Terms of Service

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. 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

We use third-party payment processors (e.g., 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.

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 strict safeguards and, where appropriate, pseudonymisation/minimisation.

4.4 De-identified/aggregated data

We may de-identify and aggregate non-health personal data for service analytics, security, and improvement (see Privacy Policy). We take reasonable steps to prevent re-identification.

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 is not a regulated medical device and is provided solely as an administrative/documentation support tool.

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.

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

18) Annexes & Linked Policies

• Privacy Policy
• Data Processing Addendum (DPA)
• Sub-processor List
• Usage (Acceptable Use) Policy
• Security / Trust Center
• Cookie Policy