This Disclaimer applies to the Caresoft VMS website at vms.caresoft.co.in, its documentation, marketing material and platform, supplied by Caresoft Systems Private Limited. Read it with the Terms of Use and Privacy Policy. Where this and the Terms of Use address the same subject, the Terms of Use prevail.
Read this first
Caresoft VMS is a record, not a barrier.
It records who was issued a pass and when they entered and left. It does not stop anyone entering, does not verify who a person is, does not detect weapons or contraband, and does not replace security staff, physical access control, CCTV or a hospital's own procedures.
A gate pass is a piece of paper or a screen. Deciding who comes through the gate is a human decision, made by the hospital.
1
General information only
Content on our website, documentation, datasheets and proposals is general information about Caresoft VMS. We take reasonable care to keep it accurate but make no representation as to completeness, currency or suitability for your circumstances. Features and pricing may change without notice. Screenshots and sample data are illustrative.
2
Not a security system
Caresoft VMS is visitor record-keeping and workflow software. It is not, and must not be presented internally as:
an access control system — it operates no locks, turnstiles or barriers;
a screening system — it detects no weapons, contraband or prohibited items;
a surveillance system — it has no cameras and performs no monitoring of movement;
a substitute for security personnel, guarding, CCTV or physical access control;
a means of preventing entry by anyone determined to enter by another route.
Hospitals must maintain their own security arrangements independently. Deploying Caresoft VMS neither improves nor replaces them.
3
We do not verify identity
Identity
A visitor types a name and a mobile number. We verify that the number is reachable by sending an OTP to it. We do not verify that the person is who they say they are.
The platform performs no identity document check, no photograph capture, no biometric verification and no background check. A pass proves that someone completed a form with a working phone. Nothing more.
Where a hospital's own policy requires identity verification at the gate, that must be operated separately by the hospital's staff, with its own lawful basis and its own records.
4
The list of who is inside
The platform can show which visitors are currently checked in. This is derived from passes issued and scans recorded.
Treat as indicative
Treat it as indicative, never as authoritative. It will not include anyone who entered without a pass, who entered by a gate not covered by the platform, or who left without checking out. Where a scan was missed, the record is wrong.
Do not rely on it as a headcount for any purpose where being wrong matters.
5
Not an emergency system
Critical
Caresoft VMS is not a fire alarm, evacuation, emergency notification, public address or life-safety system, has no certification for any such purpose, and must not form part of a life-safety chain.
In an evacuation, the hospital's certified systems and procedures are the operative mechanism. Any use of the visitor list during an incident is at the hospital's own risk, subject to the limits in Section 4.
6
OTP and message delivery
Mobile verification is delivered over WhatsApp through a third-party Business Solution Provider. Delivery is outside our control and is not guaranteed.
Messages may be delayed or fail because of network conditions, the recipient's device or account state, an incorrect number entered by the visitor, provider outages, template rejection, or policy changes by WhatsApp. Hospitals must maintain an assisted-entry fallback so a failed message does not leave a visitor stranded.
We are not liable for any consequence of an OTP not arriving, arriving late, or arriving to the wrong number because it was entered incorrectly.
7
Hospital system integration
Where connected to a hospital information system, the platform relies on data supplied by that system — admission status, ward, doctor lists, permitted visitor counts. Its accuracy and timeliness are the hospital's responsibility.
Stale or incorrect admission data produces wrong outcomes at the gate: a discharged patient still shown as admitted, a visitor limit applied to the wrong bed. The platform displays what it receives.
Where the interface is unavailable, the platform falls back to manual entry. Where the hospital system is not supplied by Caresoft, integration depends on that vendor's interface and cooperation, which is outside our control. Upgrades made without the notice required by the Terms may break the integration.
8
Visiting limits and overrides
Where the platform enforces a limit on simultaneous visitors, that limit comes from the hospital's configuration or its hospital system. We apply the rule; we do not set it and do not assess whether it is clinically appropriate for any patient.
By design
Overrides are recorded rather than blocked, by design. A hospital gate must be able to admit a relative in circumstances no rule anticipated. Responsibility for each override rests with the person who makes it.
9
Devices, network and QR codes
Unless the Order says otherwise, gate devices, tablets, scanners, printers, network and power are supplied and maintained by the hospital. Scanning reliability depends on that hardware, on lighting, on the condition of the printed QR code, and on the visitor's own device.
A damaged, faded, obscured or poorly printed QR code may not scan. Hospitals should check gate signage periodically and keep a manual process available.
10
Gate passes and their tokens
Passes carry randomly generated, unguessable tokens, are served with no-index and no-referrer headers, and expire automatically.
Treat it like a ticket
Anyone holding a pass link or QR image can view that pass. A pass forwarded to another person, photographed, or posted publicly can be viewed by whoever receives it. Visitors should treat a pass like a ticket.
Hospitals should keep ward and department detail off passes wherever the gate process allows — a pass naming a ward discloses a patient's condition to anyone who sees it. See Privacy Policy §2.
