Terms of Service

01Acceptance of the terms

By creating an account or using the service you accept these terms and the Privacy Policy. If you sign up on behalf of a practice or clinic, you confirm that you have the authority to bind it.

02The service

BrainRM is practice-management software delivered online (SaaS). Depending on the plan it includes: scheduling and online booking, electronic health records, prescriptions, exams and lab results, telehealth, patient and caregiver portals, inpatient care, inventory, front desk, a practice website, analytics and a public API.

The service is intended solely for healthcare professionals and their staff. Patients and caregivers only use the portals and links sent to them by the practice.

03Account & team

You are responsible for the accuracy of your details, for keeping passwords confidential and for every action taken from your account and by the team members you invite.

You set the roles and permissions of each member. You must promptly remove access for anyone who no longer works with you.

04Trial, subscriptions & payments

Every new practice gets a 14-day free trial on its first subscription. A payment card is required to start the trial, through our payment provider (Stripe); nothing is charged during the trial.

Unless you cancel before the trial ends, the subscription starts automatically and your card is charged the price of the plan you chose, then renews automatically every month or every year, depending on the billing cycle. The date of the first charge is shown before you confirm.

The service is intended for healthcare professionals and businesses. You can change plans or cancel at any time from the subscription settings; cancellation takes effect at the end of the current billing period. Periods that have already started are not refunded. Price changes are announced at least 30 days in advance.

05Patient data

For your patients' data, you (the practice) are the controller and we are the processor under the General Data Protection Regulation (GDPR). We process the data only to provide the service and according to your instructions.

You are responsible for having a lawful basis for processing and, where required, patients' consent — the app provides an electronic consent tool. Your data is yours: you can request an export at any time.

06Clinical tools & artificial intelligence

Allergy and interaction checks, decision trees, AI suggestions, reading results from photos and ICD/LOINC coding are assistive tools. They do not replace medical judgement; every diagnosis, prescription and treatment decision belongs solely to the treating physician.

AI features are only enabled if you configure them, with your own AI provider key. Only the data needed for a specific request is sent to the AI provider, and its use is also governed by that provider's terms.

07Communication with patients

Emails, SMS, reminders and portal links are sent on behalf of your practice. You are responsible for the accuracy of contact details and for the content you choose to send.

08Acceptable use

You agree not to:

• use the service for unlawful purposes or in breach of medical confidentiality
• share access credentials with third parties
• attempt to bypass security measures or access another practice's data
• overload the service or the API with automated requests
• copy, decompile or resell the software

09Availability & support

We make every reasonable effort to keep the service available at all times. Planned maintenance is announced in advance inside the app. Support is provided by email on all plans, by phone on Professional and with a dedicated account manager on Enterprise.

10Third-party services

Some features rely on third-party services (e.g. Google Calendar, the video provider, email/SMS delivery, payments, the AI provider, official ICD/drug registries). Their use may also be governed by their own terms. We are not liable for outages caused by those services.

11Intellectual property

The software, design, code and marks of BrainRM belong to CodeSoft Lab LLC. We grant you a non-exclusive, non-transferable right to use it for the duration of your subscription. The content you enter remains yours.

12Limitation of liability

The service is provided "as is". To the extent permitted by law, we are not liable for indirect or consequential damages, loss of profit or business interruption. Our total liability is limited to the amount you paid for the subscription in the last 12 months.

13Termination & deletion

You can stop using the service at any time. After your subscription ends you can request an export of your data; it is then deleted according to the Privacy Policy and legal retention obligations. We may suspend an account that seriously breaches these terms, after notifying you.

14Changes to the terms

We may modify these terms. We will notify you by email or in-app notice at least 30 days before any material change.

15Contact

For any question about these terms, contact us at info@codesoftlab.com.