1. Who We Are

Ruana LLC is a practice management software company incorporated in California, United States. Principal Office: 548 Market St #228047, San Francisco, CA 94104, USA.

2. Eligibility

You must be 18 years or older to use Ruana. By creating an account, you represent that you meet this requirement and have legal authority to enter into this Agreement on behalf of yourself or the entity you represent.

3. Acceptance of Terms

By clicking the acceptance checkboxes at signup, you confirm that you have read, understood, and agree to:

• These Terms of Service
• The Ruana Privacy Policy
• The Ruana Data Processing Agreement including Standard Contractual Clauses

Ruana records the date, time, and version of documents accepted at signup as proof of consent. Ruana uses Subprocessors as described in the Data Processing Agreement.

4. Data Roles and HIPAA

The Subscriber is the Data Controller. Ruana acts solely as a Data Processor as defined in our Data Processing Agreement.

Subscribers remain solely responsible for their own HIPAA compliance obligations including obtaining necessary patient authorizations.

5. User Accounts

Ruana supports multiple user roles including account owners, administrators, staff, and assistants. New accounts receive a 14-day free trial. All data uploaded into Ruana belongs to the account owner. You are responsible for maintaining the confidentiality of your login credentials and for all activity under your account.

6. Patient Data

Subscribers remain solely responsible for compliance with all applicable privacy and health data laws including HIPAA, GDPR, and any other applicable legislation. Subscribers must obtain all necessary consents and authorizations from patients before entering patient data into Ruana. Patient data is retained for 90 days after subscription termination, then permanently deleted unless retention is required by law.

7. Subscriptions and Billing

Ruana offers monthly subscriptions with a 14-day free trial. Subscriptions are billed via Stripe and renew automatically unless canceled. Refund requests are honored within 30 days of purchase. If payment is not received, Ruana may suspend your account. Data is retained for 90 days after suspension before permanent deletion.

8. Termination and Data Export

You may cancel at any time through your account settings. Upon cancellation, you may request a data export within 90 days. After 90 days, data will be permanently deleted. Ruana may suspend or terminate your account for violations of these Terms.

9. Support and Availability

Ruana provides email and chat support during regular business hours through Featurebase. We strive to maintain high availability and will make reasonable efforts to notify users in advance of planned downtime.

10. Acceptable Use

You agree not to use Ruana for unlawful purposes, attempt to reverse engineer the Services, upload harmful code, impersonate others, or engage in conduct that harms Ruana or its users.

11. Intellectual Property

All intellectual property rights in the Ruana platform remain owned by Ruana LLC. Customer data remains owned by the Subscriber.

12. Feedback

If you provide feedback or suggestions, Ruana may use them without obligation or compensation.

13. Security and Audit Logs

Ruana maintains logs for system access, security events, and audit purposes. Full details at getruana.com/legal/security.

14. Indemnification

You agree to indemnify, defend, and hold harmless Ruana LLC from and against any claims, damages, liabilities, costs, or expenses arising out of your use of the Services in violation of these Terms, your violation of applicable laws, or any misuse or unauthorized processing of personal or patient data by you or your staff.

15. Limitation of Liability

To the maximum extent permitted by applicable law, Ruana’s total liability is limited to three months of subscription fees paid in the period immediately preceding the claim. Ruana is not liable for indirect, incidental, or consequential damages.

Nothing limits Ruana’s liability for fraud, death, or personal injury caused by negligence, or any liability that cannot be excluded under applicable law.

16. Dispute Resolution and Arbitration

Disputes will be resolved through binding arbitration under the rules of the American Arbitration Association on an individual basis. Class actions are not permitted. You may opt out within 30 days of accepting these Terms. Governed by California law.

EU/EEA Users: Nothing in this clause limits rights under mandatory applicable EU law, including the right to bring proceedings before the competent courts of your country of residence.

17. EU Users — Statutory Rights

If you are located in the EU or EEA, nothing in these Terms affects your mandatory statutory rights under applicable EU law. In the event of a conflict between these Terms and mandatory EU consumer protection or data protection law, applicable EU law shall prevail.

18. Force Majeure

Ruana is not liable for any failure or delay caused by circumstances beyond our reasonable control.

19. Changes to These Terms

Material changes will be notified by email or in-app notification. Continued use after changes constitutes acceptance. Current version always at getruana.com/legal/terms.

20. SMS Messaging Terms

If you opt in to SMS communications, you consent to receive transactional text messages. Message frequency varies. Message and data rates may apply. Opt out by replying STOP. For help reply HELP or contact support@getruana.com. Consent is not a condition of purchase. Services provided through Twilio.

21. Contact Us

support@getruana.com
Ruana LLC | 548 Market St #228047 | San Francisco, CA 94104 | USA