Terms of Service

This agreement is between Aster and the clinic whose account owner accepted it. “You” means that clinic. Staff you invite are bound by it through you.

Practice management software: scheduling, charting, billing, patient communication and online booking. We provide it as a service over the internet, and we may change how it works — but we will not remove a capability you are relying on without notice and an export path.

Every feature is included at every price. We do not charge separately for modules, and we do not charge per feature.

You are the health-information custodian for your patients' records. You decide who on your team may see what, you are responsible for the accuracy of what you record, and you are responsible for obtaining whatever consents your professional college and provincial law require.

You must keep credentials secure, deactivate staff who leave, and not use the service to break the law or to send messages people have not consented to receive.

Paid plans are billed per bookable practitioner. Administrative and reception staff are free, and are not counted. Practitioners you have deactivated are not counted.

Your rate is locked from the day you subscribe. If we raise our published prices, yours does not change for as long as your subscription continues. If we lower them, you may move to the lower price. This is a term of the agreement, not a courtesy, and it survives a lapse: if you cancel and later return, you return on the rate you were locked at.

You will never be billed more than a larger clinic on our published price list would be. Where volume bands would otherwise produce that result, we bill you at the cheaper band.

Clinics under 25 appointments a month may use the free plan indefinitely. It is not a trial.

If you take card payments through Aster, the money moves directly between your patient and your own merchant account. We are not in the flow of your revenue and we take no percentage of it. The processor's fees are passed through at cost, with no markup added by us.

You may use a different processor entirely, and the product supports that.

We will not lock you out of your patient records for non-payment. If a subscription payment fails we will tell you and keep trying. If it stays unpaid, your account moves to the free plan — you keep the whole product, subject to the free plan's monthly appointment cap. We do not suspend accounts, withhold charts, or delete clinical data over an unpaid invoice.

This is a commitment we are making in the agreement because withholding a clinician's records from them is not an acceptable collections tactic when those records are needed to treat people.

You may cancel at any time. On cancellation you keep access under the free plan, and you can export your full account — patients, appointments, clinical notes, invoices, payments — in open, machine-readable formats, at no charge and without asking us.

We will not hold your data hostage, charge an export fee, or require notice before you may take it.

We aim for high availability but do not guarantee uninterrupted service. Planned maintenance that affects availability will be announced in advance where practical.

The service is provided as-is beyond the commitments made here. To the extent the law allows, our total liability is limited to the fees you paid us in the twelve months before the claim. Nothing here limits liability we cannot lawfully limit.

Aster is a record-keeping tool. It does not practise, and clinical decisions remain yours.

We may update these terms. Material changes will be notified at least 30 days ahead. If you do not accept a change, you may cancel and export before it takes effect — and, per section 4, a change to our prices does not change yours.

These terms are governed by the laws of the Province of Ontario and the laws of Canada.

See also our Privacy policy and the Data Protection & Agent Agreement, which forms part of this agreement for clinics handling personal health information.