Terms and Conditions
1. Agreement to These Terms
These Terms and Conditions (“Terms”) govern access to and use of the MyCannaDoc clinic management software platform, websites, applications, support services, and related services (collectively, the “Service”) provided by MyCannaDoc (“MyCannaDoc,” “we,” “us,” or “our”).
By accessing or using the Service, you agree to these Terms. If you use the Service on behalf of a clinic, company, or other organization, you represent that you have authority to bind that organization, and “Customer” means that organization.
The Service may initially be provided through a time-limited free early access program, followed by optional paid subscription services, as further described in Section 11.
2. The Service
MyCannaDoc provides software tools for clinics and authorized clinic personnel.
The Service may include functionality for clinic registration, user and role management, office management, patient records, patient photos and files, recommendations, renewal recommendations, exemptions, caregiver recommendations, service dog verification letters, identification cards, mini recommendations, replacements, inventory workflows, invoices, receipts, notifications, activity monitoring, audit logs, and administrative support.
The Service is currently available through an early access program intended to support product evaluation, user feedback, testing, and ongoing development.
We may modify, add, or remove Service features from time to time. Some features may be experimental, in beta, or not yet enabled for all Customers.
3. No Medical, Legal, or Professional Advice by MyCannaDoc
MyCannaDoc is a software provider. We do not provide medical care, medical advice, diagnosis, treatment, legal advice, cannabis recommendation advice, professional licensing advice, or compliance advice.
Customers and their licensed professionals are solely responsible for all clinical decisions, patient relationships, medical evaluations, documentation, recommendations, approvals, denials, prescriptions or non-prescription recommendations, legal compliance, professional licensing, and use of generated documents.
4. Customer Responsibilities
Customer is responsible for:
- ensuring that only authorized personnel access the Service;
- assigning appropriate user roles, permissions, office restrictions, and access levels;
- maintaining accurate clinic, user, patient, recommendation, invoice, receipt, and document data;
- reviewing all generated documents and records for accuracy before use, printing, sending, or relying on them;
- complying with HIPAA, state privacy laws, medical cannabis laws, professional licensing rules, recordkeeping laws, patient consent requirements, and all other laws applicable to Customer’s operations;
- obtaining and maintaining all required patient authorizations, consents, notices, and permissions;
- promptly disabling access for former personnel or any person who should no longer have access;
- maintaining its own policies, procedures, and staff training for privacy, security, and compliance.
5. Users and Accounts
Users must provide accurate account information, keep credentials confidential, and promptly report suspected unauthorized access. Customer is responsible for all activity under its accounts and for actions taken by its Users.
We may suspend or restrict access if we reasonably believe an account is compromised, used unlawfully, violates these Terms, creates security risk, or may harm the Service, MyCannaDoc, Customers, Patients, or third parties.
Each Customer’s eligibility for the Free Trial Period is determined according to Section 11. Registering additional Users or offices under an existing Customer account does not restart or extend the Free Trial Period.
6. Patient Data and Customer Data
“Customer Data” means data, files, text, images, documents, patient information, user information, clinic information, recommendations, notes, invoices, receipts, and other content submitted to or created in the Service by or on behalf of Customer.
Customer retains ownership of Customer Data. Customer grants MyCannaDoc a limited right to process Customer Data to provide, secure, maintain, support, troubleshoot, and improve the Service; comply with applicable law; and perform obligations under these Terms or other applicable agreements.
Processing of Protected Health Information is subject to applicable law and any executed Business Associate Agreement. The right to improve the Service does not independently authorize the use or disclosure of PHI for purposes prohibited by applicable law or the BAA.
Customer is responsible for ensuring that Customer Data is lawful, accurate, complete, and appropriate for use in the Service.
7. HIPAA, PHI, and Business Associate Agreement
If Customer is a HIPAA-covered entity or otherwise requires MyCannaDoc to handle Protected Health Information (“PHI”) as a business associate, the parties must enter into a written Business Associate Agreement (“BAA”) or other required agreement before Customer uses the Service to store or process PHI, unless an existing written agreement already governs that processing.
If there is a conflict between these Terms and an executed BAA regarding PHI, the BAA controls for PHI. Customer remains responsible for its own HIPAA compliance, Notice of Privacy Practices, patient rights workflows, minimum necessary access, workforce training, and clinical recordkeeping obligations.
The Free Trial Period does not modify or waive any applicable privacy, security, confidentiality, or BAA obligations.
