Terms of Service

Last Updated: 4/10/2026

1. Acceptance of Terms

By accessing or using SnapBill (the “Service”), operated by 16441289 Canada Inc., you agree to be bound by these Terms of Service (“Terms”). If you disagree with any part of the Terms, you may not access the Service. These Terms apply to all visitors, users, and others who access or use the Service.

By using the Service, you also agree to our Privacy Policy, which is incorporated into these Terms by reference. You further acknowledge that, as a healthcare provider, you have obligations as a Health Information Custodian (“HIC”) under the Personal Health Information Protection Act, 2004 (PHIPA) and that your use of the Service does not relieve you of those obligations.

2. Description of Service

SnapBill is an OHIP billing platform provided by 16441289 Canada Inc. The Service processes personal health information (“PHI”) on behalf of the Health Information Custodian (the physician or healthcare provider) for the purpose of facilitating billing under the Ontario Health Insurance Plan. The Service includes, but is not limited to:

  • Creation and management of OHIP billing claims
  • Submission of claims to OHIP via the Medical Claims Electronic Data Transfer (MCEDT) system
  • Claim status tracking, reconciliation, and remittance processing
  • AI-assisted claim error analysis and correction suggestions
  • Private (non-OHIP) invoicing
  • Billing analytics and reporting

SnapBill is a billing administration tool. It does not provide medical advice, clinical decision support, or diagnostic services.

3. User Accounts

To use the Service, you must be a licensed Ontario healthcare provider eligible to bill OHIP, or an authorized billing agent acting on behalf of such a provider. By creating an account, you represent that you meet this requirement.

When you create an account with us, you must provide information that is accurate, complete, and current at all times. Failure to do so constitutes a breach of the Terms, which may result in immediate termination of your account on our Service.

You are responsible for safeguarding the password that you use to access the Service and for any activities or actions under your account credentials. You agree not to disclose your password to any third party and must not share your account or login credentials with any other person. Two-factor authentication (2FA) is strongly recommended for all accounts and may be required for certain features. You must notify us immediately upon becoming aware of any breach of security or unauthorized use of your account.

You are responsible for the accuracy and completeness of all patient data entered into the Service through your account. Inaccurate patient data, including health card numbers, diagnostic codes, and billing codes, may result in claim rejections and is solely your responsibility.

4. Health Information Custodian Responsibilities

As the physician or healthcare provider using SnapBill, you are the Health Information Custodian (“HIC”) under the Personal Health Information Protection Act, 2004 (PHIPA) with respect to the personal health information you enter into the Service. SnapBill acts as your agent for the limited purpose of processing PHI to facilitate billing on your behalf.

As the HIC, you are responsible for:

  • Obtaining any required patient consent before entering patient data into SnapBill, in accordance with PHIPA and applicable regulations
  • Ensuring that all patient data entered into SnapBill is accurate, complete, and up to date
  • Establishing and maintaining your own PHIPA compliance program, including privacy policies, breach protocols, and staff training
  • Notifying SnapBill promptly of any consent withdrawals or patient requests to restrict the use of their PHI
  • Using the Service only for authorized billing and administrative purposes directly related to the provision of healthcare services
  • Complying with all applicable laws and regulations governing the collection, use, and disclosure of personal health information in Ontario

5. Data Processing

SnapBill acts as an Electronic Service Provider and agent under PHIPA. We process personal health information solely for the purpose of providing billing services on behalf of the Health Information Custodian. We do not use PHI for any purpose other than fulfilling our obligations under these Terms.

We implement appropriate technical and organizational security safeguards to protect PHI, including:

  • Encryption of data in transit and at rest
  • Comprehensive audit logging of access to PHI
  • Role-based access controls
  • Regular security assessments and monitoring

Upon request, SnapBill will enter into a written data processing agreement with the Health Information Custodian to formalize the terms under which PHI is processed. To request a data processing agreement, please contact us at support@snapbill.md.

6. AI-Assisted Features

SnapBill incorporates AI-assisted features, including claim error analysis, correction suggestions, and billing code recommendations. These features are designed to support, not replace, your professional judgment as a healthcare provider.

When AI-assisted features process claim data, personal health information is redacted or de-identified before being submitted to AI models. SnapBill takes reasonable measures to ensure that identifiable PHI is not disclosed to third-party AI service providers.

You must review and approve all AI-suggested changes before they are applied to your claims. SnapBill is not liable for any consequences arising from AI-suggested corrections or modifications that are reviewed and approved by you. You retain full responsibility for the accuracy and appropriateness of all claims submitted through the Service, including those informed by AI suggestions.

7. Intellectual Property Rights

The Service and its original content, features, and functionality are and will remain the exclusive property of 16441289 Canada Inc. (operating as SnapBill) and its licensors. The Service is protected by copyright, trademark, and other laws of Canada and foreign countries.

Our trademarks and trade dress may not be used in connection with any product or service without the prior written consent of SnapBill.

You acknowledge and agree that any billing data, claim templates, analytics, and other content provided through the Service are the intellectual property of SnapBill and are protected by copyright laws. Any unauthorized reproduction, distribution, or use of this content is strictly prohibited and may result in severe civil and criminal penalties.

8. User Conduct

You agree not to use the Service:

  • To enter false, fabricated, or misleading patient data, billing codes, or diagnostic codes
  • For any purpose not authorized under these Terms, including purposes unrelated to OHIP billing or healthcare administration
  • To distribute, publicly display, or publicly perform any part of the Service, including but not limited to billing data, claim templates, or analytics
  • To share your account or account access with any third party
  • To attempt to decompile, reverse engineer, disassemble, or hack any part of the Service
  • To upload or transmit viruses or any other type of malicious code
  • To collect or track the personal information of others
  • To spam, phish, pharm, pretext, spider, crawl, or scrape
  • To interfere with or circumvent the security features of the Service
  • In any way that violates any applicable federal, provincial, local, or international law or regulation, including PHIPA and the Canada Health Act

9. Data Export and Account Closure

You may request a full export of your data at any time by contacting us at support@snapbill.md. Data export requests are processed within 30 business days. Exports are delivered after a 7-day waiting period following confirmation of the request, to allow for identity verification and security review.

Upon account closure, your data is soft-deleted from active systems. In accordance with OHIP recordkeeping requirements, billing records and associated PHI are retained for a minimum of 10 years from the date of the most recent claim submission. After the retention period has elapsed, data is permanently and irreversibly deleted. You may request account closure by contacting us at the email address above.

10. Termination

We may terminate or suspend your account and bar access to the Service immediately, without prior notice or liability, under our sole discretion, for any reason whatsoever and without limitation, including but not limited to a breach of the Terms.

Upon termination, SnapBill will retain your data in accordance with legal retention requirements, including the minimum 10-year retention period for OHIP billing records described in Section 9. You may request a data export prior to or within 30 days following termination.

All provisions of the Terms which by their nature should survive termination shall survive termination, including, without limitation, ownership provisions, warranty disclaimers, indemnity, and limitations of liability.

11. Limitation of Liability

In no event shall SnapBill, nor its directors, employees, partners, agents, suppliers, or affiliates, be liable for any indirect, incidental, special, consequential or punitive damages, including without limitation, loss of profits, data, use, goodwill, or other intangible losses, resulting from (i) your access to or use of or inability to access or use the Service; (ii) any conduct or content of any third party on the Service; (iii) any content obtained from the Service; and (iv) unauthorized access, use or alteration of your transmissions or content, whether based on warranty, contract, tort (including negligence) or any other legal theory, whether or not we have been informed of the possibility of such damage, and even if a remedy set forth herein is found to have failed of its essential purpose.

Without limiting the foregoing, SnapBill is a billing administration tool and does not provide medical advice, clinical guidance, or legal counsel. SnapBill is not responsible for claim rejections, payment delays, changes to OHIP fee schedules, modifications to Ministry of Health policies, or any other actions or decisions by OHIP or the Ministry of Health. You are solely responsible for the accuracy of all claims submitted through the Service and for compliance with all applicable billing regulations.

12. Disclaimer

Your use of the Service is at your sole risk. The Service is provided on an “AS IS” and “AS AVAILABLE” basis. The Service is provided without warranties of any kind, whether express or implied, including, but not limited to, implied warranties of merchantability, fitness for a particular purpose, non-infringement or course of performance.

SnapBill, its subsidiaries, affiliates, and its licensors do not warrant that a) the Service will function uninterrupted, secure or available at any particular time or location; b) any errors or defects will be corrected; c) the Service is free of viruses or other harmful components; or d) the results of using the Service will meet your requirements.

13. Governing Law

These Terms shall be governed by and construed in accordance with the laws of the Province of Ontario and the federal laws of Canada applicable therein, without regard to conflict of law provisions. Any disputes arising under or in connection with these Terms shall be subject to the exclusive jurisdiction of the courts of the Province of Ontario.

Our failure to enforce any right or provision of these Terms will not be considered a waiver of those rights. If any provision of these Terms is held to be invalid or unenforceable by a court, the remaining provisions of these Terms will remain in effect.

14. Changes to Terms

We reserve the right, at our sole discretion, to modify or replace these Terms at any time. If a revision is material we will provide at least 30 days notice prior to any new terms taking effect. What constitutes a material change will be determined at our sole discretion.

By continuing to access or use our Service after any revisions become effective, you agree to be bound by the revised terms. If you do not agree to the new terms, you are no longer authorized to use the Service.

15. Contact Us

If you have any questions about these Terms, your obligations as a Health Information Custodian, or data processing under this agreement, please contact us at support@snapbill.md.