Terms of Service

PRE-RELEASE BETA VERSION

Last Updated: February 26, 2026

⚠️ IMPORTANT BETA NOTICE

These Terms of Service apply to the HealthSync Beta Service, a pre-release testing version of our platform. The Beta Service is fully secured with enterprise-grade security controls. However, certain compliance-related features and processes required by HIPAA, GDPR, and PDPA are being finalized and are not yet fully operational. By using the Beta Service, you acknowledge that you are voluntarily participating in a testing program. Your beta account will be automatically migrated to production upon official launch unless you choose to opt out by deleting your account before the migration deadline.

1. Introduction and Acceptance

This Beta Terms of Service Agreement (“Beta Terms,” “Agreement”) governs your access to and use of the HealthSync beta version (“Beta Service,” “Beta Platform,” or “Services”) operated by Axon Systems (Pvt) Ltd (“Company,” “HealthSync,” “we,” “us,” or “our”).

The Services are provided by Axon Systems (Pvt) Ltd, a private limited company incorporated and registered in Sri Lanka. Your agreement to these Beta Terms constitutes a legally binding contract between you and Axon Systems (Pvt) Ltd.

By accessing or using the Beta Service in any manner, you acknowledge that you have read, understood, and agree to be bound by these Beta Terms and our Beta Privacy Policy, which is incorporated into these Terms by reference. If you do not agree to these Beta Terms, you must not access or use the Beta Service.

2. Beta Status Disclosure

2.1 Pre-Release Nature of Beta Service

HealthSync is currently released as a pre-commercial beta version for testing, refinement, and user feedback purposes. You acknowledge and agree that:

  1. The Beta Service is still under active development and testing
  2. Features, functionality, and user interface elements may change, be added, or be removed based on testing feedback
  3. The Beta Service may contain bugs, errors, or usability issues that are being identified and resolved
  4. Service availability, performance, and reliability are being tested and optimized
  5. The Company intends to complete all required regulatory, security, and operational compliance requirements prior to official commercial launch
2.2 Security and Compliance Positioning

HealthSync has been architected and designed with security and compliance at its core, aligning with the principles and requirements of:

  1. Personal Data Protection Act No. 9 of 2022 of Sri Lanka (PDPA)
  2. Health Insurance Portability and Accountability Act of the United States (HIPAA)
  3. General Data Protection Regulation of the European Union (GDPR)

The Beta Service is fully secured with enterprise-grade security controls including encryption, access management, and comprehensive audit logging. However:

  1. Certain compliance-related features and processes are being finalized before public availability
  2. Some compliance automation and self-service features may require manual processing during beta
  3. Final compliance documentation, standard operating procedures, and formal certifications are in progress
  4. Third-party compliance audits and assessments will be completed prior to commercial launch

Use of the Beta Service constitutes acknowledgment of this security and compliance status.

3. Eligibility

3.1 Age Requirements

To use the Beta Service, you must:

  1. Be at least 18 years of age; or
  2. Have legal authority to manage the medical information of a dependent if under 18 years of age

If your country of residence has different age restrictions for managing online accounts containing personal health information, those restrictions apply, and you must meet the applicable age minimum. By using the Beta Service, you certify that you meet all age requirements.

3.2 Legal Capacity and Authorization

You represent and warrant that you are of legal age and have the legal capacity to enter into this binding contract with Axon Systems (Pvt) Ltd under the laws of Sri Lanka and your jurisdiction of residence. If you are accepting these Beta Terms on behalf of an organization, you represent and warrant that you have the authority to bind that organization to these Beta Terms.

3.3 Healthcare Provider Participation

Healthcare providers, clinics, hospitals, or other healthcare entities participating in the beta program may be required to sign additional agreements, business associate agreements, or data processing agreements as applicable.

4. Nature of the Beta Service

4.1 Service Description

HealthSync is a digital health record management platform designed to:

  1. Store, organize, and display medical documents, health records, and health-related data
  2. Allow controlled sharing of health information with healthcare providers, family members, and authorized individuals
  3. Maintain structured health history and track health metrics over time
  4. Generate health insights, visualizations, and reports based on your data
  5. Enable future integrations with laboratories, clinics, patient portals, and other healthcare services
4.2 What the Beta Service Does NOT Do

The Beta Service:

  1. Does NOT provide medical advice, diagnosis, or treatment recommendations
  2. Does NOT replace professional healthcare consultation or clinical judgment
  3. Does NOT guarantee clinical accuracy of uploaded data or third-party integrations
  4. Does NOT create a doctor-patient, therapist-patient, or any healthcare provider-patient relationship

You are solely responsible for verifying the accuracy of your health records and for all medical decisions. Always consult with qualified healthcare professionals before taking any action regarding your health.

5. User Responsibilities

5.1 Accurate Information

You agree to provide accurate, current, and complete information when using the Beta Service. You are responsible for maintaining the accuracy of your health information and for updating it as necessary.

