PatientsCo Terms of Service
Effective Date: 02/04/2025
Welcome to PatientsCo. By using our services, you agree to the following terms and conditions.
1. Services Overview
PatientsCo provides website services for healthcare providers, including:
- Website design, development, and managed hosting
- Ongoing maintenance and performance optimization
- Managed marketing services (Google Ads)
2. Client Access
- Website Access: Clients receive editor access to their WordPress website by default. Administrator access can be granted by opening a support ticket to ensure security.
- Hosting Access: Control panel-based access (e.g., cPanel) is not provided.
- Plugin & Theme Restrictions: Clients cannot add plugins or change themes to maintain the website’s visual appeal and functionality. To request additional plugins, please open a support request.
3. Ownership & Transferability
- Ownership: Upon full payment, all website content, designs, and data belong to the client.
- Website Transfer: Upon request, we provide a downloadable copy of all website files. Full migration is available for a fee starting at $500.
- Data Migration Assistance: Additional data migration support is available at an extra cost.
4. Hosting & Security
- Managed Hosting: Secure, monitored hosting with daily backups and performance optimization.
- Backup Services: Daily backups with offsite encrypted copies. Clients may request additional backups.
- Security Measures: SSL, firewalls, vulnerability scans, and Kinsta Enterprise hosting (SOC 2 Type II compliant).
5. Marketing Services
- Social Media Marketing: PatientsCo does not provide social media content creation or scheduling.
- Paid Advertising:
- Paid ad management (Google, Facebook, Instagram)
- Analytics reporting and compliance with platform policies
- Ad Spend: Clients pay ad platforms directly; PatientsCo fees cover management and optimization.
- Performance: No guarantees on specific results (ROI, follower growth, conversions) due to market variables.
- Client Approval: All campaign strategies, ads, and major budget changes require client approval.
6. Billing & Payments
- Services are billed monthly or annually, as agreed.
- Late payments may result in service suspension after prior notice.
- Clients must communicate marketing budget limits; PatientsCo is not liable for overspending unless agreed.
7. Support
- Technical Support: Covers hosting, security, and maintenance.
- Marketing Support: Includes campaign adjustments and compliance assistance.
- Response Time: Typically within 24-48 business hours.
- Additional Services: New features or redesigns may incur extra fees.
8. Client Responsibilities
- Clients must provide accurate content and ensure compliance with healthcare regulations (e.g., HIPAA).
- Prohibited activities include deceptive marketing, illegal content, and sharing credentials with unauthorized parties.
- Clients must adhere to the acceptable use policies of hosting and marketing platforms.
9. Termination & Website Transfer
- Clients may terminate services with written notice. Refunds for prepaid services are subject to contract terms.
- PatientsCo may terminate services for violations of these terms or non-payment.
- Minimum Commitment: New websites require a 12-month service commitment.
- Early termination incurs a fee of 50% of the remaining annual service value.
- Example: $499/month plan with 8 months remaining → ($499 × 8 × 0.50) = $1,996 transfer fee.
- Website Transfer Process: After meeting the minimum commitment or paying the transfer fee:
- Clients must submit a written request.
- All outstanding balances must be paid.
- Transfer completion occurs within 14 business days.
- Non-Transferable Items:
- Licensed plugins/themes (unless purchased by the client).
- Proprietary PatientsCo tools and third-party services tied to PatientsCo accounts.
- Transfer Package Includes:
- WordPress core files, database, media, and theme files (if transferable).
- 30 days of basic technical support for transition.
10. Liability & Compliance
- PatientsCo is not responsible for:
- Data loss due to cyberattacks or natural disasters.
- Unauthorized third-party changes to websites or campaigns.
- Hosting-related outages beyond our control.
- Marketing platform suspensions due to policy violations.
- HIPAA violations caused by client-provided data or unauthorized disclosures.
- Clients must regularly review their website and marketing activities for compliance.
11. Amendments
PatientsCo may update these terms. Clients will be notified of significant changes and may terminate their agreement if they disagree.
12. Governing Law
These terms are governed by the laws of Texas. Any disputes will be resolved in Texas courts.
13. Hosting & Marketing Platform Terms
By using our services, clients agree to the terms of:
- WPEngine and Kinsta for hosting
- Google Ads and Facebook Advertising for marketing
Clients should review these third-party terms as they may impact service availability, compliance, and data policies.
Contact [email protected] for any questions, concerns or requests.