Terms And Conditions

Product: RehabDesk AI
Operated by: RehabDesk AI (the "Company," "we," "us," or "our")
Effective Date: 1 September 2026
Last Updated: 1 September 2026
Governing Law: India

1. Acceptance of Terms

By registering for, accessing, or using the RehabDesk AI platform ("Service"), you ("Clinic," "you," or "your") agree to be bound by these Terms and Conditions ("Terms"). If you are registering on behalf of a healthcare clinic, practice, or organization, you represent that you have authority to bind that entity to these Terms.

If you do not agree to these Terms, do not use the Service.

These Terms should be read together with our Privacy Policy, Data Processing Agreement, Data Deletion Policy, DPDP Act Compliance Document, Acceptable Use Policy, Cookie Policy, Refund and Cancellation Policy, and Service Level Agreement, all of which form part of the legal agreement between you and RehabDesk AI.

2. Description of Service

RehabDesk AI is a cloud-based, multi-tenant SaaS practice management platform designed for multi-session healthcare clinics. The Service includes:

• Patient Management: Digital patient directory, registration, clinical assessments, treatment plan documentation, session attendance tracking
• Billing and Invoicing: Invoice generation, PDF dispatch via WhatsApp, payment status tracking (paid/partial/pending), financial reconciliation
• WhatsApp Integration (Pro Plan): AI-powered chatbot for automated patient responses and appointment booking via WhatsApp; broadcast messaging to opted-in patients using pre-approved Meta message templates; automated invoice delivery via WhatsApp
• Instagram AI Chatbot (Pro Plan): Automated 24/7 DM response bot for Instagram Business accounts, capturing appointment leads
• Google My Business Dashboard (Pro Plan): Google review request campaigns, automated Google Business Post scheduling, local search insights display
• Team Management: Role-based access control for clinic staff (owner, doctor, receptionist, staff)

RehabDesk AI is strictly an administrative and billing software tool. It is NOT a clinical diagnostic tool, electronic medical records system (EMR), or a substitute for clinical judgment. All medical diagnoses, clinical decisions, and treatment prescriptions remain the sole legal and professional responsibility of the licensed healthcare practitioner.

3. Eligibility and Registration

3.1 You must be at least 18 years of age to subscribe to the Service.

3.2 You must be a legitimate, registered healthcare business or independent healthcare practitioner to use the Service. Use of the Service to manage patient data for an unlicensed or unregistered healthcare operation is prohibited.

3.3 You agree to provide accurate, complete, and current information during registration. Providing false information, including false clinic names, false doctor credentials, or fraudulent payment information, is grounds for immediate termination.

3.4 You are responsible for maintaining the security of your account credentials. You must immediately notify us at grievance@rehabdesk.app if you suspect unauthorized access to your account.

3.5 Each clinic subscription entitles the clinic to the number of staff seats specified in the plan. Sharing login credentials between multiple individuals not named in the clinic's team roster is prohibited.

4. Subscription Plans and Fees

4.1 Available Plans

Pricing is subject to change with 30 days written notice to existing subscribers.

4.2 Trial Period

New accounts are created with a 7-day trial period. During the trial, full Pro plan features are available. No payment is required during the trial. At the end of the trial period, you must subscribe to a paid plan or the account will be suspended.

4.3 Billing Cycles

Subscriptions are billed monthly in advance. The billing cycle begins on the date you subscribe.

4.4 Taxes

All fees are exclusive of applicable taxes. GST or any other applicable taxes will be charged additionally at the prevailing rate for Indian customers.

4.5 Late Payment

If payment fails or is not received by the due date, we may suspend your account after providing 7 days written notice. During suspension, you may export your data but cannot use the Service. If payment is not received within 30 days of suspension, your account may be terminated and data deleted in accordance with our Data Deletion Policy.

5. Clinic Data Ownership and Our Role

5.1 You own your data. All patient records, clinical notes, billing records, and operational data entered into the platform by you or your staff ("Clinic Data") remain your property at all times.

5.2 Our role as Data Processor. For patient data specifically, you (the clinic) are the Data Fiduciary/Data Controller under the DPDP Act 2023, and RehabDesk AI acts as your Data Processor. We process patient data only as instructed by you and only for the purposes of providing the Service.

