By accessing or using the MedicIA platform (the "Service"), the clinic or organization that subscribes to the account ("Customer") agrees to be bound by these Terms of Service ("Terms"). If you act on behalf of an organization, you represent that you have authority to bind it. If you do not accept these Terms, do not use the Service.
MedicIA is a clinical management SaaS platform that includes, among other modules: appointment scheduling, digital clinical records, WhatsApp communication, billing, artificial intelligence for intent detection and internal management tools. The Service is provided as a hosted web application (SaaS), accessed through a browser at medicia.app.
The Customer must provide truthful and complete information during registration. The Customer is responsible for maintaining the confidentiality of its credentials and for all activities that occur under its account. MedicIA is not responsible for losses arising from unauthorized use of the account.
MedicIA offers a free trial period of 14 days (or the number of days indicated at the time of registration). During the trial period, the Customer accesses the features of the Starter plan free of charge. At the end of the trial period without an active subscription, access is automatically suspended and the data is retained for an additional 30 days before permanent deletion.
MedicIA offers the following subscription plans:
The exact features and prices of each plan are specified on the MedicIA pricing page and may be modified with at least 30 days' notice.
Payment processing is carried out through Recurrente, an external payment provider. MedicIA does not store credit card data. By subscribing, the Customer authorizes recurring charges according to the frequency of the selected plan (monthly or annual).
Prices are expressed in USD and do not include taxes. Any applicable taxes under the legislation of the Customer's billing country may be added to the final amount. The Customer is responsible for providing truthful tax information.
As a general rule, payments corresponding to subscription periods already consumed are non-refundable. However, and without prejudice to the rights granted to the Customer by the Consumer and User Protection Law (Decreto 006-2003 of Guatemala), MedicIA expressly recognizes the following grounds for a refund:
Refunds shall be requested at soporte@medicia.app and processed through the same payment method used.
The Customer may change plan or billing period (monthly or annual) at any time from the billing panel. Changes take effect immediately: the new plan begins upon confirmation of payment and the previous plan is cancelled at that moment, without proration or refund of the unused time of the current period. In the event of subscription cancellation, the Customer retains access until the end of the period already paid, with no subsequent charges.
MedicIA does not sell, share or monetize patient data. MedicIA may use aggregated and anonymized data to improve the Service, provided that such data is not attributable to a specific patient or clinic.
The Customer agrees not to use the Service to:
MedicIA works in good faith to maintain high Service availability, with an indicative target of approximately 99.5% per month, excluding scheduled maintenance communicated at least 24 hours in advance and outages caused by force majeure or by third-party providers outside MedicIA's control (for example, messaging platforms or the hosting provider). This target constitutes a good-faith service goal and not a contractual guarantee of uninterrupted availability. Where a sustained unavailability attributable to MedicIA exceeds the stated target during a billing month, the proportional refund set out in clause 6(a) shall apply.
This limitation does NOT apply —and accordingly no monetary cap operates— with respect to MedicIA's liability arising from: (i) a breach of the security of health data or patients' personal data attributable to MedicIA; and (ii) the irreversible loss of clinical records attributable to MedicIA. In such cases, MedicIA shall be liable under the general civil-liability regime of the Republic of Guatemala (Civil Code, Decreto-Ley 106, articles 1645 et seq.), and the 12-month cap may not be invoked to limit such liability. Liability for willful misconduct or gross negligence is likewise not limited where the law so prohibits.
To the extent permitted by law, MedicIA shall not be liable for indirect damages, loss of profit or punitive damages. The Service is provided "as is" with respect to the accuracy of suggestions generated by artificial intelligence; the final medical judgment always rests with the qualified health professional.
The Customer shall indemnify and hold MedicIA harmless against third-party claims arising from: (a) the use of the Service by the Customer or its users; (b) breach of these Terms; (c) violations of data protection regulations attributable to the Customer.
By the Customer: The Customer may cancel its subscription at any time from the billing panel. The cancellation takes effect at the end of the current billing period.
By MedicIA: MedicIA may suspend or terminate access in the event of a serious breach of these Terms, with prior notice except in cases of illegal activity or immediate security risk.
Data export and deletion upon account closure: When the clinic's administrator deletes the account (the DELETE /account/clinic action) or when the contractual relationship ends, access is suspended and the Customer has a grace period of 60 days to export all of its data in structured JSON format using the export function available in the application.
Notice of the legal duty to retain the clinical record. MedicIA expressly notifies the Customer that the Health Code (Decreto 90-97) and other applicable health regulations impose on the clinic, in its capacity as data controller, the duty to retain the clinical record or file for the legal retention period (indicatively, up to ten years, as applicable). Deleting the account in MedicIA does not extinguish or transfer to MedicIA that obligation: it is the Customer's sole responsibility to export and safeguard its clinical records before deletion is completed, so that account closure does not place the Customer in breach of that retention duty.
Customer confirmation prior to permanent deletion. Before proceeding with the permanent deletion of the data, MedicIA will request from the clinic's administrator an express attestation that it has exported and safeguarded all of its data and clinical records. After the 60-day grace period, MedicIA permanently deletes ALL data associated with the clinic — including the clinic's data, its doctors and users, and all of its patients (clinical records, appointments, conversations and documents). This deletion is irreversible. See the DPA for more details on retention and deletion.
The processing of patients' personal data is governed by the Data Processing Agreement (DPA) annexed to these Terms, which forms an integral part of the contract between MedicIA and the Customer and complies with the requirements of the GDPR, Law 25.326, LFPDPPP, Law 1581/2012 and Law 19.628.
MedicIA retains all rights over the platform, its source code, interfaces, brand and documentation. The Customer receives a limited, non-exclusive, non-transferable license to use it for the duration of the subscription.
Minor changes. For minor or non-substantial modifications (for example, clarifications, corrections or operational adjustments), MedicIA will notify the Customer at least 15 days in advance. Continued use of the Service after the effective date of such minor changes constitutes acceptance of them.
Substantial changes. Where a modification substantially affects the processing of personal or patient data, or the core functionality of the Service, such modification shall require the Customer's express acceptance (an active confirmation) before it applies to the Customer. Mere continued use of the Service shall not be deemed acceptance of a substantial change. If the Customer does not accept the substantial change, it may cancel the subscription under clause 13, retaining access until the end of the period already paid.
These Terms are governed by the laws of the Republic of Guatemala.
Customers domiciled in Guatemala. For Customers domiciled in Guatemala, any dispute shall be submitted to the competent Civil Courts of the city of Guatemala, with the parties waiving any other jurisdiction that might correspond to them.
International customers. For Customers domiciled outside Guatemala, the choice of Guatemalan law and of the forum of the city of Guatemala is without prejudice to the mandatory consumer-protection rules of the Customer's country of domicile. In particular, in jurisdictions whose consumer legislation does not permit a waiver of the local forum against a consumer —as is the case, for example, with Brazil's Consumer Defense Code (CDC)— the consumer Customer retains the right to litigate before the courts of its own domicile, and that forum-waiver clause shall not be enforceable against it.
For inquiries about these Terms:
Max Antonio Méndez Gómez (Pequeño Contribuyente)
Guatemala City, Guatemala
Support: soporte@medicia.app
Privacy: privacidad@medicia.app