Terms & Conditions

Last updated: March 15, 2026

1. Agreement to Terms

By accessing and using AI4Docs.AI Clinical Documentation Assistant and Smart EMR services (collectively, the "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"), a company registered in England and Wales (Company No. 16893518).

2. Description of Service

The Service consists of:

• Clinical Documentation Assistant (CDA) — An AI-powered productivity tool that transforms medical consultations (audio recordings, dictation, typed notes) into structured clinical documentation.
• Smart EMR — A lightweight electronic medical records system built on Google AppSheet, with integrated CDA functionality for seamless note generation.

3. Eligibility

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

• A licensed healthcare provider or authorized medical professional
• 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 conducted under your account. You must notify us immediately of any unauthorized use.

5. Subscription and Payment

• The Service is offered on a subscription basis with monthly or annual billing, plus a limited free tier
• Prices are as displayed on our pricing page and are 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 DSS Level 1 compliant servers. We never see, handle, or store your payment card details. See Stripe's Terms of Service.
• Subscriptions automatically renew unless cancelled before the renewal date
• Extra credit packs may be purchased separately and do not expire
• Refund policy details are available on our Refund Policy page

6. Medical Disclaimer

IMPORTANT: The Clinical Documentation Assistant is a documentation and productivity tool. While certain features may provide AI-generated smart literature reviews tailored to the clinical context (clearly labelled with disclaimers), all output must be reviewed and verified by a licensed healthcare professional before incorporation into official medical records.

The AI-generated content is intended to assist, not replace, professional medical judgment. The Company is not liable for any medical decisions, treatment outcomes, or clinical consequences arising from the use of AI-generated documentation.

7. Data Privacy and Security

7.1 Zero-Storage Architecture

Our Service operates on a zero-storage architecture for patient health information:

• Patient audio, text, and clinical data are processed transiently and never permanently stored on our servers
• Generated clinical notes exist only in your browser session
• Temporary audio files (for recordings exceeding 15 MB) are stored in an encrypted Google Cloud Storage bucket and automatically deleted within 24 hours
• All data transmission is encrypted using TLS 1.2+ protocols

7.2 Smart EMR Data Ownership

When you use Smart EMR, all patient records are stored in your own Google Sheet on your own Google Drive. Smart EMR is cloned as a template to your personal Google Workspace. You retain full ownership and control of all patient data. AI4Docs.AI accesses your sheet only when you explicitly grant our service account permission, and only to facilitate CDA integration (reading patient context, writing generated notes). You may revoke this access at any time.

7.3 Data Controller Relationship (GDPR)

Under GDPR and equivalent 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 and obtaining appropriate patient consent.
• 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 independently determine how patient data is used.

A Data Processing Agreement (DPA) is available for healthcare providers who require one under applicable regulations.

7.4 Your Responsibilities

• You are responsible for obtaining appropriate patient consent for recording consultations and processing their data through AI
• You are responsible for compliance with all applicable healthcare regulations (HIPAA, GDPR, local medical record requirements) in your jurisdiction
• You must ensure that your own devices, networks, and Google Workspace environment meet applicable security standards

8. AI-Generated Content Disclaimer

8.1 Nature of Output
All AI-generated clinical documentation is DRAFT content requiring professional review. The Service uses large language models that may produce errors, omissions, or inaccuracies.

8.2 Not a Medical Device
This Service is NOT:

• A medical device or regulated health product
• A diagnostic or clinical decision support tool
• A treatment recommendation system
• A replacement for clinical judgment or medical training

8.3 User Responsibilities
By using this Service, you acknowledge and agree:

• Review Requirement: All AI-generated content must be carefully reviewed, edited where necessary, and verified before incorporation into official medical records
• Clinical Verification: Drug names, dosages, laterality, measurements, and all clinical details must be independently confirmed by the treating physician
• Professional Responsibility: You retain full clinical and legal responsibility for all documentation and medical decisions
• AI Limitations: AI may produce errors, omissions, or hallucinations. Output is a starting draft requiring professional verification
• Final Responsibility: The treating physician is solely responsible for the accuracy and appropriateness of all clinical documentation and medical decisions

9. Acceptable Use Policy

You agree not to:

• Use the Service for any unlawful purpose
• Share your account credentials with unauthorized individuals
• Attempt to reverse engineer, decompile, or copy the Service
• Use the Service to process content unrelated to clinical documentation
• Circumvent usage limits or credit allocation systems
• Use automated tools to access the Service without authorization
• Violate any applicable laws or professional regulations

10. Intellectual Property

All content, features, functionality, trademarks, and intellectual property of the Service are owned by AI4DOCS.AI LTD and protected by international copyright, trademark, and other intellectual property laws. You retain ownership of all clinical documentation generated using the Service.

11. 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, INCLUDING BUT NOT LIMITED TO LOSS OF PROFITS, REVENUE, DATA, OR GOODWILL, ARISING FROM YOUR USE OF THE SERVICE.

Our total liability for any claim arising from or related to the Service shall not exceed the total fees paid by you in the twelve (12) months preceding the claim.

Nothing in these Terms excludes or limits liability for death or personal injury caused by negligence, fraud, or any liability that cannot be excluded by law.

12. Indemnification

You agree to indemnify, defend, and hold harmless AI4DOCS.AI LTD, its officers, directors, and employees from any claims, damages, losses, or expenses (including legal fees) arising from your use of the Service, violation of these Terms, or your breach of any applicable law or regulation.

13. Service Availability

We strive to maintain continuous availability but do not guarantee uninterrupted service. We may perform scheduled maintenance, updates, or modifications. We are not liable for any temporary unavailability or service interruptions.

14. Termination

You may cancel your subscription at any time through the Service or by contacting support. Cancellation takes effect at the end of the current billing period.

We reserve the right to suspend or terminate your account immediately for violation of these Terms, non-payment, or any activity that threatens the security or integrity of the Service.

Upon termination, your account data (profile, preferences) will be deleted within 30 days. Patient data is not affected as it is not stored on our systems.

15. Changes to Terms

We may modify these Terms at any time. Material changes will be communicated via email or through the Service at least 30 days before taking effect. Continued use of the Service after changes constitutes acceptance of the modified Terms.

16. Governing Law and Dispute Resolution

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.

Nothing in this clause prevents either party from seeking injunctive or other equitable relief in any court of competent jurisdiction.

17. Severability

If any provision of these Terms is found to be unenforceable, the remaining provisions shall continue in full force and effect.

18. Entire Agreement

These Terms, together with our Privacy Policy, Refund Policy, and Data Processing Agreement (where applicable), constitute the entire agreement between you and AI4DOCS.AI LTD regarding the Service.

19. Contact Information

For questions about these Terms:

Email: support@ai4docs.ai
Company: AI4DOCS.AI LTD
Address: 167-169 Great Portland Street, 5th Floor, London W1W 5PF, United Kingdom
Company No. 16893518