Aesthetix Activate Service Terms

Version 2026.11.1. Published November 12, 2026. These Service Terms govern Aesthetix Activate and are incorporated by reference into every Aesthetix Activate Order Form. The Order Form identifies the version in effect for that Client. Prior versions and a change log are listed at the end of this page.

These Aesthetix Activate Service Terms (these “Service Terms”) are between Aesthetix CRM LLC, a South Carolina limited liability company (“Aesthetix CRM”), and the customer identified on an executed Aesthetix Activate Order Form (the “Order Form”) as Client (“Client”). Aesthetix CRM and Client are each a “Party” and together the “Parties.” The Order Form and these Service Terms together are the “Agreement.” Capitalized terms not defined here have the meanings given in the Order Form, the Aesthetix CRM Terms of Service, or the Activate BAA Addendum.

1. The Service and Governing Documents

a. Activate. Aesthetix Activate (“Activate”) is an optional add-on service that connects Client’s supported electronic medical record, practice management, or point-of-sale system (the “EMR Source”) to a managed data warehouse and analytics environment operated by Aesthetix CRM’s data infrastructure providers, and syncs patient audiences into Client’s Aesthetix CRM account to power reporting dashboards and automated patient reactivation campaigns, as described in Section 12B of the Aesthetix CRM Terms of Service.

b. Governing Documents. Activate is provided under, and the Agreement incorporates by reference, (i) the Aesthetix CRM Terms of Service published at aesthetixcrm.com/terms, including Section 12B (the “Terms”); (ii) the Aesthetix CRM Data Processing Addendum (the “DPA”); (iii) the Aesthetix CRM Business Associate Agreement published at aesthetixcrm.com/baa in the version identified on the Order Form, which the Order Form executes and which supersedes any earlier business associate agreement between the Parties, unless the Order Form identifies a separately negotiated business associate agreement, in which case that agreement is the Standard BAA for purposes of these Terms (the “Standard BAA”); and (iv) the Aesthetix Activate Business Associate Agreement Addendum published at aesthetixcrm.com/activate-baa, in the version identified on the Order Form (the “Addendum”).

c. Order of Precedence. In the event of a conflict, the following order of precedence applies: (i) with respect to Protected Health Information, the Addendum, then the Standard BAA; (ii) the Order Form; (iii) any master services agreement between the Parties; (iv) these Service Terms; (v) the DPA; and (vi) the Terms.

2. Eligibility and Dependencies

Activate requires, for each enrolled location: (a) an active Aesthetix CRM subscription in good standing; (b) an active, supported EMR integration for the EMR Source identified on the Order Form; and (c) a countersigned Order Form, which executes the Standard BAA and the Addendum, before any patient data is extracted from the EMR Source. If Client’s Aesthetix CRM subscription or EMR integration for a location is cancelled, suspended, or lapses, Activate for that location is suspended or terminated concurrently under Section 12B.3 of the Terms, without extending any billing period.

3. Term and Cancellation

a. Term. The Agreement begins on the Effective Date stated on the Order Form and continues month to month until cancelled by either Party under this Section 3.

b. Cancellation by Client. Client may cancel Activate for any or all enrolled locations by written notice to support@aesthetixcrm.com at least thirty (30) days before the end of the then-current monthly billing period. Cancellation takes effect at the end of that billing period. Fees already billed are non-refundable under Section 10 of the Terms.

c. Cancellation or Suspension by Aesthetix CRM. Aesthetix CRM may suspend or terminate Activate in the circumstances described in the Terms, on the loss of a dependency under Section 2, or on thirty (30) days’ written notice if Aesthetix CRM discontinues Activate generally. Aesthetix CRM may suspend extraction and syncing immediately where it reasonably determines that continued processing would violate HIPAA, the Addendum, or the Standard BAA, and will notify Client of the suspension and the reason.

d. Effect of Cancellation. On cancellation, extraction and syncing stop, warehouse data is handled under Section 12 of the Addendum (including the export window), and Synced Records in Client’s Aesthetix CRM account remain Client Data under Section 15 of the Terms.

