Terms of Service

These Terms of Service (“Terms”) govern access to and use of AesthetOS, a software-as-a-service platform designed for aesthetic clinics, medical practices, and other authorized professional users.

By creating an account, registering a clinic, starting a trial, purchasing a subscription, or otherwise accessing or using AesthetOS, you agree to these Terms.

If you are using AesthetOS on behalf of a clinic, company, medical practice, or other organization, you represent that you are authorized to accept these Terms on behalf of that organization.

If you do not agree to these Terms, you must not use AesthetOS.

AesthetOS is operated by Synaptrix AI S.R.L., Romania.

AesthetOS provides software tools designed to support clinic administration and operational workflows, including functions that may include:

• patient management;
• appointments and calendar management;
• treatment documentation;
• clinical imaging;
• consent management;
• communications;
• tasks;
• inventory;
• invoices and billing;
• reports;
• clinic administration;
• user and permission management;
• subscription and account management.

Features may vary depending on the selected subscription plan, platform configuration, jurisdiction, and product development.

AesthetOS may modify, improve, add, remove, or replace features from time to time.

AesthetOS is intended for professional and business use.

Clinics and their authorized users are responsible for ensuring that their use of AesthetOS complies with all laws, professional obligations, medical regulations, licensing requirements, privacy requirements, documentation requirements, and professional standards applicable to their activities.

AesthetOS does not provide medical advice, legal advice, tax advice, accounting advice, or regulatory advice.

The platform is a software tool and does not replace the professional judgment of qualified healthcare professionals.

Users must provide accurate and current information when creating an account.

Users are responsible for:

• maintaining the confidentiality of their login credentials;
• protecting access to their accounts;
• using appropriate passwords and security measures;
• ensuring that only authorized individuals use their account;
• promptly notifying AesthetOS of suspected unauthorized access or security incidents relating to their account.

Users must not share login credentials in a manner that compromises account security.

A clinic account must be created before protected clinic functionality can be used.

The user who creates a clinic may be assigned owner or administrator privileges.

Clinic owners and administrators are responsible for managing:

• clinic information;
• authorized users;
• roles and permissions;
• clinic settings;
• subscription management;
• compliance with applicable laws and professional requirements.

Clinic administrators must ensure that users are granted only the access necessary for their responsibilities.

Eligible new subscriptions may include a 14-day free trial.

Where a payment method is collected during registration or checkout, no subscription fee is intended to be charged during the free trial period.

Unless the subscription is cancelled before the end of the trial, the selected paid subscription may begin automatically at the end of the trial period and the applicable subscription fee may become payable.

Trial eligibility may be limited to one trial per customer, clinic, organization, payment identity, Stripe customer, or other reasonably related account identifier.

AesthetOS may refuse or terminate duplicate, fraudulent, abusive, or repeated trial registrations.

AesthetOS may offer different subscription plans, including plans such as Starter, Professional, and Enterprise.

Features, user limits, storage limits, support levels, clinic limits, billing intervals, and other conditions may differ between plans.

The current subscription plan and billing interval are displayed within the platform where applicable.

Enterprise plans may be subject to separate commercial terms.

Subscription fees are shown before purchase or subscription confirmation.

Fees may be charged monthly, annually, or according to another agreed billing interval.

Unless otherwise stated:

• subscription fees are exclusive of any taxes that may be legally applicable;
• subscriptions renew automatically until cancelled;
• the customer authorizes the payment provider to charge the applicable recurring subscription fees.

AesthetOS may change future subscription pricing.

Where required, reasonable notice will be provided before a price change becomes effective for an existing subscription.

Subscription payments may be processed by third-party payment providers such as Stripe.

AesthetOS does not intentionally store full payment card numbers.

Payment providers may process payment information according to their own terms and privacy policies.

The customer is responsible for maintaining a valid payment method.

The AesthetOS SaaS subscription system is separate from the patient invoicing and clinic billing functionality available inside AesthetOS.

A clinic’s invoices to its own patients are created and managed by the clinic.

AesthetOS is not a party to financial transactions between a clinic and its patients unless expressly stated otherwise.

The clinic remains responsible for the accuracy, legality, taxation, collection, and accounting treatment of patient invoices.

If a subscription payment fails, AesthetOS may mark the subscription as past due.

A temporary grace period may be provided during which the clinic may continue to access the service.

If payment is not successfully completed within the applicable grace period, access to certain write functions may be suspended.

Where technically implemented, the clinic may retain read-only access to stored data while subscription access is suspended.

AesthetOS may continue to allow access to subscription management, payment-method updates, and other functions required to restore the account.

AesthetOS may suspend or restrict account functionality where:

• subscription fees remain unpaid;
• the subscription has ended;
• the account has been cancelled;
• the account presents a security risk;
• the user materially breaches these Terms;
• continued use may violate applicable law;
• continued use may compromise the platform or other users.

Where appropriate and technically available, suspended clinics may retain read-only access to stored clinic information.

Suspension does not automatically mean that clinic data is immediately deleted.

Subscriptions may be cancelled through available subscription-management functionality or through the relevant payment portal where supported.

