Terms of Service

MedOS by Cairn

Effective Date: June 2026 Last Updated: August 22, 2026

Welcome to MedOS, a cloud-based membership administration and patient engagement platform for concierge and direct-care medical practices. These Terms of Service ("Terms") govern your access to and use of the MedOS platform ("Services") offered by Cairn Advisory, LLC ("Provider," "we," "us," or "our").

By accessing or using MedOS, you agree to be bound by these Terms. If you do not agree, do not use the Services.

1. Who Can Use MedOS

You may use MedOS if you are:

At least 18 years old
A healthcare professional (physician, nurse practitioner, physician assistant, or practice administrator)
Not prohibited from using the Services under applicable law

If you are using MedOS on behalf of an organization (e.g., a medical practice or accelerator), you represent and warrant that you have the authority to bind that organization to these Terms.

2. Your Account

2.1 Registration You agree to provide accurate, complete, and current information when creating your account. You are responsible for maintaining the confidentiality of your password and account. You agree to notify us immediately of any unauthorized use of your account.

2.2 Acceptable Use You agree not to use MedOS to:

Violate any applicable law or regulation
Transmit malware, viruses, or harmful code
Engage in unauthorized access, hacking, or denial-of-service attacks
Infringe on anyone's intellectual property or privacy rights
Harass, defame, threaten, or abuse any person
Reverse engineer, decompile, or attempt to derive the source code
Resell or sublicense access to the Services
Use the Services for competitive benchmarking or product development

We reserve the right to suspend or terminate your account if you violate these rules.

3. The Services

3.1 What MedOS Does MedOS is a multi-tenant cloud platform for managing a practice's membership program and its communication with members. The Services include a member roster with contract terms and renewal dates, automated and one-off email campaigns, public intake forms, member surveys, a branded patient content library, and a membership-health dashboard. They also include access to the platform, online documentation, and email support during business hours (Monday–Friday, 9 AM–5 PM Eastern).

3.2 What MedOS Doesn't Do

MedOS is not an electronic health record and is not designed to hold clinical records — there is no facility for diagnoses, laboratory results, medications, or treatment notes
MedOS is not HIPAA-compliant by default, and no Business Associate Agreement is in place unless separately executed
We do not provide legal, tax, accounting, or medical advice
We do not guarantee that MedOS will integrate with all third-party systems
We do not provide phone support or on-site training

3.3 Multi-Tenant Architecture MedOS is shared infrastructure serving multiple users. Your data is logically isolated, but you acknowledge that:

Other users share the same underlying servers
We may perform maintenance that briefly interrupts service
We collect aggregated, de-identified analytics to improve the platform

4. Your Data and Privacy

4.1 What Data You Can Store MedOS holds personal information about the individuals your practice serves — its members — as well as about your practice and its staff. You may store:

Member names, email addresses, telephone numbers, and postal addresses
Membership tier, contract value, payment cadence, and start, renewal, and expiry dates
Referral source and membership status
Member responses to surveys you send, which are stored linked to the member who submitted them
Practice details: locations, contact information, branding, and staff accounts

4.2 What Data You Cannot Store

Do not store clinical records in MedOS — diagnoses, laboratory results, medications, treatment plans, or chart notes — unless a Business Associate Agreement (BAA) has been executed with Provider. There is no feature intended for this purpose. You are responsible for the content your practice enters into free-text fields, and for the questions you choose to ask in surveys.

4.3 Your Responsibilities You are responsible for:

Ensuring all data is accurate and lawfully obtained
Complying with CCPA, GDPR, state privacy laws, and physician licensing board regulations
Notifying us of any security breaches or unauthorized access
Not storing sensitive data (passwords, payment card information, etc.) in MedOS

4.4 Our Use of Your Data You grant us permission to:

Process your data to provide the Services
Use aggregated, de-identified data for analytics and product improvement
Share your organization name and logo as a customer reference (with opt-out available)

We do not train machine learning models on your data. Where you choose to enable an AI feature, the relevant content is sent to the third-party provider you have configured, using credentials you supply, and is processed under that provider's terms. These features are off unless you turn them on.

For complete details, see our Privacy Policy.

5. Intellectual Property

5.1 Provider's IP All intellectual property in MedOS — including software, design, documentation, and features — belongs to Provider. You receive only a limited license to use the Services.

5.2 Your IP You retain all rights to your data. However, you grant Provider a non-exclusive license to use your data for the purposes stated in Section 4.4.

