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Terms of Service

Last updated: 28 October 2026

These Terms of Service (“Terms”) govern your use of the rehabpilot.org website, customer account, and paid RehabPilot subscriptions (Starter, Praxis, and Enterprise) for the RehabPilot clinic app. The free RehabPilot patient app is provided to patients at no charge as part of a clinic's subscription.

Provider details: Legal Notice · Privacy Policy · Contact

Contracting party

RehabPilot
Josef Kirchhofer & Phillip Rosenheinrich GbR
Destouchesstr. 3 · 80803 Munich · Germany
Email: [email protected]

Scope

These Terms apply to:

  • purchase and use of RehabPilot subscriptions via this website;
  • your customer account, billing, and support related to paid subscriptions;
  • access to the RehabPilot clinic app and the practitioner seats included in your plan.

Business customers only (B2B)

Our offer is directed exclusively to businesses within the meaning of § 14 German Civil Code (BGB) (e.g. physiotherapy practices, clinics, self-employed practitioners) and not to consumers within the meaning of § 13 BGB. Contracts are entered into only with practices and other businesses using RehabPilot in the course of their trade, business, or profession.

United States: paid subscriptions and self-service checkout for US clinics are not currently offered; contact [email protected].

Subscription and use

  • We grant you a non-exclusive, non-transferable right to use the RehabPilot clinic app for the plan you purchased.
  • Each subscription includes a number of practitioner seats as selected at checkout; the free patient app is unlimited for your patients.
  • You may not resell, sublicense, or share clinic access outside your organisation.
  • You may not reverse-engineer, decompile, or circumvent access controls except where mandatory law allows.
  • You receive a right of use for the subscription term; we retain all rights in the software.
  • Trial access: Via the website form you may request a time-limited clinic trial (currently 14 days, Starter plan, “trial” status) without payment. The free trial ends automatically when it expires and is not converted into a paid subscription. A paid subscription is created only when the practice expressly completes checkout. When you move to a paid subscription, existing clinic data is retained.

App features included

The service includes in particular:

  • patient records, exercise libraries, plans, and weekly scheduling in the clinic app;
  • home exercises and progress in the patient app;
  • in-app messaging between clinic and patient (text; retention in the Privacy Policy);
  • email to patients: invites (sign-in via email link) and sending the week plan as a PDF to the stored address;
  • authentication by email link or login code, optional Google Sign-In or Sign in with Apple, and clinic PIN;
  • storage of exercise media (photo/video) for therapy.

Patients: Patients use the patient app on behalf of their treating clinic. Processing of personal data is governed by the clinic’s privacy information as controller; the clinic sets the legal basis. Patient app use is governed by the patient app terms. RehabPilot processes data as processor under the DPA on the clinic’s instructions.

Clinics: You are the controller of patient and health data and may use communication features only within your treatment relationship and applicable professional/data-protection law. Optional push notifications may be delivered via Firebase Cloud Messaging when enabled on the device. You must accept our current DPA before using cloud patient features.

Subscriptions and payment

  • Plan, seats, billing period, currency, one-time fees and add-ons are shown in the order summary at checkout and on the current pricing page; if they differ, the order summary applies.
  • Subscriptions are billed through Stripe; Enterprise is by agreement.
  • Term and cancellation: Monthly subscriptions run for an indefinite period and may be cancelled at any time with effect from the end of the current billing month. Annual subscriptions have a fixed initial term of twelve months; a cancellation during the initial term takes effect at its end. After the initial term, the subscription continues for an indefinite period, is billed monthly at the monthly price then shown on the pricing page, and may be cancelled at any time with effect from the end of the current billing month. You can cancel in your customer account, in the Stripe customer portal or in text form to [email protected]. For direct contracts paid by invoice, the term and notice periods agreed there take precedence. Both parties’ right to terminate for good cause remains unaffected.
  • Price adjustments: we may adjust recurring fees at most once per calendar year where the costs relevant to providing the service, in particular for hosting, infrastructure, IT security, software licences or personnel, demonstrably change after conclusion of the contract. An adjustment is made only to the extent justified by those cost changes; cost reductions are taken into account appropriately and lead to a corresponding reduction. An adjustment does not serve solely to increase our profit margin. We notify you in text form at least 6 weeks before it takes effect, stating the date, extent and main reasons. In the case of an increase you may terminate the contract with effect from the date the increase takes effect, up to that date; the notice will point this out. Individually agreed fixed prices remain unaffected until the end of their agreed fixed-price period.
  • If you cancel, access to paid features continues until the end of the billing period already paid for.
  • Data export and end of contract: during the term and after the contract ends the clinic may request an export of practice and patient data via support ([email protected]); we provide it within 30 days of receiving the request in a common machine-readable format (JSON); media files by arrangement. The product does not currently include a self-service export of the entire practice data set. Patients can export their own data in the patient app; plans and week schedules can be sent as PDF from the clinic app. The end of the contract does not trigger automatic deletion of clinic data. Return or deletion takes place on the clinic’s documented instructions as set out in Section 8 of the DPA (Art. 28(3)(g) GDPR), unless legal retention obligations apply; the product-related deletion periods described in Section 2 of the DPA remain unaffected. Where deletion is instructed, data is deleted in the production systems; data contained in backups is overwritten as part of the documented backup rotation (7 days). If data are restored from a backup, deletions already instructed are applied again unless a legal obligation to retain applies.
  • Introductory discounts apply to the first billing period only; renewal is at the regular price on the pricing page.
  • Prices may include applicable taxes depending on your location; Stripe collects billing and tax details.
  • Late payment: access is suspended for late payment only after a reminder and grace period (see Suspension of access); your payment obligation remains unaffected.

