Terms of Service

1. Introduction

These Terms of Service (“Terms”) govern your access and use of Clindoc (“Platform”), operated by Clindoc Ltd (“we,” “our,” “us”), a company registered in England and Wales. By using the Platform, you (“Practitioner,” “Practice,” or “User”) agree to these Terms in full. If you disagree with any part of these Terms, you must cease using the Platform immediately.

2. Description of Services

Clindoc provides an AI-powered clinical documentation assistant designed to assist healthcare practitioners in managing patient documentation by:

• Recording and transcribing patient sessions using medical-grade AI technology;
• Generating structured clinical notes (SOAP notes) from transcriptions;
• Creating referral letters and other clinical documentation;
• Integrating seamlessly with Cliniko practice management systems;
• Providing customizable templates for different medical specialties;
• Offering real-time analytics and reporting on documentation workflows;
• Maintaining HIPAA and GDPR compliance for all data processing.

3. Registration and Account Security

To use Clindoc, you must create an account and provide accurate, current, and complete information. You must maintain the security of your login credentials and promptly notify us of any unauthorised access or use of your account. As a healthcare practitioner, you are responsible for ensuring your use complies with all applicable professional regulations and standards.

4. Service Availability

We strive to maintain uninterrupted service availability, but we do not guarantee continuous or error-free service and accept no liability for downtime or interruptions. We provide 99.9% uptime SLA for our core transcription and documentation services.

5. Fees and Payment

Services are billed according to our pricing schedule. Users will be charged £30 per user per month unless otherwise agreed in an Enterprise agreement. Invoices must be paid promptly within 14 days of receipt. Late payments may result in suspension of services. We offer a 14-day free trial for new users.

6. Data Protection and Healthcare Compliance

We comply with all applicable UK data protection laws, including the UK GDPR, and healthcare privacy regulations including HIPAA standards where applicable. We maintain SOC 2 Type II and ISO 27001 certifications. Patient data will only be processed as outlined in our Privacy Policy, accessible via the Platform. We implement zero data storage policies - patient data is processed in real-time and saved directly to your Cliniko system.

7. User Obligations

You agree to:

• Provide accurate practice-specific details to customise the Platform's functionality;
• Use the Platform solely for lawful purposes and in compliance with all applicable laws, healthcare regulations, and professional standards;
• Obtain necessary consents from patients to enable recording and processing of their health information via the Platform;
• Maintain professional standards and ethical obligations in all interactions processed through the Platform;
• Ensure the accuracy and appropriateness of all AI-generated content before finalising patient records.

8. Intellectual Property

All intellectual property rights related to Clindoc and its services, including software, technology, AI models, and content, remain the exclusive property of Insight Dev Ltd. Users are granted a non-exclusive, non-transferable licence to use the Platform solely for the purposes outlined in these Terms.

9. Confidentiality and Professional Standards

Both parties agree to maintain confidentiality concerning any proprietary or sensitive information exchanged in connection with the use of the Platform. Healthcare practitioners remain fully responsible for maintaining patient confidentiality and professional standards as required by their regulatory bodies.

10. Limitation of Liability

Insight Dev Ltd shall not be liable for any indirect, consequential, or incidental damages arising from the use or inability to use the Platform. Our total liability is limited to the amount paid by you for services during the preceding twelve months. The Platform is designed to assist healthcare practitioners but does not replace professional judgment or clinical decision-making.

11. Indemnification

You agree to indemnify Insight Dev Ltd from any claims, damages, or expenses arising from your use of the Platform, including claims relating to patient care, data privacy, and compliance with healthcare professional regulatory standards.

12. Termination

Either party may terminate the agreement with 30 days' written notice. We reserve the right to immediately terminate or suspend your account if you breach these Terms or fail to comply with healthcare professional standards.

13. Modifications to Terms

We reserve the right to modify these Terms at any time. Notice of modifications will be provided via email or the Platform. Continued use of the Platform constitutes acceptance of any changes.

14. Governing Law and Jurisdiction

These Terms are governed by and interpreted under the laws of England and Wales. Any dispute arising from these Terms or use of the Platform shall be subject to the exclusive jurisdiction of the courts of England and Wales.

15. Contact

For any enquiries regarding these Terms, please contact: