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, Payment, and Billing

5.1 Subscription Plans

Clindoc offers subscription-based services with the following billing options:

• Monthly Plan: £40 per practitioner per month, billed monthly
• Yearly Plan: £360 per practitioner per year (equivalent to £30 per month), billed annually, offering a 25% saving compared to monthly billing
• Enterprise Plans: Custom pricing for larger practices, billed according to individually negotiated terms

5.2 Free Trial

New users receive a 14-day free trial period to evaluate the Platform. No payment information is required to start the trial. At the end of the trial period, you must select a subscription plan to continue using the service. If no plan is selected, access to the Platform will be restricted.

5.3 Payment Terms

All subscription fees are charged in British Pounds (GBP) and processed through our secure payment provider, Stripe. Payment is due at the start of each billing period. By subscribing, you authorize us to charge your designated payment method automatically on each renewal date. All payments are subject to applicable taxes, which will be added to your invoice where required by law.

5.4 Plan Changes and Proration

You may upgrade or downgrade your subscription plan at any time through your account billing settings or the Stripe Customer Portal. When making plan changes:

• Upgrading (Monthly to Yearly): When you upgrade from a monthly to a yearly plan, we will issue a prorated credit for the unused portion of your current monthly billing period. The yearly subscription will then be charged immediately, and you will be billed annually thereafter. The proration ensures you are not charged twice for the same service period.
• Downgrading (Yearly to Monthly): If you downgrade from a yearly to a monthly plan, the change will take effect at the end of your current annual billing period. No prorated refund will be issued for the remaining portion of the yearly subscription. You will continue to have full access to all features until the end of your paid period.

5.5 Automatic Renewal

Your subscription will automatically renew at the end of each billing period (monthly or annually) unless you cancel before the renewal date. You will be charged the then-current subscription rate for your plan. We will send you a reminder email before each renewal.

5.6 Cancellation

You may cancel your subscription at any time through your account settings in the "Billing" section or the Stripe Customer Portal. Upon cancellation:

• Your access to the Platform will continue until the end of your current paid billing period
• No refunds will be issued for the remaining portion of your subscription period
• You may reactivate your subscription at any time by subscribing again
• Your data will be retained for 90 days after cancellation, after which it may be permanently deleted

5.7 Failed Payments

If a payment fails due to insufficient funds, expired card details, or other reasons:

• We will attempt to process the payment again within 3-5 business days
• Your account status will be marked as "Past Due" and you will receive notification via email
• If payment is not resolved within 14 days, your access to the Platform may be suspended or terminated
• You are responsible for updating your payment information to ensure uninterrupted service

5.8 Refund Policy

Subscription fees are non-refundable except as required by law or as explicitly stated in these Terms. If you believe you have been incorrectly charged, please contact our support team at support@clindoc.ai within 14 days of the charge, and we will investigate the matter.

5.9 Price Changes

We reserve the right to modify our subscription pricing at any time. Any price changes will be communicated to you at least 30 days in advance via email. Price changes will take effect at the start of your next billing period following the notice period. Continued use of the Platform after a price change constitutes acceptance of the new pricing. If you do not agree to the price change, you may cancel your subscription before the new price takes effect.

5.10 Taxes

All fees are exclusive of applicable taxes (including VAT, sales tax, and other government-imposed taxes), which will be added to your invoice as required by law. You are responsible for paying all applicable taxes associated with your use of the Platform.

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: