> ## Documentation Index
> Fetch the complete documentation index at: https://docs.sigmahmis.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Sigma Health HMIS Terms of Service — Key Provisions

> Key terms for Sigma Health HMIS covering account responsibilities, acceptable use, 99.9% uptime SLA, 7-day grace period, and termination rights.

By using Sigma Health HMIS, your organisation agrees to the Terms of Service that govern the relationship between Sigma Health Technologies Inc. and every clinic that accesses the platform. This page summarises the key provisions in plain language so your team understands its rights and responsibilities from day one. The full, legally authoritative Terms of Service are at [sigmahmis.com/terms](https://sigmahmis.com/terms).

## What Sigma HMIS Is

Sigma Health HMIS is an administrative and operational platform built to connect billing, insurance claims, and payment reconciliation for healthcare organisations. It is **not** a medical service, clinical decision-support tool, or treatment management system.

<Warning>
  Sigma HMIS does not provide, and must not be relied upon for, medical diagnosis, clinical recommendations, or treatment decisions. Clinicians and their employing institutions retain full clinical and legal responsibility for all patient care decisions, regardless of any data entered into or generated by the platform.
</Warning>

## Account Responsibilities

Your organisation is responsible for maintaining the integrity and security of every account that accesses Sigma HMIS under your subscription. Specifically:

<Steps>
  <Step title="Protect your credentials">
    Keep all login credentials — passwords and authentication tokens — confidential. Your organisation is accountable for every action taken from your account, whether or not you authorised it.
  </Step>

  <Step title="No account sharing">
    Each staff member who uses Sigma HMIS must have their own individual login. Sharing a single account among multiple people is prohibited and undermines audit integrity and RBAC enforcement.
  </Step>

  <Step title="Assign roles appropriately">
    Role assignments must reflect each staff member's actual qualifications and job function. Do not grant administrative or billing roles to staff who do not require them. Follow the principle of least privilege.
  </Step>

  <Step title="Report security incidents immediately">
    If you suspect that an account has been compromised, credentials have been exposed, or unauthorised access has occurred, contact Sigma support immediately. Delayed reporting can limit your remediation options and may affect your standing under the Terms.
  </Step>
</Steps>

## Acceptable Use

Sigma HMIS is provided for legitimate healthcare administration purposes. The following actions are expressly prohibited:

<CardGroup cols={2}>
  <Card title="No Reverse Engineering" icon="code">
    You may not decompile, disassemble, reverse engineer, or otherwise attempt to extract the source code, algorithms, or proprietary logic of the Sigma HMIS platform.
  </Card>

  <Card title="No Automated Scraping" icon="robot">
    You may not use bots, scrapers, or automated scripts to extract data or send requests at volumes that circumvent normal platform usage patterns or place undue load on shared infrastructure.
  </Card>

  <Card title="No Fraudulent Records" icon="triangle-exclamation">
    You may not submit, create, or store fraudulent billing records, fabricated insurance claims, or falsified payment data through the platform. Such activity may result in immediate termination and referral to relevant authorities.
  </Card>

  <Card title="No Malicious Activity" icon="shield-xmark">
    You may not introduce malware, ransomware, or any other malicious code into the platform, and you may not attempt denial-of-service attacks or any other form of exploitation against Sigma's systems or other customers.
  </Card>
</CardGroup>

Sigma reserves the right to suspend or terminate any account found in violation of these acceptable use terms without prior notice if the breach poses a risk to the platform or other customers.

## Subscription and Billing

<Accordion title="Plan options">
  Sigma HMIS is available on both monthly and annual subscription plans. Annual plans are typically offered at a discounted effective rate compared to month-to-month billing. Contact [hello@sigmaconnect.org](mailto:hello@sigmaconnect.org) for current pricing.
</Accordion>

<Accordion title="Failed payments and grace period">
  If a scheduled payment fails, Sigma provides a **7-day grace period** during which you can update your payment details and settle the outstanding balance. If payment is not resolved within 7 days, your account may be suspended. Data is retained during suspension.
</Accordion>

<Accordion title="Upgrades and downgrades">
  Plan upgrades take effect immediately and are pro-rated for the remainder of your current billing cycle — you only pay the difference. Plan downgrades take effect at the end of your current billing cycle; you retain access to your current plan until then.
</Accordion>

<Accordion title="Taxes">
  All published and quoted prices exclude applicable taxes, duties, or levies. The applicable tax on your subscription depends on your organisation's country of operation and will be itemised on your invoice.
</Accordion>

## Data Ownership

Your clinic retains exclusive ownership of all health records, billing data, claims data, payment records, and any other operational data you create or import into Sigma HMIS. Sigma has no ownership claim, licensing right, or commercial interest in your data. Sigma processes your data solely to deliver the service you have subscribed to, in accordance with your instructions and the Terms of Service.

For full details on encryption, retention, export rights, and data deletion, see [Data Security and Privacy](/security/data-security).

## Service Availability

Sigma targets **99.9% platform uptime**, measured on a rolling monthly basis. This excludes pre-announced scheduled maintenance windows, which Sigma communicates in advance via email and in-app notification.

<CardGroup cols={2}>
  <Card title="Scheduled Maintenance" icon="calendar">
    Sigma announces planned maintenance windows at least 48 hours in advance where possible. Maintenance is typically scheduled during off-peak hours for your region.
  </Card>

  <Card title="Support Channels" icon="headset">
    Support is available via email and the ticketing system built into the platform. Response time and escalation priority depend on your subscription plan tier.
  </Card>
</CardGroup>

## Termination

<Tabs>
  <Tab title="Voluntary Termination">
    To close your account, provide **30 days' written notice** to Sigma. Your subscription remains active and billable through the notice period. Upon termination, you have a **30-day data export window** to download your complete dataset. After this window closes, Sigma permanently deletes your data.
  </Tab>

  <Tab title="Termination for Cause">
    Sigma may suspend or immediately terminate your account without prior notice in cases of material breach of the Terms, sustained non-payment beyond the grace period, or actions that pose a credible security threat to the platform or other customers. You will be notified of the reason for termination. Data export rights remain available for 30 days unless the breach involves fraudulent or malicious activity.
  </Tab>
</Tabs>

<Warning>
  Initiate your data export as soon as your termination is confirmed. The 30-day export window begins from the termination date, not from when you first attempt to export.
</Warning>

## Limitation of Liability

Sigma's liability under the Terms of Service is limited to the fullest extent permitted by applicable law:

* Sigma is not liable for any **consequential, indirect, incidental, special, or punitive damages** — including loss of revenue, loss of data, or business interruption — even if Sigma has been advised of the possibility of such damages.
* Sigma's **total aggregate liability** for all claims arising under or related to the Terms in any 12-month period is capped at the total subscription fees your organisation paid to Sigma during that same 12-month period.

These limitations apply regardless of the legal theory under which a claim is brought and survive termination of the agreement.

## Contact

For all legal, contractual, and Terms-related inquiries, contact Sigma's Legal & Governance team:

**Email:** [legal@sigmaconnect.org](mailto:legal@sigmaconnect.org)
**Organisation:** Sigma Health Technologies Inc., Legal & Governance Department

<Note>
  This page is a plain-language summary of key provisions intended to help your team understand its obligations quickly. The authoritative Terms of Service — which govern your legal relationship with Sigma Health Technologies Inc. — are published at [sigmahmis.com/terms](https://sigmahmis.com/terms). In the event of any conflict between this summary and the full Terms, the full Terms prevail.
</Note>


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