11
Content on the signup screen
Notices, health education and promotional content are chosen and published by the hospital, which is responsible for their accuracy, legality and clinical appropriateness.
Health education content is general awareness information, not medical advice, and must not be used for diagnosis or treatment decisions. Anyone with a health concern should consult a qualified practitioner.
Promotional content must comply with applicable advertising law, including the prohibition on advertising prescription medicines to the public and the Drugs and Magic Remedies (Objectionable Advertisements) Act, 1954. Caresoft does not provide legal clearance for any content.
12
No professional advice
Nothing supplied by Caresoft VMS constitutes legal, security, medical, regulatory or other professional advice. Suggested visiting rules, form templates, retention defaults and gate notice wording are conveniences reflecting common practice. They are not advice, may not suit your circumstances, and do not substitute for your own legal or security assessment.
13
Compliance is not conferred
Using Caresoft VMS does not by itself make a hospital compliant with any law, standard or accreditation requirement — including data protection law, NABH or equivalent standards, fire safety requirements, or any condition attached to a hospital registration.
Compliance depends on the hospital's own policies, notices, staffing, physical arrangements and records, most of which sit outside this platform.
14
Performance figures and business cases
Any figures regarding queue times at the gate, staff time saved, visitor throughput, incident reduction or return on investment are illustrative estimates dependent on your gates, footfall, staffing and existing process. They are not commitments and are not relied upon by either party in entering into any agreement.
15
Testimonials and forward-looking statements
Testimonials and case studies reflect particular experiences at particular times and do not guarantee comparable results. Statements about planned features — including photo capture, pre-approved passes, pass delivery over messaging, ID card printing, turnstile integration, face recognition or group dashboards — are forward-looking and may change or be withdrawn. Do not purchase in reliance on functionality not yet available; if something is material to your decision, record it as a condition in your Order.
16
Security representations
We maintain the measures described in the Privacy Policy and DPA, but no system is completely secure and we do not warrant that the platform will be free from vulnerabilities or unauthorised access. Physical security of gate devices, network security, and revoking staff access when someone leaves are the hospital's responsibility.
Certifications referenced on our site are held by Caresoft Systems Private Limited within a defined scope and are stated for information, not as a warranty about any particular deployment.
17
Links and trademarks
Links to third-party sites are provided for convenience and do not imply endorsement or affiliation. Names, logos and marks of hospitals, device manufacturers, messaging providers and other software vendors are the property of their owners and are used for identification and interoperability only. Their appearance does not imply partnership, sponsorship, endorsement or certification unless expressly stated in writing.
18
Disclaimer of warranties
Statutory language — read carefully
EXCEPT AS EXPRESSLY STATED IN THE TERMS OF USE AND THE SLA, THE PLATFORM AND ALL CONTENT ARE PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTY OF ANY KIND, EXPRESS, IMPLIED OR STATUTORY, INCLUDING MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, ACCURACY AND NON-INFRINGEMENT.
WE DO NOT WARRANT UNINTERRUPTED OPERATION; THAT ANY OTP WILL BE DELIVERED; THAT ANY PASS WILL SCAN; THAT THE HOSPITAL SYSTEM INTERFACE WILL BE AVAILABLE OR ACCURATE; THAT THE RECORD OF WHO IS INSIDE IS COMPLETE; OR THAT THE PLATFORM WILL PREVENT ANY UNAUTHORISED ENTRY, THEFT, HARM OR OTHER INCIDENT.
19
Limitation of liability
Statutory language — read carefully
OUR LIABILITY IS LIMITED AS SET OUT IN TERMS OF USE §23, INCLUDING THE EXCLUSION OF INDIRECT AND CONSEQUENTIAL LOSS AND THE CAP AT FEES PAID IN THE PRECEDING [TWELVE (12)] MONTHS.
WE ARE NOT LIABLE FOR: ANY ACT OF ANY VISITOR OR OTHER PERSON ON HOSPITAL PREMISES; ANY THEFT, INJURY, ASSAULT, ABDUCTION OR DAMAGE, WHETHER OR NOT THAT PERSON HELD A PASS; ANY UNAUTHORISED ENTRY; THE COMPLETENESS OF THE RECORD OF WHO IS INSIDE; ANY RELIANCE ON THE PLATFORM AS A SECURITY OR EMERGENCY SYSTEM; ANY FAILURE OF MESSAGE DELIVERY BY A THIRD-PARTY PROVIDER; OR ANY ADMISSION OR REFUSAL DECISION MADE BY THE HOSPITAL.
Nothing here limits liability for fraud, death or personal injury caused by negligence, or any liability that cannot lawfully be limited.
20
Governing law and contact
Governed by the laws of India and subject to the dispute resolution provisions in Terms of Use §27.
Caresoft Systems Private Limited
311, Mahesh Industrial Estate , Silver Park, Mira Road East , Thane -401107