5.3 Feedback Any feedback or suggestions you provide about MedOS can be used by Provider without restriction or compensation.

6. Warranty Disclaimer

THE SERVICES ARE PROVIDED "AS IS" WITHOUT ANY WARRANTY, EXPRESS OR IMPLIED.

WE DISCLAIM ALL WARRANTIES, INCLUDING:

IMPLIED WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE
WARRANTIES THAT THE SERVICES WILL BE UNINTERRUPTED, ERROR-FREE, OR SECURE
WARRANTIES THAT ALL DEFECTS WILL BE CORRECTED

We do not warrant that MedOS will meet your expectations, work with all third-party systems, or achieve any particular result.

7. Limitation of Liability

7.1 Cap on Liability TO THE MAXIMUM EXTENT PERMITTED BY LAW, OUR TOTAL LIABILITY TO YOU SHALL NOT EXCEED THE AMOUNT YOU PAID TO US IN THE PAST 12 MONTHS. IF YOU PAID NOTHING, OUR LIABILITY IS CAPPED AT $100.

7.2 Excluded Damages UNDER NO CIRCUMSTANCES ARE WE LIABLE FOR:

Lost profits, lost revenue, or lost data
Business interruption or loss of business opportunity
Indirect, incidental, special, or consequential damages
ANY DAMAGES ARISING FROM YOUR USE OR INABILITY TO USE MEDOS

These limitations apply even if we have been advised of the possibility of such damages.

7.3 Exceptions These limitations do not apply to:

Your indemnification obligations
Our indemnification for IP infringement
Our gross negligence or willful misconduct
Breaches of confidentiality

8. Fees and Payment

8.1 Pricing Fees are set out on our website or in an Order Form. Free trials are provided at no cost for the trial period.

8.2 Billing Invoices are due within 30 days. If payment is not received within 15 days of the due date, we may suspend your access without liability.

8.3 Taxes You are responsible for all sales, use, VAT, GST, and other taxes (excluding our income tax).

8.4 No Refunds Except as required by law, fees are non-refundable. If we suspend your account for non-payment, you forfeit any prepaid fees.

9. Termination

9.1 Your Right to Terminate You may cancel your account and stop using MedOS at any time by contacting support@cairnadvisory.co. Your access will cease immediately.

9.2 Our Right to Terminate We may suspend or terminate your account if you:

Breach these Terms
Violate applicable law
Fail to pay fees
Become insolvent or bankrupt

9.3 After Termination Upon termination:

Your right to access MedOS ceases immediately
We will retain your data for 30 days to allow export; after 30 days, it will be permanently deleted, other than the limited account records described in the Privacy Policy
We are not liable for any data loss after the 30-day retention period

10. Confidentiality

Each party agrees to protect the other's confidential information using reasonable care. Confidential Information does not include information that is public, rightfully received from a third party, independently developed, or required to be disclosed by law.

11. Changes to These Terms

We may update these Terms at any time by posting the revised version on our website or notifying you by email. Continued use of MedOS after such notification constitutes acceptance of the updated Terms. If you do not accept updated Terms, you must stop using MedOS.

12. Dispute Resolution

12.1 Governing Law These Terms are governed by the laws of the State of Michigan, without regard to its conflict-of-law principles.

12.2 Venue Both parties agree to exclusive jurisdiction in the state and federal courts located in Michigan.

12.3 Informal Resolution Before pursuing formal legal action, we encourage you to contact us at support@cairnadvisory.co to attempt to resolve the dispute informally.

13. General Provisions

13.1 Entire Agreement These Terms, along with our Privacy Policy, constitute the entire agreement between you and Provider regarding your use of MedOS.

13.2 Severability If any provision of these Terms is invalid or unenforceable, the remaining provisions continue in full force and effect.

13.3 No Waiver Our failure to enforce any provision does not constitute a waiver of that provision or any other right.

13.4 Relationship You and Provider are independent parties. Nothing in these Terms creates a partnership, joint venture, agency, or employment relationship.

13.5 Third-Party Links MedOS offers optional integrations with third-party services, currently a CRM connector (HubSpot) and a content connector (Prismic), each connected by you and off unless you enable it. Your use of those services is governed by their terms, not ours. We are not responsible for third-party services.

14. Contact Us

If you have questions about these Terms, our Services, or your account, please contact us at:

Cairn Advisory, LLC Email: support@cairnadvisory.co