Terms that govern access to SalesSystem.io and the services built around it.

These Terms of Service explain how SalesSystem.io, a brand of Systemapic LLC, provides website, CRM, automation, AI communication, booking, reporting, implementation, and managed services for medical practices and related businesses.

At a glance

Brand

SalesSystem.io

Legal Entity

Systemapic LLC

Effective Date

May 12, 2026

Support

[email protected]

Overview

These Terms of Service govern your access to and use of SalesSystem.io, including our website, CRM systems, automation workflows, AI communication tools, appointment booking systems, reporting tools, integrations, implementation services, managed services, and related support services.

SalesSystem.io is a brand of Systemapic LLC, a Florida limited liability company based in St. Petersburg, Florida, United States. In these Terms, "Systemapic," "SalesSystem.io," "we," "us," and "our" refer to that business.

By accessing our website, purchasing our services, signing up for SalesSystem.io, or using any part of our platform or services, you agree to these Terms. If you use SalesSystem.io on behalf of a company, medical practice, med spa, healthcare provider, or other organization, you represent that you have authority to bind that organization to these Terms.

1. Our Services

SalesSystem.io provides sales, communication, automation, CRM, AI response, appointment booking, follow-up, reporting, and workflow infrastructure for medical practices, med spas, healthcare providers, wellness clinics, and related businesses.

Our services may include:

CRM setup and management
Lead capture and routing
Appointment booking workflows
AI voice agents
AI chatbots
SMS and call automation
Missed-call recovery
Follow-up sequences
No-show reduction workflows
Reactivation campaigns
Funnels and landing pages
Reporting dashboards
Third-party integrations
Performance marketing support, where included in the selected plan or agreement
Implementation, onboarding, support, and optimization services

Specific services, pricing, usage limits, deliverables, timelines, support terms, and plan details may be described in an order form, proposal, invoice, statement of work, subscription plan, or other written agreement between you and SalesSystem.io.

2. No Medical Advice or Emergency Use

SalesSystem.io provides administrative, communication, sales, marketing, automation, and workflow infrastructure. It does not provide medical advice, diagnosis, treatment, clinical judgment, emergency response, or professional healthcare services.

You agree that SalesSystem.io must not be used for:

Emergency medical situations
Urgent care triage
Clinical diagnosis
Treatment decisions
Replacing licensed medical professionals
Providing medical advice without appropriate clinical oversight

Medical practices, healthcare providers, and licensed professionals remain fully responsible for all patient care, clinical decisions, treatment recommendations, consent processes, medical documentation, professional obligations, and compliance requirements.

3. HIPAA, PHI, and Business Associate Agreements

SalesSystem.io is designed to support HIPAA-compliant workflows for medical practices, med spas, and healthcare-related businesses.

Depending on your use of the services, SalesSystem.io may create, receive, maintain, or transmit protected health information ("PHI") on behalf of covered entity clients or other regulated parties.

Where required, Systemapic LLC may enter into a Business Associate Agreement ("BAA") with eligible covered entity clients. If a BAA is required, the BAA must be executed before PHI is submitted into SalesSystem.io workflows, systems, forms, AI tools, automations, call systems, SMS workflows, or integrations.

These Terms do not replace a BAA. If these Terms conflict with an executed BAA regarding PHI, the BAA will control with respect to PHI.

Clients must not submit PHI into SalesSystem.io, AI workflows, forms, automations, call systems, SMS workflows, or integrations until a required BAA has been executed and the applicable workflow has been approved for compliant use.

Clients are responsible for:

Determining whether they are subject to HIPAA or other healthcare privacy laws
Providing required privacy notices to patients
Obtaining required consents and authorizations
Ensuring staff use the system appropriately
Approving scripts, AI workflows, forms, automations, and communications
Avoiding unnecessary collection of sensitive health information
Ensuring their internal use of SalesSystem.io complies with applicable law

Business Associate Agreements are generally used to define permitted PHI uses and disclosures, safeguards, breach reporting obligations, subcontractor requirements, and return or destruction of PHI where applicable.

4. Client Responsibilities

You are responsible for providing accurate, complete, and timely information needed for us to deliver the services.