8. Acceptable Use
Customer and Users may not:
- access or attempt to access data, accounts, clinics, patients, files, or systems without authorization;
- use the Service to violate law, professional rules, patient rights, privacy laws, cannabis laws, or third-party rights;
- upload malicious code, attempt to disrupt the Service, bypass security controls, probe vulnerabilities without written permission, or perform unauthorized testing;
- share login credentials or allow unauthorized persons to use an account;
- enter false, misleading, unlawful, or unauthorized patient or clinical information;
- copy, reverse engineer, decompile, scrape, resell, sublicense, or commercially exploit the Service except as allowed by a written agreement;
- use the Service to send spam, unlawful communications, or content that violates applicable law.
9. Permissions, Audit Logs, and Activity Monitoring
The Service includes role-based permissions, audit logging, and activity monitoring features. These features are intended to help Customers manage access, investigate user actions, support security, and operate their clinics.
Customer is responsible for configuring permissions correctly and informing Users about monitoring, logging, and workplace policies as required by applicable law.
10. Documents, Recommendations, Invoices, and Receipts
The Service may generate or store recommendations, exemptions, caregiver documents, service dog letters, ID cards, mini recommendations, replacement documents, invoices, receipts, and related PDFs or files. These documents are generated based on data entered by Customer or Users.
Customer and authorized Users are solely responsible for reviewing document content, patient information, pricing, invoice and receipt details, provider information, signatures, licensing information, legal requirements, and clinical appropriateness before using, printing, sending, or relying on any document.
11. Early Access, Free Trial, and Future Paid Services
11.1. Early Access Program
MyCannaDoc is currently offered through an early access program that allows eligible clinics and authorized healthcare professionals to evaluate the Service before transitioning to paid subscription plans.
The early access program is intended to support product testing, collection of Customer feedback, identification and resolution of technical issues, and continued improvement of the Service.
Participation in the early access program is voluntary and does not require Customers to purchase a paid subscription.
11.2. Two-Month Free Trial Period
Each eligible Customer receives free access to the Service for two (2) calendar months beginning on the date the Customer successfully verifies the email address provided during registration and the clinic account is activated (the “Free Trial Period”).
Email verification is mandatory to complete registration. An account is not considered created or active until the email verification process has been successfully completed.
The Free Trial Period ends on the corresponding calendar date two months after account activation. If the ending month does not contain that calendar date, the Free Trial Period ends on the last calendar day of that month.
The account activation date and applicable Free Trial Period may be recorded in the Customer’s account and communicated through the Service or by email.
During the Free Trial Period, MyCannaDoc does not charge subscription fees for access to the Service. No credit card or payment information is required to register or activate an account.
Unless otherwise expressly agreed in writing, each Customer is eligible for one Free Trial Period. Creating additional accounts, adding offices, or registering additional Users does not automatically extend or renew the Free Trial Period.
11.3. Future Paid Subscription Plans
Following expiration of the Free Trial Period, continued access to the Service may require a paid subscription.
MyCannaDoc intends to introduce paid subscription plans for ongoing use of the Service. Subscription pricing, billing frequency, payment methods, plan features, and any additional applicable conditions will be communicated to Customers before paid subscription enrollment.
The availability and terms of paid plans may vary according to the features, services, or subscription options offered at that time.
11.4. Advance Notice of Pricing
Before the Free Trial Period expires, MyCannaDoc will provide the Customer with information about available paid subscription options and the steps required to continue using the Service.
Such notice may be delivered by email, through the Service, or by another reasonable communication method.
The notice will identify applicable pricing and material subscription conditions, or provide access to those conditions, before the Customer is asked to accept a paid subscription.
11.5. No Automatic Conversion or Charges
Expiration of the Free Trial Period does not automatically enroll the Customer in a paid subscription.
MyCannaDoc will not charge subscription fees unless the Customer has affirmatively accepted the applicable paid subscription terms and authorized payment.
If the Customer does not accept a paid subscription, no subscription fees will be charged solely as a result of expiration of the Free Trial Period.
Any future recurring billing or automatic renewal arrangement must be disclosed and accepted by the Customer before it becomes effective.
11.6. Expiration of Free Access
If the Customer chooses not to continue under an available paid subscription plan after the Free Trial Period ends, MyCannaDoc may suspend or restrict access to some or all Service functionality.
Where reasonably practicable, MyCannaDoc will provide notice before restricting access due solely to expiration of the Free Trial Period.
Customers are responsible for planning for continued access to legally required records and requesting available data exports before their access is restricted.
Expiration of the Free Trial Period does not eliminate the parties’ obligations regarding Customer Data, PHI, confidentiality, data retention, data return, or deletion under applicable law, the Privacy Policy, or an executed BAA.
11.7. Early Access Features and Feedback
During early access, features may be modified, enhanced, temporarily unavailable, or discontinued as part of ongoing product development.
Customers may voluntarily provide feedback, report technical issues, and suggest improvements.
MyCannaDoc may use feedback to evaluate, develop, and improve the Service, subject to applicable confidentiality, privacy, and data protection obligations.
