Terms & Conditions

Last updated: December 26, 2025

1. Agreement to Terms

By accessing and using AI4Docs.AI Clinical Documentation Assistant ("Service"), you agree to be bound by these Terms and Conditions ("Terms"). The Service is provided by AI4Docs.AI LTD ("Company", "we", "us", or "our").

2. Description of Service

The Clinical Documentation Assistant is a productivity and documentation tool offered by AI4Docs.AI that uses artificial intelligence to transform medical consultations into structured clinical notes. The Service is strictly a productivity utility designed to reduce administrative burden. It is NOT a medical device and is not intended for use in the diagnosis, cure, mitigation, treatment, or prevention of disease. The Service is designed to assist medical professionals in documentation but does not replace professional medical judgment.

3. Eligibility

The Service is intended for use by licensed medical professionals only. By using the Service, you represent that you are:

• A licensed healthcare provider
• At least 18 years of age
• Legally capable of entering into binding contracts

4. Account Registration

To use the Service, you must create an account and provide accurate, complete information. You are responsible for maintaining the confidentiality of your account credentials and for all activities under your account.

5. Subscription and Payment

• The Service is offered on a subscription basis with monthly billing
• Prices are as displayed on our pricing page and subject to change with 30 days notice
• All payments are processed securely through Stripe. Your payment card information is collected and processed directly by Stripe on their PCI-compliant servers. We never store your full card details. See Stripe's Terms of Service.
• Subscriptions automatically renew unless cancelled

6. Medical Disclaimer

IMPORTANT: The Clinical Documentation Assistant is primarily a documentation tool. While certain features may provide AI-generated smart literature reviews tailored to the generated clinical documentation (clearly marked with disclaimers), all output must be reviewed and verified by a licensed healthcare professional before incorporating into official medical records. The AI-generated content is meant to assist, not replace, professional medical judgment. The Company is not liable for any medical decisions or outcomes.

7. Data Privacy and Security

• We follow a zero-storage policy for patient data
• No patient data is permanently stored on our servers
• All data transmission is encrypted using SSL/TLS protocols
• You are responsible for obtaining necessary patient consents
• You remain responsible for your own regulatory compliance (HIPAA, GDPR, etc.)

7.1 Data Controller Relationship (GDPR)

Under GDPR and similar data protection regulations:

• You are the Data Controller: As the healthcare provider, you determine the purposes and means of processing patient data. You are responsible for ensuring lawful basis for processing.
• AI4Docs.AI is the Data Processor: We process data solely according to your instructions and for the purpose of providing the Service. We do not determine how patient data is used.
• Zero-Retention Architecture: Patient data is processed transiently in memory only. No patient health information (PHI) is stored, logged, or retained after processing completes.
• Your Responsibilities: You must maintain appropriate agreements with patients, ensure lawful basis for processing, and comply with all applicable data protection laws in your jurisdiction.

8. Acceptable Use Policy

You agree not to:

• Use the Service for any unlawful purpose
• Share your account credentials with unauthorized users
• Attempt to reverse engineer or copy the Service
• Use the Service to process non-medical content
• Violate any applicable laws or regulations

9. Intellectual Property

All content, features, and functionality of the Service are owned by Dr. Alaa Meshref and protected by international copyright, trademark, and other intellectual property laws.

10. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, THE COMPANY SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, OR ANY LOSS OF PROFITS OR REVENUES.

11. Termination

We reserve the right to terminate or suspend your account at any time for violation of these Terms. You may cancel your subscription at any time through your account settings.

12. AI-Generated Content Disclaimer

12.1 Nature of Service
The Clinical Documentation Assistant is a productivity and documentation tool. All output is DRAFT content requiring professional review.

12.2 Not a Medical Device
This service is NOT:

• A medical device
• A diagnostic tool
• A treatment recommendation system
• A replacement for clinical judgment

12.3 User Responsibility
By using this service, you acknowledge and agree:

• Review Requirement: All AI-generated content must be carefully reviewed and verified before incorporating into official medical records
• Clinical Verification: Drug names, dosages, laterality, and all clinical details must be independently confirmed
• Professional Responsibility: You retain full clinical and legal responsibility for all documentation and medical decisions
• AI Limitations: AI may produce errors, omissions, or hallucinations. The output is a draft requiring professional verification
• Regulatory Compliance: You are solely responsible for compliance with all applicable healthcare regulations (HIPAA, GDPR, local medical record requirements) in your jurisdiction
• Patient Consent: You are responsible for obtaining appropriate patient consent for recording consultations and processing their data
• Final Responsibility: The treating physician is solely responsible for the accuracy and appropriateness of all clinical documentation and medical decisions

12.4 Mandatory Acceptance
Use of this service requires explicit acceptance of these terms.

13. Changes to Terms

We may modify these Terms at any time. Continued use of the Service after changes constitutes acceptance of the modified Terms.

14. Governing Law

These Terms are governed by the laws of England and Wales. Any disputes shall be resolved through online arbitration in accordance with the UNCITRAL Arbitration Rules, with proceedings conducted in English via video conference. Each party shall bear their own costs unless otherwise determined by the arbitrator.

15. Contact Information

For questions about these Terms, please contact us at:
Email: info@ai4docs.ai
Company: AI4DOCS.AI LTD
United Kingdom