Qlynic Legal

Terms of Service

1.Agreement & who we are

Qlynic is a clinic-management platform operated by Arxeon Inc., a corporation incorporated in Alberta, Canada, with its office at 2705 225 11 Ave SE, Calgary, Alberta T2G 0G3 (“Arxeon”, “we”, “us”). These Terms of Service (the “Terms”) are a binding agreement between Arxeon and each person or organization that accesses qlynic.com, the Qlynic applications, patient portal, APIs, or related services (together, the “Platform”).

By creating an account, clicking to accept, or using the Platform, you agree to these Terms and to our Privacy Policy. If you use the Platform on behalf of a clinic or other organization, you represent that you have authority to bind that organization, and “you” includes it.

Order of precedence. Clinics that subscribe to Qlynic also enter into the Subscriber Agreement (which includes an Information Manager Agreement) and, where claims submission is used, the AHCIP Billing Terms. If those documents conflict with these Terms, they prevail in this order: (1) Subscriber Agreement, (2) AHCIP Billing Terms, (3) these Terms, (4) other referenced policies.

2.Definitions

Clinic

An organization or practitioner that subscribes to Qlynic for the operation of a medical practice.

Custodian

Has the meaning given in Alberta’s Health Information Act (the “HIA”) — typically the physician or clinic responsible for health information.

Authorized User

An individual (owner, physician, staff) whom a Clinic permits to use the Platform under its subscription.

Patient User

An individual using the Qlynic patient portal in connection with a Clinic.

Customer Data

Data submitted to the Platform by or for a Clinic or its Authorized Users, including Health Information.

Health Information

Has the meaning given in the HIA (including diagnostic, treatment, care and registration information).

Credits

Metered monthly usage allowances (for example AI tokens, SMS messages, email sends, document OCR pages, telehealth minutes) included with a subscription.

Order

The plan, seat count, billing cadence, and add-on selections a Clinic confirms at checkout or in-app.

Services

The functionality Arxeon makes available through the Platform under an active subscription.

3.Eligibility & accounts

1. You must be at least 18 years old and capable of forming a binding contract to open an account. Clinic accounts must be operated by, or under the authority of, an appropriately licensed health professional or organization. Patient-portal access that a Clinic makes available to its patients — including minors, where the Clinic and applicable law permit — is an exception: eligibility for it is determined and managed by the Clinic as Custodian.
2. You must provide accurate, current information at registration and keep it updated (including the legal clinic name, contact details, and billing information).
3. You are responsible for safeguarding credentials and for all activity under your account. Do not share individual login credentials. Enable available protections (such as two-factor authentication) where offered.
4. Notify us promptly at the contact in Section 22 if you suspect unauthorized access. We may suspend affected accounts to protect data.
5. Clinics are responsible for the acts and omissions of their Authorized Users as if they were the Clinic’s own.

4.The Services

Depending on your plan and add-ons, the Services may include scheduling and calendars, clinical records, patient communications (SMS and email), a patient portal, telehealth facilitation, document intake and OCR, AI-assisted drafting and summarization features, pharmacy-ecosystem connections, programmatic APIs and webhooks, multi-branch management, and electronic submission of AHCIP claims through Alberta Health’s H-Link system (governed by the AHCIP Billing Terms).

We may improve, add, or retire features over time. Where a change materially reduces core paid functionality during a subscription term, Section 19 applies.

Early-access, beta, or free offerings (including early-adopter programs) are provided for evaluation, may differ in Credits and behaviour, may be modified or ended at any time, and are provided “as is” to the maximum extent permitted by law.

Two goodwill offerings sit outside the Platform itself: the clinic website Arxeon builds for subscribing clinics, and minor enhancements built at no charge on request. Both are scoped in Schedule D of the Subscriber Agreement, which sets out what is included, confirms that a website built for a Clinic — and its domain — remain the Clinic’s property, and gives the Clinic 90 days after termination to request handover.

5.Medical & professional responsibility

1. Arxeon does not practise medicine and provides no medical, diagnostic, or treatment advice. The Platform is an administrative and clinical-workflow tool.
2. AI-assisted features generate drafts and summaries to support — never replace — professional judgment. Clinicians must review, verify, and remain fully responsible for all clinical content, records, and decisions, and for compliance with the standards of their regulatory college.
3. Clinics are responsible for the accuracy and completeness of information entered into the Platform, including claims data submitted to Alberta Health.
4. Nothing in the Platform constitutes a guarantee that any claim will be accepted or paid by Alberta Health or any payor.

