Terms & privacy

01The service

Smart HMIS is a cloud hospital management system. After you register, your hospital receives its own workspace with the modules in your package. We operate and maintain the platform; you decide how your teams use it.

02Accounts & access

• The person who registers becomes the hospital administrator and is responsible for the staff accounts they create.
• Keep passwords private. Choose strong ones — the system requires at least 10 characters with letters and numbers.
• Repeated failed sign-ins are slowed down automatically to protect your account.

03Packages, patient limits & billing

• Packages are sized by the number of patients on file. Every package includes all modules and unlimited staff accounts.
• New hospitals start with a 14-day free trial; no payment details are needed to begin.
• We e-mail the hospital when it reaches 80%, 95% and 100% of its patient allowance. At 100%, registering new patients pauses until the package is upgraded — existing patients and records are never affected.
• You can upgrade at any time; the new package starts once payment is confirmed.
• If a subscription ends, access pauses after a short grace period and resumes on renewal. Nothing is deleted.

04Your data & privacy

• Patient and hospital data belongs to the hospital. We process it only to provide the service.
• Each hospital has its own separate database and file storage. Staff at one hospital cannot see another hospital’s records.
• We do not sell personal or medical data and do not share it with advertisers.
• You are responsible for having the lawful basis and patient consent your local regulations require.

05Security

• Passwords are stored as one-way hashes; password-reset links are single-use and expire after 60 minutes.
• Sessions are isolated per hospital and protected against request forgery.
• Uploaded files are stored privately per hospital and can never be executed as code.

06Acceptable use

Use the service lawfully and for healthcare operations. Do not attempt to access other hospitals’ data, disrupt the platform, or upload malicious files. We may suspend accounts that put the platform or other customers at risk.

07Availability & support

We work to keep the platform available and to back up data regularly, but cannot promise uninterrupted service. Support is by e-mail on every package, with priority and phone support on higher packages.

08Ending your subscription

You can stop at any time. On request we can provide an export of your data before the account is closed. Closed accounts are removed after a retention period we will tell you about.

09Liability

Smart HMIS supports clinical and administrative work but does not replace professional medical judgement. To the extent the law allows, our liability is limited to the fees you paid in the preceding three months.

10Changes to these terms

We may update these terms as the service evolves. We will notify the hospital administrator of material changes before they apply.

11Contact

Questions about these terms or your data? Contact your account manager or reply to any e-mail from us.