Legal Hub

These Provider Terms apply to you if you use Materia+ as a provider. They add to our Terms of Service and the other documents listed there. If these terms conflict with the Terms of Service, these terms apply to you.

What you agree to, and when. You accept your agreements in two steps when you register:

You only see and sign the data agreement for the country you practise in. Each time you agree, we record what you agreed to, the version, the date and time, and your browser and IP address. If we publish a new version of an agreement, you'll be asked to sign it in Settings → Agreements.

• You must be 18 or older and practise in Canada, the United States, the United Kingdom or Ireland.
• The details you give us, including your credentials, must be true and kept up to date.
• We review your registration before your profile goes live. While you're under review, you can set up your practice, but you can't appear in the directory or take bookings. We decide whether to approve a profile.
• You must keep your account secure and not share it.

What you pay for. Your plan pays for the Materia+ software: practice management, booking, video visits and your directory profile. Materia+ is a software-as-a-service and directory business. Plan prices are shown in Settings → Plan and on our pricing page.

Free trial. Your 30-day free trial starts on the day we approve your profile, not the day you register.

Automatic renewal. After the trial, your plan renews automatically each month or year, depending on the plan you choose. We charge the card you saved with Square at the standard price for your plan, plus any applicable tax, unless you cancel in Settings → Plan, or tell support in writing, at least 48 hours before your renewal date.

Price changes. We may change plan prices. We'll email you at least 30 days before a price increase takes effect. If you keep using Materia+ after that date, the new price applies. If you don't agree, you can cancel before then.

No refunds. Plan payments aren't refundable. We don't give partial refunds or credits for cancelling partway through a billing period, for not using the Platform, or for an account closed because of a breach of our terms.

Unpaid plans. If a renewal payment fails and isn't fixed, your plan ends and your account is locked. You can still reach your dashboard and settings to update your card. Section 15 explains what happens to your profile and records.

• Video. Your plan includes 1,200 video minutes each billing month. Unused included minutes don't carry over.
• Audio-only. Your plan also includes up to 3,000 audio-only minutes each billing month, separate from your video minutes. Unused audio minutes don't carry over.
• Add-ons. You can buy add-on packs of video minutes (currently CA$15 for 600 minutes) with your saved card. Add-on minutes don't expire. Trial accounts can't buy add-ons.
• How we count. We count the time both people are in a visit. A visit started as video counts as video, even with cameras off.
• When you run out. A visit in progress is never cut off. When your video minutes run out, new video visits pause until you buy more, and audio-only visits stay available. When your 3,000 audio-only minutes run out, new audio-only visits use your video minutes, including add-ons, until your next billing month.

• Your Square or Stripe account. To take payments, you connect your own Square account or your own Stripe account, one at a time. You can switch by disconnecting one and connecting the other. Square's or Stripe's terms apply between you and that company. Payments go straight to your account, and you manage payouts, refunds and disputes in your Square or Stripe dashboard. Materia+ doesn't hold, split or transfer your money, and doesn't take a booking fee or commission.
• Card security. Card details go straight to Square or Stripe. Materia+ never collects, sees or stores full card numbers or bank details. Square or Stripe is responsible for payment processing security (PCI-DSS) under your agreement with that company.
• Your responsibilities. You set your prices and your cancellation and refund policy. You're responsible for refunds, chargebacks, taxes and receipts, and for any payment you take outside Materia+, such as cash or bank transfer.
• Invoices and insurance. Materia+ creates invoices and receipts for your visits. Your patients can use them to submit their own insurance claims. Materia+ isn't a billing clearinghouse: it doesn't submit or process insurance claims or insurance codes, and doesn't guarantee that an insurer will accept an invoice. Making sure your invoices have the details insurers need, such as your registration number where you have one, is your responsibility.
• Our limits. To the extent the law allows, Materia+ isn't responsible for payment disputes, non-payment, card fraud, refused insurance claims, or exchange-rate losses between you and your clients.

