Terms & Conditions

1. Who these terms apply to

“Leemie”, “we” and “us” mean the service provider identified above. “Customer” or “you” means the clinic or business subscribing to the service. “Authorised users” are people the customer permits to use its account. An individual acting for a business must have authority to bind it.

These terms take effect only when accepted through a signed order or an express acceptance process identifying this version. Reading these pages or signing in to an existing account does not by itself constitute acceptance of these terms or start a paid subscription. An agreed order sets the plan, fees, subscription period and any special terms. A signed variation prevails over these terms to the extent of an inconsistency, subject to non-excludable law.

Patient portal users must use their own authorised access and follow the applicable account, privacy and acceptable-use requirements. They do not become paying clinic subscribers merely by using a portal. These terms do not replace the clinic’s agreement with its patients.

2. Service and access licence

During an active subscription, we grant the customer a limited, non-exclusive, non-transferable right for its authorised users to access the selected hosted features for its own lawful practice operations. No ownership of the software is transferred. Features, limits, supported integrations and support arrangements are those expressly agreed in the order.

We use reasonable care and skill in providing the service. Maintenance, internet problems and third-party outages can affect availability. We give reasonable notice of planned maintenance where practical. No particular uptime, recovery time or clinical outcome is promised unless expressly agreed; statutory guarantees still apply. Preview and AI features have additional limitations and must be assessed before clinical use.

3. Accounts and acceptable use

You must keep account details accurate, provide individual credentials, manage permissions, remove access when staff leave, protect credentials and promptly report suspected compromise. You are responsible for use you authorise and for taking reasonable steps to prevent misuse; you are not automatically responsible for a breach caused by Leemie.

You must not unlawfully access records, share accounts, bypass access controls, upload malicious or infringing material, interfere with service security, resell access without written permission or use the service for unlawful surveillance or advertising with patient data. Do not copy, reverse engineer or extract the software except to the extent permitted by law. Report vulnerabilities responsibly without accessing unrelated clinic data.

4. Clinical decisions, AI and integrations

Leemie provides workflow tools and does not provide healthcare, diagnosis, medical advice, emergency response or a substitute for professional judgement. Qualified clinicians remain responsible for care, checking patient identity and record accuracy, obtaining consent and meeting professional and recordkeeping duties. Maintain appropriate procedures for downtime and urgent care. Do not use Leemie as an emergency contact channel.

AI output may be incomplete, incorrect, biased or unsuitable. An appropriately qualified person must check facts, patient context, clinical recommendations and recipients before approving or using output. AI must not independently finalise clinical records or release patient-facing drafts. Do not enable health-information processing without the required clinic approval and a review of the provider’s arrangements.

Optional third-party services, including payment and AI providers, may require separate accounts, terms and fees. You choose which integrations to enable and must have authority to disclose the relevant data. We are responsible for our own integration work and supplier obligations under applicable law; we cannot guarantee services outside our control.

5. Fees and subscription changes

Fees, GST, billing frequency, usage charges, trial conditions and renewal arrangements must be disclosed in the agreed order. No paid renewal or automatic conversion from a trial applies unless expressly agreed. Pay undisputed invoices by the agreed due date; raise billing disputes promptly so we can investigate them.

We will not change fees retrospectively or during an agreed fixed-price period. Proposed changes for a later renewal require at least 30 days’ notice and an opportunity to decline renewal. Refunds and cancellation rights required by law are preserved. No blanket “no refunds” condition applies.

6. Leemie’s intellectual property

Leemie and its licensors retain all rights in the platform, source and object code, interfaces, designs, branding, documentation, templates and improvements, excluding customer data and third-party material. You may use these only as needed to use the service under the agreed licence. Do not remove ownership notices, reproduce the platform for distribution or use our marks in a way that implies endorsement without permission.

Third-party and open-source components remain subject to their applicable licences. These terms do not restrict rights granted by those licences or mandatory law.

7. Customer data, records and output

You retain your existing rights in data, files and content supplied by you or on your behalf. Leemie does not acquire ownership of clinic records or patients’ information. Patients and other people retain their privacy, access and other legal rights. You must have the permissions and legal basis necessary to supply and use that information.

You grant Leemie a limited licence to host, copy, process, transmit and back up customer data only to deliver and secure the service, fulfil your authorised instructions and comply with law. The licence lasts only as needed for those purposes, including lawful retention after closure. It does not permit selling patient data or training general-purpose AI models on it.

As between you and Leemie, you may use and export reports, records and generated output produced for you. To the extent Leemie owns rights in that output, we grant you a perpetual, non-exclusive right to use, reproduce and adapt it for your business and patient care. Embedded platform components and third-party materials keep their existing ownership and licence terms. AI output may not attract copyright, may resemble other output and is not guaranteed to be exclusive or free of third-party claims.

You may voluntarily provide feedback. You grant us a non-exclusive, royalty-free licence to use feedback to improve the service, excluding confidential clinic material and personal or health information. This does not transfer ownership of your records.

8. Confidentiality and privacy

Each party must protect the other’s confidential information with reasonable care, use it only for the agreement, and disclose it only to people or providers who need it and are subject to suitable duties, or where required by law. This does not cover information already lawfully known, independently developed or made public without a breach. Patient confidentiality and privacy duties continue for as long as applicable law requires.