Customers should not include identifiable Patient information or PHI in general product feedback unless such disclosure is authorized and conducted through an appropriate, secure process.
11.8. Changes to the Early Access Program
MyCannaDoc may modify or discontinue the early access program, subject to applicable law, contractual obligations, and any applicable BAA.
MyCannaDoc may also extend a Customer’s Free Trial Period or provide additional free access at its discretion. Any extension or additional access will be communicated to the affected Customer.
Changes that shorten an active Free Trial Period or materially affect Service access will be communicated in advance where reasonably practicable, except where immediate action is necessary for security, legal compliance, or other urgent reasons.
12. Support and Availability
We aim to provide a reliable Service, but we do not guarantee uninterrupted or error-free operation. The Service may be unavailable due to maintenance, updates, outages, security issues, hosting provider issues, third-party services, or events outside our control.
Support may be provided by email, in-app communication, or other channels we make available.
During the early access program, Customers may encounter features under development, technical issues, or changes to Service functionality. We encourage reporting such issues to help improve the Service.
13. Backups and Data Export
We may maintain operational backups for disaster recovery, security, and continuity. Operational backups may be retained for up to three (3) years, unless a shorter or longer period is required by applicable law, an applicable Business Associate Agreement, a written agreement with Customer, or our documented security and disaster-recovery requirements. Backups are not a substitute for Customer’s own compliance, record retention, export, or archival obligations.
Customer is responsible for maintaining any legally required records outside the Service if required by law or policy.
Data export features may be provided where available. Export scope, format, and availability may vary by feature and Customer configuration.
Customers who choose not to continue after the Free Trial Period should contact MyCannaDoc to request available export options before access is discontinued. Any legally or contractually required return, export, or deletion of PHI will be handled in accordance with applicable law and the BAA.
14. Privacy and Security
Our collection and use of information is described in our Privacy Policy. Customer and Users must use the Service in a manner consistent with the Privacy Policy, any applicable BAA, these Terms, and applicable law.
15. Third-Party Services
The Service may depend on third-party services such as hosting providers, database infrastructure, backup systems, email delivery providers, analytics or logging tools, payment processors if paid subscriptions are introduced, and other vendors.
We are not responsible for third-party services outside our control, but we will use commercially reasonable efforts to select providers appropriate for the Service.
16. Intellectual Property
MyCannaDoc and its licensors own the Service, software, code, design, workflows, documentation, templates, trademarks, and other intellectual property, except for Customer Data.
Subject to these Terms, Customer receives a limited, non-exclusive, non-transferable, revocable right to use the Service for its internal clinic operations during the period in which MyCannaDoc authorizes Customer to access the Service, including the applicable Free Trial Period and any subsequently agreed paid subscription term.
Feedback or suggestions may be used by us without restriction or compensation, provided we do not disclose Customer’s confidential information or Patient information in violation of applicable obligations.
17. Confidentiality
Each party may receive confidential information from the other. The receiving party will use reasonable care to protect confidential information and will use it only for purposes related to the Service, except as allowed by law, agreement, or the disclosing party’s authorization.
18. Termination
Customer may stop using the Service at any time.
During the Free Trial Period, MyCannaDoc may suspend, restrict, or terminate access for security risk, unlawful use, material breach, operational or product reasons, discontinuation of the early access program, or as otherwise permitted by applicable law or written agreement.
Following expiration of the Free Trial Period, access may be restricted or suspended if the Customer has not accepted an applicable paid subscription or other authorized access arrangement.
Any paid subscription termination, cancellation, renewal, or refund conditions will be governed by the applicable subscription terms accepted by the Customer.
After termination, access to the Service may be disabled. Data deletion, export, return, retention, and backup handling will be governed by applicable law, agreements, including any BAA, and our applicable operational policies.
19. Disclaimers
THE SERVICE IS PROVIDED “AS IS” AND “AS AVAILABLE” TO THE MAXIMUM EXTENT PERMITTED BY LAW. WE DISCLAIM WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, NON-INFRINGEMENT, AND ANY WARRANTIES ARISING FROM COURSE OF DEALING OR USAGE OF TRADE.
WE DO NOT WARRANT THAT THE SERVICE WILL BE ERROR-FREE, UNINTERRUPTED, SECURE AGAINST ALL THREATS, OR THAT GENERATED DOCUMENTS WILL BE LEGALLY OR CLINICALLY SUFFICIENT FOR CUSTOMER’S PARTICULAR USE.
DURING EARLY ACCESS, SOME SERVICE FEATURES MAY BE UNDER ACTIVE DEVELOPMENT OR SUBJECT TO CHANGE.