You are an independent professional running your own practice. You are not an employee, agent or partner of Materia+. You use your own professional judgment, and you are responsible for:

• the services, advice, care plans and recommendations you give
• practising within the legal scope of your discipline where you practise
• holding and keeping any licence, registration or certification you need
• getting your clients' informed consent
• keeping your clinical records as the law requires

Materia+ doesn't endorse, guarantee or supervise your services.

Materia+ is for natural health, wellness, therapeutic and bodywork services. Unless you're legally authorized to do so where you practise, you must not:

• diagnose, or claim to cure, a medical condition, structural problem or disease outside the scope your college, board, licensing body or association recognizes
• prescribe, change or advise on prescription medication
• give injections, IV therapy or any other invasive procedure

You must carry professional liability (errors and omissions) and/or general liability insurance suited to your practice and where you practise, or accept full personal financial responsibility for claims about your services. Materia+ doesn't provide insurance for your services.

If you practise a regulated profession (for example, registered psychotherapy, clinical counselling or registered massage therapy), you must hold every licence, registration and insurance you need both where you are and where your client is during each visit. Rules differ by province, state and country. Don't accept a booking from, or see, a client somewhere you aren't authorized to practise. Checking where your clients are, and cancelling bookings you can't accept, is your responsibility.

• Accounts are for adults. A parent or legal guardian can book for a child or other dependent and consent to their care.
• When you add a patient yourself (for example, a patient without an account), you may record only consent the patient gave you, or consent from their substitute decision-maker if the patient can't consent. You may never give consent on behalf of a patient who can consent for themselves.
• You're responsible for getting any consent your profession or the law requires, including consent to video visits and to any recording.

You control the clinical records you keep on Materia+, such as notes, care plans, check-ins, messages and documents. Where you are a regulated health professional, you are the custodian or controller of those records under the health privacy law where you practise. Materia+ hosts them for you as your service provider, under the data agreement for your country: the Business Associate Agreement (US), the Canadian Privacy & Electronic Service Provider Addendum (Canada) or the Data Processing Agreement (UK, Ireland and EU). We don't use them for our own purposes.

When a patient asks us to see, correct, export or delete their clinical records, we pass the request to you. You decide what the law requires and carry it out.

Materia+ may let you share downloadable templates, such as blank PDF intake forms, on your profile. Materia+ doesn't collect or store completed intake forms or medical history questionnaires. You are responsible for:

• the accuracy, legality and scope of any document you upload
• giving clients a secure, lawful way to send completed forms to you outside Materia+
• following the health privacy law that applies to you (for example PHIPA, PIPEDA, Quebec's Law 25, HIPAA, the UK GDPR or the EU GDPR) for anything you collect outside Materia+

To the extent the law allows, Materia+ isn't responsible for documents sent outside the Platform.

What you own. You keep ownership of the content you upload: your profile text, photos, credentials and branding.

What Materia+ owns. Your profile page, the directory, your provider portal and the software are Materia+'s. You get access to them while your plan is active, or during your free trial. Owning your content doesn't give you ownership of, or a right to keep, your profile page or portal. Section 15 explains what happens when your plan ends.

What you let us do. You give Materia+ a non-exclusive, worldwide, royalty-free licence to host, display, reformat and publish them to run, maintain and market the directory. You confirm that you own or have permission to use everything you upload, including headshots and logos, and that it doesn't infringe anyone's rights or privacy.

Materia+ doesn't make, test, sell or distribute herbs, supplements, remedies or natural health products, and doesn't profit from them. Any product, diet or lifestyle recommendation in your care plans or profile is your own professional recommendation. If you make, sell or ship products to clients, you do so under your own product liability insurance and are responsible for those products.

