Terms of Service
Effective 20 October 2026
Terms of Service
Legal terms governing the use of Docyment
Effective date: 20 October 2026
Last updated: 20 October 2026
These Terms of Service ("Terms") govern your access to and use of the Docyment website, software application(s), APIs, and any related services (collectively, "Docyment" or the "Service"), operated by Docyment Ltd ("Docyment," "we," "us," or "our"). These Terms also constitute the Terms of Use (end-user licence agreement) for the Docyment mobile applications distributed through the Apple App Store and Google Play.
By accessing or using Docyment, you agree to be bound by these Terms. If you are using Docyment on behalf of an organisation (e.g., a clinic, NHS Trust, or private provider), you represent and warrant that you have authority to bind that organisation. Do not use Docyment if you do not agree to these Terms.
1) Accounts and Registration
1.1 Account eligibility
To access Docyment, you must register for an account ("Account"). By creating an Account, you confirm that you:
- have the legal capacity to enter into a binding agreement; and
- are a qualified healthcare professional or acting under the instruction of a Data Controller (e.g., an NHS organisation or private clinic) for professional purposes; and
- will use Docyment only in accordance with these Terms and our Usage Policy.
1.2 Registration information
During registration you will provide accurate, complete, and up-to-date information (e.g., full name, role, organisation, and contact details). We handle personal information in line with our Privacy Policy.
1.3 Account security
Keep your credentials confidential and secure. You are responsible for all activities under your Account. 1.3A Sign-in security. If you sign in with an email address and password, you must set up Docyment two-step verification (an authenticator app) before you can access patient data. If you sign in with Apple, Apple requires two-factor authentication on your Apple Account. If you sign in with Google, Docyment relies on the security of that account and cannot check how it is protected. You must turn on 2-step verification for that Google account and keep it secure; if your organisation manages it in Google Workspace, your administrator should enforce 2-Step Verification in Google Admin. If you are an organisation owner or manager, you are responsible for making sure the members you invite do the same. Tell us straight away at security@docyment.com if you think any account used to sign in to Docyment has been compromised. If you use Docyment under a Data Controller's instructions, your use must comply with that organisation's data protection policies and agreements. Notify us immediately of unauthorised use at security@docyment.com.
2) Services
2.1 Overview
Docyment assists healthcare professionals with clinical documentation (e.g., generating draft notes/letters) as further described on https://docyment.com.
2.2 Changes and new features
We may update or change Docyment's features from time to time. Some new or premium features may carry additional terms or fees, which we'll notify to you in advance.
2.3 Term
These Terms start when you first access Docyment and continue until terminated under Section 10.
3) Fees and Payments
3.1 Subscription & billing
Access to Docyment may require payment of fees shown at https://docyment.com/pricing (the "Subscription Fee"), plus applicable taxes. Unless otherwise stated:
- Fees are in GBP and payable in advance for each subscription period (the "Subscription Period").
- Your plan auto-renews at the end of each Subscription Period unless cancelled beforehand via your Account or by contacting support@docyment.com.
- No refunds or credits for partial periods, except where required by law or expressly stated in these Terms.
- We may change pricing on reasonable prior notice, effective from your next renewal.
3.2 Payment processor
Web subscriptions are billed through Stripe. We do not store full card numbers. Your use of the payment service may be subject to its own terms.
3.3 Taxes
You are responsible for all applicable taxes, levies, or duties (e.g., VAT) arising from your purchase unless we are legally required to collect them.
3.4 Apple In-App Purchase
For subscriptions purchased through Apple In-App Purchase, payment will be charged to your Apple ID at confirmation of purchase. The subscription automatically renews unless cancelled at least 24 hours before the end of the current period. Your Apple ID account may be charged for renewal within 24 hours before the end of the current period. You can manage or cancel the subscription in your App Store account settings. Apple's Media Services Terms may also apply. An Apple subscription covers you as an individual and does not upgrade an organisation's plan.
4) Privacy and Data Use
4.1 Compliance
Each party will comply with UK GDPR, the Data Protection Act 2018, and other applicable privacy laws. If you use Docyment under a Data Controller, you represent that you have all necessary consents/authorisations to provide personal data to us as described in these Terms and the Privacy Policy.
4.2 Privacy Policy & DPA
Our Privacy Policy explains how we collect, use, and protect personal data. Where Docyment acts as Processor of patient data on behalf of a healthcare organisation (Controller), our Data Processing Addendum (DPA) applies (including our Sub-processor List: https://docyment.com/legal/subprocessors).
4.3 Health information & AI model training
Docyment does not use patient data to train, develop, or improve our AI models. Where we process patient data to provide the Service under the Controller's instructions, we apply the safeguards described in our Trust and Security page.
4.4 Product-usage analytics
We use product-usage analytics (such as page views and usage and cost counts) to run and improve the Service. We do not use clinical content to train or evaluate our own AI models.
5) Acceptable Use of Docyment
5.1 Your responsibilities
You must:
- use Docyment in accordance with applicable law and professional obligations;
- obtain patient consent where required in your jurisdiction;
- follow our Usage Policy;
- promptly report any defect, incident, or complaint related to Docyment that could affect patients or others (see Section 9.3);
- maintain accurate records as required by law and your organisation.
5.2 Prohibited actions
Except where permitted by law, you must not:
- sub-license, sell, or transfer access to Docyment;
- reverse engineer, decompile, or disassemble the platform;
- modify or create derivative works of Docyment;
- remove proprietary notices or circumvent security;
- introduce malware or expose Docyment to avoidable cyber-risk;
- upload illegal, infringing, misleading, or harmful content;
- misrepresent Docyment as providing definitive medical advice or a substitute for clinical judgement.