20. Limitation of Liability
TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, MYCANNADOC AND ITS OWNERS, AFFILIATES, LICENSORS, SERVICE PROVIDERS, CONTRACTORS, PERSONNEL, AND REPRESENTATIVES WILL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, EXEMPLARY, ENHANCED, OR PUNITIVE DAMAGES; LOSS OF PROFITS, REVENUE, BUSINESS, OPPORTUNITY, GOODWILL, OR REPUTATION; BUSINESS INTERRUPTION; LOSS, CORRUPTION, OR UNAVAILABILITY OF DATA; COSTS OF SUBSTITUTE SERVICES; OR ANY OTHER SIMILAR LOSS, WHETHER ARISING IN CONTRACT, TORT (INCLUDING NEGLIGENCE), STRICT LIABILITY, STATUTE, OR ANY OTHER THEORY, EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGES AND EVEN IF A REMEDY FAILS OF ITS ESSENTIAL PURPOSE.
TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, MYCANNADOC’S TOTAL AGGREGATE LIABILITY ARISING OUT OF OR RELATING TO THE SERVICE, THESE TERMS, CUSTOMER DATA, OR ANY RELATED CLAIMS WILL NOT EXCEED ONE HUNDRED U.S. DOLLARS (US $100), UNLESS A DIFFERENT LIABILITY LIMIT IS EXPRESSLY AGREED IN AN APPLICABLE WRITTEN PAID SUBSCRIPTION AGREEMENT. THIS CAP APPLIES IN THE AGGREGATE TO ALL CLAIMS AND CAUSES OF ACTION, REGARDLESS OF THE NUMBER OF EVENTS, CLAIMS, USERS, OR THEORIES OF LIABILITY.
CUSTOMER ACKNOWLEDGES THAT THE SERVICE IS PROVIDED WITHOUT SUBSCRIPTION FEES DURING THE FREE TRIAL PERIOD AND THAT THE DISCLAIMERS AND LIMITATIONS IN THESE TERMS ARE A FUNDAMENTAL BASIS OF THE BARGAIN BETWEEN CUSTOMER AND MYCANNADOC.
NO LIMITATION OR EXCLUSION IN THESE TERMS APPLIES TO LIABILITY THAT CANNOT LAWFULLY BE LIMITED OR EXCLUDED UNDER APPLICABLE LAW. NOTHING IN THIS SECTION OVERRIDES ANY APPLICABLE OBLIGATIONS OR EXPRESSLY AGREED LIABILITY PROVISIONS UNDER A BUSINESS ASSOCIATE AGREEMENT.
21. Indemnification
Customer will defend, indemnify, and hold harmless MyCannaDoc from claims, damages, liabilities, costs, and expenses arising from Customer Data, Customer’s clinical or professional services, Customer’s legal or regulatory non-compliance, Customer’s misuse of the Service, Customer’s violation of these Terms, or unauthorized access caused by Customer or its Users.
22. Governing Law and Disputes
These Terms and any dispute arising out of or relating to the Service will be governed by applicable United States federal law and, where state law applies, by the state law determined under the applicable conflict-of-law rules. Nothing in these Terms is intended to require the application of the law of a particular state where such choice would be invalid or inapplicable.
Before filing a formal claim, Customer agrees to first provide MyCannaDoc written notice describing the dispute and to allow at least thirty (30) days for a good-faith effort to resolve it informally, unless emergency or injunctive relief is reasonably necessary.
TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, ANY DISPUTE THAT CANNOT BE RESOLVED INFORMALLY WILL BE RESOLVED ON AN INDIVIDUAL BASIS AND NOT AS PART OF A CLASS, COLLECTIVE, CONSOLIDATED, OR REPRESENTATIVE ACTION. EACH PARTY WAIVES, TO THE MAXIMUM EXTENT PERMITTED BY LAW, ANY RIGHT TO A JURY TRIAL. Any action that must be brought in court will be brought in a court of competent jurisdiction with authority over the parties and the dispute.
Mandatory rights or remedies that cannot lawfully be waived are not affected by this Section.
23. Changes to These Terms
We may update these Terms from time to time. The “Last updated” date above indicates when the Terms were last revised.
Material changes may be communicated through the Service, email, or another reasonable method.
We will communicate material changes to Free Trial Period terms, access conditions, or applicable subscription arrangements in advance where reasonably practicable.
The introduction of paid subscription plans does not, by itself, constitute Customer acceptance of paid services. Any paid subscription requires the affirmative acceptance described in Section 11.
Continued use of the Service after changes become effective means you accept the updated Terms, except that continued use alone does not authorize paid subscription charges without the acceptance and authorization required by Section 11.
24. Contact
MyCannaDoc
Email: support@mycannadoc.com
Phone: (818) 647-1172