Terms of Use: Clinic Companion

1. Binding Effect and Scope of Use

1.1 These Terms constitute a legally enforceable agreement governing your access to and use of Clinic Companion. Use of the platform signifies full acceptance of these Terms and any associated policies referenced herein.

1.2 Clinic Companion is a digital documentation support tool. It includes features such as AI-powered clinical note generation, dictation transcription, and text summarisation. It does not constitute clinical decision-making software, diagnostic assistance, or treatment recommendation functionality.

1.3 The embedded AI chat assistant and all AI-generated outputs are provided solely as administrative and documentation support tools. They must not be construed as clinical advice or relied upon in isolation. Users remain exclusively and entirely responsible for ensuring all outputs comply with local and national clinical guidelines.

2. Registration and Account

2.1 Eligibility and Authority
You represent and warrant that:

• You are at least 18 years of age;
• You possess full legal capacity to enter into binding agreements;
• You are authorised to act on behalf of a healthcare entity if registering on its behalf.

2.2 Account Creation
You agree to provide accurate and complete information during registration and to update such information as necessary to maintain its accuracy.

2.3 Account Security
You are solely responsible for maintaining the confidentiality of your credentials and for all activities conducted through your account. You must notify us immediately of any unauthorised use or security breach.

3. Access to Services

3.1 Licence Grant
Subject to compliance with these Terms, Clinic Companion Ltd grants you a revocable, non-exclusive, non-transferable licence to use the platform for lawful clinical or administrative purposes.

3.2 Modifications
We reserve the right to update, modify, enhance, or discontinue any portion of Clinic Companion at any time without liability. Additional features may be subject to supplemental terms or fees.

4. Fees and Billing

4.1 You agree to pay all applicable subscription fees as outlined on our official pricing page or in your direct agreement with us. Fees are exclusive of applicable taxes.

4.2 Subscriptions automatically renew unless cancelled prior to renewal. Refunds are only issued where mandated by law.

4.3 Failure to pay fees when due may result in immediate suspension or termination of access.

5. Data Protection and Processing

5.1 Legal Compliance
Both parties shall comply with all applicable privacy legislation, including the UK General Data Protection Regulation (UK GDPR), EU GDPR, and any other relevant data protection regulations.

5.2 Data Authority
You represent and warrant that you possess the necessary consents, authorisations, and legal basis to input or upload any personal data, including patient data, into Clinic Companion.

5.3 Collection and Disclosure
We collect, store, and process data strictly in accordance with our Privacy Policy: https://cliniccompanion.com/legal/privacy-policy. Data may be shared with our technical service providers or in compliance with legal obligations.

5.4 Use of De-identified Data
We reserve the right to anonymise and aggregate user data for system improvement, analytics, and internal research. We implement appropriate safeguards to prevent re-identification.

5.5 Data Ownership
You retain ownership of your data. Clinic Companion Ltd acts as a data processor and shall not use identifiable data for purposes beyond those specified in these Terms without consent.

6. Acceptable Use and Restrictions

6.1 You shall not:

• Misuse or attempt to reverse-engineer the platform;
• Represent AI-generated outputs as definitive medical advice;
• Introduce malware or attempt to gain unauthorised access;
• Use the platform for unlawful or unethical purposes.

7. Intellectual Property

7.1 All intellectual property rights in the platform, its code, content, and design belong to Clinic Companion Ltd or its licensors.

7.2 You are granted a limited licence to use the platform for its intended purposes. You may not reproduce, distribute, or commercially exploit any portion of the platform.

7.3 You grant us a perpetual, royalty-free licence to use anonymised or de-identified content submitted by you for service improvement.

8. Confidentiality

All information disclosed to you by us that is not public domain, including technical documentation, pricing, and internal communications, is confidential and must not be disclosed without prior written consent unless required by law.

9. Clinical Responsibility and Disclaimer

9.1 Professional Discretion
You acknowledge and agree that:

• Clinic Companion is intended solely as a documentation support tool;
• It is not a substitute for professional judgment;
• Final clinical decisions must always be based on your own evaluation, relevant clinical standards, and jurisdictional protocols.

9.2 No Medical Advice
Clinic Companion does not:

• Diagnose, treat, or manage any medical conditions;
• Provide personalised health advice;
• Replace the role of a licensed clinician.

9.3 Adverse Events
You agree to notify us immediately of any incidents where Clinic Companion's use may have contributed to patient harm or safety risk.

10. Termination

10.1 Either party may terminate the agreement at any time. You may cancel via account settings or by contacting us.

10.2 We reserve the right to suspend or terminate access immediately for:

• Non-payment;
• Breach of these Terms;
• Legal or regulatory requirements.

10.3 Upon termination:

• You must cease all use of the platform;
• Outstanding fees remain payable;
• We may delete your data unless legally required to retain it.

11. Indemnification

You agree to fully indemnify and hold harmless Clinic Companion Ltd, its affiliates, and personnel against any claim, liability, loss, cost, or expense arising from:

• Your breach of these Terms;
• Violation of data protection regulations;
• Intellectual property infringement caused by you;
• Misuse or unauthorised use of the platform.

12. Limitation of Liability

12.1 To the fullest extent permitted by law, Clinic Companion Ltd disclaims all warranties, express or implied. The platform is provided "as is" without guarantee of accuracy, uptime, or fitness for purpose.

12.2 We shall not be liable for any indirect, incidental, special, consequential or punitive damages.

12.3 Our total liability shall not exceed the amount paid by you to us in the 12 months preceding the event giving rise to the claim.

13. Governing Law

These Terms shall be governed by and interpreted in accordance with the laws of England and Wales. All disputes shall be subject to the exclusive jurisdiction of the English courts.

14. Amendments

We may amend these Terms at any time. Changes will be notified via the platform or email. Continued use after notice constitutes acceptance. If you object, you may cancel your account.

15. Relationship

Nothing in these Terms creates a partnership, joint venture, or employment relationship. Each party remains an independent entity.

16. General Provisions

• You may not assign or transfer your rights without written consent;
• If any provision is held invalid, the remainder remains enforceable;
• These Terms constitute the entire agreement between you and us;
• No waiver of rights shall be implied unless in writing;
• Force majeure events shall excuse non-performance to the extent affected.