You agree to:

Provide required account access, credentials, assets, business information, and approvals
Keep service details, pricing guidance, appointment availability, staff information, and compliance requirements updated
Review and approve workflows, AI scripts, SMS templates, forms, funnels, campaigns, and automation logic before launch
Ensure your staff follows the agreed operational handoff process
Monitor patient-facing communications where appropriate
Maintain required licenses, permissions, consents, and legal authority to use the services
Use SalesSystem.io only for lawful business purposes
Not submit unlawful, misleading, harmful, unauthorized, or unnecessary sensitive data into the system

Delays caused by missing information, late approvals, lack of access, third-party restrictions, or client-side changes may affect launch timelines, performance, reporting, and support availability.

5. AI Voice, AI Chat, and Automated Communications

SalesSystem.io may use AI voice agents, AI chatbots, SMS automation, call automation, missed-call recovery, email automation, and other automated communication tools.

You understand and agree that AI systems may generate responses based on configured workflows, prompts, approved scripts, available data, and user input.

AI tools are intended to support administrative and sales-related communication, such as:

Lead response
Appointment scheduling
Lead qualification
Missed-call follow-up
Reminder workflows
Reactivation campaigns
Routing inquiries to staff

AI tools should not be treated as clinical decision-makers, licensed healthcare professionals, or emergency response systems.

You are responsible for reviewing, approving, monitoring, and supervising AI workflows used in your business.

7. Third-Party Platforms and Integrations

SalesSystem.io may rely on third-party platforms and service providers, including but not limited to CRM tools, phone and SMS providers, AI providers, automation platforms, hosting providers, payment processors, analytics tools, advertising platforms, calendar systems, and email providers.

You understand that:

Third-party tools may have their own terms, fees, policies, uptime limitations, usage limits, and compliance requirements
We are not responsible for failures, outages, policy changes, pricing changes, or limitations caused by third-party platforms
Some features may depend on third-party API access or platform availability
You may be required to maintain active accounts with certain third-party tools
Third-party usage fees, SMS charges, call charges, AI usage, ad spend, payment processing fees, and platform fees may be billed separately unless otherwise stated in writing

8. Payments, Subscriptions, and Fees

You agree to pay all fees described in your proposal, invoice, order form, subscription plan, statement of work, or written agreement.

Fees may include:

One-time onboarding or implementation fees
Monthly subscription or management fees
AI usage fees
SMS and call usage fees
Third-party platform fees
Additional location fees
Additional support or customization fees
Advertising spend, where applicable
Add-on service fees

Unless otherwise stated in writing, monthly fees are billed in advance and are non-refundable once the billing period begins. Failure to pay invoices on time may result in suspension, restriction, or termination of services.

9. Usage Limits

Certain plans may include monthly usage limits for AI voice minutes, AI chatbot messages, SMS credits, call minutes, contacts, users, locations, funnels, calendars, workflows, support hours, or other service components.

If you exceed your included usage limits, additional charges may apply.

We may update usage limits, overage rates, or plan structures from time to time. Any material changes will be communicated in advance where commercially reasonable.

10. Onboarding, Implementation, and Timeline

Implementation timelines depend on scope, access, client responsiveness, third-party systems, workflow complexity, compliance requirements, and timely approvals.

SalesSystem.io is not responsible for delays caused by:

Late access or missing credentials
Delayed client approvals
Incomplete business information
Third-party platform issues
Changes in client requirements
Missing brand assets, forms, offers, pricing, or scripts
Delayed compliance reviews
Ad account, website, CRM, phone, domain, or tracking issues outside our control

Any major scope changes may require a revised timeline, revised pricing, and additional fees.

11. Performance, Results, and Guarantees

SalesSystem.io is designed to improve lead handling, response speed, follow-up consistency, appointment booking workflows, missed-call recovery, reporting visibility, and operational conversion infrastructure.

However, we do not guarantee a specific number of leads, booked appointments, patients, treatments, revenue, return on ad spend, or business results unless expressly stated in a separate written agreement.

Results depend on many factors outside our full control, including:

Lead quality
Ad spend
Market demand
Local competition
Offer quality
Service pricing
Clinic reputation
Staff responsiveness
Appointment availability
Patient behavior
Website or landing page performance
Client approvals
Compliance restrictions
Sales process adoption

Any conditional guarantee, performance assurance, or optimization commitment must be documented in writing and is subject to the client maintaining the agreed inputs, access, ad spend, staff process, approvals, and campaign continuity.