5.2 Account Security

You agree to maintain the confidentiality of your login credentials and to notify us immediately of any unauthorized access to your account. You are responsible for all activities that occur under your account.

5.3 Prohibited Conduct

You agree NOT to:

  1. Upload unlawful, fraudulent, or malicious content
  2. Attempt to reverse engineer, exploit, or disrupt the system or its security controls
  3. Use automated systems (bots, scrapers) to access the Beta Service without authorization
  4. Attempt to gain unauthorized access to other users’ accounts or data
  5. Violate any applicable laws, regulations, or third-party rights
  6. Use the Beta Service for any purpose other than personal health management
5.4 Backup Responsibility

You remain responsible for maintaining backup copies of critical medical records during the beta phase. While we implement comprehensive security and backup procedures, you should keep independent copies of essential health documents.

6. Feedback and Testing Participation

6.1 Voluntary Feedback

By participating in the Beta Service, you agree to provide reasonable feedback about your experience, including bug reports, feature suggestions, usability observations, and improvement ideas. While feedback is voluntary, it helps us improve the platform for all users.

6.2 License to Use Feedback

You grant the Company an unrestricted, perpetual, irrevocable, worldwide, royalty-free license to use, implement, modify, and commercialize any suggestions, comments, feedback, or improvement ideas you provide, without any obligation or compensation to you. This allows us to incorporate your valuable insights into product development.

6.3 Feature Changes

You acknowledge that features, functionality, and user interface elements may change, be added, or be removed without prior notice based on testing results and user feedback. We will notify you of material changes that significantly affect your use of the Beta Service.

7. Data Handling During Beta

7.1 Your Data Ownership

You retain all ownership rights to your health information and personal data. By uploading or importing data into the Beta Service, you agree that you have a legal right to use that data and to share it with us for the purposes of operating and improving the Beta Service.

7.2 Security Measures

During the beta period, comprehensive security controls are implemented and operational:

  1. Data is encrypted in transit using TLS 1.2 or higher and at rest using AES-256 encryption
  2. Role-based access controls ensure only authorized personnel can access systems
  3. Audit logging mechanisms track all access to sensitive data
  4. Multi-factor authentication is available and recommended for all users
  5. All patient health data is encrypted and inaccessible to employees; only system logs and development data are accessible
7.3 Compliance Features Under Development

Certain compliance-related features and automation tools are being finalized before public availability. During beta, compliance requests (such as data downloads or deletion requests) can be fulfilled by contacting privacy@healthsync.lk. Advanced monitoring, compliance automation, and self-service compliance features will be fully operational before commercial launch.

7.4 Third-Party Data Quality

We cannot guarantee the quality, accuracy, completeness, timeliness, or legality of data received from third-party services, patient portals, or documents you upload. While we use reasonable efforts to improve data quality and display, you must verify important health information with your healthcare providers. If information appears incorrect or incomplete, contact the original source to verify and correct it.

8. No Warranty

THE BETA SERVICE IS PROVIDED “AS IS” AND “AS AVAILABLE” FOR TESTING PURPOSES.

To the maximum extent permitted by law, the Company:

  1. Makes no warranties of uninterrupted operation, error-free functionality, or specific performance levels
  2. Does not guarantee that compliance certification processes will be completed by any specific date
  3. Does not warrant that the Beta Service will meet your specific expectations or requirements
  4. Disclaims all implied warranties of merchantability, fitness for a particular purpose, title, and non-infringement

The Beta Service is secure and protected, but certain compliance features are being finalized. You acknowledge and accept this status by participating in the beta program.

9. Limitation of Liability

TO THE FULLEST EXTENT PERMITTED BY LAW:

The Company shall not be liable for any indirect, incidental, special, consequential, or punitive damages arising from your use of or inability to use the Beta Service, including but not limited to loss of data, loss of profits, business interruption, or any other commercial damages or losses.

Total liability of the Company shall not exceed the amount paid by you (if any) for the Beta Service in the twelve (12) months preceding the event giving rise to liability, or LKR 50,000 (fifty thousand Sri Lankan rupees), whichever is greater.

This limitation applies even if the Company has been advised of the possibility of such damages, and regardless of whether the liability is based on contract, tort, negligence, strict liability, or any other legal theory.

10. Indemnification

To the extent permitted by applicable law, you agree to indemnify, defend, and hold harmless Axon Systems (Pvt) Ltd, its directors, officers, employees, and contractors from any use by you of the Beta Service that violates these Beta Terms, applicable laws, or third-party rights. This indemnification covers all possible liability and expenses allowed by applicable law, including reasonable attorneys’ fees.

11. Beta to Production Transition

11.1 Automatic Migration

When HealthSync transitions from beta to production (official commercial launch), all beta user accounts and data will be automatically migrated to the production environment. This ensures continuity of service and preserves all your health information.