Unless otherwise stated, cancellation normally takes effect at the end of the current paid billing period.

The customer may continue using the applicable paid service until the end of that billing period unless access is suspended for another reason.

Where cancellation occurs during a free trial, paid billing should not begin if cancellation is successfully completed before the trial expires.

Where supported, a subscription scheduled for cancellation may be reactivated before the end of the current billing period.

A suspended or inactive subscription may be restored after successful payment or completion of the required subscription action.

Customers may be permitted to upgrade or downgrade between subscription plans.

Plan changes may be subject to:

• prorated billing adjustments;
• user limits;
• feature limits;
• storage limits;
• other plan-specific restrictions.

A downgrade may be blocked where the clinic currently exceeds the limits of the target plan.

AesthetOS will not automatically delete clinic users solely because a downgrade is blocked.

Subscription plans may include limits on the number of clinic users.

The platform may prevent the addition or activation of users where the applicable plan limit has been reached.

Customers are responsible for maintaining their user count within the limits of their selected plan.

The clinic retains responsibility for the patient, clinic, medical, operational, financial, image, document, and other data entered into AesthetOS by or on behalf of the clinic.

As between AesthetOS and the clinic, the clinic remains responsible for determining:

• what information is entered into the platform;
• why that information is processed;
• who is authorized to access it;
• how long it should be retained;
• whether applicable notices, permissions, or consents are required.

AesthetOS does not acquire ownership of clinic patient records merely because they are stored or processed through the platform.

AesthetOS may be used to process health-related and other sensitive information.

Clinics are responsible for ensuring that they are legally permitted to collect, upload, process, store, and otherwise use such information.

Clinics are also responsible for complying with applicable requirements concerning medical confidentiality, patient records, consent, data protection, and retention.

Users must upload only clinical images, documents, and other materials that they are authorized to process.

Clinics are responsible for obtaining any legally required patient consent or other legal basis for the capture, upload, storage, use, and processing of clinical images.

Where communication features are available, clinics are responsible for ensuring that messages are:

• sent to appropriate recipients;
• professionally appropriate;
• legally permitted;
• compliant with applicable privacy, medical confidentiality, marketing, and communications laws.

AesthetOS does not guarantee that third-party communication providers will deliver every message successfully.

AesthetOS may provide tools for creating, managing, storing, or using consent forms, documents, templates, and similar materials.

Any template provided by AesthetOS is intended as a software convenience and must not be assumed to satisfy every legal, medical, professional, or jurisdiction-specific requirement.

Clinics are responsible for reviewing and adapting their own consent materials.

Users are responsible for the accuracy and completeness of information entered into the platform.

AesthetOS is not responsible for errors resulting from incorrect, incomplete, outdated, or improperly entered clinic or patient information.

AesthetOS is designed as a multi-tenant platform.

Users must not attempt to access data belonging to another clinic or organization without authorization.

Users must not bypass, disable, interfere with, probe, reverse engineer, or circumvent access controls, authorization mechanisms, security controls, or clinic-level data restrictions.

Users must not use AesthetOS:

• for unlawful purposes;
• to violate patient confidentiality;
• to infringe intellectual property or privacy rights;
• to upload malware or malicious code;
• to attempt unauthorized system access;
• to interfere with platform availability;
• to conduct security testing without authorization;
• to impersonate another person or organization;
• to transmit fraudulent, deceptive, abusive, or unlawful content;
• to use the platform in a way that could damage AesthetOS, its infrastructure, its providers, or other users.

AesthetOS, including its software, interface, workflows, branding, design, documentation, source code, object code, databases, trademarks, logos, and other proprietary materials, is protected by applicable intellectual property laws.

Except for the limited right to use the service under these Terms, no ownership rights in AesthetOS are transferred to the customer.

Customers may not copy, resell, sublicense, reproduce, reverse engineer, decompile, or create derivative works from the platform except where such restriction is prohibited by applicable law.

If users voluntarily provide suggestions, ideas, comments, or feedback concerning AesthetOS, AesthetOS may use that feedback to improve the platform without obligation to compensate the user, provided that such use does not disclose confidential patient information.

AesthetOS may integrate with or rely on third-party services.

Examples may include:

• payment providers;
• email providers;
• authentication providers;
• hosting and infrastructure providers;
• external calendar providers;
• communications providers.

Third-party services may be governed by their own terms and privacy policies.

AesthetOS is not responsible for the independent operation, availability, policies, or failures of third-party services outside AesthetOS’s reasonable control.

AesthetOS aims to provide reliable service but does not guarantee uninterrupted or error-free availability.

The platform may be temporarily unavailable due to:

• maintenance;
• updates;
• infrastructure failures;
• third-party service failures;
• internet outages;
• security incidents;
• force majeure events;
• technical issues outside reasonable control.

AesthetOS may perform maintenance, updates, migrations, or other technical operations as reasonably necessary.

AesthetOS may implement backup, redundancy, recovery, and continuity measures according to its infrastructure and operational practices.

However, clinics remain responsible for complying with any independent professional or legal obligations requiring them to maintain copies, exports, backups, or other records outside AesthetOS.

