Terms of Service

Last updated: August 25, 2026

These Terms of Service (the “Terms”) are an agreement between you and MyRoomBoard (“MyRoomBoard,” “we,” “us,” or “our”) governing your access to and use of myroomboard.com, the MyRoomBoard application, and related room-status and clinic workflow services (collectively, the “Services”).

By creating an account, starting a trial, purchasing a subscription, or using the Services, you agree to these Terms. If you do not agree, do not use the Services.

1. Eligibility and Authority

You must be at least 18 years old to use or register for the Services. If you use the Services for a clinic, company, or other organization, you represent that you have authority to accept these Terms for that organization.

2. The Services

MyRoomBoard provides a browser-based room-status and clinic workflow tool. Features may include patient check-in, room assignment, practitioner coordination, session status, temporary workflow information, and live display views. The Services are intended to assist clinic operations; they are not an electronic medical-record system, medical device, or substitute for professional judgment.

We may modify, improve, suspend, or discontinue features from time to time. We do not guarantee that every feature will always be available or suitable for every clinic.

3. Accounts and Security

You must provide accurate account information and keep it current. You are responsible for safeguarding login credentials, controlling access to clinic accounts, and all activity conducted through your account. Notify us promptly at support@myroomboard.com if you suspect unauthorized access.

4. Clinic Data

Your clinic remains responsible for information entered into the Services, including deciding whether and how to enter patient or session information. You must use the Services lawfully, obtain any required permissions, and configure staff access appropriately.

Clinic setup information such as clinic name, room names, and practitioner details may be retained. Patient names, session activity, visit history, and temporary board records are intended to be deleted when authorized staff complete a session by selecting Done, according to the application's workflow. Do not use MyRoomBoard to store medical charts, diagnoses, treatment notes, insurance details, or other medical records.

5. Acceptable Use

You must not:

• Use the Services for unlawful, fraudulent, abusive, or harmful activity.
• Impersonate another person or provide false registration information.
• Attempt to access another clinic's account or data.
• Interfere with, disrupt, probe, or bypass security or access controls.
• Upload malware or use automated scraping, bots, or excessive requests.
• Copy, modify, reverse engineer, resell, or create a competing service from the Services, except where applicable law permits.
• Use the Services to store information that the Services are not designed to retain, including medical records.

6. Plans, Trial, and Payment

MyRoomBoard currently offers a Base plan and an Advanced plan. Prices may be subject to applicable taxes.

Eligible new accounts may receive a 14-day free trial. A valid payment method is required at signup. Unless you cancel before the trial ends, Stripe may charge the selected subscription price when the trial converts to a paid subscription.

Subscriptions renew automatically at the applicable billing interval until canceled. You may cancel through available account billing controls or by contacting us. Cancellation normally takes effect at the end of the current paid billing period, and access may continue until then. Unless required by law or expressly stated otherwise, payments are non-refundable.

Payments are processed by Stripe. Stripe's terms and privacy practices may also apply to payment transactions. We may change plan features or prices with notice where required by law.

7. Intellectual Property

MyRoomBoard and its licensors own the Services, software, design, text, graphics, logos, trademarks, and other materials provided by us. Subject to these Terms and payment of applicable fees, we grant your organization a limited, non-exclusive, non-transferable, revocable right to use the Services for its internal business operations.

You may not reproduce, distribute, publicly display, sell, sublicense, or exploit our materials without written permission. Any suggestions or feedback you provide may be used by us without restriction or compensation, provided we do not use it to identify your confidential information.

8. Third-Party Services

The Services may depend on third-party providers, including Stripe for payment processing. We are not responsible for third-party services, websites, content, policies, outages, or actions. Your use of a third-party service may be subject to that provider's terms.

9. Availability and Support

We aim to keep the Services reliable, but we do not promise uninterrupted, error-free, or continuously available operation. Maintenance, updates, security events, network issues, and circumstances outside our reasonable control may affect availability. Basic support is available by email at support@myroomboard.com.

10. Suspension and Termination

You may stop using the Services and cancel your account at any time. We may suspend or terminate access if you breach these Terms, fail to pay, create a security or legal risk, misuse the Services, or if continued operation becomes impracticable. Where reasonable, we may provide notice and an opportunity to correct the issue.

After termination, access may end and account information may be deleted or retained as described in our Privacy Policy, for billing, security, legal, or backup purposes.

11. Disclaimers

TO THE MAXIMUM EXTENT PERMITTED BY LAW, THE SERVICES ARE PROVIDED “AS IS” AND “AS AVAILABLE.” MYROOMBOARD DISCLAIMS WARRANTIES NOT EXPRESSLY SET OUT IN THESE TERMS, INCLUDING IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT. WE DO NOT WARRANT THAT THE SERVICES WILL MEET EVERY CLINIC REQUIREMENT, PREVENT ALL SECURITY INCIDENTS, OR REPLACE YOUR OWN PRIVACY, SECURITY, BACKUP, OR COMPLIANCE PROGRAMS.

12. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, MYROOMBOARD WILL NOT BE LIABLE FOR INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, EXEMPLARY, OR PUNITIVE DAMAGES, OR FOR LOST PROFITS, REVENUE, BUSINESS, OR DATA ARISING FROM OR RELATED TO THE SERVICES.

TO THE MAXIMUM EXTENT PERMITTED BY LAW, MYROOMBOARD'S TOTAL LIABILITY FOR CLAIMS RELATING TO THE SERVICES WILL NOT EXCEED THE GREATER OF THE FEES YOU PAID TO MYROOMBOARD FOR THE SERVICES DURING THE THREE MONTHS BEFORE THE EVENT GIVING RISE TO THE CLAIM OR CAD $100. Nothing in these Terms limits liability that cannot legally be limited.

13. Indemnity

You agree to defend and indemnify MyRoomBoard and its personnel against third-party claims, losses, liabilities, and reasonable costs arising from your breach of these Terms, unlawful use of the Services, or information and instructions supplied by you, except to the extent caused by our own gross negligence or wilful misconduct.

14. Governing Law

These Terms are governed by the laws of Ontario and the applicable laws of Canada, without regard to conflict-of-law rules. Subject to any mandatory consumer or other rights that cannot be waived, the courts located in Ontario, Canada will have jurisdiction over disputes relating to these Terms.

15. Changes

We may update these Terms by posting a revised version with a new “Last updated” date. Your continued use of the Services after an update means you accept the revised Terms. If a change materially affects your rights, we may provide additional notice where required.

16. General

If any provision is unenforceable, the remaining provisions remain in effect. Our failure to enforce a provision is not a waiver. These Terms, together with the Privacy Policy and any written order or plan terms, form the entire agreement about the Services. You may not assign your account without our consent; we may assign these Terms in connection with a reorganization, financing, or sale of the Services.

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