Suspension of access

  • Late payment: if payment is overdue, we suspend access to paid features only temporarily and only after a prior reminder in text form (e.g. a payment reminder by email) and expiry of a reasonable grace period of at least 14 calendar days. Your payment obligation remains unaffected. The suspension is lifted without delay once the overdue amount has been received.
  • Emergency suspension for security incidents: where there is a reasonable suspicion of an acute threat to data security (e.g. compromised access credentials of the clinic), we may restrict access without delay. The extent and duration of the restriction are limited to what is necessary to avert the threat. The clinic is informed without delay; the suspension is lifted immediately once the cause has been remedied.
  • Other suspension: in the event of a serious breach of obligations (including breaches of the usage rules under “Subscription and use”) we may temporarily suspend access where necessary to protect the service, other customers or patient data; the clinic is informed in advance where reasonable, otherwise without delay. The suspension is lifted once the cause has been remedied.
  • A suspension does not delete or alter clinic or patient data. Even during a suspension the clinic may request the export described under “Data export and end of contract”.

Refunds

We offer a 14-day money-back guarantee on new Starter or Praxis subscriptions. Contact [email protected] within 14 days of your initial purchase with your order email. Refunds are processed via Stripe; access to paid features ends when the refund is issued.

There is no statutory right of withdrawal. The money-back guarantee above is a voluntary goodwill policy for eligible first purchases and does not create rights beyond the conditions stated there.

Renewal charges are generally non-refundable except where required by law or at our discretion for billing errors, and except for pro-rata refunds on termination for cause under Section 6 of the DPA or after a price increase (see “Price adjustments”).

Support

Support is available by email at [email protected] and via the support area in the clinic app and the customer portal.

  • Starter: email support for subscribers and documentation.
  • Praxis: priority email support for subscribers.
  • Enterprise: dedicated onboarding and a named contact by agreement.

Non-Medical Device Status, Warranties, and Limitation of Liability

Intended purpose, not a medical device (MDR): RehabPilot provides functions solely for digitising, organising and communicating training plans and patient exercises (providing and documenting exercises and training plans, and communication between clinic and patients). The software performs no automated evaluations, diagnostic assessments or algorithmic-autonomous training adjustments; progress views only reflect information entered by the clinic and patients. Selecting, creating, individually adapting and therapeutically validating the content, and assessing its suitability for the individual patient, are solely the clinic’s responsibility. RehabPilot never replaces diagnosis, clinical assessment, treatment decisions or therapy by a licensed healthcare professional; treating practitioners remain solely and independently responsible for patient assessment, exercise selection, dosage and patient care. On the basis of this intended purpose RehabPilot is not a medical device under Regulation (EU) 2017/745 (MDR).

Service Availability: We work to provide high cloud service availability consistent with industry standards, but do not warrant uninterrupted or fault-free operation. We may schedule maintenance windows with prior notice in text form. Where a target availability is agreed, outages caused by announced maintenance and disruptions outside our control (e.g. global outages of infrastructure providers or network disruptions caused by third parties) are excluded from its calculation; our duty to provide reasonable remedies and our liability remain unaffected.

Limitation of Liability: RehabPilot is liable without limitation for intent, gross negligence, injury to life, body, or health, and under the mandatory provisions of the German Product Liability Act. In cases of slight negligence, RehabPilot is liable only for the breach of essential contractual obligations (cardinal obligations on whose fulfillment the contract depends and on which the customer may regularly rely); in this case, liability is limited to typical, foreseeable damages at the time of contract execution. Liability for slight negligence of non-essential obligations is excluded. In the event of data loss caused by slight negligence, RehabPilot’s liability is limited to the typical cost of restoration that would have been incurred even with proper backups by RehabPilot (backups as described in the DPA). The parties’ statutory liability towards data subjects under Art. 82 GDPR remains unaffected.

Record Retention: The clinic remains solely responsible for compliance with legal patient record retention periods (such as 10-year clinical record rules under § 630f (3) German Civil Code / BGB). Export options are provided as described under “Data export and end of contract”, and RehabPilot is not an archive for treatment records. The end of the contract does not trigger automatic deletion; data is returned or deleted on the clinic’s instructions according to the DPA (Section 8), unless legal retention obligations apply.

Governing law

These Terms are governed by the laws of Germany, excluding the UN Convention on Contracts for the International Sale of Goods. The exclusive place of jurisdiction for all disputes arising out of or in connection with these Terms is Munich, Germany, provided the customer is a merchant (Kaufmann) within the meaning of the German Commercial Code, a legal entity under public law, or has no general place of jurisdiction in Germany.

Changes

We may update these Terms when our services or legal requirements change. We will notify you of material changes in text form at least 6 weeks before they are scheduled to take effect and publish them here with an updated date. You may object to the changes in text form before they take effect or terminate the contract with effect from the date they take effect. If you object in time, the contract continues on the previous terms; in that case RehabPilot reserves the right to terminate the contract with the ordinary notice period at the next possible date. If there is no objection and no termination by the effective date, the amended Terms apply from the notified date. In the notice we will separately point out the right to object, the deadline and the legal consequences of remaining silent. Continued use alone does not constitute acceptance.

Contact

RehabPilot
Josef Kirchhofer & Phillip Rosenheinrich GbR
Destouchesstr. 3 · 80803 Munich · Germany
Email: [email protected]