Terms of Service

These terms govern your use of Vitals, a clinic management platform provided by OST Automation ("we", "us", "our"). By creating an account or using Vitals, your clinic ("you", "your") agrees to these terms.

1. The service

Vitals provides clinic management tools, including patient records, appointments, billing and receipts, stock and expense tracking, statistics, staff accounts, and data backup, along with optional add-ons such as automated WhatsApp reminders and doctor scheduling.

2. Accounts and seats

• Each staff login is a billed seat, whether under one shared clinic account or across several separate accounts.
• You are responsible for maintaining the confidentiality of login credentials and for all activity that occurs under your account.
• You must be authorized to enter and manage the patient data you upload to Vitals.
• Password resets are performed by OST Automation at your request, via a secure link that only you can use to set a new password — we do not see or store your chosen password.

3. Free trial

New accounts include a 7-day free trial. Access is automatically suspended once the trial period ends, unless the account has been marked as paid. No data is deleted when a trial ends — access is simply paused until payment is arranged.

4. Billing and pricing

• The Core Platform and any add-ons are billed at the rate shown on our pricing page at the time of signup, monthly or annually as selected.
• Pricing is per user (per staff login) — every login added to a clinic account is a billed seat.
• We accept payment by card, bank transfer, or cash, depending on your location and arrangement with us.
• Fees are non-refundable except where required by law or expressly agreed in writing.

5. Data ownership

You own the patient and clinic data you enter into Vitals. We process it solely to provide the service to you, in the role of data processor, and do not use it for our own purposes or sell it to any third party. You may export a full backup of your data at any time from within the app. A written Data Processing Agreement is available on request.

6. Your responsibilities

As the clinic using Vitals, you remain responsible for complying with healthcare data protection laws applicable to you (including, where relevant, UK GDPR), for obtaining any consents required from your patients, and for the accuracy and lawfulness of the data you enter into the platform.

7. Acceptable use

You agree not to use Vitals to store or transmit unlawful content, to attempt to gain unauthorized access to another clinic's data, to interfere with the operation of the service, or to reverse engineer or resell the platform without our written consent.

8. Confidentiality

Each party agrees to protect the other's confidential information with at least the same standard of care it uses for its own confidential information, and not less than reasonable care. This does not restrict either party's ability to comply with legal obligations, including data protection law.

9. Service availability

We aim to keep Vitals available and reliable, but we do not guarantee uninterrupted or error-free operation. We are not liable for losses arising from outages, maintenance, or circumstances outside our reasonable control.

10. Disclaimers

The service is provided "as is" and "as available", without warranties of any kind, whether express or implied, including warranties of merchantability, fitness for a particular purpose, and non-infringement. Vitals is a practice management tool and does not provide medical advice — clinical decisions remain solely the responsibility of the treating practitioner.

11. Limitation of liability

To the maximum extent permitted by law, OST Automation's total liability arising out of or relating to your use of Vitals shall not exceed the total fees paid by you in the three months preceding the event giving rise to the claim. We are not liable for indirect, incidental, or consequential damages, including loss of profits or data, except to the extent such loss arises from our gross negligence or willful misconduct.

12. Indemnification

You agree to indemnify and hold harmless OST Automation from claims, damages, and expenses (including reasonable legal fees) arising out of your violation of these terms, your misuse of the service, or your violation of any law or third-party right.

13. Intellectual property

Vitals, including its software, design, and branding, is owned by OST Automation. Nothing in these terms transfers ownership of the platform to you. You retain all rights to the data you enter.

14. Termination

You may stop using Vitals and request account closure at any time. We recommend exporting a backup of your data before doing so. We may suspend or terminate an account for non-payment, or for a material breach of these terms, with reasonable notice where practicable.

15. Governing law

These terms are governed by the laws of England and Wales. Any disputes arising from these terms or your use of Vitals shall be subject to the exclusive jurisdiction of the courts of England and Wales.

16. Changes to these terms

We may update these terms from time to time. Material changes will be communicated to clinic administrators. Continued use of Vitals after a change constitutes acceptance of the updated terms.

17. Contact

Questions about these terms can be sent to contact@ostautomation.co.uk.