Effective Date: November, 2025
Last Updated: November, 2025
These Terms and Conditions (“Terms”) govern your access to and use of the SampleSync HcF software-as-a-service platform (“Service”) provided by SampleSync HcF, Inc. (“Company,” “we,” “us,” or “our”). By clicking “I Agree,” completing your purchase, or otherwise accessing or using the Service, you (“Client” or “you”) agree to be bound by these Terms.
If you are entering into these Terms on behalf of an organization, you represent that you have authority to bind that organization.
1. Subscription and Access
1.1 Service Description.
The Service provides a cloud-based database platform for the organization, management, and analysis of laboratory blood sample data. The Service does not include storage or processing of Protected Health Information (“PHI”) as defined under HIPAA.
1.2 Subscription Term.
Access to the Service is provided on a subscription basis, as specified during checkout. The initial term and any renewals are governed by the plan selected.
1.3 Account Access.
You are responsible for maintaining the confidentiality of all login credentials and for any actions taken under your account. You agree to notify us promptly of any unauthorized access or security breach.
1.4 Permitted Use.
You may use the Service solely for your internal business operations and in accordance with these Terms and applicable laws.
2. Fees and Payment
2.1 Fees.
Subscription fees are due in advance of each billing period. All fees are displayed at checkout and are non-refundable except as expressly stated in these Terms.
2.2 Renewal.
Subscriptions renew automatically at the end of each billing term unless canceled prior to renewal. You may manage or cancel your subscription via your account settings or by contacting our support team.
2.3 Taxes.
All fees are exclusive of applicable taxes, which will be added where required by law.
2.4 Non-Payment.
Failure to make timely payment may result in suspension or termination of access to the Service.
3. Data and Content
3.1 Client Data.
You retain all rights to data you upload to the Service (“Client Data”). You grant the Company a limited, non-exclusive, worldwide license to host, process, and display Client Data solely as necessary to provide the Service.
3.2 Data Security.
We maintain reasonable administrative, technical, and physical safeguards designed to protect Client Data against unauthorized access, disclosure, or destruction.
3.3 Prohibited Data.
You agree not to upload or process PHI, personally identifiable information, or any data subject to heightened privacy regulations (e.g., HIPAA, GDPR special categories) unless otherwise agreed in writing.
3.4 Data Retention.
Upon termination, Client Data will be retained for [30] days to allow export, after which it may be permanently deleted.
4. Intellectual Property
4.1 Ownership.
All rights, title, and interest in the Service and all related software, documentation, and content are owned by the Company or its licensors. These Terms do not grant you any ownership interest.
4.2 Feedback.
You may provide feedback or suggestions about the Service. You grant us a perpetual, royalty-free license to use such feedback for any purpose.
5. Acceptable Use
You agree not to:
Copy, modify, reverse engineer, or decompile the Service;
Use the Service to transmit malware, spam, or unlawful material;
Interfere with or disrupt the integrity or performance of the Service; or
Use the Service for competitive benchmarking or to build a similar product.
6. Confidentiality
Each party agrees to protect the other’s confidential information with at least the same degree of care used to protect its own confidential information and agrees not to disclose it except as necessary to perform under these Terms.
7. Warranties and Disclaimers
7.1 Mutual Warranties.
Each party represents that it has the legal authority to enter into these Terms.
7.2 Disclaimer.
EXCEPT AS EXPRESSLY PROVIDED HEREIN, THE SERVICE IS PROVIDED “AS IS” AND “AS AVAILABLE.” WE DISCLAIM ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING ANY WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT.
8. Limitation of Liability
TO THE MAXIMUM EXTENT PERMITTED BY LAW:
NEITHER PARTY SHALL BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, OR CONSEQUENTIAL DAMAGES; AND
THE COMPANY’S TOTAL LIABILITY UNDER THESE TERMS SHALL NOT EXCEED THE FEES PAID BY CLIENT IN THE TWELVE (12) MONTHS PRECEDING THE CLAIM.
9. Termination
9.1 Termination by Client.
You may cancel your subscription at any time. Cancellation will take effect at the end of the current billing cycle.
9.2 Termination by Company.
We may suspend or terminate access if you materially breach these Terms and fail to cure the breach within ten (10) days after notice.
9.3 Effect of Termination.
Upon termination, your access to the Service will cease. Sections 3, 4, 6, 7, 8, and 10 shall survive termination.
10. General Provisions
10.1 Governing Law.
These Terms shall be governed by and construed in accordance with the laws of [State/Country], without regard to its conflict-of-law principles.
10.2 Dispute Resolution.
Any disputes shall be resolved by binding arbitration in [City, State], except where prohibited by law.
10.3 Entire Agreement.
These Terms constitute the entire agreement between the parties regarding the Service and supersede all prior understandings.
10.4 Amendments.
We may update these Terms from time to time. Continued use after notice constitutes acceptance of the revised Terms.
10.5 Contact.
For questions or notices, please contact:
SampleSync by HcFocus
Email: [email protected]
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