6.Subscriptions, fees & taxes

1. Pricing. Fees are as presented at checkout or in-app for your Order (per-provider plan pricing, billing cadence, and add-ons such as pharmacy ecosystem, API & webhooks, and additional branches). The Order forms part of your agreement.
2. Billing. Subscriptions renew automatically each billing period (monthly or annual) until cancelled. Payments are processed by our payment provider, Stripe; by subscribing you authorize recurring charges to your payment method.
3. Taxes. Fees are exclusive of applicable taxes. Where Arxeon is registered to collect GST/HST or other transaction taxes, they will be added to invoices at the applicable rate and shown separately. You are responsible for providing an accurate billing address and, where applicable, tax registration numbers, and for any taxes you are required to self-assess.
4. Changes to fees. We may change fees with at least 30 days’ notice; changes take effect at your next renewal. If you do not accept a change, cancel before the renewal.
5. Cancellation & refunds. You may cancel at any time in-app or by written notice; cancellation takes effect at the end of the current paid period. Except where required by law or expressly stated, fees are non-refundable and periods are not prorated.
6. Non-payment. If a renewal charge fails, we may retry, restrict, or suspend the Services after notice, and may terminate for continued non-payment under Section 15.
7. Vouchers. Promotional codes and vouchers are subject to their stated conditions, are single-use unless stated otherwise, and have no cash value.
8. Mid-period changes & proration. Changes you make to your Order mid-period (provider seats, add-ons, or add-on quantities, including AI Scribe providers) take effect immediately. Our payment provider computes prorated charges and credits for the remainder of the period, which appear on your next invoice. Switching billing cadence (monthly ↔ annual) resets the billing anchor date and may generate an immediate invoice or credit for the difference.
9. Pausing. Where a pause option is offered in-app, pausing suspends invoicing at the end of the current paid period while the subscription record remains in place. No new Credits or usage allowances accrue while billing is paused, and Arxeon may limit usage-based features for the duration of the pause. Resuming restores normal billing and allowances from the next cycle.

7.Credits & usage allowances

1. Included allowances. Plans include pooled monthly usage allowances (“Credits”) for the usage-based features of the Order — for example AI processing units, SMS messages, emails, document/OCR pages, telehealth minutes, and, where the AI Scribe add-on is subscribed, scribe minutes per enrolled provider. Allowance sizes scale with the applicable seat or provider counts in your Order and are presented in-app.
2. Refresh & expiry. Allowances refresh monthly at the start of each allowance cycle (the first day of the calendar month in the Clinic’s local time zone), on both monthly and annual billing cadences. Unused amounts expire at each refresh, do not roll over, and have no cash value.
3. Overage. Usage beyond an included allowance is metered and accrues at the rates presented in-app or on the pricing page at the time of use. Accrued overage for a cycle is invoiced monthly in arrears and charged automatically to the payment method on file. Overage fees are earned when the usage occurs and remain payable notwithstanding any later cancellation, pause, or plan change.
4. Protective caps. To protect the Clinic from runaway usage or automation errors, a feature may be automatically suspended once its accrued overage reaches a protective multiple of the included allowance, and remains suspended until the next refresh or until outstanding usage charges are settled.
5. Allowance freeze during non-payment. While any amount on the account is past due, allowances are frozen: features that draw on Credits may be unavailable, and monthly refreshes do not occur. When the account is brought current, allowances resume prospectively; refreshes missed while past due are not credited retroactively.
6. Counts must reflect reality. One provider seat per active practising provider using the Platform, and one AI Scribe provider per provider actually using the scribe. The Platform may prevent reductions below demonstrable active use, and Arxeon may review usage and require a correction where the pattern of use clearly exceeds the Order.
7. Metering records. The Platform’s metering, session, and audit records are the authoritative measure of usage for billing purposes, absent manifest error.
8. Nature of Credits. Credits measure Service usage only; underlying third-party costs, models, and message routes may change without changing your Credit entitlement.

8.Acceptable use

You must not, and must not permit anyone to:

1. use the Platform in violation of law, professional obligations, or the rights of others, or access health information without lawful authority;
2. upload malicious code, or interfere with, probe, scan, or test the security of the Platform without our prior written consent;
3. circumvent usage metering, seat limits, authentication, rate limits, or opt-out mechanisms;
4. scrape the Platform, harvest data, or use automated access other than through documented APIs under a valid subscription;
5. reverse engineer, decompile, or copy the Platform except to the extent a law expressly permits despite this restriction;
6. resell, sublicense, or provide the Services to third parties as a service bureau, except for a Clinic serving its own patients;
7. use the Services to send spam or unlawful communications, or to store or transmit content that is defamatory, infringing, or otherwise unlawful;
8. use any output of the Platform to build a competing product.

We may investigate suspected violations and may suspend access under Section 15 to protect the Platform, data, or others.

