1. Acceptance of Terms

By accessing or using MedSpa CRM ("the Service"), operated by CodeCanvas Collective ("we," "us," or "our"), you agree to be bound by these Terms of Service. If you do not agree, do not use the Service.

These Terms apply to all users, including Clinic Customers (practices using our platform), their staff members, and End Users (patients and other individuals whose data is managed through the platform).

Please also review our Privacy Policy and Cookie Policy.

2. Service Description

MedSpa CRM is a cloud-based practice management platform designed for tattoo removal clinics, medical spas, and aesthetic practices. The Service includes:

• Appointment scheduling and management
• Patient records and treatment tracking
• SMS/text message communications (appointment reminders and notifications)
• Payment processing integration
• Document and consent form management
• Reporting and analytics
• Client-facing booking widgets

3. User Accounts

To use the Service, you must create an account and provide accurate, complete information. You are responsible for:

• Maintaining the confidentiality of your login credentials
• All activity that occurs under your account
• Promptly notifying us of any unauthorized access
• Ensuring all users on your account comply with these Terms

We recommend enabling multi-factor authentication (MFA) for enhanced security, particularly for accounts with access to patient data.

4. Acceptable Use

You agree not to:

• Use the Service for any unlawful purpose or in violation of any applicable laws or regulations
• Upload or transmit malicious code, viruses, or harmful content
• Attempt to gain unauthorized access to other accounts, systems, or data
• Interfere with or disrupt the Service or its infrastructure
• Use the Service to send unsolicited or unauthorized communications (spam)
• Reverse-engineer, decompile, or disassemble the Service
• Resell, sublicense, or redistribute the Service without our written consent
• Use the Service in a manner that violates HIPAA or other healthcare regulations

5. HIPAA & Protected Health Information

MedSpa CRM processes health-related data on behalf of healthcare providers. We take our obligations under HIPAA seriously.

• Business Associate Agreement (BAA): Clinic Customers who are HIPAA-covered entities or business associates must enter into a BAA with us before storing PHI on the platform. BAAs are available upon request — please contact support@fords.cloud.
• Shared Responsibility: We are responsible for implementing appropriate safeguards to protect PHI on our platform. Clinic Customers are responsible for ensuring they use the Service in compliance with HIPAA, including obtaining appropriate patient authorizations and maintaining their own Notice of Privacy Practices.
• Breach Notification: In the event of a breach of unsecured PHI, we will notify affected Clinic Customers in accordance with HIPAA and the terms of the BAA.

6. SMS Program Terms

7. Payment Terms

Payment processing through the Service is facilitated by Square. By using the payment features, you also agree to Square's terms of service.

• Clinic Customers are responsible for the accuracy of charges entered into the system
• We do not store complete payment card information — this is handled by Square's PCI-compliant infrastructure
• Subscription fees for the MedSpa CRM platform, if applicable, are billed according to the terms of your service agreement
• Refunds for services rendered through the platform are managed by the Clinic Customer

8. Intellectual Property & Data Ownership

Our IP: The Service, including its software, design, features, documentation, and branding, is owned by CodeCanvas Collective and protected by intellectual property laws. You receive a limited, non-exclusive license to use the Service during your subscription.

Your Data: Clinic Customers retain full ownership of all data they input into the platform, including patient records, business data, and uploaded documents. We do not claim any ownership rights over your data.

License to Us: You grant us a limited license to process, store, and transmit your data solely for the purpose of providing the Service.

9. Disclaimers & Warranties

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT.

We do not warrant that:

• The Service will be uninterrupted, timely, secure, or error-free
• The results obtained from the Service will be accurate or reliable
• The Service will meet your specific requirements

The Service is not a substitute for professional medical judgment. Clinic Customers are responsible for all clinical decisions.

10. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, CODECANVAS COLLECTIVE SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, OR ANY LOSS OF PROFITS OR REVENUES, WHETHER INCURRED DIRECTLY OR INDIRECTLY, OR ANY LOSS OF DATA, USE, GOODWILL, OR OTHER INTANGIBLE LOSSES, RESULTING FROM:

• Your use of or inability to use the Service
• Any unauthorized access to or alteration of your data
• Any third-party conduct on the Service
• Any other matter related to the Service

Our total aggregate liability for all claims related to the Service shall not exceed the amount you paid us in the twelve (12) months preceding the claim.

11. Indemnification

You agree to indemnify, defend, and hold harmless CodeCanvas Collective and its officers, directors, employees, and agents from any claims, liabilities, damages, losses, and expenses (including reasonable attorneys' fees) arising out of or related to your use of the Service, your violation of these Terms, or your violation of any applicable law or regulation.

12. Termination

Either party may terminate the service relationship in accordance with the applicable service agreement. Upon termination:

• Data Export: Clinic Customers may request an export of their data prior to or within 30 days after termination
• Data Deletion: After the export period and any legally required retention periods (including HIPAA requirements), we will delete your data from our active systems
• Survival: Sections regarding IP ownership, limitation of liability, indemnification, and governing law survive termination

We may suspend or terminate access immediately if you materially breach these Terms or engage in illegal activity.

13. Governing Law

These Terms are governed by and construed in accordance with the laws of the State of New York, without regard to its conflict of law provisions. Any disputes arising from these Terms or the Service shall be resolved in the state or federal courts located in New York.

14. Changes to These Terms

We may update these Terms from time to time. We will notify registered users of material changes via email or in-app notification at least 30 days before they take effect. Your continued use of the Service after changes become effective constitutes acceptance of the revised Terms.

15. Contact Us

If you have questions about these Terms of Service, contact us at:

• Email: support@fords.cloud
• Privacy Inquiries: privacy@fords.cloud

CodeCanvas Collective
MedSpa CRM Platform