Ignia Legal

Terms of Service

Last Updated: Oct 31st, 2026

Quick Summary (Not a Legal Substitute)

Ignia provides software tools for clinics, therapists, and wellness professionals to manage scheduling, documentation, communication, and billing.

  • You own your data. We keep it safe.
  • Ignia is not a substitute for a regulated health professional, clinical supervisor, lawyer, or accountant.
  • Clinical notes and AI-generated summaries must always be reviewed before use.
  • Subscriptions renew automatically and can be cancelled at any time.
  • We may update these Terms and will notify you 30 days in advance.
  • If you take card payments through Ignia, our payments partner (Finix or Stripe) processes them, and its terms apply too.

1. Who We Are

Ignia Health Inc. (“Ignia,” “we,” or “our”) operates a practice-management and clinical-support platform designed for therapists, clinics, and wellness professionals in Canada and the United States. By using Ignia, you agree to these Terms.

Ignia does not provide healthcare, therapy, legal, accounting, or emergency services. Ignia is a software platform only.

2. Changes to These Terms

We may update these Terms from time to time. You will be notified at least 30 days in advance through email or in-app notice. Continued use of Ignia means you accept the changes.

3. What We Provide

Ignia offers tools that may include:

  • Scheduling and calendar management
  • Clinical note-taking, documentation, and templates
  • AI-assisted note generation and transcription (optional)
  • Client intake forms and digital consent
  • Secure messaging and notifications (email or SMS)
  • Billing, invoicing, and card payment processing (through our payments partners)
  • Reporting, analytics, and administrative tools
  • Multi-clinician and multi-clinic access controls

Ignia facilitates administrative and clinical workflows, but:

You are responsible for your own professional, regulatory, and legal obligations.

  • We are not a regulated health professional.
  • We do not verify the clinical accuracy of your notes.
  • We do not guarantee outcomes for therapy, compliance, or billing.

4. Your Responsibilities

When using Ignia, you agree to:

  1. Provide accurate and lawful information.
  2. Comply with all applicable clinical, privacy, ethical, and regulatory requirements within your jurisdiction.
  3. Respect client confidentiality and ensure you have appropriate consent to store client information.
  4. Use the platform lawfully (no fraud, abuse, harassment, scraping, or misuse).
  5. Review all clinical notes and AI outputs before relying on them.
  6. Obtain client consent before enabling SMS/email reminders or digital communications.

You are responsible for controlling access to your account and maintaining the confidentiality of your login credentials.

5. AI Features & Disclaimers

Some features, such as transcription or note generation, use AI models.

By using these features, you acknowledge that:

  • AI output may contain errors or omissions
  • You must review and correct content before using it clinically
  • AI does not replace your professional judgment
  • AI features are optional and may be improved or adjusted over time

Ignia provides AI features “as is” without any guarantee of accuracy.

6. Data & Privacy

Ignia collects and processes information only to provide the Service.

  • Clinical and financial data remain yours.
  • All data is encrypted in transit and at rest.
  • We never sell personal information.
  • You may export your data at any time.

If you cancel your subscription, your data will be deleted according to our data retention policy. We encourage you to export your records before terminating the account.

We may use anonymized and aggregated data to improve platform functionality and AI systems.

For full details, please see our Privacy Statement.

7. SMS, Email & Communication

Ignia may send notifications such as:

  • Appointment reminders
  • Intake or form requests
  • Account alerts
  • Verification codes
  • Security notifications

Message and data rates may apply. You may reply STOP to opt out of non-essential SMS communications. Clinics must obtain client consent before enabling SMS notifications.

8. Payments, Subscriptions & Refunds

Ignia uses third-party payment processors for subscription billing. Card payments you accept from your clients are covered by section 9.

Subscriptions renew automatically unless cancelled before the renewal date.

Refund policy:

  • Subscription fees may be refunded within 30 days if the account shows no active usage (no sessions, forms, notes, billing actions, or AI activity).
  • AI usage, SMS fees, and processing charges are non-refundable.
  • We may deny refunds in cases of abusive or excessive requests.

If your payment method fails, we may pause or suspend your access until resolved.

9. Card Payments

9.1 Who processes your card payments

When you set up card payments in Ignia with Finix, Finix Canada, Inc. (“Finix”) processes the card payments you accept from your clients and pays the proceeds to your bank account. To use it, you agree to the Finix Terms of Service and the Finix Privacy Policy, and you must comply with the Finix Terms of Service at all times. Finix may update its Terms of Service and Privacy Policy from time to time, at its sole discretion and without notice.