When your plan ends, whether you cancel, stop paying or your account is closed:

• Your profile comes down. Your public profile is removed from the directory. Patients can't find you, view your profile or book with you, and your booking link stops working. You can't edit your profile or use the provider tools, apart from exporting your records. If you renew, your profile and tools come back.
• Upcoming visits are your responsibility. Before your plan ends, cancel any visits booked after the end date, tell those patients, and handle any refunds under your policy. Materia+ doesn't cancel them or contact your patients for you. To the extent the law allows, Materia+ isn't responsible for missed visits, refunds or complaints arising from bookings after your plan ends.
• Read-only for 90 days. Your account becomes read-only. Your records stay available for 90 days from the end date so you can export your clinical records and patient information.
• Reminders. We email you 60, 30, 7 and 1 day before the 90 days end.
• Archive plan. You can choose a lower-cost, read-only archive plan to keep your records on Materia+ for as long as you need to retain them.
• Deletion. After the 90 days, unless you're on the archive plan, we may permanently delete your clinical records, settings and profile. Copies in our backups are replaced within 14 days. We won't delete records while a complaint, investigation or legal matter about them is open.
• Your retention duty. Health privacy laws and professional rules require you to keep records for a minimum time, often 7 to 10 years or longer. Exporting and keeping your own copy before the 90 days end is your responsibility. Materia+ isn't a permanent archive unless you're on the archive plan.

For a reason. We may suspend, hide or close your account, with or without notice, if you misrepresent your credentials or titles, a regulator finds against you, we receive serious client complaints, you break the law or our terms, or you don't give us documents we ask for. Credentials, Titles & Badges sets out how we review credentials.

With notice. We may also end your plan for any reason by emailing you at least 30 days' notice. If we do, we refund the unused part of any plan you prepaid.

Either way, section 15 applies to your profile, upcoming visits and records.

To the extent the law allows, you agree to defend Materia+ and its owners, officers and agents against third-party claims, and to cover their losses and reasonable legal costs, arising from:

• your services, advice, care plans, bodywork or product recommendations
• any injury, health problem or damage that happens during or because of a session booked through Materia+
• any dispute between you and a client about billing, care or conduct
• your titles, badges or credentials (see Credentials, Titles & Badges)
• documents you share or collect outside the Platform

Materia+ is provided "as is" and "as available". We don't guarantee it will be uninterrupted, on time, secure or error-free. From time to time we take it offline for maintenance or repairs. To the extent the law allows, we aren't responsible for indirect or consequential losses, such as lost profits, lost data, missed appointments or business interruption, caused by downtime or by your being unable to use the Platform. Our total liability to you is limited to the plan fees you paid Materia+ in the 12 months before the event that led to the claim, as set out in the Terms of Service.

These steps apply to any dispute between you and Materia+ about these terms or the Platform, to the extent the law allows.

1. Talk to us first. Email support@materiaplus.com with "Dispute" in the subject, describe the problem and what you're asking for, and give us 30 days to try to resolve it.
2. Mediation. If it isn't resolved within 30 days, either of us can refer it to mediation in Toronto, Ontario, with a mediator we both accept. We share the mediator's fees equally. Neither of us may start a court case until the mediation has ended or 60 days have passed since the referral, unless a party needs urgent court relief.
3. One year to bring a claim. Any claim against Materia+ must be started within one year after you knew, or should have known, about it. After that, the claim is barred. The parties agree to this under section 22 of Ontario's Limitations Act, 2002, which allows business agreements to set a shorter period.
4. Individual claims only. You may bring claims against Materia+ only for yourself, and not as a plaintiff or class member in a class action or other representative proceeding.
5. Communication during a dispute. Once a formal dispute or legal claim has started, we may ask that communication about it go through our lawyers. Your access to view and export your clinical records continues as these terms allow.

Courts and governing law are as set out in the Terms of Service: Ontario law, and the courts of Toronto, Ontario.

We send you messages you need to run your account: verification, security alerts, booking notices, receipts, price changes and updates to these terms. You can't turn these off while you have an account. Marketing emails are optional.

Homeopathic Healing Inc. (Materia+)
support@materiaplus.com
35A Fraser Rd, Nipissing, ON P0H 1W0, Canada