5.3 Third-party functionality & integrations
Docyment may rely on third-party services (hosting, analytics (no PHI), transcription, etc.). Additional terms may apply. If you do not accept such terms, some features may be unavailable.
6) Linked Sites and Resources
Docyment may link to third-party sites or resources. We don't endorse and aren't responsible for their content, terms, or policies. Use them at your own discretion.
7) Intellectual Property
7.1 Our IP
We (and our licensors) own all rights in Docyment and its content ("Docyment Content"). Except as expressly granted, no rights are transferred to you.
7.2 Licence to you
For the Term, we grant you a limited, non-exclusive, non-transferable licence to use Docyment solely to support your clinical documentation workflow. You may not copy, distribute, publicly display, commercialise, or create derivative works from Docyment Content except as permitted by these Terms or mandatory law.
7.3 Feedback
If you provide feedback, suggestions, or improvement requests, you grant Docyment a worldwide, perpetual, irrevocable, royalty-free licence to use it for any purpose without restriction or payment.
7.4 Your materials
You grant Docyment a licence to process your uploaded or generated materials only to provide the Service, meet legal obligations, maintain security, and as otherwise permitted by these Terms, the Privacy Policy, and the DPA (where applicable).
8) Confidentiality
Each party will keep the other's Confidential Information secret and use it only for the purposes of these Terms, disclosing it solely to personnel or advisers who need to know and are bound by confidentiality obligations, or as required by law or regulator.
9) Clinical Disclaimers & Safety
9.1 No medical advice
Docyment is a documentation support tool. It does not provide medical or healthcare advice, diagnosis, or treatment. You are solely responsible for verifying accuracy and exercising independent clinical judgement before relying on any output.
9.2 Regulatory status
Docyment's regulatory status under the UK Medical Devices Regulations is under review. Docyment is not intended to diagnose or treat, and outputs must be reviewed by a qualified clinician.
9.3 Adverse events
You must notify us immediately at safety@docyment.com if you become aware of any problem or incident associated with Docyment that has caused or could cause harm, or any safety/quality deficiency.
10) Suspension and Termination
10.1 Suspension
We may suspend or restrict access (with prior notice where practicable) for maintenance, security, legal reasons, non-payment, or violation of these Terms or our Usage Policy.
10.2 Termination by you
You may terminate at any time via Account settings or by emailing support@docyment.com. Unless required by law, fees are non-refundable for the current period. Apple subscriptions are cancelled in your App Store settings.
10.3 Termination by us
We may terminate:
- for your material breach (including non-payment) if not cured within 10 days of notice;
- if we withdraw the Service from market (we'll provide a pro-rata refund of prepaid, unused fees); or
- if required by law/regulator.
10.4 Data on exit
Upon termination/expiry and to the extent permitted by law and under the applicable DPA: we will return or delete patient data on the Controller's written instruction within the timelines in the DPA; you must cease use of Docyment and delete our Confidential Information upon request; sections that by nature survive (e.g., IP, confidentiality, liability limits, indemnities, governing law) shall continue.
11) Indemnity
You will indemnify and hold Docyment harmless from losses, costs, and liabilities arising from: (a) your breach of these Terms or law; (b) your misuse of Docyment; (c) your negligence or willful misconduct; (d) any claim by a patient related to your clinical acts/omissions; and (e) your infringement of third-party rights, except to the extent caused by Docyment's unlawful or wilful misconduct.
12) Disclaimers and Liability
12.1 "As is"
Docyment and Docyment Content are provided "as is" and "as available." AI/ML features may occasionally produce incomplete or inappropriate outputs. You must manually review outputs and ensure they reflect your intended clinical content before relying on them.
12.2 No warranties
To the fullest extent permitted by law, we disclaim all warranties, express or implied, including merchantability, fitness for a particular purpose, and non-infringement. We do not guarantee uninterrupted or error-free operation.
12.3 Limitation of liability
To the extent permitted by law, Docyment's aggregate liability to you for all claims in any 12-month period shall not exceed the fees paid or payable by you to Docyment for that period. We are not liable for: indirect, consequential, special, exemplary, or punitive damages; lost profits; loss of data; or business interruption, even if advised of the possibility. Nothing excludes liability that cannot be excluded by law.
13) Governing Law & Jurisdiction
These Terms are governed by the laws of England and Wales. The courts of England and Wales have non-exclusive jurisdiction.
14) Updates to these Terms
We may modify these Terms from time to time. We'll provide reasonable prior notice (and 30 days for material, detrimental changes where practicable). If you do not agree to the updated Terms, you may terminate before they take effect and, where applicable, receive a pro-rata refund of prepaid, unused fees. Continued use after the effective date constitutes acceptance.
15) Relationship of the Parties
The parties are independent contractors. These Terms do not create a partnership, agency, joint venture, or employment relationship.
16) General
- Assignment: Your Account is personal to you; you may not assign, transfer, sub-license, or subcontract without our prior written consent. We may assign to an affiliate or in connection with a corporate transaction.
- Force majeure: We aren't liable for delays/failures due to events beyond our reasonable control.
- Entire agreement: These Terms (and referenced policies) are the entire agreement and supersede prior understandings.
- Severability: If a provision is invalid/unenforceable, the remainder stays in effect; the invalid part will be replaced by a valid provision approximating the intent.
- Notices: We may provide notices via the Platform, email, or your Account. You will keep your contact details current.
- Export & sanctions: You will comply with applicable export control and sanctions laws and will not use Docyment in prohibited jurisdictions.
- Anti-bribery: You will comply with applicable anti-bribery and anti-corruption laws (e.g., UK Bribery Act 2010).
17) Contact
Company: Docyment Ltd (Company No. 16697940)
Registered office: 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ
Support: support@docyment.com
Privacy/Security: privacy@docyment.com | security@docyment.com
Sales/Partnerships: hello@docyment.com