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Synvian Terms of Service

Provider: Intelligence Hut Private Limited (“Intelligence Hut”, “we”, “us”)
Product: Synvian, the clinic and practice management platform at synvian.ai
Last updated: [DATE]

These Terms govern access to and use of Synvian. By creating an account, signing in, or using the service you agree to them. If you are accepting on behalf of a clinic, hospital or other organisation, you confirm you have authority to bind it.

If your organisation has signed a separate written agreement with Intelligence Hut (an “Order Form” or “Customer Agreement”), that agreement prevails over these Terms where they conflict.

1. Definitions

  • Customer means the clinic, practice or organisation that subscribes to Synvian.
  • User means an individual the Customer authorises to use Synvian, such as a doctor, nurse, receptionist or administrator.
  • Customer Data means all information the Customer or its Users enter into Synvian, including patient records and Protected Health Information.
  • Protected Health Information or PHI means health information that identifies a patient, as defined by the law that applies to the Customer.
  • Service means the Synvian application, its website, APIs, documentation and support.

2. Accounts

  • Users must be at least 18 years old and must be authorised by a Customer.
  • You must give accurate information and keep your credentials confidential. You are responsible for activity under your account. Tell us promptly at [security@intelligencehut.com] if you suspect unauthorised access.
  • If you sign in with Google, Google’s own terms also apply to your Google account. We receive only the profile information described in the Synvian Privacy Policy.
  • The Customer’s administrator controls which Users have access, their roles, and when access is removed. The administrator may see Users’ names, roles and activity.

3. Subscription and fees

  • Synvian is provided by subscription. Plans, included modules, User limits and prices are set out on the Order Form or on synvian.ai at the time of purchase.
  • Fees are billed [monthly / annually] in advance and are payable within [30] days of invoice. Fees exclude GST and other taxes, which are added where applicable.
  • Fees are non-refundable except where these Terms say otherwise.
  • We may change prices with at least [60] days’ written notice. Changes apply from the next renewal.
  • Overdue accounts may be suspended after [15] days’ written notice until payment is received.

4. Acceptable use

You must not:

  • use Synvian for any purpose that is unlawful or that breaches a patient’s privacy rights;
  • access, or attempt to access, records of patients or clinics you are not authorised to see;
  • share accounts or credentials between people;
  • upload malware, probe or test the security of the Service without written permission, or interfere with its operation;
  • copy, reverse engineer, resell or sublicense the Service, or build a competing product from it;
  • use automated means to extract data from the Service except through documented APIs;
  • remove or alter any proprietary notice.

We may suspend access immediately where continued use presents a security or legal risk, and will tell the Customer as soon as practicable.

5. Customer Data and patient information

  • Ownership. The Customer owns Customer Data. Intelligence Hut acquires no rights in it beyond those needed to provide the Service.
  • Customer responsibilities. The Customer is responsible for obtaining every consent, notice and lawful basis required to collect and store patient information in Synvian, for the accuracy of the data, and for the acts of its Users.
  • Our processing. We process Customer Data only to provide, secure, support and improve the Service, and as the law requires. We do not use patient information for advertising or to train general-purpose machine-learning models.
  • Business Associate Agreement. Where the Customer is subject to HIPAA, the parties sign a Business Associate Agreement before any PHI is entered into the Service. The BAA prevails over these Terms for PHI.
  • India. Where the Digital Personal Data Protection Act 2023 applies, the Customer is the Data Fiduciary and Intelligence Hut is the Data Processor for Customer Data.
  • Security. We maintain administrative, technical and physical safeguards appropriate for health information, including encryption, tenant isolation, role-based access and audit logging. We notify the Customer of a confirmed security breach affecting its Customer Data without undue delay.
  • Return and deletion. For [30] days after the subscription ends, the Customer may export its Customer Data in a standard format. We then delete it from live systems, with backups expiring within [90] further days, unless the law requires longer retention.

6. Clinical responsibility

Synvian is a practice management and documentation tool. It is not a medical device, does not provide medical advice, diagnosis or treatment, and does not replace the professional judgment of a qualified clinician.

  • Every clinical decision remains the responsibility of the treating professional.
  • Features that use artificial intelligence, such as drafting notes, summarising records or suggesting codes, produce suggestions for review. The User must check them before relying on them. AI output can be incomplete or wrong.
  • The Customer is responsible for ensuring the Service is used in line with the clinical, professional and regulatory standards that apply to it.

