Clindoc

Legal

Terms of Service

Last Updated: 31/01/2026

1. Introduction

These Terms of Service (“Terms”) govern your access to and use of Clindoc (“Platform”), operated by CLINDOCAI Ltd (“we,” “our,” “us”), a company registered in England and Wales.

By accessing or using the Platform, you (“Practitioner,” “Practice,” or “User”) agree to these Terms in full. If you do not agree with any part of these Terms, you must cease using the Platform immediately.

2. Description of Services

Clindoc provides an AI-powered clinical documentation assistant designed to support healthcare practitioners in creating and managing clinical documentation.

The Platform assists practitioners by:

  • Recording and transcribing patient sessions using medical-grade AI technology;
  • Providing customizable templates for different medical specialties;
  • Generating structured clinical documentation, including summaries, notes, and referral letters;
  • Supporting documentation and administrative workflows related to patient consultations;
  • Maintaining HIPAA and GDPR compliance for all data processing

Clindoc does not provide medical advice, diagnosis, or treatment. All AI-generated content is provided as a draft and must be reviewed, verified, and approved by a qualified healthcare professional before being relied upon or added to patient records.

3. Registration and Account Security

To use Clindoc, you must create an account and provide accurate, current, and complete information. You are responsible for maintaining the security and confidentiality of your login credentials and for all activity carried out under your account. You must promptly notify us of any unauthorised access or suspected security breach. As a healthcare practitioner or practice, you are responsible for ensuring that your use of the Platform complies with all applicable laws, professional regulations, and regulatory standards.

4. Service Availability

We strive to provide reliable access to the Platform. However, we do not guarantee continuous, uninterrupted, or error-free operation. The Platform is provided on an “as is” and “as available” basis, and we accept no liability for recognising downtime, maintenance, or temporary service interruptions. We provide 99.9% uptime SLA for our core transcription and documentation services.

5. Fees, Payment, and Billing

5.1 Subscription Plans

Clindoc offers subscription-based services on a per-practitioner basis with the following billing options:

  • Monthly Plan: £50 per practitioner per month, billed monthly
  • Yearly Plan: £480 per practitioner per year, billed annually
  • Enterprise Plans: Custom pricing for larger practices, billed according to individually negotiated terms

5.2 Free Trial

New users receive a 14-day free trial period to evaluate the Platform. No payment information is required to start the trial. At the end of the trial period, you must select a subscription plan to continue using the service. If no plan is selected, access to the Platform will be restricted.

5.3 Payment Terms

All subscription fees are charged in British Pounds (GBP) and are processed through secure third-party payment providers, Stripe. By subscribing, you authorise us to automatically charge your designated payment method on each renewal date. All fees are exclusive of applicable taxes unless stated otherwise.

5.4 Plan Changes and Proration

You may upgrade or downgrade your subscription plan at any time through your account billing settings or the Stripe Customer Portal. When making plan changes:

  • Upgrading (Monthly to Yearly): When you upgrade from a monthly to a yearly plan, we will issue a prorated credit for the unused portion of your current monthly billing period. The yearly subscription will then be charged immediately, and you will be billed annually thereafter. The proration ensures you are not charged twice for the same service period.
  • Downgrading (Yearly to Monthly): If you downgrade from a yearly to a monthly plan, the change will take effect at the end of your current annual billing period. No prorated refund will be issued for the remaining portion of the yearly subscription. You will continue to have full access to all features until the end of your paid period.

5.5 Automatic Renewal

Your subscription will automatically renew at the end of each billing period (monthly or annually) unless you cancel before the renewal date. You will be charged the applicable subscription rate for your selected plan at the time of renewal.

5.6 Cancellation

You may cancel your subscription at any time through your account billing settings or the Stripe Customer Portal.

  • Your access to the Platform will continue until the end of the current paid billing period;
  • No refunds will be issued for any unused portion of the subscription period, except where required by law;
  • Your data may be retained for a limited period in accordance with our Privacy Policy, after which it may be permanently deleted.

5.7 Failed Payments

If a payment fails due to insufficient funds, expired card details, or other reasons:

  • We will attempt to process the payment again within 2-4 business days
  • Your account status will be marked as "Past Due" and you will receive notification via email
  • If payment is not resolved within 7 days, your access to the Platform may be suspended or terminated
  • You are responsible for updating your payment information to ensure uninterrupted service

5.8 Refund Policy

Subscription fees are non-refundable except as required by law or where explicitly stated in these Terms. If you believe you have been incorrectly charged, please contact us at support@clindoc.ai within 14 days of the charge.

5.9 Price Changes

We reserve the right to modify our subscription pricing at any time. Any pricing changes will be communicated in advance and will take effect at the start of the next billing period following notice. Continued use of the Platform after a price change constitutes acceptance of the updated pricing.

5.10 Taxes

All fees are exclusive of applicable taxes, including VAT or other government-imposed taxes, which may be added where required by law. You are responsible for paying all applicable taxes associated with your use of the Platform.

6. Data Protection and Healthcare Compliance

We comply with all applicable UK data protection laws, including the UK GDPR, and healthcare privacy regulations including HIPAA standards where applicable. Patient data will only be processed as outlined in our Privacy Policy, accessible via the Platform. We implement zero data retention policies - patient data is processed in real-time and saved on EU server.

7. User Obligations

You agree to:

  • Provide accurate practice-specific details to customise the Platform's functionality;
  • Use the Platform solely for lawful purposes and in compliance with all applicable laws, healthcare regulations, and professional standards;
  • Obtain necessary consents from patients to enable recording and processing of their health information via the Platform;
  • Maintain professional standards and ethical obligations in all interactions processed through the Platform;
  • Ensure the accuracy and appropriateness of all AI-generated content before finalising patient records.

8. Intellectual Property

All intellectual property rights related to Clindoc and its services, including software, technology, AI models, and content, remain the exclusive property of CLINDOCAI LTD or its licensors. Users are granted a limited, non-exclusive, non-transferable licence to use the Platform solely in accordance with these Terms.

9. Confidentiality and Professional Standards

Both parties agree to maintain the confidentiality of any proprietary or sensitive information exchanged in connection with use of the Platform. Healthcare practitioners remain fully responsible for maintaining patient confidentiality and compliance with professional and regulatory obligations.

10. Limitation of Liability

To the maximum extent permitted by law, CLINDOCAI Ltd shall not be liable for any indirect, consequential, or incidental damages arising from use of, or inability to use, the Platform.

Our total liability in connection with the Platform is limited to the amount paid by you for the services in the twelve months preceding the claim. The Platform is designed to assist healthcare practitioners and does not replace professional judgment or clinical decision-making.

11. Indemnification

You agree to indemnify and hold harmless CLINDOCAI Ltd from any claims, losses, damages, or expenses arising from:

  • Your use of the Platform;
  • Patient care or clinical decisions;
  • Data protection or regulatory non-compliance;
  • Breach of these Terms.

12. Termination

Either party may terminate the agreement by providing 30 days' written notice. We reserve the right to immediately suspend or terminate your account if you breach these Terms or fail to comply with applicable professional or regulatory standards.

13. Modifications to Terms

We reserve the right to modify these Terms at any time. Notice of changes will be provided via email or through the Platform. Continued use of the Platform after changes take effect constitutes acceptance of the revised Terms.

14. Governing Law and Jurisdiction

These Terms are governed by and interpreted in accordance with the laws of England and Wales. Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.

15. Contact

For any enquiries regarding these Terms, please contact:

CLINDOCAI Ltd

Email: support@clindoc.ai

By continuing to use Clindoc, you acknowledge that you have read, understood, and agree to be bound by these Terms.