4. Fees and Billing

a. Billing. Activate fees are billed monthly in advance to Client’s payment method on file, beginning on the Effective Date for each enrolled location, prorated for any partial first month. The setup fee for each location is billed when that location is enrolled. All fees are in US dollars, are in addition to Client’s Aesthetix CRM subscription, EMR integration, and onboarding fees, and are non-refundable under Section 10 of the Terms.

b. Adding and Removing Locations. Client may enroll additional locations by written request identifying the location, its operating legal entity, and its EMR Source, and the Enrolled Locations on the Order Form are updated accordingly. Each added location is billed the setup fee and the monthly fee from its enrollment date. Removal of a location is a cancellation for that location under Section 3(b).

c. Price Changes. Aesthetix CRM may change Activate fees on at least thirty (30) days’ written notice under Section 8D of the Terms. Client may cancel without penalty before a change takes effect.

d. Credits. Messages sent by reactivation campaigns (SMS, MMS, and email) consume messaging and technology credits under Section 9 of the Terms at Client’s standard rates. Credits are never included in Activate fees.

5. Included Services and Scope

Activate includes setup and configuration of the following. The standard dashboards and reactivation data models are provided once per Client account, not per location; per-location pricing covers the data pipeline and audience sync for each enrolled location.

• Three (3) standard dashboards, one set per Client account, selected from the Activate template library and connected to Client’s EMR Source, Aesthetix CRM, and, where connected, advertising data.
• Three (3) standard reactivation data models and campaigns, one set per Client account, selected from the Activate template library, including audience definitions using available EMR Source data points, campaign sync into Client’s Aesthetix CRM account, and activation support.
• Data pipeline, per enrolled location: EMR Source connection, managed warehouse environment, recurring data refresh on the schedule supported by the EMR Source connector, and automated audience sync into Client’s Aesthetix CRM account.
• Self-serve analytics: Client may build additional dashboards and reports in the Activate environment, including with the platform’s natural-language query assistant, at no additional subscription cost. Client-built dashboards are self-serve and self-supported; Aesthetix CRM does not create, troubleshoot, or maintain them except as a separately quoted Custom Build.

The following are outside the scope of the Agreement and, where available, are offered as separately priced Custom Build Requests under Section 12A of the Terms: dashboards or reports beyond the standard three, reactivation segments or data models beyond the standard three, custom data models or integrations, historical data remediation, and modifications to Client’s EMR Source configuration.

6. Client Responsibilities

a. EMR Source Access. Client represents that it has the right under its agreement with the EMR Source vendor to authorize Aesthetix CRM and its data infrastructure providers to access and extract the Activate Data Set, and will furnish and keep current the credentials, API keys, integration authorizations, and vendor-side configuration required for extraction. Client will promptly notify Aesthetix CRM when it changes EMR Source vendors, rotates credentials, changes an integration authorization, or opens or closes an enrolled location. Aesthetix CRM is not responsible for gaps in extraction, reporting, or campaigns caused by lapsed, revoked, or changed credentials.

b. Source Data. Aesthetix CRM does not validate the clinical, financial, or contact accuracy of information in the EMR Source. Dashboards, audiences, and campaigns reflect the EMR Source as extracted. Client is responsible for the accuracy of information in the EMR Source, including service mappings, appointment status, deceased and do-not-contact flags, and patient opt-out status.

c. Exclusions. Client will maintain in the EMR Source, or communicate to Aesthetix CRM in writing, the categories of patients to be excluded from audiences. Aesthetix CRM will apply exclusions that are communicated in writing and that are supportable from the Activate Data Set.

d. Users and Access. Client is responsible for the users it authorizes to access the Activate environment on the same terms that apply to Aesthetix CRM users under Section 5 of the Standard BAA, including credential confidentiality, least-privilege provisioning, prompt deprovisioning, multi-factor authentication where offered, and prompt notice of any credential compromise. Data that Client or its users independently connect, upload, or configure in the Activate environment is outside the Activate Data Set and is Client’s responsibility.

e. Timely Cooperation. Onboarding timelines depend on Client furnishing EMR Source access, approving dashboards and audiences, and approving campaign content. Billing is not suspended for delays attributable to Client.

