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Terms of Service - kliniX

id: tnc | version: v4 | language: en | status: final

1. Parties and service

These Terms govern the Clinic's subscription to kliniX. The provider is KLINIX SYSTEMS SDN. BHD. (Company Registration No. 202601043244 (1705339-P)), with its registered address at No. 23A, Jalan 4/11A, Seksyen 4 Tambahan, 43650 Bandar Baru Bangi, Selangor. This version of the Terms takes effect on 3 November 2026.

kliniX is a clinic management system sold as an annual subscription. A representative placing an order for a Clinic must have authority to bind the Clinic.

Each Clinic is provided with a separate database in Singapore in ap-southeast-1. The Clinic application runs on Hostinger infrastructure in Malaysia, with a standby application server at OVH in Singapore. Data processing is addressed in the DPA and Privacy Notice.

Registered address: No. 23A, Jalan 4/11A, Seksyen 4 Tambahan, 43650 Bandar Baru Bangi, Selangor. Business and correspondence address: No. 9 & 11 (Ground Floor), Jalan Puteri 3A/7, Bandar Puteri Bangi, 43000 Kajang, Selangor. General, support, privacy and incident e-mail: hello@klinix.my. Contact: Dr Muhammad Faiz (Founder), faiz@klinix.my, +60 12-973 7418.

AI features are optional and off by default. They are switched on for a Clinic only after it opts in under Annex A of the DPA.

2. Orders and onboarding

The Clinic must provide accurate order and billing information, including legal name, entity type, 12-digit BRN, TIN, SST number where applicable, billing address, business contact details, MOH clinic certificate number, and the name/role of the authorised representative.

Before payment, the Clinic must be able to review and correct the order and see the plan, price, applicable tax/total, payment method, refund policy, renewal terms and exit terms. An order acknowledgement will be provided after payment. Receipt of payment does not necessarily mean that the Clinic has been activated; activation follows completion of the relevant review and provisioning steps.

The Clinic must manage its registration as data controller under Circular 1/2026, with one registration for each MOH certificate. The Clinic database is created only after the DPA has been accepted.

3. Term, plans, pricing and tax

Subscriptions run for 12 months. Prices for 2026: Basic is RM2,000 per year and Premium is RM4,500 per year. These prices are subject to change from next year, and the applicable price must be displayed clearly at checkout before the Clinic pays.

The price and tax actually applicable will be shown before payment. If SST must be charged, the SST amount and total will be displayed. If SST is not applicable, checkout should state that. kliniX will issue a receipt or e-Invoice according to the tax and invoicing position applicable to the transaction. Renewal invoices and receipts are issued by KLINIX SYSTEMS SDN. BHD. and can be downloaded by the Clinic's administrators in Admin › Langganan.

4. Payment

Payment is made through the payment gateway that kliniX uses, currently toyyibPay. kliniX may change the gateway (for example to CHIP); the gateway in use is shown on each bill.

Every bill can be paid by FPX. A bill may also offer a one-off card payment; where it does, the price is the same as FPX. Card details are entered only on the gateway's payment page. kliniX does not receive or store card numbers.

There is no automatic charge unless the Clinic switches it on. If kliniX offers a saved card with automatic charging on the due date, it is off by default and only the Clinic's administrator can switch it on or off in Admin › Langganan. Otherwise each renewal is paid with a fresh bill that the Clinic must actively pay.

Subscription payment details must use business contacts only. Anyone holding a bill's payment link, including a link shared from Admin › Langganan, can open its payment page, which may show the payer contact details given for that bill. Shared links expire (7 days by default) and the Clinic can revoke them. Do not use patient details or clinical information for subscription payments.

5. Refund policy

No refunds are provided, except in these two circumstances:

1. a duplicate payment is made for the same order, to the extent of the duplicate amount; or
2. kliniX cannot deliver the service because the order is rejected or the Clinic cannot be created, so the Clinic never had access.

Both must be claimed within 7 days of the payment date. Requests made after this window will not be honoured.

The following are not refundable: a change of mind after the Clinic has been created; stopping use of kliniX during the subscription year; unused subscription time; and dissatisfaction with kliniX's features.

This policy must be shown before payment. Refund requests must be submitted through hello@klinix.my with the relevant business order or payment reference. Approved refunds are processed to the original payment method within 14 working days of approval.

6. Renewal

Yearly. About 30 days before your year ends, we issue a renewal bill and send reminders by e-mail and in the app. The Clinic can pay it in Admin › Langganan or share its payment link. If it isn't paid by the end of the year, there is a grace period of 14 days with normal use; from day 15 the clinic becomes read-only; from day 31 access is suspended. We never delete your records on our own.

Current prices are shown on the order page and are subject to change in future years. Tax that lawfully applies at renewal may still be added or shown according to the applicable tax position.

Renewal is not charged automatically unless the Clinic has switched on automatic charging under section 4. Otherwise the Clinic must choose to pay a new renewal bill.

7. Subscription end and read-only access

Read-only means: you can still sign in, view and print patient records, and export your data. New visits can't be added until the renewal is paid.

Suspended means: normal access to the Clinic application stops until the renewal is paid. Records are kept, and the Clinic can still request an export under section 8.

Reactivation after renewal payment is subject to payment confirmation and kliniX operational processing.

8. Exit, export and Clinic data

The Clinic may choose not to renew. Medical records remain under the responsibility of the Clinic/practitioner, and the Clinic is responsible for its record-retention obligations.

kliniX does not delete Clinic data unilaterally. Deletion occurs only on the Clinic's written instruction, after an export has been provided. The Clinic may request an export even after ordinary access has been suspended. Export will use a reasonable available format at the time of the request.

Ending a subscription is not the same as closing a Clinic. If the Clinic ceases operations, its applicable notification and record-management duties remain the Clinic's responsibility.

9. Account use and access security

The Clinic is responsible for ensuring that user accounts are assigned to appropriate people, login information is not improperly shared, and user access is removed when no longer required. The Clinic should notify kliniX through the support channel if it suspects account misuse or a security incident.

10. Data, privacy and contract documents

Use of Clinic data is subject to the DPA and Privacy Notice. The Terms of Service, DPA and Privacy Notice use three separate boxes that are unticked by default, each linked to the relevant document ID and version. Marketing uses a separate opt-in.

The Bahasa Malaysia and English Privacy Notice texts form one document with ID privacy, not two separate consents. Refund, renewal and exit are sections of these Terms, not additional consents.

11. Version changes and acceptance records

If these Terms change, a new version will be published. Earlier acceptance evidence remains tied to the version accepted at that time. kliniX may require acceptance of a new version where necessary before renewal or use of certain functions.

Rights or liabilities not expressly stated in these Terms remain subject to applicable law.

12. Limitation of liability

To the extent permitted by law, our liability to your clinic under these terms is limited to the fees your clinic paid for the relevant year. We are not liable for indirect or consequential losses.

13. Governing law

These terms are governed by the laws of Malaysia, and subject to the exclusive jurisdiction of the courts of Malaysia.