AesthetOS uses reasonable technical and organizational safeguards designed to protect the platform and its information.

No software system or internet-based service can guarantee absolute security.

Users must promptly notify AesthetOS if they discover or reasonably suspect:

• unauthorized access;
• compromised credentials;
• security vulnerabilities;
• data exposure;
• misuse of an account.

Security inquiries may be directed to:

support@aesthetos.io

Use of AesthetOS is also governed by the AesthetOS Privacy Policy.

Where AesthetOS processes personal data on behalf of a clinic, additional data-processing terms may apply.

Where supported by the platform, clinics may be able to export certain information.

Clinics should complete any necessary export before requesting deletion of a clinic or account.

Termination, cancellation, or expiration of a subscription does not necessarily result in immediate deletion of all data.

Data may be retained where required for:

• legal obligations;
• regulatory obligations;
• medical-record requirements;
• accounting obligations;
• security purposes;
• dispute resolution;
• legitimate operational requirements.

AesthetOS may provide functionality to request deletion of a user account or clinic.

Deletion requests may require verification and may be subject to applicable retention obligations.

Deletion of a clinic may affect all users and data associated with that clinic.

Clinic owners and administrators are responsible for ensuring that any required records are exported or preserved before requesting deletion.

AesthetOS is an administrative and workflow platform.

Information, calculations, suggestions, alerts, workflows, templates, dashboards, automation, or other software-generated output must not be treated as a substitute for professional clinical judgment.

Healthcare professionals remain solely responsible for medical decisions, diagnosis, treatment, patient assessment, prescribing, informed consent, and clinical care.

AesthetOS is designed to support professional workflows but does not guarantee that use of the platform alone satisfies all requirements applicable to a particular clinic, country, canton, state, profession, specialty, regulator, or healthcare system.

Each clinic is responsible for determining whether its use of AesthetOS complies with its own legal and regulatory obligations.

To the maximum extent permitted by applicable law, AesthetOS is provided on an “as available” and “as is” basis.

AesthetOS does not warrant that:

• the service will always be uninterrupted;
• every feature will always be available;
• the platform will be error-free;
• third-party services will remain available;
• the service will satisfy every legal or regulatory requirement applicable to every user.

Nothing in these Terms excludes warranties or rights that cannot legally be excluded.

To the maximum extent permitted by applicable law, AesthetOS and its operator will not be liable for indirect, incidental, special, consequential, exemplary, or punitive damages, or for loss of profit, revenue, business opportunity, goodwill, or anticipated savings arising from use of the service.

AesthetOS is not responsible for losses caused by:

• inaccurate information entered by users;
• professional or medical decisions;
• unauthorized use of user credentials;
• third-party service failures;
• internet or infrastructure failures outside reasonable control;
• misuse of the platform;
• failure by a clinic to comply with applicable legal or professional obligations.

To the extent permitted by law, the aggregate liability of AesthetOS arising out of or relating to the paid service will not exceed the subscription fees actually paid by the relevant customer to AesthetOS during the twelve months immediately preceding the event giving rise to the claim.

This limitation does not apply where liability cannot legally be limited or excluded.

To the extent permitted by applicable law, a clinic or customer agrees to be responsible for claims, losses, or costs resulting from:

• unlawful use of AesthetOS;
• breach of these Terms;
• violation of patient rights;
• unauthorized use of patient information;
• violation of applicable professional or regulatory obligations;
• content or data uploaded by or on behalf of the clinic.

This provision applies only to the extent legally enforceable.

AesthetOS may suspend or terminate access where reasonably necessary because of:

• material breach of these Terms;
• unlawful activity;
• non-payment;
• security threats;
• fraudulent conduct;
• abuse of the service;
• legal or regulatory requirements.

Where reasonably possible, AesthetOS may provide notice and an opportunity to remedy the issue before termination.

AesthetOS may change or improve the service over time.

Features may be added, modified, replaced, or discontinued.

Where a material change significantly affects paid customers, AesthetOS may provide reasonable notice where appropriate.

These Terms may be updated from time to time.

The current version will be published on this page together with the applicable “Last updated” date.

Continued use of AesthetOS after updated Terms become effective may constitute acceptance of the updated Terms where permitted by applicable law.

These Terms are governed by the laws of Romania, without prejudice to any mandatory consumer or other statutory rights that cannot legally be excluded.

Where legally permissible, disputes relating to these Terms or the AesthetOS service will be subject to the competent courts in Romania.

If any provision of these Terms is found to be invalid or unenforceable, the remaining provisions will remain in effect to the fullest extent permitted by law.

These Terms, together with the Privacy Policy and any applicable subscription, enterprise, data-processing, or other written agreement, constitute the agreement governing use of AesthetOS.

If a separate written agreement expressly conflicts with these Terms, the separate written agreement will prevail to the extent of that conflict.

For questions regarding these Terms:

AesthetOS

Synaptrix AI S.R.L., Romania

General inquiries: hello@aesthetos.io

Support: support@aesthetos.io

Privacy matters: privacy@aesthetos.io