Terms of Service

These Terms of Service ("Terms") form a binding agreement between you and ClinPlacer Kenya ("ClinPlacer," "we," "us," or "our"), governing your access to and use of the ClinPlacer website, platform, and mobile applications (collectively, the "Services").

By creating an account, accessing the platform, clicking "I agree," or making payment for a subscription, you confirm that you have read, understood, and agree to be bound by these Terms and by our Privacy Policy, which is incorporated into these Terms by reference.

Institutional authority. If you are accessing the Services on behalf of a school, training institution, hospital, or clinical facility, you represent and warrant that you hold the authority to bind that institution to these Terms, and that "you" in that context refers to both you individually and the institution you represent.

Continued use. Your continued access to or use of the Services after any update to these Terms constitutes acceptance of the revised Terms, as described in Section 21 (Changes to These Terms).

To keep these Terms readable across every type of user, the following terms have specific meanings wherever they appear, capitalized, in this agreement:

• ClinPlacer / Platform — the ClinPlacer website, web application, mobile applications, APIs, and related services operated by ClinPlacer Kenya.
• School / Institution — an accredited nursing, medical, or allied-health training institution that uses ClinPlacer to coordinate clinical placements for its Students.
• Facility — a hospital, clinic, or other healthcare institution that hosts Students for clinical placement and uses ClinPlacer to manage capacity and placement decisions.
• Student — an individual enrolled at a School who is placed, or seeking placement, at a Facility through the Platform.
• Administrator — a User granted elevated permissions to manage a School's or Facility's account, users, and configuration on the Platform.
• User — any individual who accesses the Platform under a School, Facility, or individual account, including Administrators, supervisors, and Students.
• Clinical Placement — the process by which a Student is assigned to complete a period of supervised clinical training at a Facility, coordinated through the Platform.
• Services — collectively, all features made available through the Platform, including placement coordination, MRP management, rotation scheduling, reporting, notifications, and analytics.

ClinPlacer is a coordination and monitoring platform for clinical placements. Depending on your subscription plan, the Services may include:

• Clinical placement coordination between Schools and Facilities
• Placement application submission and review workflows
• Facility capacity and Merit Rank Placement (MRP) management
• Rotation scheduling and calendar coordination
• Reporting, dashboards, and analytics for Administrators
• Automated notifications and monitoring of placement status

What ClinPlacer does not do. ClinPlacer facilitates coordination and administrative workflow between Schools, Facilities, and Students. It does not guarantee placement availability, academic progression, professional licensing, employment outcomes, or institutional approvals. Final decisions on admissions, placement offers, grading, and licensing remain entirely with the relevant School, Facility, or regulatory body.

To use ClinPlacer, you must:

• Be at least 18 years old, or the age of majority in your jurisdiction, or be enrolled as a Student at a School with that School's authorization to use the Platform under adult supervision where required by law
• Be affiliated with a School, Facility, or other institution authorized to use ClinPlacer, or be individually invited by an authorized Administrator
• Have the legal capacity to enter into a binding agreement, or act with the authorization of an institution that does
• Not be barred from using the Services under applicable Kenyan law or the law of your jurisdiction

Institutions are responsible for verifying that any Student or staff account they create or approve meets these eligibility requirements.

You are responsible for the security and proper use of your account:

• Maintain the confidentiality of your login credentials and any authentication methods tied to your account
• Notify us immediately at legal@clinplacer.com of any unauthorized account access or suspected breach
• Do not share your account credentials with unauthorized users, including other Students or staff
• Use strong, unique passwords and enable two-factor authentication where it is available to your account type

Account ownership. Institutional accounts (School and Facility accounts) are owned by the Institution, not by the individual Administrator who created them. Institutions may reassign Administrator access at their discretion, subject to identity verification by ClinPlacer.

Authorized users. Only individuals approved by an Institution's Administrator, or directly invited by ClinPlacer, may hold accounts associated with that Institution.