If you set up card payments with Stripe instead, payment processing services for practices on Ignia are provided by Stripe and are subject to the Stripe Connected Account Agreement, which includes the Stripe Terms of Service (together, the “Stripe Services Agreement”). By agreeing to these Terms or continuing to take card payments through Stripe on Ignia, you agree to be bound by the Stripe Services Agreement, as Stripe may change it from time to time. As a condition of Ignia enabling payment processing through Stripe, you agree to provide Ignia accurate and complete information about you and your practice, and you authorize Ignia to share it and transaction information related to your use of Stripe’s payment processing services.

“Your payments partner” below means Finix or Stripe, whichever you set up. Sections 9.8 to 9.10 are about Finix only.

9.2 What you may use it for

You may use the card payments service only to accept payments from your own clients for the services your practice provides.

You may not charge a client more than 24 hours before you provide the service the payment is for, unless Ignia tells you in writing that your practice is approved to take payments in advance.

9.3 What you may not do

You agree to follow all laws and card network rules that apply to accepting card payments. You agree not to, and not to let anyone else:

  • use the service for anything unlawful, fraudulent, deceptive, or harmful;
  • copy, modify, reverse-engineer, or build a competing service from the payments platform;
  • get around, disable, or undermine any of its security measures;
  • place any lien or other claim on it;
  • remove or change any proprietary notices on it;
  • overload, disrupt, scan, load-test, or benchmark it, or interfere with anyone else’s use of it.

9.4 Verification and approval

Your payments partner verifies every practice before it can accept card payments, as Canadian law requires, and decides whether to approve it. Your payments partner or Ignia may ask you for more information during or after setup. You confirm that what you provide is complete and correct.

9.5 Fees

  • Your card payment fees are the ones shown to you when you set up card payments, as changed by any later notice under this section.
  • The per-payment rate is a single bundled rate: it covers card network, bank, and processing costs.
  • A fee applies to each dispute (including chargeback inquiries) raised on one of your payments.
  • Fees on a payment are not returned if the payment is refunded or disputed.
  • Ignia may change its fees, including the bundled rate, to reflect its costs. We will tell you about any new fee or fee increase 30 to 60 days before it takes effect. You may then end card payments without any cancellation fee or penalty, within 70 days after it takes effect.

9.6 Refunds, disputes, and amounts you owe

You are responsible for refunds you give and for disputes and chargebacks on your payments, including the amount reversed and the dispute fee. These amounts are deducted from your payouts. If your payouts don’t cover them, Ignia may charge them to your payment method on file. You authorize Ignia to share information with your payments partner, and to act for you with it, to set up and run your card payments, including to respond to disputes. Your payments partner does not guarantee that a dispute response will succeed.

9.7 Your information

To provide card payments, Ignia shares information about your practice, its owners, and your payments with your payments partner. It uses that information as described in its own terms and privacy policy, including to verify identities and meet Know Your Customer rules. How Ignia handles this information is described in section 6 and in our Privacy Statement.

9.8 Finix’s limits of liability

Finix is not liable to you for any damages, whether direct, indirect, incidental, or consequential, arising from these Terms or your use of the card payments service. Finix makes no warranty of any kind to you, including any warranty of title, merchantability, fitness for a particular purpose, or non-infringement.

9.9 Ending card payments

Finix may end the Finix Terms of Service and your access to the card payments service at any time, as the Finix Terms of Service allow. If you stop being an Ignia customer, your access to card payments ends too.

9.10 Finix as a third-party beneficiary

Finix is a third-party beneficiary of these Terms and may enforce them.

10. Suspension & Termination

We may suspend or terminate your account:

  • Immediately for cause (fraud, illegal use, abuse, or non-payment)
  • With 30 days’ notice for general discontinuation of the Service

Upon termination:

  • Your access to the platform ends
  • Data is deleted according to our retention policy
  • You are responsible for exporting any needed records beforehand

11. Limits of Liability

To the fullest extent permitted by law:

  • Ignia’s total liability is capped at the amount you paid in the past 12 months
  • Ignia is not liable for indirect, incidental, or consequential damages
  • You agree to indemnify Ignia against claims resulting from misuse of the Service or violations of these Terms

Ignia does not guarantee uninterrupted availability, error-free performance, or accuracy of AI-generated content.

12. Governing Law

These Terms are governed by:

  • Ontario, Canada if your clinic or business is based in Canada
  • Delaware, United States if your clinic or business is based in the U.S.

Any disputes will be resolved through binding arbitration where permitted. Class actions and jury trials are waived to the fullest extent allowed by law.

13. Contact

If you have questions about these Terms, please contact us at:

support@getignia.com