7. Intellectual property

  • Intelligence Hut owns the Service, including its software, design, documentation and all improvements. The Customer receives a non-exclusive, non-transferable right to use the Service during the subscription, for its internal healthcare operations.
  • If you send us suggestions or feedback, we may use them without obligation to you.
  • We may use the Customer’s name and logo to identify it as a customer only with its prior written consent.

8. Confidentiality

Each party keeps the other’s non-public business information confidential, uses it only to perform under these Terms, and protects it with at least reasonable care. This duty survives for [5] years after the subscription ends, and indefinitely for Customer Data and trade secrets. It does not apply to information that is public, already known, independently developed, or that the law requires to be disclosed.

9. Availability, support and changes

  • We aim to keep the Service available [99.5%] of the time each month, excluding scheduled maintenance announced at least [48] hours in advance. Service credits, if any, are set out in the Order Form.
  • Support is available by email at [support@intelligencehut.com] during [hours and time zone].
  • We may improve, modify or retire features. We give at least [90] days’ notice before removing a feature the Customer relies on, and will not materially reduce the core functionality of a paid plan during its term.

10. Third-party services

The Service uses third-party providers for hosting, email delivery and sign-in. Your use of “Sign in with Google” is subject to Google’s terms. We are not responsible for third-party services outside our control, but we choose and contract with them with care.

11. Warranties and disclaimers

We warrant that the Service will perform materially as described in its documentation and that we will provide it with reasonable skill and care. If it does not, your remedy is for us to correct the problem or, if we cannot, to refund the fees paid for the affected period.

Except as stated above, the Service is provided “as is”. To the fullest extent permitted by law we disclaim all other warranties, including merchantability, fitness for a particular purpose and non-infringement. We do not warrant that the Service will be uninterrupted or error-free.

12. Limitation of liability

To the fullest extent permitted by law:

  • neither party is liable for indirect, consequential, special or punitive damages, or for loss of profit, revenue or goodwill;
  • each party’s total liability arising out of these Terms in any 12-month period is limited to the fees paid by the Customer in that period.

These limits do not apply to a party’s breach of confidentiality, misuse of Customer Data, indemnity obligations, infringement of the other party’s intellectual property, fraud, or liability that cannot be limited by law.

13. Indemnity

  • By Intelligence Hut. We defend the Customer against any claim that the Service infringes a third party’s intellectual property, and pay resulting damages and costs.
  • By the Customer. The Customer defends Intelligence Hut against any claim arising from Customer Data, from the Customer’s breach of patient-privacy law, or from a User’s misuse of the Service, and pays resulting damages and costs.

The indemnified party must give prompt notice, allow the other party to control the defence, and cooperate reasonably.

14. Term and termination

  • The subscription runs for the term on the Order Form and renews automatically for the same period unless either party gives [30] days’ notice before renewal.
  • Either party may terminate for material breach if the breach is not cured within [30] days of written notice.
  • We may terminate immediately if the Customer becomes insolvent or uses the Service unlawfully.
  • On termination, access ends, outstanding fees fall due, and Customer Data is handled as set out in Section 5.

15. Changes to these Terms

We may update these Terms. We post the new version at synvian.ai/terms and update the date at the top. For material changes we email Customer administrators at least [30] days in advance. Continued use after the effective date is acceptance. A Customer that does not accept a material change may terminate before it takes effect and receive a pro-rated refund of prepaid fees.

16. Governing law and disputes

These Terms are governed by the laws of India. The parties first try to resolve any dispute in good faith within [30] days of written notice. A dispute not resolved is referred to arbitration under the Arbitration and Conciliation Act 1996, seated in Kolkata, before a sole arbitrator, conducted in English. The courts of Kolkata have exclusive jurisdiction over matters not subject to arbitration.

17. General

  • Entire agreement. These Terms, the Privacy Policy, any BAA and the Order Form are the whole agreement between the parties.
  • Assignment. Neither party may assign these Terms without consent, except to a successor in a merger or sale of substantially all assets.
  • Force majeure. Neither party is liable for failure caused by events outside its reasonable control.
  • Severability. If a provision is unenforceable the rest remains in effect.
  • No waiver. A failure to enforce a right is not a waiver of it.
  • Notices. Legal notices to us go to [legal@intelligencehut.com] and to the registered office below. Notices to the Customer go to the administrator’s email on file.

18. Contact

  • Email: [legal@intelligencehut.com]
  • Post: Intelligence Hut Private Limited, EN-35, 5th Floor, Walzen Building, Sector V, Salt Lake, Kolkata 700091, India