Legal
Terms of Service
1. The service
ChartChronicle Health is a multi-facility electronic medical record (EMR) and health management information system (HMIS) provided as software-as-a-service. It provides clinical, diagnostic, pharmacy, community-health, billing, reporting and administrative workflows to health facilities, organisations, government health programmes and their authorised staff (“you”, the “Customer”). By creating an account, accepting these terms, or using the platform, you agree to be bound by them on behalf of your organisation.
2. Accounts, roles and access
Access is granted to named individuals through your organisation's administrator. Permissions are enforced server-side through role-based access control and facility/organisation scoping. You are responsible for keeping credentials confidential, for configuring roles appropriately, and for all activity under accounts you control. Elevated roles require multi-factor authentication. We may suspend access that threatens the security, integrity or availability of the platform or of patient data, in accordance with our Acceptable Use Policy.
3. Plans, trials, billing and payment
Self-registration starts a time-limited free trial of the core clinical modules - no card required. Paid plans, their limits (users, patients, facilities) and the modules each plan includes are shown on the Pricing page and are read directly from our subscription configuration; we never charge for modules a plan does not include. You are billed in your local currency through our payment processors (Paystack and Flutterwave). A plan that requires payment grants its additional modules once payment is verified. Fees are exclusive of taxes unless stated; you are responsible for any applicable taxes. Unless an order form says otherwise, fees are non-refundable except where required by law; you may stop renewing at any time and access continues to the end of the paid period, after which a grace window applies before data is archived.
4. Customer data and patient data
You and your organisation remain the controllers of the patient and clinical data you enter; we process it on your behalf as a data processor strictly to provide the service, on your documented instructions, as described in the Data Processing Agreement and the Privacy Policy. Data is logically isolated per organisation, and every clinical record carries a tamper-evident audit trail. You can export your data at any time. You are responsible for obtaining the patient consent and legal basis your jurisdiction requires before processing personal or health data on the platform.
5. Acceptable use
Use the platform only for lawful clinical, administrative and public-health purposes, and only within your authorised scope. The Acceptable Use Policy forms part of these terms; breaching it may result in suspension or termination. Do not attempt to breach tenant isolation, access records outside your authorised scope, reverse-engineer the platform, or circumvent the audit trail. “Break-glass” emergency access is logged and reviewed.
6. Intellectual property
The platform, its software, design, documentation and trademarks are and remain the property of ChartChronicle Health Technologies Limited and its licensors. We grant you a non-exclusive, non-transferable right to use the platform during your subscription, subject to these terms. You retain all rights in your Customer data and patient data; you grant us only the limited rights needed to host and provide the service. Any feedback you provide may be used to improve the service without obligation to you.
7. Availability, support and clinical responsibility
The platform supports an offline-first path so that community and low-connectivity workflows continue and sync when a connection returns. Support is provided per the service level of your plan. Clinical decision-support tools (for example allergy, drug-interaction, early-warning and screening checks) assist but do not replace professional judgement; the platform is an information-management tool and is not a diagnostic device or a substitute for qualified clinical care. The treating clinician remains solely responsible for every clinical decision, diagnosis and treatment. You are responsible for maintaining appropriate clinical governance, downtime procedures and data backups for continuity of care.
8. Warranties and disclaimers
We provide the service with reasonable skill and care. Except as expressly stated and to the maximum extent permitted by law, the service is provided “as is” and “as available”, and we disclaim all other warranties, whether express or implied, including merchantability, fitness for a particular purpose, and non-infringement. We do not warrant that the service will be uninterrupted or error-free.
9. Limitation of liability
To the maximum extent permitted by applicable law, neither party is liable for indirect, incidental, special, consequential or punitive damages, or for loss of profits, revenue, goodwill or data, arising out of or relating to the service. Our total aggregate liability arising out of or relating to the service is limited to the fees you paid to us for the service in the twelve (12) months preceding the event giving rise to the claim. Nothing in these terms excludes or limits liability that cannot lawfully be excluded or limited, including for death or personal injury caused by negligence, or for fraud.
10. Indemnity
You will indemnify and hold us harmless against third-party claims arising from your unlawful use of the platform, your breach of these terms or the Acceptable Use Policy, or your processing of personal or patient data without a valid legal basis or consent. We will indemnify you against third-party claims that the platform software, as provided by us, infringes that third party's intellectual-property rights.
11. Term, suspension and termination
These terms apply for as long as you use the service. Either party may terminate for material breach not cured within a reasonable period. On termination you may export your data during the agreed retention window, after which we will delete or anonymise it in accordance with the DPA and applicable law. We may suspend access immediately where required to protect the platform, other customers, or patient data, or where required by law.
12. Changes
We may update the service and these terms to reflect new features, security needs or legal requirements. Material changes are communicated in-product or by email; the version current at the time of use governs that use. Where a signed order form or master agreement exists, its change-control terms prevail.
13. Governing law and operator
ChartChronicle Health Technologies Limited (“ChartChronicle Health”, “we”, “us”, “our”) is a private company limited by shares incorporated in Nigeria and registered with the Corporate Affairs Commission (CAC), Nigeria under registration number RC 9585931 on 2 June 2026. Our registered office is Kilometer 10, Plot 6, Amugbekun Street, Apata, Ibadan, Oyo State, Nigeria. These terms are governed by the laws of the Federal Republic of Nigeria, and the parties submit to the exclusive jurisdiction of the courts of the Federal Republic of Nigeria.
14. Contact
Questions about these terms, or a request for the binding agreement, can be sent to hello@chartchronicle.com or through our contact form.