Terms of Service

Acceptance of Terms

Description of Service

MindGrix provides an AI-powered customer engagement platform designed for healthcare providers. Our services include:

• •AI chatbot systems for patient communication
• •Automated appointment reminders via WhatsApp
• •Knowledge base management for clinic information
• •Analytics and reporting on patient interactions
• •Multi-staff admin dashboard and role management

The service includes the deployment of an AI chatbot on the platform according to your specific needs. It does not include the development of websites, mobile applications, or new standalone systems.

Account Registration

• •You must provide accurate and complete information when creating an account
• •You are responsible for maintaining the confidentiality of your login credentials
• •You must notify us immediately of any unauthorized use of your account
• •One organization per account - sharing accounts between organizations is not permitted
• •You must be at least 18 years old to register

Acceptable Use

• •Manage patient communications for your clinic or practice
• •Automate appointment scheduling and reminders
• •Train the AI agent with your clinic's content and information

• •Violate any applicable laws or regulations
• •Send spam or unsolicited messages to patients
• •Share access credentials with unauthorized third parties
• •Reverse engineer, copy, or replicate any part of the platform
• •Use the platform for any purpose outside of legitimate healthcare communication

Client Obligations & Cooperation

• •You agree to cooperate fully with MindGrix, provide all necessary information, materials, data, and access permissions required for the proper delivery of the service
• •You must respond to MindGrix communications within 72 hours. Delays in your response may result in delays in service delivery, for which MindGrix shall bear no responsibility
• •You are responsible for purchasing, at your own expense, any third-party software, licenses, or systems required for the operation of the service
• •You acknowledge that the service may involve the use of third-party systems (such as WhatsApp, calendar providers, and CRM platforms) that are not under MindGrix's control. Responsibility for the functionality of such systems lies solely with their respective providers
• •You are solely responsible for all legal, professional, and regulatory compliance related to the use of the chatbot and any third-party integrations within your clinic

Subscription, Payment & Cancellation

• •Upon registration, you select a subscription plan and pay for the first calendar month
• •The first month is a no-commitment period - you may cancel before it ends without further obligation
• •At the end of the first month, you will be contacted to confirm your commitment to the full plan term (half-year or annual)

• •Once you confirm your plan commitment, you are bound to the selected billing cycle (6 or 12 months)
• •Subscriptions automatically renew at the end of each billing cycle unless cancelled at least 30 days before renewal
• •Renewal is at the then-current pricing - we will notify you of any changes at least 30 days in advance

• •Once the platform has been actively used - defined as the first inbound or outbound message processed through your account - no refunds will be issued under any circumstances
• •If you cancel during the no-commitment first month and before any message has been processed, you are entitled to a full refund of that month's payment
• •Prepaid fees for the remainder of a committed billing cycle are non-refundable

• •Payments are due at the start of each billing cycle
• •Failure to pay may result in immediate suspension or termination of your account and access to the platform
• •We reserve the right to modify pricing with 30 days prior written notice

Data & Privacy

Your use of MindGrix is also governed by our Privacy Policy. By using the platform, you agree that:

• •You are responsible for obtaining proper consent from your patients before engaging them via the chatbot
• •You will handle all patient data in compliance with applicable healthcare privacy laws, including the Israeli Privacy Protection Law (חוק הגנת הפרטיות, תשמ"א-1981) and its regulations
• •MindGrix acts as a data processor - you remain the data controller for your patients' information
• •You will not upload sensitive medical records or protected health information beyond what is necessary

Quality Assurance & Service Continuity

To ensure optimal platform performance and the highest quality of service, MindGrix maintains standard operational practices that include:

• •Platform monitoring - MindGrix may review conversation data and platform interactions as part of ongoing quality assurance, AI model improvement, and service optimization efforts
• •Technical intervention - authorized MindGrix personnel may access your account environment in real-time to diagnose, troubleshoot, and resolve technical issues, ensuring uninterrupted service delivery
• •AI improvement - aggregated and anonymized interaction data may be used to enhance the accuracy, reliability, and capabilities of our AI systems
• •Scope & confidentiality - all monitoring and access activities are conducted solely by authorized personnel, under strict confidentiality obligations, and exclusively for the purposes described herein. Data accessed during these activities is never shared with external parties or used for purposes unrelated to platform operation and improvement

By using the platform, you acknowledge and consent to these standard operational practices as an integral part of the service provided.