Schools using ClinPlacer to coordinate placements agree to:

• Provide accurate and current student information, including enrollment status, academic standing, and required clearances
• Obtain any student consent required by law before submitting a Student's personal information to the Platform or to a Facility
• Submit placement requests in good faith and in line with the School's own academic and accreditation requirements
• Comply with applicable education, health training, and data protection regulations in Kenya
• Use placement, capacity, and reporting data only for legitimate academic administration, and not disclose it beyond what is necessary for placement coordination

Facilities hosting Students through ClinPlacer agree to:

• Maintain accurate and up-to-date department and rotation capacities on the Platform
• Keep MRP configuration and ranking criteria accurate, lawful, and non-discriminatory
• Review placement applications fairly and within the response windows configured on the Platform
• Respond to placement offers, confirmations, and cancellations in a timely manner
• Protect the confidentiality of Student and patient information accessed through the Platform, and comply with applicable healthcare confidentiality obligations

Students using ClinPlacer agree to:

• Maintain accurate and current personal, academic, and contact information on the Platform
• Respect the policies, dress codes, and conduct expectations of any Facility to which they are placed
• Protect their login credentials and report any suspected unauthorized access
• Behave professionally in all communications and interactions conducted through the Platform
• Use the system honestly, including submitting truthful availability, preferences, and placement documentation

All subscriptions to ClinPlacer are subject to the following terms:

• Subscription plans. ClinPlacer offers tiered subscription plans, described on our Pricing page, which may vary by number of Students, Facilities, or feature access.
• Billing cycles. Subscriptions are billed in advance on a monthly or annual cycle, as selected at checkout, via M-Pesa, bank transfer, or another supported payment method.
• Renewals. Subscriptions renew automatically at the end of each billing cycle unless cancelled by the Institution before the renewal date.
• Grace periods. Where a payment fails, ClinPlacer will provide a grace period, communicated at the time, before access is restricted or suspended.
• Taxes. Fees are exclusive of applicable value-added tax (VAT) or other statutory levies, which will be added where required by Kenyan law.
• Pricing updates. ClinPlacer may update subscription pricing from time to time. Existing Institutions will be notified at least 30 days before a price change takes effect on their next renewal.
• Suspension for non-payment. Failed or overdue payments may result in restricted or suspended access to the Services after the applicable grace period.

Institutions own their data. Schools and Facilities retain full ownership of all institutional data they upload to ClinPlacer, including placement records, capacity data, and configuration.

Students retain rights to personal information. Students retain rights to their own personal data under applicable Kenyan data protection law, regardless of which Institution submitted it to the Platform.

Processing, not ownership. ClinPlacer only processes data uploaded to the Platform for the purpose of delivering the Services — including placement coordination, reporting, and notifications — and does not claim ownership over Institution or Student data.

You can export your Institution's or your own data at any time from the Platform dashboard, subject to the retention terms in Section 17 (Suspension & Termination).

Our collection, use, storage, and disclosure of personal information is governed by our Privacy Policy, which is incorporated into these Terms by reference and should be read alongside them.

Where these Terms and the Privacy Policy address the same subject matter differently, the Privacy Policy governs on matters of data handling, and these Terms govern on matters of platform use, payment, and liability.

The ClinPlacer Platform — including its software, source code, system architecture, user interface, visual design, documentation, APIs, and all associated branding, trademarks, and logos — is owned by ClinPlacer Kenya or its licensors and is protected by Kenyan and international intellectual property law.

License to use. Subject to your compliance with these Terms, ClinPlacer grants you a limited, non-exclusive, non-transferable, revocable license to access and use the Platform for its intended purpose during your subscription term.

You may not copy, modify, distribute, reverse engineer, create derivative works from, or otherwise exploit the Platform, its source code, or its branding without ClinPlacer's prior written permission.