7. Campaign Approval and Communications Compliance

Aesthetix CRM configures reactivation campaigns for activation only upon Client’s approval, and that approval constitutes Client’s instruction to send. Client is the sender and initiator of all messages transmitted by reactivation campaigns and is solely responsible for patient consent, message content, sending times and quiet hours, opt-out honoring, exclusion of patients who should not be contacted, and compliance with the TCPA and all other applicable communications laws, as set out in Sections 12B.6, 18, and 19 of the Terms. Client is responsible for determining that each campaign is a permissible communication under HIPAA as described in Section 6 of the Addendum.

8. Data Infrastructure Providers and Service Levels

a. Infrastructure Providers. Activate is delivered through CorralData, Inc. (“CorralData”), which provides data warehousing, analytics, and audience segmentation infrastructure; through CorralData’s downstream data pipeline and reverse-synchronization provider, Fivetran, Inc.; and through the hosting, content delivery, and model providers engaged by CorralData and disclosed at aesthetixcrm.com/sub-processors. Each is an Infrastructure Provider under Section 2 of the Terms with respect to Activate, and all provisions of Section 2 apply to them, including the disclaimer of liability for Infrastructure Provider failures and the sole remedy of termination without penalty. Aesthetix CRM maintains a Business Associate Agreement with CorralData, and CorralData maintains Business Associate Agreements with its downstream subcontractors.

b. Sub-processor Consent. Client’s express consent on the Order Form to Aesthetix CRM’s use of CorralData, Fivetran, Inc., and CorralData’s disclosed downstream subcontractors as sub-processors and Infrastructure Providers for the delivery of Activate satisfies the sub-processor notice provisions of the DPA with respect to Activate as of the Effective Date; later changes are handled under Section 4(d) of the Addendum.

c. Service Levels. Data refresh schedules depend on the EMR Source connector and may change. Aesthetix CRM does not own, operate, or control the Infrastructure Providers’ systems and does not warrant uninterrupted availability of the Activate environment, any particular refresh frequency, or any campaign outcome. Support for Activate is provided through Aesthetix CRM’s standard support channels; Client does not contact CorralData directly.

9. Intellectual Property

The standard dashboards, reactivation campaign templates, data models, audience definitions, queries, and related configurations deployed as part of Activate are pre-built assets of Aesthetix CRM and constitute Snapshot Assets and Provider intellectual property under Sections 6C, 12A, and 12B.5 of the Terms. Client receives a non-exclusive, non-transferable license to use them for the duration of its Activate enrollment. Custom dashboards, custom audiences, and other custom work are Custom Builds governed by Section 12A of the Terms. Client Data, including the Activate Data Set and Synced Records, remains Client’s. Aesthetix CRM and its Infrastructure Providers may create and use de-identified and aggregated data as provided in Section 12B.7 of the Terms and Section 8 of the Addendum.

10. Multiple Locations and Legal Entities

The Order Form lists each enrolled location, the legal entity that operates it, and its EMR Source. If any enrolled location is operated by a legal entity other than the entity executing the Order Form, Section 13 of the Addendum applies, and Aesthetix CRM will not extract Protected Health Information for that location until the conditions in that Section are satisfied for the entity operating it.

11. General

a. Terms Govern. Except as expressly modified by the Agreement and the Addendum, the Terms, including the limitation of liability, indemnification, dispute resolution, and governing law provisions, apply to Activate.

b. Notices. Notices to Aesthetix CRM under the Agreement are sent to legal@aesthetixcrm.com, with operational requests (cancellation, location changes, exclusions) to support@aesthetixcrm.com. Notices to Client are sent to the notice email on the Order Form.

c. Entire Agreement; Counterparts. The Order Form, these Service Terms, the Addendum, the Standard BAA, the Terms, the DPA, and any master services agreement between the Parties are the entire agreement regarding Activate and supersede any prior proposal or beta agreement for Activate. The Order Form may be executed in counterparts and by electronic signature.

d. Changes to these Service Terms. Aesthetix CRM may publish a revised version of these Service Terms on at least thirty (30) days’ notice by email to Client’s notice email. A revision applies to Client from its effective date unless Client cancels Activate before that date. The version in effect on the Effective Date is identified on the Order Form, and every prior version remains available below.

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