Our Privacy Policy explains personal-information handling. Both parties must meet their own privacy and security obligations and cooperate reasonably on access requests and incidents. The policy is not a waiver of consent requirements. Any agreed data-processing or security schedule also applies.

9. Intellectual property claims

Notify us promptly if a third party claims that the unmodified Leemie platform infringes its intellectual property rights. We will investigate and may obtain continued rights, modify or replace the affected feature with a materially equivalent one, or end the affected service and refund unused prepaid fees if a reasonable remedy is unavailable. We will provide reasonable assistance with exporting affected customer records.

This process does not cover claims caused by customer-supplied material, unauthorised changes or combinations outside the agreed use. It does not remove liability otherwise arising from our breach or negligence, statutory remedies or rights that cannot lawfully be limited.

10. Rights that cannot be excluded

Nothing in these terms excludes, restricts or modifies a consumer guarantee, statutory right or remedy, or any liability that cannot lawfully be excluded, restricted or modified. This includes applicable rights under the Australian Consumer Law. A business purchase may still attract those protections. Any exclusion or limit below applies only to the extent lawful and fair in the circumstances.

11. Limits of liability

Subject to section 10 and the exceptions below, each party’s total aggregate liability arising out of or in connection with the agreement, whether in contract, tort (including negligence) or otherwise, is limited to the greater of AUD $1,000 and the service fees paid or payable by the customer for the 12 months immediately before the event giving rise to the claim. Related events are treated as one event for this purpose.

Subject to the same qualifications, neither party is liable for indirect or consequential loss, or loss of profit, revenue, anticipated savings, goodwill or business opportunity to the extent those losses are indirect. Reasonable, foreseeable costs of restoring customer data or responding to a confidentiality or privacy breach are not excluded merely by being labelled consequential.

The cap and exclusions do not apply to: fraud or wilful misconduct; death or personal injury caused by negligence; a party’s breach of confidentiality, privacy or data security obligations; infringement or misappropriation of another party’s intellectual property; or liabilities and remedies that cannot lawfully be limited. Properly due subscription fees remain payable, subject to lawful disputes and refund rights.

Each party must take reasonable steps to reduce its loss. Liability is reduced to the extent the other party caused or contributed to the loss. These terms do not impose an unlimited indemnity on the customer, excuse Leemie’s own negligence or transfer all cyber or clinical risks to the clinic. The cap allocates commercial risk between the parties, subject to the protections and exceptions above.

12. Suspension and termination

You may end or decline renewal under your agreed plan and any statutory rights. Either party may end the agreement for a material breach if it is not remedied within 14 days after written notice describing the breach, or sooner where the breach cannot reasonably be remedied and termination is lawful and proportionate.

We may restrict access where reasonably necessary to address an immediate security threat, unlawful use or a legal requirement. Restrictions must be proportionate, limited to affected users or features where practical, and lifted when the reason is resolved. We provide notice and an explanation unless prohibited or doing so would worsen the threat. Non-payment requires notice and a reasonable chance to pay or resolve a genuine dispute before suspension.

For termination without customer breach, we give at least 30 days’ notice where practical and refund unused prepaid fees. Urgent legal or security circumstances may require earlier action. These rights do not displace statutory cancellation or refund remedies.

13. Records when the service ends

We will provide at least 30 days after termination to request an authorised export of customer data in available standard formats, unless law or an immediate security risk prevents it. If normal access is restricted, we will arrange a secure alternative where lawful and practical. Disputed subscription charges will not alone justify withholding records needed for patient care.

You must arrange ongoing lawful custody of records. We will agree any non-standard migration work and cost in advance. Records are then handled under the Privacy Policy and applicable retention duties, including backup expiry and legal holds. Termination is not a promise of immediate deletion. Confidentiality, accrued rights, ownership and lawful liability provisions survive termination as needed.

14. Changes to these terms

We give at least 30 days’ notice of material proposed changes and identify their effective date. Changes do not apply retrospectively or remove accrued rights. If a change materially disadvantages you, you may end the affected service before it takes effect without an additional cancellation penalty and receive a refund of unused prepaid fees. Changes during a committed term require agreement unless needed to comply with law or address an urgent security issue; in those cases notice and an appropriate exit opportunity are provided as soon as practical.

15. Disputes, notices and general terms

Contact the legal address above with a dispute and the resolution sought. Each party will nominate a representative and try in good faith to resolve it within 30 days. This does not prevent urgent relief, a regulator complaint or the exercise of statutory rights. Formal service of legal documents must follow applicable law; ordinary account notices may be sent to the nominated account email.

Unless an agreed order says otherwise, the laws of New South Wales, Australia apply, with non-exclusive jurisdiction of its courts. Mandatory protections and access to a competent tribunal in another jurisdiction are preserved. An invalid provision is severed only to the extent necessary; the remaining lawful provisions continue. Neither party may assign the agreement in a way that materially reduces the other’s rights without consent, except as permitted by law. No waiver arises merely from a delay in enforcing a right.