You agree not to use the Platform to:

• Gain or attempt to gain unauthorized access to the Platform, other accounts, or ClinPlacer systems (hacking)
• Introduce malware, viruses, or other harmful code
• Reverse engineer, decompile, or attempt to extract the source code of the Platform
• Share account credentials with unauthorized users
• Engage in fraud, including submitting false placement, capacity, or academic information
• Create or claim fake placements, facilities, or student records
• Scrape, harvest, or extract data from the Platform without authorization
• Access or use ClinPlacer's APIs outside the scope of an authorized integration agreement
• Send spam or unsolicited bulk communications through the Platform
• Engage in any activity that is illegal under Kenyan or applicable international law
• Infringe the copyright, trademark, or other intellectual property rights of ClinPlacer or third parties

ClinPlacer relies on third-party providers to deliver parts of the Services, including, for example:

• Payment gateways (such as M-Pesa and banking partners)
• SMS and email delivery providers for notifications
• Cloud hosting and infrastructure providers
• Analytics and monitoring providers

These third-party services operate under their own terms of service and privacy policies, which are independent of ClinPlacer's. We select providers with reasonable care but are not responsible for outages, errors, or policies of third-party services outside our direct control.

We work to keep ClinPlacer reliably available, but we do not promise uninterrupted or error-free service. Availability may be affected by:

• Planned maintenance, communicated in advance where practical
• Emergency maintenance required to address security or stability issues
• Scheduled or unscheduled downtime of underlying infrastructure providers
• Force majeure events beyond our reasonable control

ClinPlacer maintains disaster recovery procedures and regular backups of platform data as part of our operational practices, and continuously invests in service improvements. These measures reduce, but do not eliminate, the risk of downtime or data loss.

ClinPlacer applies industry-standard safeguards appropriate to the sensitivity of the data we handle, including:

These measures describe our security practices as illustrative safeguards. ClinPlacer does not claim certifications such as ISO 27001, HIPAA, or SOC 2 unless separately confirmed in writing.

ClinPlacer may suspend or terminate your account where you:

• Violate these Terms of Service or the Acceptable Use policy in Section 13
• Fail to pay subscription fees after the applicable grace period
• Engage in fraudulent, abusive, or unlawful behavior on the Platform
• Request voluntary closure of your account

Data retention and export. Upon termination, you may request a complete export of your Institution's or your own data within 30 days. After this period, and subject to any legal retention obligations, data will be permanently deleted from our production systems.

Account recovery. Where an account was suspended in error or the underlying issue is resolved, contact Legal Support to request reinstatement.

ClinPlacer is provided "as is" and "as available." To the fullest extent permitted under Kenyan law:

• We make no warranties, express or implied, regarding the accuracy, reliability, or uninterrupted availability of the Services
• We are not liable for indirect, incidental, special, or consequential damages arising from your use of the Platform
• Our total aggregate liability for any claim arising from these Terms is limited to the fees paid by the affected Institution or User in the 12 months preceding the claim
• We are not responsible for data loss caused by user error, unauthorized third-party access resulting from a User's failure to secure credentials, or events outside our reasonable control

Nothing in these Terms excludes or limits liability that cannot lawfully be excluded or limited under Kenyan law.

You agree to indemnify, defend, and hold harmless ClinPlacer, its officers, employees, and agents from and against any claims, liabilities, damages, losses, and expenses, including reasonable legal fees, arising out of or in any way connected with:

• Your access to or use of the Platform
• Your violation of these Terms or any applicable law
• Your infringement of any third party's intellectual property or privacy rights
• Information or data you submit to the Platform, including inaccurate placement, capacity, or academic information

ClinPlacer reserves the right, at your expense, to assume exclusive defense and control of any matter otherwise subject to indemnification by you, in which case you agree to cooperate with our defense.

These Terms are governed by, and construed in accordance with, the laws of the Republic of Kenya, without regard to conflict-of-law principles.

Dispute resolution. In the event of a dispute, the parties agree to first attempt to resolve the matter through good-faith negotiation between authorized representatives.

Jurisdiction. Where a dispute cannot be resolved through negotiation within a reasonable period, it shall be subject to the exclusive jurisdiction of the courts of Kenya.

We may update these Terms of Service from time to time to reflect changes in the Services, legal requirements, or our business practices.

• Material changes will be communicated by email to Institution Administrators, and posted on this page with an updated "Last updated" date
• Where required by law, we will provide advance notice before material changes take effect
• Continued use of the Platform after the effective date of an update constitutes acceptance of the revised Terms

If you do not agree to updated Terms, you should stop using the Services and may request account closure and data export as described in Section 17.

If you have questions about these Terms of Service, our team is available through the following channels:

Visit our Contact Form