Terms of Service

Last updated: July 2026

1. Agreement to These Terms

These Terms of Service ("Terms") govern your access to and use of ClinicGrow, a clinic management and appointment booking platform (the "Service") operated by CogniGrow B.V., Laan van Waalhaven 470, 2497 GR Den Haag, Nederland ("CogniGrow", "we", "us"). By creating an account or using the Service, you ("Customer", "clinic", "you") agree to be bound by these Terms. If you do not agree, do not use the Service.

2. The Service

ClinicGrow provides software for appointment booking, patient record management, staff planning, invoicing, and AI-assisted patient communication, offered on a subscription (SaaS) basis. Features available to you depend on your selected plan as described on the Pricing page.

3. Accounts and Your Responsibilities

  • You must provide accurate information when creating an account and keep your login credentials confidential.
  • You are responsible for all activity that occurs under your clinic's account, including actions taken by staff members you invite.
  • You must have a lawful basis to enter patient data into the Service and are responsible for obtaining any consents required from your patients under applicable law.
  • For personal data you submit about your patients, you (the clinic) act as the data controller and CogniGrow acts as data processor, as described in our Privacy Policy. A data processing agreement (DPA) is available on request.

4. Free Trial

New accounts include a 30-day free trial with full feature access. No credit card is required to start a trial. If you choose to subscribe before the trial ends, billing begins on the date you confirm a paid plan, not before.

5. Subscription, Billing, and Cancellation

  • Plans are billed in euros (EUR), either monthly or annually, as shown on the Pricing page. VAT may apply depending on your location and business registration.
  • Payments are processed securely by Stripe. CogniGrow does not store your card details.
  • Subscriptions renew automatically at the end of each billing period unless cancelled before the renewal date.
  • You may cancel at any time from your account settings; cancellation takes effect at the end of the current billing period, and no partial refunds are issued for the remainder of that period unless required by law.
  • We may change subscription pricing for future billing periods with at least 30 days' notice to registered accounts.

6. Acceptable Use

You agree not to:

  • Use the Service for any unlawful purpose or in violation of applicable healthcare, data protection, or advertising regulations;
  • Attempt to gain unauthorized access to the Service, other accounts, or our infrastructure;
  • Reverse-engineer, resell, or white-label the Service without our prior written consent;
  • Upload malicious code or content that infringes the rights of others.

7. Intellectual Property

CogniGrow retains all rights, title, and interest in the ClinicGrow platform, including its software, design, and trademarks. You retain all rights to the data you and your patients submit through the Service ("Customer Data"). We only use Customer Data to provide, maintain, and improve the Service, as described in our Privacy Policy.

8. Service Availability

We use commercially reasonable efforts to keep the Service available and performant, and to give advance notice of planned maintenance where practical. The Service is provided on an "as available" basis; occasional downtime for maintenance, updates, or causes outside our reasonable control (including outages at our hosting or infrastructure providers) may occur. Specific uptime commitments, if any, are set out in a separate written agreement with your clinic where applicable.

9. Limitation of Liability

To the maximum extent permitted by Dutch law, CogniGrow's total liability arising out of or relating to these Terms or the Service is limited to the amount you paid for the Service in the 12 months preceding the claim. CogniGrow is not liable for indirect, incidental, or consequential damages, including lost profits or lost data, except in cases of intent or gross negligence, or where liability cannot be excluded under mandatory Dutch or EU law.

10. Termination

Either party may terminate this agreement as described in Section 5. We may suspend or terminate accounts that materially breach these Terms, including non-payment or unlawful use, after reasonable notice where practical. On termination, you may export your Customer Data for 90 days, after which it will be deleted in accordance with our Privacy Policy.

11. Changes to These Terms

We may update these Terms from time to time. We will notify registered accounts by email of material changes at least 30 days before they take effect. Continued use of the Service after changes take effect constitutes acceptance of the updated Terms.

12. Governing Law

These Terms are governed by the laws of the Netherlands. Any disputes will be submitted to the competent court in Den Haag, without prejudice to any mandatory consumer protection rights you may have.

13. Contact

Questions about these Terms? Contact us at support@clinicgrow.org or write to: CogniGrow B.V., Laan van Waalhaven 470, 2497 GR Den Haag, Nederland.