Terms and billing

Plans

There are two types: Solo (one Google Workspace seat, flat fee) and Clinic (base fee plus extra Workspace seats). Each type is sold for 1 month, 3 months, or 12 months. Clinic includes one Workspace seat in the base price. Extra Clinic seats are billed at the extra-seat price for that period. Adding a Znex login is free.

Adding a Google Workspace seat

Creating or activating a therapist in Znex is free. Google Workspace cannot be provisioned during the trial, and you must have an active card on file. The charge happens when you provision Google Workspace: you see the price, select a card, and pay. If you are past trial, we charge a prorated extra-seat fee for the days left in the current period:

extra-seat price × remaining calendar days ÷ total days in the current period

At the next renewal we charge the full extra-seat price for each Workspace account still provisioned. We do not charge a second proration on renewal day. If you already paid for an extra seat this period and remove that person, the next Workspace provision in this period uses that paid seat. Solo plans cannot provision a second Workspace seat until you upgrade to Clinic.

Removing a Google Workspace seat

Removing a Workspace account (or deleting a therapist who had one) takes effect immediately for Meet. Deactivating someone in Znex without removing Workspace does not change the seat count. We do not refund unused time. The paid extra seat stays available this period, so replacing that person with another Workspace account is not charged again. Empty extra seats do not renew; the lower recurring price starts at the next renewal.

Changing billing period

• Upgrade (longer period, or Solo → Clinic): unused value of the current period is credited. Example: Solo month CAD 49 to Solo 3-month CAD 129 on day one is CAD 80 due now. After 15 days of a 30-day month, unused credit is CAD 24.50, so the charge is CAD 104.50. A new period starts the day you switch.
• Downgrade (shorter period, or Clinic → Solo): not allowed during the current paid period. No refund. Choose the lower plan after this period ends. Clinic → Solo also needs one Google Workspace seat. Extra Znex logins without Workspace do not block Solo.

Trials, cards, and access

New clinics start with a 14-day trial. We do not charge mid-trial unless you choose to start the paid period early from Billing (credit card required; unused trial days are not credited). Debit and prepaid cards are not accepted. Otherwise the first paid period starts when the trial ends (or when you add a credit card after trial), using Google Workspace seats at that time. Failed charges move the account to past due. Dashboard access continues for a 7-day grace window, then is blocked until you pay. Pay now retries open invoices with the credit card on file.

Google Workspace

Znex extra seats follow Google Workspace accounts (provisioning, active, or failed). Google also bills you separately for Workspace licenses. Suspending a Google user does not stop Google charges. Removing the Workspace user in Znex is what drops the Znex extra seat at the next renewal.

Invoices and support

Every charge is recorded as a billing event (seat added, seat removed, plan upgraded, renewal) with period dates and amounts. You can review invoices and events in the clinic billing page. For help, email app@znex.ca.

Accounts

The clinic is responsible for the people it invites, for the permissions it gives them, and for keeping logins secure. Activity under the clinic account is the clinic’s responsibility.

Clinical responsibility

Znex provides drafts and practice tools. A draft is not a clinical record until the practitioner reviews, edits, and approves it. The practitioner is responsible for clinical judgment, accuracy, consent, and the final record.

Caption text

Caption text is created on the therapist’s computer. Znex receives it only when the therapist sends it. Sending it authorizes Znex to store it and use it to generate a draft until the clinic removes it. After a final note is saved, Download & destroy clears the transcript, draft, and final note in Znex. Znex keeps that text until the clinic removes it. There is no automatic deletion period.

Acceptable use

Do not use Znex for unlawful, abusive, or security-breaking activity, and do not interfere with the service or another clinic’s data.

Customer data

The clinic owns the records it enters. Znex stores that information to operate the service. Closing an account and deleting clinical content follow the controls in the product.

Third-party services

Google Workspace, payment, email, and SMS providers process the data required for those features under their own limits and terms. Znex bills the Znex plan. Google bills Workspace licenses separately.

What this page is

This page describes how the product works and who is responsible for using it. It does not claim that Znex meets a named health-privacy law.