9.Messaging & CASL

1. When a Clinic sends SMS or email through the Platform, the Clinic is the sender. The Clinic is responsible for having the consents required by Canada’s Anti-Spam Legislation (CASL), the HIA, and other applicable law, and for honouring withdrawal of consent.
2. The Platform provides opt-out handling (for example SMS “STOP” processing). Clinics must not circumvent, disable, or ignore it.
3. Arxeon may send transactional and service messages (such as authentication codes, security alerts, billing notices, and service announcements) as part of operating the Platform.
4. Message delivery depends on telecom carriers and third-party providers and cannot be guaranteed; do not rely on messaging for urgent clinical communication.

10.Health information

Clinics and their physicians remain the Custodians of Health Information under the HIA. Arxeon acts as an information manager for Custodians within the meaning of section 66 of the HIA, strictly under the Subscriber Agreement, which includes the Information Manager Agreement and governs collection, use, disclosure, safeguards, breach notification, and data handling for Health Information. For anything concerning Health Information, that agreement and our Privacy Policy prevail over this section.

11.Customer Data & licences

1. Your data stays yours. As between the parties, the Clinic owns Customer Data. Arxeon claims no ownership of it.
2. Our licence to operate. You grant Arxeon a non-exclusive licence to host, process, transmit, and display Customer Data solely to provide, secure, support, and improve the Services, to comply with law, and as otherwise permitted by the Subscriber Agreement and Privacy Policy.
3. De-identified data. Arxeon may create and use statistical or de-identified data that does not identify any individual or Clinic, for service operation, capacity planning, and improvement, in accordance with applicable law.
4. Your responsibilities. You are responsible for the lawfulness of Customer Data you submit and for maintaining your own records-retention obligations (see Section 15 for export on exit).

12.Intellectual property & feedback

1. The Platform, including software, designs, interfaces, documentation, and trade-marks (including “Qlynic” and the Qlynic mark), is owned by Arxeon or its licensors and is protected by law. Except for the limited right to use the Services during your subscription, no rights are granted.
2. If you send us feedback or suggestions, you grant Arxeon a perpetual, irrevocable, royalty-free licence to use them without restriction or obligation.

13.Third-party services

The Platform is built on reputable third-party infrastructure and services — for example Microsoft Azure (hosted in Canadian regions), Cloudflare, Stripe (payments), Twilio (SMS), SendGrid (email), and Anthropic (AI processing). The current list of subprocessors and how they handle personal information is described in the Privacy Policy. Your use of payment services is also subject to Stripe’s terms. Third-party services may experience outages or changes outside our control; we will use commercially reasonable efforts to mitigate the impact on the Services.

14.Availability & support

1. We aim to keep the Services available at all times but do not guarantee uninterrupted or error-free operation. We may perform maintenance, preferring low-usage windows and advance notice for planned significant work.
2. Support is provided to Clinics by email during Arxeon’s business hours, and through in-app resources.
3. We may impose reasonable technical limits (such as API rate limits and storage quotas) to protect the Platform for all users.

15.Suspension, termination & data export

1. Suspension. We may suspend or restrict access immediately where reasonably necessary: for security incidents, suspected unlawful activity, serious breach of Section 8, risk to Health Information, legal requirement, or continued non-payment after notice. We will limit the scope and duration of any suspension to what is reasonably required and, where lawful, tell you why.
2. Termination by you. You may terminate by cancelling under Section 6(e).
3. Termination by Arxeon. We may terminate for material breach not cured within 15 days of notice, for non-payment continuing 30 days past notice, where required by law, or on 60 days’ notice if we discontinue the Services generally (with a pro-rata refund of prepaid, unused fees in that case).
4. Data export. For 60 days after a subscription ends, we will make Customer Data available for export in commonly used, machine-readable formats on request. After that window, we will delete Customer Data in accordance with the retention schedule in the Privacy Policy and the Subscriber Agreement, except where law requires longer retention.
5. Your retention duties remain yours. Custodians remain responsible for their own record-retention obligations under the HIA and college standards; export your records before the window closes.
6. Survival. Sections 5, 6(c), 8, 10–13, and 15–21 survive termination.

16.Disclaimers

To the maximum extent permitted by law, the Platform and Services are provided “as is” and “as available”, and Arxeon disclaims all conditions and warranties, express or implied, including merchantability, fitness for a particular purpose, non-infringement, and any warranty arising from course of dealing or usage of trade. Without limiting the foregoing, Arxeon does not warrant that the Services will be uninterrupted, timely, secure, or error-free; that AI-generated content will be accurate or complete; or that any claim submitted to a payor will be accepted or paid. Some jurisdictions do not allow certain exclusions; in that case they apply to the fullest extent permitted.

17.Limitation of liability

1. To the maximum extent permitted by law, neither party is liable for indirect, incidental, special, consequential, exemplary, or punitive damages, or for lost profits, revenues, goodwill, or data, even if advised of the possibility.
2. Nothing in these Terms limits or excludes liability that cannot be limited or excluded under applicable law, including liability arising from a party’s fraud or wilful misconduct.
3. The limitations in this Section apply regardless of the theory of liability (contract, tort including negligence, statute, or otherwise) and even if a remedy fails of its essential purpose. They reflect the agreed allocation of risk on which the pricing of the Services is based.