11.2 Production Terms Acceptance

Before the migration occurs, you will be required to review and accept the updated production Terms of Service and Privacy Policy. These production documents will reflect the fully operational compliance features and may include subscription plan options. You will also need to confirm your account information and contact details.

11.3 Option to Opt Out

If you do not wish to continue with HealthSync after the beta period, you may delete your account before the migration deadline. Upon account deletion, all your data will be permanently removed from our systems within 30 days. You are responsible for downloading any data you wish to retain before deleting your account.

11.4 Notification Timeline

We will notify you at least 30 days before the beta-to-production transition via email and in-app notifications. This notice will include the updated Terms of Service and Privacy Policy for review, subscription plan options, migration timeline, and the deadline for opting out.

12. Disabling Your Access and Termination

12.1 Termination by You

You may discontinue use of the Beta Service at any time by deleting your account from your settings. Account deletion is permanent and cannot be reversed.

12.2 Termination or Suspension by Company

We may suspend or terminate your access to the Beta Service temporarily or permanently if you breach these Beta Terms, engage in prohibited conduct, or if required by law. We may also discontinue the Beta Service at any time at our discretion as we transition to production or make other strategic decisions.

12.3 Effect of Termination

Upon termination of your account, your access to the Beta Service will immediately cease. If we terminate your access due to your breach of these Beta Terms, we will refund any payment for services you have not yet received (if applicable), either pro-rated or in full. Your data will be handled according to our Beta Privacy Policy and data retention requirements.

13. Governing Law and Dispute Resolution

13.1 Governing Law

These Beta Terms shall be governed by and interpreted under the laws of the Democratic Socialist Republic of Sri Lanka, without regard to conflict of law principles.

13.2 Jurisdiction

Any disputes arising out of or relating to these Beta Terms or the Beta Service shall be subject to the exclusive jurisdiction of the courts of Sri Lanka, specifically the courts located in Colombo, Sri Lanka.

13.3 Dispute Resolution Process

Before initiating formal legal proceedings, the parties agree to attempt to resolve disputes through good faith negotiation for a period of thirty (30) days. If the dispute cannot be resolved through negotiation, either party may pursue resolution through the courts or arbitration under the Arbitration Act No. 11 of 1995 of Sri Lanka.

14. Communication

We communicate with you via email, in-app notifications, or other channels to provide the Beta Service, deliver updates about features, notify you of important changes, and request feedback. Some communications are essential for security and service delivery and will be sent regardless of preferences. You may customize preferences for optional communications (such as feature announcements and tips) from your account settings.

15. Geographic Scope

The Beta Service is primarily intended for users in Sri Lanka during the testing phase. Users accessing the Beta Service from other jurisdictions do so at their own initiative and are responsible for compliance with local laws and regulations.

16. Modifications to These Beta Terms

These Beta Terms may be updated during the beta phase to reflect changes in features, compliance requirements, or other factors. Material changes will be communicated via website notice, in-app notification, or email (where applicable). Continued use of the Beta Service after changes constitutes acceptance of the updated Beta Terms. The “Last Updated” date at the top of this document reflects the most recent changes.

17. General Provisions

17.1 Entire Agreement

These Beta Terms, together with the Beta Privacy Policy and any other documents expressly incorporated by reference, constitute the entire agreement between you and Axon Systems (Pvt) Ltd regarding the Beta Service.

17.2 Severability

If any provision of these Beta Terms is found to be invalid or unenforceable under applicable law, such provision shall be modified to the minimum extent necessary to make it valid and enforceable. If modification is not possible, the invalid provision shall be severed, and the remaining provisions shall remain in full force and effect.

17.3 Waiver

No waiver of any provision shall constitute a continuing waiver or a waiver of any other provision. Our failure to enforce any right or provision shall not constitute a waiver unless acknowledged in writing.

17.4 Assignment

You may not assign these Beta Terms without our prior written consent. We may assign these Beta Terms to any subsidiary, affiliate, or successor entity without restriction.

18. Contact Information

If you have questions, concerns, or feedback regarding these Beta Terms or the Beta Service, please contact us:

Axon Systems (Pvt) Ltd

Email: info@healthsync.lk

Beta Support: info@healthsync.lk (mark as “BETA SUPPORT” in subject)

19. Acknowledgment and Agreement

BY ACCESSING OR USING THE HEALTHSYNC BETA SERVICE, YOU ACKNOWLEDGE THAT:

  1. You have read, understood, and agree to be bound by these Beta Terms of Service
  2. You understand the beta nature of the platform and that certain compliance features are being finalized
  3. You understand that the Beta Service is fully secured but formal compliance certifications are pending
  4. You understand that your account and data will be automatically migrated to production unless you opt out
  5. You voluntarily participate in beta testing and accept the terms and conditions described herein
  6. You can exit the beta program at any time by deleting your account before the production migration deadline

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Thank you for participating in the HealthSync Beta Program.

Your feedback and participation help us build a better health management platform for everyone.