5.3 Data portability. You may export all your clinic and patient data in CSV format at any time from within the platform using the 1-click export function. We will also provide data exports upon written request within 7 business days.

5.4 Data isolation. We maintain strict technical separation between data belonging to different clinic tenants. Your data is never shared with, visible to, or accessible by any other clinic using the platform. See our Privacy Policy Section 5 for technical details.

6. Your Obligations

By using the Service, you agree to:

6.1 Patient consent and data protection: Obtain all necessary consents from your patients before entering their personal and health data into the platform. You are responsible for compliance with applicable data protection laws as the Data Fiduciary for your patients' data.

6.2 WhatsApp and Instagram marketing compliance:

• Only send WhatsApp broadcast messages to patients who have explicitly opted in to receive marketing communications from your clinic.
• Maintain opt-in records and honour opt-out requests promptly.
• Only use pre-approved Meta message templates for outbound marketing messages.
• Comply with Meta WhatsApp Business Policy and Meta Platform Policy at all times.
• Never use the WhatsApp or Instagram integration to send spam, misleading content, or messages to individuals who have not consented.

6.3 Google My Business compliance:

• Not use the GMB review request feature to solicit fake reviews or to incentivize reviews with rewards (in violation of Google review policies).
• Only request genuine reviews from patients who actually received treatment at your clinic.

6.4 Staff access management: Promptly deactivate access for any staff member who leaves your organization. You are responsible for actions performed by all users under your clinic account.

6.5 Accurate information: Provide accurate clinic information (name, address, specialty, doctor license number) on the platform. Inaccurate information that causes harm (e.g., incorrect doctor credentials on invoices) is your responsibility.

6.6 Not use the Service: For illegal purposes; to process patient data without lawful basis; to upload content that infringes intellectual property rights; to attempt to access data belonging to other clinics; to reverse-engineer or copy the platform.

7. Third-Party Integrations - Your Responsibilities

7.1 Using the WhatsApp, Instagram, or Google integrations requires you to comply with the respective third-party platforms' terms:

• Meta: WhatsApp Business Policy, Meta Platform Policy, Instagram Platform Policy
• Google: Google API Terms of Service, Google Business Profile terms

7.2 You are responsible for obtaining and maintaining the required accounts and permissions on those third-party platforms (Meta Business Account, WABA registration, Meta App Review approval, Google Business Profile verification).

7.3 RehabDesk AI is not liable for any disruptions, policy changes, or actions taken by Meta, Google, or other third-party platforms that affect the availability or functionality of these integrations.

7.4 Meta's App Review approval for Instagram messaging is a prerequisite for live use of the Instagram AI chatbot. RehabDesk AI is not responsible for delays or rejections in the Meta App Review process.

8. Intellectual Property

8.1 The RehabDesk AI platform, including all software, design, UI, branding, documentation, and AI systems, is owned by or licensed to RehabDesk AI. You receive a limited, non-exclusive, non-transferable license to use the platform during your active subscription period.

8.2 "RehabDesk," "RehabDesk AI," and associated logos are trademarks of RehabDesk AI. You may not use these marks without prior written consent.

8.3 Your Clinic Data remains your intellectual property. You grant RehabDesk AI a limited license to process, store, and display your data solely for the purpose of providing the Service.

8.4 We may use anonymized, aggregated, non-identifiable data derived from platform usage (not patient-identifiable) for platform improvement and industry insights.

9. Disclaimers

9.1 Not a medical tool. RehabDesk AI is administrative software. It does not provide medical diagnoses, clinical recommendations, or treatment advice. Clinical responsibility rests entirely with the licensed healthcare practitioner.

9.2 AI limitations. The WhatsApp and Instagram AI chatbots are automated tools for administrative tasks (appointment capture, FAQ responses, invoice delivery). They may make errors. Clinics are responsible for reviewing AI-captured leads and appointments before acting on them.

9.3 No guarantee of uptime. While we target 99.9% uptime (see Service Level Agreement), the Service is provided "as is" and we do not guarantee uninterrupted availability.

9.4 Third-party services. We are not responsible for the availability, accuracy, or performance of Meta WhatsApp, Instagram, Google Business Profile, or any other third-party service integrated with the platform.

9.5 Patient outcomes. We are not responsible for clinical outcomes, patient health outcomes, or any harm arising from clinical decisions made using information displayed in the platform.

