics, war, riots, government action, power or internet failures, failures of hosting or telecom providers, cyber-attacks that could not reasonably be prevented, or labour disputes.

21. Governing law & disputes

• These Terms are governed by the laws of India.
• Before starting any formal proceedings, the parties will try in good faith to resolve a dispute through discussion for at least 30 days after one party notifies the other in writing.
• Unresolved disputes will be referred to arbitration by a sole arbitrator appointed by mutual agreement of the parties, under the Arbitration and Conciliation Act, 1996. The seat and venue of arbitration will be Kochi, Kerala, and proceedings will be in English.
• Subject to arbitration, the courts at Kochi, Kerala have exclusive jurisdiction. Either party may seek urgent interim relief from a competent court.
• To the extent permitted by law, claims must be brought within one year of the event giving rise to them, and on an individual basis only.

22. General

• Entire agreement: These Terms, the Privacy Policy and any Order Form are the entire agreement between us about the Platform and replace earlier discussions and proposals.
• Severability: If any provision is found unenforceable, it will be enforced to the maximum extent permitted and the rest of these Terms remain in effect.
• No waiver: Not enforcing a right is not a waiver of it.
• Assignment: You may not transfer your rights under these Terms without our written consent. We may assign them as part of a merger, acquisition, restructuring or sale of assets, or to an affiliate.
• Notices: We may give notices by email to your account's registered address, by in-app message or on the Website. You should send notices to admin@techbus.org.
• Relationship: The parties are independent contractors; nothing creates a partnership, agency or employment relationship.

23. Changes to these Terms

We may update these Terms from time to time, for example to reflect new features, pricing models or legal requirements. The "Last updated" date shows the latest version. For material changes that affect existing customers, we will give at least 14 days' notice by email or in-app message before they take effect. Continuing to use the Platform after the effective date means you accept the updated Terms; if you do not agree, you may cancel before that date.

24. Contact & grievances

For questions about these Terms, billing, or to raise a complaint or grievance, contact us below. We aim to acknowledge grievances within 24 hours and resolve them within 15 days.