Usage 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 is not a regulated medical device. It is provided solely as an administrative/documentation support tool. All clinical decisions remain the responsibility of the clinician.

Docyment does not interact directly with patients nor collect/monitor physiological data. Its functionality is limited to handling textual data provided by clinicians for documentation and administrative purposes.

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) Translation feature (if enabled)

Docyment may include an optional Translation feature to support multilingual documentation (e.g., drafting summary notes in a different language from the appointment). By using Translation, you agree that:

• "As-is." Translation is provided without warranties and may contain inaccuracies. It is not medical advice.
• Professional review required. You are responsible for reviewing translations for correctness, clinical relevance, and context before any reliance or use in care.
• Language fluency. Translation is intended for use by users fluent in both the input and output languages to assess accuracy.
• Feedback (beta). If Translation is in beta for your account, you agree to provide feedback to help us improve it. Feedback can be sent to hello@docyment.com or via in-product channels.

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.
• 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:

• Safety/adverse events: safety@docyment.com
• Security incidents: security@docyment.com
• General support: support@docyment.com

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

12) Linked documents

• Terms of Service
• Privacy Policy
• Data Processing Agreement (DPA)
• Sub-processor List
• Cookie Policy
• Security / Trust Center