10. Limitation of Liability

10.1 To the fullest extent permitted by applicable Indian law, RehabDesk AI's total liability to you for any claim arising out of or related to these Terms or the Service shall not exceed the total fees paid by you in the 3 months immediately preceding the event giving rise to the claim.

10.2 In no event shall RehabDesk AI be liable for:

• Loss of revenue, profits, or business opportunity
• Loss or corruption of data (except where caused by our gross negligence or wilful misconduct)
• Consequential, indirect, special, or punitive damages
• Harm arising from a patient claim against your clinic
• Harm arising from your failure to comply with your legal obligations as Data Fiduciary
• Disruption caused by third-party platforms (Meta, Google, Stripe, etc.)

10.3 Nothing in these Terms limits liability for fraud, death or personal injury caused by negligence, or any other liability that cannot be limited under applicable law.

11. Indemnification

You agree to indemnify, defend, and hold harmless RehabDesk AI, its officers, employees, and agents from and against any claims, liabilities, damages, and expenses (including reasonable legal fees) arising from:

• Your breach of these Terms
• Your violation of any applicable law, including data protection law and healthcare regulations
• Your failure to obtain proper patient consent for data processing
• Your use of the WhatsApp, Instagram, or Google integrations in violation of those platforms' policies
• Any claim by a patient arising from how you managed their data using the platform
• Your clinical decisions or actions as a healthcare practitioner

12. Suspension and Termination

12.1 By you: You may cancel your subscription at any time through the platform settings or by contacting us. Cancellation takes effect at the end of the current billing period. See our Refund and Cancellation Policy for details.

12.2 By us - with notice: We may suspend or terminate your account with 30 days written notice for material breach of these Terms that is not remedied within 14 days.

12.3 By us - immediately: We may immediately suspend or terminate your account without notice if:

• You use the platform for illegal purposes or to process patient data unlawfully
• You engage in fraudulent activity or misrepresentation
• You send unsolicited bulk marketing messages (spam) in violation of Section 6.2
• Your account poses a security risk to other clinic tenants or to the platform

12.4 Effect of termination: Upon termination, your right to access the Service ceases immediately. Your data will be handled per our Data Deletion Policy. Invoice records are retained for 7 years per Indian law; all other data is deleted within 90 days of termination.

13. Governing Law and Dispute Resolution

13.1 These Terms are governed by the laws of India.

13.2 Any dispute arising from or related to these Terms shall first be attempted to be resolved through good-faith negotiation. If unresolved within 30 days, disputes shall be submitted to binding arbitration under the Arbitration and Conciliation Act, 1996 (as amended).

13.3 The seat of arbitration shall be Prayagraj, Uttar Pradesh, India. The arbitration shall be conducted in English.

13.4 For injunctive or interim relief, either party may approach the courts of Prayagraj, Uttar Pradesh, India.

14. Modifications to Terms

We reserve the right to update these Terms at any time. Material changes will be communicated via email to the registered clinic owner at least 30 days before they take effect. Continued use of the Service after the effective date of updated Terms constitutes acceptance.

15. Miscellaneous

15.1 Entire Agreement. These Terms, together with the Privacy Policy, DPA, and other linked policies, constitute the entire agreement between you and RehabDesk AI.

15.2 Severability. If any provision is found unenforceable, the remaining provisions remain in full force.

15.3 No Waiver. Failure to enforce any provision shall not constitute a waiver of future enforcement.

15.4 Force Majeure. We are not liable for failures caused by events beyond our reasonable control, including natural disasters, government actions, internet infrastructure failures, or third-party platform outages (Meta, Google).

15.5 Assignment. You may not assign your rights under these Terms without our written consent. We may assign our rights in connection with a merger, acquisition, or sale of all or substantially all of our assets.

16. Contact

For questions about these Terms:

Email: legal@rehabdesk.app
Grievance / Data Concerns: grievance@rehabdesk.app

Registered Business:
RehabDesk (Krishnam Rastogi, Proprietorship)
338C/1C/1, 60 Feet Harsh Nagar Road, Meera Pur,
Prayagraj, Uttar Pradesh - 211003, India
GSTIN: 09HRJPR8371G1ZZ | Udyam: UDYAM-UP-03-0155023

These Terms and Conditions were last reviewed on 1 September 2026.