12. Cancellations and Termination

Subscription and management services may be cancelled according to the cancellation terms stated in your order form, proposal, invoice, subscription plan, statement of work, or written agreement.

Unless otherwise stated in writing:

One-time onboarding and implementation fees are non-refundable
Monthly fees already billed are non-refundable
Cancellation does not remove responsibility for unpaid invoices or usage charges
We may suspend or terminate services for non-payment, misuse, unlawful activity, security concerns, or breach of these Terms

Upon termination, access to managed systems, workflows, automations, AI agents, dashboards, support, or third-party configurations may be restricted or removed. Data export or transition assistance may be available upon request and may require additional fees.

13. Ownership and Intellectual Property

SalesSystem.io, Systemapic LLC, our website, workflows, templates, frameworks, system architecture, AI prompts, automations, dashboards, documentation, training materials, content, and related intellectual property are owned by Systemapic LLC or its licensors.

You retain ownership of your business data, customer data, patient data, brand assets, and content you provide to us.

Unless otherwise agreed in writing, we retain ownership of reusable templates, workflow structures, automations, prompts, internal methods, technical know-how, and implementation frameworks developed by us.

You may not copy, resell, reverse engineer, distribute, sublicense, or commercially exploit SalesSystem.io materials without written permission.

14. Confidentiality

Both parties may receive confidential or sensitive information during the business relationship.

Each party agrees to use reasonable care to protect confidential information and not disclose it to unauthorized third parties except as necessary to provide services, comply with law, work with approved vendors, or fulfill contractual obligations.

Confidential information does not include information that is publicly available, already known without restriction, independently developed, or lawfully received from another source.

15. Data Security

We use reasonable administrative, technical, and organizational safeguards designed to protect information handled through SalesSystem.io. However, no system, platform, network, or method of transmission is completely secure.

You are responsible for:

Maintaining secure passwords
Limiting staff access
Removing access for former employees or contractors
Using secure devices and networks
Training staff on appropriate use
Reviewing account permissions
Not sharing credentials through insecure channels

16. Acceptable Use

You agree not to use SalesSystem.io to:

Violate any law, regulation, or third-party right
Send spam, unlawful marketing, or unauthorized communications
Collect or process data without proper consent or authority
Upload malicious code or interfere with system security
Misrepresent your identity, services, pricing, or offers
Provide emergency medical services or clinical diagnosis through AI tools
Harass, deceive, defraud, or harm any person
Reverse engineer, copy, resell, or misuse our systems
Use the services in a way that could damage SalesSystem.io, Systemapic LLC, our clients, vendors, or users

We may suspend or terminate access if we believe the services are being misused.

17. Testimonials, Case Studies, and Marketing

We may request permission to use your name, logo, testimonial, performance results, screenshots, or case study information for marketing purposes.

We will not publish identifiable patient information or PHI in marketing materials.

Client logos, testimonials, and case studies will only be used where permitted by agreement, consent, or applicable law.

18. Disclaimers

SalesSystem.io is provided on an "as is" and "as available" basis, except as expressly stated in a written agreement.

We do not warrant that the services will be uninterrupted, error-free, fully secure, or compatible with every third-party platform.

We disclaim all warranties not expressly stated in writing, including implied warranties of merchantability, fitness for a particular purpose, non-infringement, and any warranties arising from course of dealing or usage of trade.

19. Limitation of Liability

To the maximum extent permitted by law, Systemapic LLC and SalesSystem.io will not be liable for indirect, incidental, special, consequential, exemplary, or punitive damages, including lost profits, lost revenue, lost business, lost data, loss of goodwill, advertising losses, patient acquisition losses, or interruption of business.

To the maximum extent permitted by law, our total liability for any claim related to the services will not exceed the amount paid by you to SalesSystem.io for the services giving rise to the claim during the three months before the event giving rise to the claim.

Some jurisdictions do not allow certain limitations of liability, so some limitations may not apply to you.

20. Indemnification

You agree to indemnify and hold harmless Systemapic LLC, SalesSystem.io, our owners, employees, contractors, vendors, and representatives from claims, damages, losses, liabilities, costs, and expenses arising from:

Your use of the services
Your violation of these Terms
Your violation of applicable law
Your patient, lead, or customer communications
Your marketing campaigns
Your clinical services or treatment decisions
Your failure to obtain required consents or authorizations
Your misuse of AI, SMS, calls, email, or automation tools
Data, content, or instructions provided by you