Terms of service

These terms are between Surgi-Sys (“we”, “us”) and the organisation that has created a workspace (“you”, “the customer”). If you are agreeing on behalf of a facility or company, you confirm you are authorised to do so.

By creating a workspace or using the service you accept these terms. If you do not accept them, do not use the service.

Surgi-Sys is inventory management software for surgical facilities. It records stock, lot numbers, expiration dates, procedures, purchasing and the reports derived from them.

It is not a medical device. It does not diagnose, treat, or provide clinical decision support, and nothing it displays should be treated as clinical advice. Decisions about patient care remain entirely yours.

It is also not an electronic health record, a billing or claims system, or a sterile processing tracker.

You are responsible for who you invite, what role you give them, and for removing people who leave. Each person must use their own account — shared logins defeat the audit trail the software exists to keep, and we cannot help you investigate a discrepancy if three people share a sign-in.

Tell us promptly if you believe an account has been compromised.

Everything you put into Surgi-Sys remains yours. We claim no ownership of it.

We use it only to provide and support the service. We do not sell it, rent it, share it with third parties for their own purposes, or use it to train machine-learning models. We may use aggregated, fully anonymised statistics — for example, how many facilities use a given feature — where no customer or patient could be identified.

You can ask for a complete export of your data at any time, for any reason, at no charge.

Surgi-Sys stores a chart or accession reference against the supplies used on a case. Where that constitutes protected health information under HIPAA, we act as a business associate and will enter into a business associate agreement with you on request. The BAA, once signed, governs our handling of that information and takes precedence over these terms where they conflict.

You agree not to enter patient names, dates of birth, diagnoses or other clinical detail into Surgi-Sys. There is no field that asks for them, and the service is designed so it never needs them.

The subscription is $149 per facility per month, or $1,490 per facility per year, plus any applicable tax. Prices are in US dollars.

New workspaces get a 30-day free trial. We collect a payment method when you sign up but do not charge it during the trial. If you cancel before the trial ends you are charged nothing.

After the trial the subscription renews automatically each period until cancelled. We will give you at least 30 days’ notice before any price increase, and it will not take effect until your next renewal.

You can cancel at any time from the billing screen. Cancellation takes effect at the end of the period you have already paid for; we do not pro-rate a partial period.

When a subscription ends, your workspace becomes read-only. We do not delete your records. You can still sign in, read and print everything, including the traceability reports you would need to respond to a recall. Ask us for a full export and we will send it at no charge.

We will keep a read-only workspace for at least 12 months. After that we may delete it, and we will email the workspace owner at least 30 days before we do. You can ask us to delete it sooner.

We may suspend a workspace if payment fails and remains unresolved, if it is being used unlawfully, or if its use is materially degrading the service for other customers.

Except where we are legally required to act immediately, we will contact you first and give you a reasonable opportunity to put it right. A failed payment alone results in a read-only workspace, not deletion.

We aim for the service to be available at all times and we monitor it, but we do not offer a contractual uptime guarantee on the standard subscription. We carry out maintenance outside typical operating hours where we can, and give notice of anything that will interrupt service.

Support is by email to support@surgi-sys.com, included in the subscription. We aim to respond within one business day.

Because inventory records matter to your operations, we advise keeping your own periodic export. We take daily backups, and you should not have to rely on them alone.

You agree not to:

• use the service unlawfully, or to store unlawful content;
• attempt to access another customer’s workspace or data;
• probe, scan or test the security of the service without our written permission, other than to report a vulnerability in good faith;
• resell or provide the service to a third party without our agreement;
• upload material intended to damage the service or its users.

Reporting a security problem in good faith is welcome and will never be treated as a breach of these terms.

The software, its design and its documentation remain ours. Your subscription grants you the right to use the service, not ownership of it. Nothing here transfers rights in your own data to us.

We will provide the service with reasonable skill and care, and we will not knowingly introduce malicious code.

Beyond that, and to the extent the law allows, the service is provided as it is. We do not warrant that it will be uninterrupted or error-free, nor that the records it holds will be accurate where the underlying data was entered incorrectly or imported from a system that held it incorrectly.

You remain responsible for verifying stock, expiration dates and lot numbers before use in a clinical setting. Surgi-Sys is a record of what you told it. It is not a substitute for reading the packaging.

Neither party excludes liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot lawfully be excluded.

Subject to that, our total liability arising out of or in connection with these terms in any 12-month period is limited to the fees you paid us in that period.

Neither party is liable to the other for indirect or consequential loss, or for loss of profit, revenue or anticipated savings.

If we fail to provide the service for a sustained period and cannot put it right, we will refund the fees for the affected period. That is in addition to, not instead of, your other rights.

We may update these terms. If a change materially affects your rights we will email the workspace owner at least 30 days before it takes effect, and you may cancel before then without penalty.

Small corrections — a clarified sentence, an updated address — take effect when published, and the date at the top of this page changes.

If any part of these terms is found unenforceable, the rest continues to apply. A failure to enforce a term is not a waiver of it.

You may not transfer these terms without our consent. We may transfer them as part of a sale or reorganisation of our business, and will tell you if we do.

These terms are the entire agreement between us about the service, except where a signed business associate agreement or a separately negotiated contract applies.

Questions about these terms: support@surgi-sys.com.