Intellectual Property

• •MindGrix IP - all platform software, designs, and technology remain the exclusive property of MindGrix Ltd. MindGrix may reuse general technical components (such as code modules, features, and frameworks) in other projects, provided they do not contain your confidential information
• •Your content - you retain ownership of all content you upload, including knowledge base documents and clinic information
• •License - by uploading content, you grant MindGrix a limited license to use it solely for providing the service to you
• •Marketing usage - you grant MindGrix permission to use your project, branding, and logo for marketing and portfolio purposes, including after termination of the agreement
• •No copying - you may not copy, reproduce, or distribute any part of the platform without written permission

Confidentiality

Both parties agree to maintain full confidentiality regarding any business, technical, or personal information disclosed during the course of the engagement. Neither party shall use such information for any purpose other than the performance of obligations under these terms without prior written consent. This confidentiality obligation remains in effect indefinitely, including after termination of the agreement.

Service Availability & Force Majeure

We aim for maximum uptime but do not guarantee uninterrupted service. We are not liable for:

• •Temporary outages due to maintenance or technical issues
• •Disruptions caused by third-party services such as WhatsApp, calendar providers, or cloud infrastructure
• •Data loss resulting from events beyond our reasonable control

Planned maintenance will be communicated in advance where possible.

MindGrix shall not be held liable for any delay or failure in performance caused by circumstances beyond its reasonable control, including but not limited to: acts of war, terrorism, natural disasters, government orders, epidemics, infrastructure failures, or disruptions to third-party services and providers. Upon cessation of such circumstances, service will resume within a reasonable timeframe.

Indemnification

Termination

• •You may cancel your account at any time by contacting support
• •We may suspend or terminate your account for violations of these terms
• •Upon termination, your access to the platform will be revoked immediately
• •Your data will be retained for the period specified in our Privacy Policy, then deleted
• •Termination does not entitle you to a refund of any prepaid fees
• •Maintenance services may be cancelled with at least 30 days written notice, with no refund for months already provided

The following sections survive termination of the agreement: Intellectual Property, Confidentiality, Indemnification, Limitation of Liability, and Governing Law.

Limitation of Liability

To the maximum extent permitted by law, MindGrix shall not be liable for any indirect, incidental, or consequential damages arising from your use of the platform. Our total liability to you shall not exceed the amount paid by you in the three months prior to the event giving rise to the claim.

MindGrix does not guarantee any specific business, financial, or numerical results from the use of the platform. The service is provided as a tool for communication and operational efficiency, and outcomes depend on multiple factors beyond MindGrix's control.

• •Voice transcription - the platform uses third-party AI models to transcribe voice messages sent by patients. Transcription is inherently probabilistic and may be inaccurate, incomplete, or misinterpret accents, background noise, jargon, or cross-language speech. MindGrix shall not be liable for any outcome, clinical or otherwise, arising from a transcription error or an AI misinterpretation of a voice message
• •Patient-side inputs - patients may send messages that are unclear, off-topic, sarcastic, nonsensical, contradictory, intentionally misleading, or outside the scope for which the chatbot was configured. The chatbot's reply to such inputs is generated automatically by an AI model and may likewise be unexpected, partial, or inappropriate for the patient's underlying intent. MindGrix shall not be liable for the content of such replies, for any action or inaction a patient takes in response, or for any damage resulting from a patient's unusual, indirect, or ambiguous input
• •Your responsibility - you remain responsible for reviewing conversations, configuring handoff and escalation rules appropriate to your clinic, and intervening promptly whenever patient safety, clinical judgment, or professional compliance requires a human in the loop. The chatbot is an operational tool, not a substitute for clinical judgment

Governing Law

Changes to Terms

Contact Us

• •Company - MindGrix Ltd.
• •Email - Support@mindgrix.com
• •Website - www.mindgrix.com