Terms of service

These terms govern your use of Whenaro. By creating an account or using the service you agree to them. If your clinic subscribes on a paid plan, the order form or subscription agreement you accepted also applies and controls if it conflicts with these terms.

1. The service

Whenaro is practice management software for healthcare clinics: scheduling, client records, clinical notes, billing and communications. We provide the software and keep it running, secure and up to date. Your clinic decides how it uses the software and is responsible for the content it puts in and the care it delivers.

2. Your account

• You must give accurate registration information and keep it current.
• You are responsible for what happens under your account. Keep your password to yourself and enable multi-factor authentication where offered.
• You must be authorised to act for the clinic you are registering. If you leave the clinic, let us know so we can close your access.
• You may not share an account or let someone use your login. Staff accounts within a clinic are separate logins, each with its own permissions.

3. Acceptable use

You agree not to use Whenaro to:

• break the law, or the privacy and consent obligations that apply to health information in your jurisdiction;
• infringe anyone else's rights, or upload anything you have no right to use;
• attempt to gain unauthorised access to the service, another clinic's data, or our systems, or to probe, scan or test the vulnerability of the service without our written permission;
• resell, sublicense or provide the service to someone else, or let anyone access your clinic's data through us.

4. Your data

Your clinic owns its data. As a service provider we process a clinic's information only on that clinic's instructions, and we claim no ownership of it. The Data Processing Addendum each clinic signs forms part of these terms and sets out our security and privacy obligations in detail. You are responsible for having a lawful basis to collect and use client information in the software, for the accuracy of that information, and for meeting your own professional and legal obligations as a healthcare provider — we do not provide clinical, legal or accounting advice.

5. Fees and payment

Paid plans are billed as set out on the pricing page and your order form. Fees are exclusive of taxes, which we may add as required. Invoices are due on issue unless we agree otherwise. If a payment fails we may pause the account after notice. You can cancel at any time; cancellation takes effect at the end of the paid term, and we do not refund fees already paid for the current term except where the law requires it or the order form says so.

6. Our availability commitment

We work hard to keep the service available and describe our commitments on the reliability page. Those commitments are the service levels you can hold us to. We may occasionally suspend the service for maintenance, and will give notice where we reasonably can.

7. Confidentiality, security and privacy

Each party will protect the other's confidential information. We protect your data with encryption, access controls and authentication, describe it on our security page, and publish our privacy policy. We use trusted companies to run parts of the service and list them on our subprocessors page.

8. Intellectual property

We and our licensors own the software, its design and the names and marks used in it. You own your clinic's data. You grant us the limited rights needed to host, process, transmit and display that data and to run the service for you — and, with your permission, to use de-identified, aggregated usage to improve the product. Nothing else is transferred.

9. Term, suspension and ending

These terms run until you end your subscription or account. We may suspend access for non-payment or for a serious breach of these terms, usually after notice and a chance to fix the problem. When the agreement ends you can export your data for a period after the end date we will tell you about, after which we may delete it in line with our retention practices.

10. Disclaimers

The service is provided on an "as is" and "as available" basis to the extent the law allows. We do not warrant that it will be uninterrupted or error-free, or that a clinic's use of it satisfies any particular professional, regulatory or clinical standard — those are the clinic's responsibilities. Nothing in these terms excludes a warranty or right that cannot be excluded under Canadian consumer law.

11. Limitation of liability

To the fullest extent the law allows, neither party is liable for indirect or consequential loss, or for lost profits, revenue or goodwill, arising from these terms or the service. Each party's total liability is capped at the fees paid or payable by your clinic in the 12 months before the event giving rise to the claim. These limits apply even if a remedy fails of its essential purpose, and do not apply to a party's fraud, gross negligence, wilful misconduct, or liabilities that cannot lawfully be limited.

12. Indemnities

You agree to defend and indemnify us against claims that your use of the service, or content you put in it, infringes someone else's rights or breaks the law. We agree to defend and indemnify you against claims that the service, used as permitted, infringes someone else's rights.

13. Liability insurance

We carry commercial general liability and cyber liability insurance appropriate to a software service that processes health information. On request we will confirm the coverage we hold.

14. Changes and governing law

We may update these terms. If a change is material and reduces your rights we will tell you at least 30 days before it takes effect, and you can end your subscription during that notice period. These terms are governed by the laws of the Province of British Columbia and the federal laws of Canada that apply there, and the courts of British Columbia have jurisdiction — without affecting any mandatory consumer protection you have where you live. If any provision is found unenforceable, the rest still applies.

Contact us

Questions about these terms go to hello@whenaro.com. Privacy questions go to privacy@whenaro.com. Written notices to either address are effective when sent.

Last reviewed September 2026. Version 1.0.