Terms & Conditions

The Fine Print

These Terms & Conditions govern the supply, installation, and support of hardware and software provided by Clinical Imaging Pty Ltd (“CI”). By engaging CI’s services, the client (also referred to as “the clinic”) agrees to comply with these Terms & Conditions, which outline payment obligations, support, hardware requirements, warranty and responsibilities to ensure the appropriate and effective use of CI systems.

By paying the invoice, you agree to be bound by these Terms & Conditions.

CI may update these Terms & Conditions at any time. Continued use of CI’s services constitutes acceptance of the updated Terms & Conditions.

Payment Terms:

Invoices are to be paid in full prior to any works being undertaken. CI will supply and install all hardware and software as specified on the invoice.

CI will provide support with the procedure of operating the system for the period stipulated on the invoice.

All invoices are due and payable within 7-14 days from the date of invoice, as specified on each invoice. Unless otherwise agreed in writing, these payment terms apply to all transactions.

Late Payment Terms:

If any amount owing is not paid by the due date, the client agrees to pay interest on the overdue amount at the rate of 1.5% per month (or 18% per annum) calculated daily from the due date until the date of payment in full. Interest will be capitalised monthly and forms part of the debt.

The client acknowledges and agrees that they will be liable for all costs and expenses incurred by CI in recovering any overdue amounts, including but not limited to:

  • Legal fees on a full indemnity basis

  • Debt collection agency fees and commissions

  • Court filing fees and process server costs

  • Administrative charges for recovery efforts

  • Any other costs reasonably incurred in the recovery process


Payments received will be applied first to interest and collection costs, then to the oldest outstanding invoice unless otherwise specified in writing.

CI Reserves the Right To:

  • Suspend or cease supply of any goods or services while any invoice remains overdue

  • Require payment in advance for any future orders

  • Place the account on hold until all outstanding amounts are paid


These late payment terms survive termination of any agreement and continue to apply to all outstanding amounts.

Refund:

We do not provide refunds for change of mind, once stock has been ordered or the cooling-off period of 14 working days has expired from the date of invoice.

Warranty:

All hardware components supplied carry a minimum one-year warranty, supported by CI. CI will comply with all statutory warranty requirements on both hardware and service.

Hardware Requirements:

Use of any hardware not supplied by CI will need to be approved prior to installation. If you insist on supplying your own hardware, please be aware that there will be limitations.

CI does not integrate with ‘bring your own’ camera solutions outside of the model we provide. This ensures compatibility with training assets, software pipelines, and support systems.

There are strict minimum hardware requirements for CI’s system. Old hardware and operating systems are incompatible. Every computer operating the Clinical Imaging Toolbar and Adobe Lightroom requires the below minimum specifications:

  • Windows 11 Pro - 64-bit

  • i5/i7 12TH Gen CPU

  • 16GB Memory

  • 1000GB Local Hard Drive Space NVME or SSD 


Storage requirements are the responsibility of the clinic unless a storage solution is supplied by CI. Images are approximately 20MB each, most clinics require at least 1TB/year.

Software:

The Clinical Imaging Toolbar is a software plugin included in the annual support plan subscription, bundled with Microsoft OneDrive and Adobe Lightroom Classic (the “software suite”). All system purchases include the first 12 months of the support plan, which is renewed annually. Lightroom is wholly developed and maintained by Adobe. The Creative Cloud licence required to access Lightroom is an ongoing expense and CI does not profit from renewals. All images are stored in a non-proprietary, unencrypted state and can be retrieved, should the client choose to discontinue their software licensing.

Client-supplied cloud storage is allowed at the discretion of CI and relevant IT service providers.

Installation:

CI is based in Geelong, Victoria. For system packages with on-site installation and training, interstate travel and accommodation is included in the purchase price unless stated otherwise. International travel and accommodation will be invoiced to the client at cost, unless otherwise agreed.

If required, CI will book flights for installation on an agreed date. Any changes to the installation date after flights have been purchased by CI will incur flight change fees, payable by the client prior to rescheduling.

Photography space dimensions require a minimum 1.5m x 2.5m unobstructed line of sight.

The lighting supplied requires a standard single-phase 240V AC outlet. CI may use existing outlets in ceiling cavities where available (e.g. clinics with LED downlights); otherwise, an electrician may need to install an additional outlet at the clinic’s cost.

Support:

IT issues outside of image capture, camera reliability and tethering are not covered by CI support plans. The clinic’s IT provider remains responsible for internal networks, performance of computers not supplied by CI, and peripheral software such as practice management software.

Support calls and requests arising from using unsupported or client-supplied hardware, or for clients outside of an active support plan, will be billed at $75.00 ex. GST per 15-minute block via phone or email. Examples include:

  • Out of date or slow (i.e. Wi-Fi only) network infrastructure

  • Any hardware not supplied or explicitly recommended by CI


For CI-supplied PC solutions, any modifications to the machine, including but not limited to user profiles, passwords and installed applications, may limit CI’s ability to provide support. CI reserves the right to bill for excess time required to resolve issues caused by such modifications.

CI requires unrestricted TeamViewer access to the computers proposed to run Adobe Lightroom, and the ability to request them to be powered on during business hours. Access credentials for these machines must also be provided. Failure to provide these details will limit CI’s ability to provide effective and timely support.

CI requires access to the patient database in order to maintain library efficiency. CI will not remove imagery without express consent from the clinic, in accordance with the Privacy Act 1988.

The client assumes full responsibility for data integrity and network security. Any breaches of privacy or failures in data storage are solely the clinic’s responsibility. Adequate data backup regimes and protocols must be maintained.