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Usage Policy

Effective 20 October 2026

Usage Policy

Guidelines for using Docyment safely and effectively

Effective date: 20 October 2026

Last updated: 20 October 2026

This Usage Policy sets out acceptable and prohibited uses of the Docyment website, application(s), APIs, and related services ("Docyment", the "Platform", "we", "us", "our"). Docyment is operated by Docyment Ltd.

Docyment supports clinical documentation workflows (e.g., dictation, transcription, summarisation, clinical letter drafting), and can integrate with third-party systems you authorise. Certain features include AI assistance intended to improve administrative efficiency, not to replace clinical judgement.

By using Docyment, you agree to this Usage Policy, our Terms of Service, and Privacy Policy.

1) Purpose

Our mission is to reduce the burden of clinical documentation so clinicians can focus on patient care. Docyment provides AI-assisted tools to help structure, draft, and format clinical notes and correspondence, and to streamline documentation-related workflows. Where enabled by you or your organisation, Docyment may interoperate with EHR/PMS and other systems via approved integrations.

2) AI functionality

Docyment's AI features assist with drafting and organising text based on your inputs and settings. The AI may generate suggestions, summaries, or templates to support your workflow. You remain fully responsible for verifying accuracy, exercising clinical judgement, and approving any output prior to use in patient care or communication.

  • No model training on patient data. Docyment does not use patient data to train, develop, or improve our AI models.
  • Outputs may contain errors or omissions; manual review is required before reliance or publication.

3) Limitations

3.1 Not a substitute for medical advice or clinical judgement

Docyment (and any output) is not professional medical advice, a diagnosis, a treatment recommendation, or a device that directly assesses, maintains, or improves a patient's health. It is a documentation support tool only.

3.2 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. All clinical decisions remain the responsibility of the clinician.

Docyment does not collect or monitor physiological data. Where a clinic enables WhatsApp messaging, clinic staff can message patients through Docyment.

3.3 Prohibited uses

You must not:

  • input fabricated, misleading, or deceptive prompts/data;
  • use prompts to elicit definitive diagnoses, differential diagnoses, or treatment recommendations as outputs to be relied on clinically;
  • rely on Docyment outputs without independent review;
  • attempt to bypass rate limits, security controls, or content safeguards;
  • upload unlawful, infringing, or harmful content;
  • reverse engineer, interfere with, or degrade the Platform;
  • use Docyment to create content that violates applicable law or professional standards.

Misuse may result in suspension or termination (see Section 9).

4) Other languages

You may dictate in a language other than English. Docyment produces clinical documents in British English only. Meaning can change when content is turned into English, so check negation, laterality, numbers and drug names carefully before you authorise.

5) Reliability and clinician responsibilities

  • Treat AI outputs as drafts or aide-memoire.
  • Verify facts, medications, dosages, names, and identifiers against source records.
  • Ensure outputs meet your organisation's standards (e.g., NHS, GMC guidance, local policies).
  • Maintain your own records as required by law and policy.

6) Compliance with laws and policies

Docyment is designed to support compliance with UK GDPR and applicable healthcare standards. You (and your organisation) are responsible for ensuring your use of Docyment complies with all applicable laws, regulations, and professional rules in your jurisdiction, including any local retention or documentation requirements.

If you use Docyment under the instruction of a Data Controller (e.g., NHS organisation/clinic), your use must align with that Controller's data protection policies and agreements. Our Data Processing Addendum (DPA) applies where we act as Processor: https://docyment.com/legal/data-processing-agreement.

7) Data privacy and security

  • Follow your organisation's privacy and security protocols when using Docyment.
  • Do not include unnecessary identifiers; use the minimum necessary data.
  • Keep login credentials confidential; enable MFA where available. If you sign in with Google, turn on 2-step verification for that account; Workspace administrators should enforce it in Google Admin.
  • Report suspected security incidents immediately to security@docyment.com.
  • See our Privacy Policy for details on processing, sub-processors, retention, and data location.
  • No patient data is used for AI model training.

8) Reporting issues

Promptly report concerns about performance, safety, accuracy, misuse, or policy violations:

Include relevant non-patient-identifiable details so we can investigate. (If patient identifiers are essential for diagnosis, use a secure channel agreed with your Controller and our support team.)

9) Enforcement, suspension, and termination

We may suspend or terminate access (with prior notice where practicable) for violations of this Usage Policy, the Terms of Service, or law; safety, security, or integrity risks; or requests by a Data Controller or regulator.

Repeated or serious violations may lead to permanent restrictions. We may also remove content that breaches this Policy or law.

10) Changes to this Policy

We may update this Policy from time to time. Material changes will be notified within the Platform or by email. Continued use after the effective date constitutes acceptance of the updated Policy.

11) Contact

Company: Docyment Ltd (Company No. 16697940)

Registered Office: 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ

General enquiries: hello@docyment.com

Support: support@docyment.com

Privacy/Security: privacy@docyment.com, security@docyment.com

12) Linked documents