18.Indemnity

The Clinic will defend and indemnify Arxeon against third-party claims, and resulting damages, penalties, and reasonable legal costs, to the extent arising from: (a) Customer Data or its collection, use, or disclosure by the Clinic or its Authorized Users contrary to law or these Terms; (b) the Clinic’s provision of medical services or claims submitted on its behalf based on information it supplied; (c) the Clinic’s violation of CASL, the HIA, or other law; or (d) use of the Platform in breach of Section 8. Arxeon will promptly notify the Clinic of any such claim and reasonably cooperate at the Clinic’s expense; the Clinic may not settle a claim imposing obligations on Arxeon without Arxeon’s consent.

19.Changes to the Services or Terms

1. We may update these Terms from time to time. For material changes affecting subscribed Clinics, we will give at least 30 days’ notice by email or in-app before the change takes effect, and we will update the version and effective date above and record the change in the Version history below.
2. Continued use of the Platform after the effective date constitutes acceptance. If you do not accept a material change, your remedy is to cancel before it takes effect (Section 6(e)).
3. We will never change the “Last updated” date without an actual change to the document.

20.Governing law & disputes

These Terms are governed by the laws of the Province of Alberta and the federal laws of Canada applicable in Alberta, without regard to conflict-of-laws rules. The courts of Alberta sitting in Calgary have exclusive jurisdiction over disputes arising out of or relating to these Terms or the Services, and the parties attorn to that jurisdiction — except that either party may seek injunctive or equitable relief in any court of competent jurisdiction to protect data, security, or intellectual property. Before starting proceedings (other than for injunctive relief), the parties will first attempt in good faith to resolve the dispute through discussions between authorized representatives for 30 days following written notice of it. The United Nations Convention on Contracts for the International Sale of Goods does not apply.

21.General terms

1. Entire agreement. These Terms, your Order, the Subscriber Agreement, the AHCIP Billing Terms (where applicable), and the Privacy Policy are the entire agreement and supersede prior discussions. The order of precedence in Section 1 applies.
2. Assignment. You may not assign these Terms without our written consent. Arxeon may assign them to an affiliate or in connection with a merger, financing, or sale of assets, with notice to you.
3. Publicity. Neither party will publicly name the other as its customer or vendor, or use the other’s marks, without prior consent — except that Arxeon may reference its clinics in aggregate, non-identifying statistics.
4. Force majeure. Neither party is liable for delay or failure caused by events beyond its reasonable control (including internet or utility failures, acts of government, labour disputes, or acts of God), except payment obligations.
5. Severability & waiver. If a provision is unenforceable, it is modified to the minimum extent necessary, and the rest remains in effect. A waiver must be in writing and applies only to the instance given.
6. Notices. We may notify you by email to your account address or in-app; you may notify us at the contact in Section 22. Notices are effective when sent (email) or posted (in-app).
7. Interpretation. “Including” means “including without limitation”; headings are for convenience. The parties confirm these Terms are drawn up in English. Les parties confirment que les présentes conditions sont rédigées en anglais.

22.Contact

Arxeon Inc. (operating Qlynic)
2705 225 11 Ave SE, Calgary, Alberta T2G 0G3, Canada
Legal notices: legal@qlynic.com · Support: support@qlynic.com

Related documents

§Version history

Version	Date	Summary
2.2	August 14, 2026	Section 4 now points to Schedule D of the Subscriber Agreement, which scopes the clinic website and no-charge minor enhancements, confirms Clinic ownership of the site and domain, and gives a 90-day handover window after termination.
2.1	August 11, 2026	Usage & billing update: per-feature monthly allowances enumerated (including AI Scribe minutes per enrolled provider) with clinic-local monthly refresh; metered overage invoiced monthly in arrears and charged automatically; protective auto-suspension caps; allowance freeze during non-payment; mid-period proration and cadence-anchor rules; pause semantics; authoritative metering records.
2.0	July 12, 2026	Complete rewrite: Arxeon Inc. named as contracting entity; order of precedence with the Subscriber Agreement and AHCIP Billing Terms; medical-responsibility and emergency provisions; subscription, tax (GST/HST), credit, and cancellation terms aligned to current pricing; CASL messaging responsibilities; HIA information-manager handoff; data export window on termination; Alberta governing law; fixed the effective-date display so it changes only with the document.
1.x	2025	Superseded. Prior general terms without entity, HIA, or tax provisions.

© 2026 Arxeon Inc. All rights reserved. “Qlynic” and the Qlynic mark are trade-marks of Arxeon Inc.