Terms of service

1. The parties

Perenna Planning (perenna.ca) is operated by Consultants Cruxcheck Inc., doing business as OnYourX ("Perenna", "we").

"Clinic" means the business or professional who opens an account, and "users" the members of its team. Patients who book with a clinic use the service under these terms and the privacy policy; their care relationship is with the clinic.

2. The service

Perenna provides scheduling, online booking, the patient portal, clinical records, the AI scribe, payments, communications and the clinic network, as described on perenna.ca. Features evolve; we don't remove an important feature without reasonable notice.

3. Accounts

• Give accurate information and keep your passwords confidential.
• The clinic is responsible for activity on its team's accounts and for the roles it assigns.
• Tell us promptly about any unauthorized access at info@onyourx.com.

4. The clinic's responsibilities

• Use the service lawfully, including privacy laws and the obligations of its professional order. The clinic is the business responsible for its patients' information.
• Obtain the necessary consents from its patients, including before recording a session with the AI scribe.
• Review, correct and sign every draft the AI scribe produces. Perenna doesn't give medical advice and isn't a medical device; clinical judgment belongs to the professional.
• Keep its records for the required period and export them before closing its account.
• Send bulk communications only to patients who consented or with whom it has a relationship, under Canada's Anti-Spam Legislation.

5. Acceptable use

You may not use Perenna for illegal content or spam, try to get around its security or reach another clinic's data, overload the service, resell it or extract its code. The demo clinic is fictional and reset every night: don't enter any real information in it.

6. Subscription and payment

• Plans and prices are shown on perenna.ca, taxes (GST and QST) extra. The subscription is billed monthly; the signup month is free.
• Text-message credits and AI scribe minutes are prepaid and aren't refundable, unless the law requires it.
• The clinic can pause its subscription; paused days aren't billed.
• Any price change is announced at least 30 days ahead. An unpaid invoice can lead to the account being suspended, after a notice.
• Patients' online payments go through Stripe, under Stripe's terms; the clinic sets and applies its own cancellation and refund policy.

7. Your data

The clinic remains the owner of its data and its patients' data. It only grants us the right to process them to provide the service, as the privacy policy describes. When the account closes, the data is erased according to that policy.

8. Security: a shared responsibility

Perenna provides the means to protect access and data: encryption of traffic and data, role-based access for each team member, an audit log, member and session management, hosting in Canada. Securing the clinic's own access nevertheless remains its responsibility. In particular, the clinic must:

• choose strong, unique passwords, never share them and protect the devices used to sign in (screen lock, updates, malware protection);
• give each team member their own account, with the minimum role needed, and promptly remove access for people who leave the clinic;
• protect the email, Google or Microsoft accounts linked to Perenna and watch out for phishing;
• control the documents it prints, exports or downloads from Perenna;
• tell us promptly about any incident or suspicious access.

To the fullest extent the law allows, Perenna is not liable for any loss, unauthorized access, disclosure or leak of information, or for any resulting damage, when it results in particular from: credentials that were disclosed, stolen or poorly protected; an act or omission of the clinic, its team or its patients; a compromised device, network or email account; a third-party service (Google, Microsoft, Stripe, Twilio or other); a printed, exported or downloaded document; or a cyberattack or other event beyond our reasonable control, despite the security measures in place.

No system is infallible, and Perenna doesn't guarantee that the service will be free of any vulnerability or interruption. It is up to the clinic to make sure the service fits its obligations and to take out any insurance it considers useful, for example cyber-risk insurance.

9. Availability

We aim for a service that is always available, without being able to guarantee it. Planned maintenance happens outside clinic hours whenever possible.

10. Termination

The clinic can terminate at any time; termination takes effect at the end of the current month. We may suspend or close an account for a breach of these terms, non-payment or a security risk, with notice when reasonable.

11. Intellectual property

Perenna's software, brand and content belong to us. Suggestions you send us may be used to improve the service, without obligation to you.

12. Warranties and liability

To the fullest extent the law allows, the service is provided as is, without warranty of any kind. For any cause whatsoever, including a confidentiality incident, our total liability is limited to the amounts the clinic paid in the 12 months before the event, and we aren't liable for indirect damages such as lost revenue, clientele or data. Nothing in these terms limits a liability that can't be limited under Québec law, including for intentional or gross fault or for bodily or moral injury.

The clinic indemnifies us against claims, including those of its patients or of an authority, arising from its content, the security of its access or its failure to follow these terms or the law.

13. Changes to these terms

We post any change here. A significant change is announced by email at least 30 days ahead; continuing to use the service after that date means you accept it.

14. Governing law and language

These terms are governed by the laws of Québec and the federal laws of Canada that apply there, and any dispute falls under the courts of Québec. The French version prevails; the English version is provided for convenience.

Questions: info@onyourx.com.