Terms of service

NeuroScribe is a documentation tool for neurodevelopmental assessment services. It produces draft text from information you enter. It is not a medical device, makes no diagnostic decisions, and must not be relied upon as clinical advice.

Accounts are for named, appropriately qualified professionals and their authorised administrative staff. You must keep your credentials and multi-factor authenticator secure, must not share an account, and must tell us promptly if you suspect unauthorised access. We may suspend an account where sharing or misuse is suspected.

• You remain professionally accountable for every report you approve or send.
• AI output is a draft only. You must read, correct and approve it before any clinical or external use.
• You must have a lawful basis and, where relevant, recorded consent before entering patient data or using AI drafting.
• You are responsible for your own DPIA, clinical safety assurance and record-keeping obligations as a controller.
• You must be registered with the relevant UK professional regulator for the work you document, hold appropriate professional indemnity cover, and work within your scope of practice and your organisation’s governance framework.
• You must report any suspected safety issue, incorrect draft content or data protection incident to us promptly so it can be investigated and, where needed, escalated.

NeuroScribe is a documentation aid, not a clinical decision support system and not a medical device under the UK Medical Devices Regulations 2002. Drafts are labelled as drafts, are attributable to the clinician who approves them, and are locked against editing once approved so that the approved version is the record.

Where your organisation deploys the platform in a health or care setting, you are the deploying organisation for the purposes of clinical risk management standards such as DCB0160: you must appoint your own Clinical Safety Officer, complete your own hazard log and safety case, and define local workflows for review, approval and dispatch. We will supply a technical description of the platform’s controls to support that work. We do not claim any certification, accreditation or assurance rating unless it is stated in a signed agreement with you.

You must not:

• attempt to access records belonging to another clinician or practice;
• probe, disrupt, penetration test or reverse engineer the platform or its security controls without our prior written agreement;
• circumvent multi-factor authentication, audit logging, consent checks or report locking, or attempt to remove or alter an audit entry;
• upload malicious code, or content you have no right to process;
• use the platform to generate diagnostic conclusions without clinical review;
• use record content to train any machine learning model, or extract data in bulk for a purpose other than your own clinical or subject-rights obligations;
• resell, sublicense or provide the platform to a third party as a service.

We may suspend access immediately where we reasonably believe conduct in this section is occurring, and will tell you why. Serious or repeated breach is grounds for termination under section 11.

Plans are billed in advance through our payment provider at the price shown at the time of purchase, in pounds sterling and exclusive of VAT where VAT applies. Subscriptions renew automatically for successive periods until cancelled, and you can cancel at any time from Settings; access continues to the end of the paid period. Fees already paid are non-refundable except where required by law.

We will give at least 30 days’ notice before a price change takes effect at your next renewal, and you may cancel before then. If a payment fails we will tell you and may suspend access after 14 days’ written notice; suspension does not delete your records, and export remains available for the wind-down period. Card details are handled solely by the payment provider and never reach NeuroScribe.

You are the controller of the clinical records you enter and we act as processor. Our processing commitments are set out in the data processing addendum, and how we handle personal data is described in the privacy notice. Where these terms conflict with the addendum on a data protection matter, the addendum prevails.

Each party will keep the other’s confidential information secret, use it only for the purposes of this agreement, and disclose it only to personnel or advisers who need it and are under equivalent obligations. This does not restrict disclosure required by law or by a regulator, where the disclosing party gives notice if lawfully able to. Patient information is additionally subject to the common law duty of confidence and to the addendum.

We aim to keep the platform available but do not guarantee uninterrupted service, and maintenance or provider incidents may cause downtime. Planned maintenance likely to interrupt clinical work will be notified in advance where practicable. We may change features to improve the service; where a change materially reduces functionality you rely on, or where we materially change these terms, we will give at least 30 days’ notice and you may cancel without penalty before it takes effect.

We own the platform, its interface and its underlying software, and grant you a non-exclusive, non-transferable right to use it for the term of your subscription. You keep all rights in the clinical content you enter and the reports you approve. You grant us only the limited licence needed to host and process that content in order to provide the service; we will not use your clinical content to train models or for any purpose other than providing the service to you.

Nothing in these terms excludes liability that cannot lawfully be excluded, including for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or for any liability under data protection law that may not be limited. Subject to that, we are not liable for clinical decisions, for the content of any report you approve, for loss of profit, goodwill, anticipated savings or reputation, or for indirect or consequential loss. Our total liability in any twelve-month period is limited to the fees you paid in that period.

You will indemnify us against claims arising from your entry of patient data without a lawful basis or required consent, from use of the platform outside these terms, or from clinical content you approved or dispatched.

Neither party is liable for failure to perform caused by an event beyond its reasonable control, including provider outages, network failure, cyber attack not resulting from its own breach of these terms, or action by a public authority. The affected party will tell the other promptly and mitigate the effect; if the event continues for more than 30 days, either party may terminate.

Either party may end the agreement by cancelling the subscription. We may suspend or terminate immediately for serious breach of these terms, unlawful use, or conduct posing a risk to patient safety or data security. On termination you may export the records you need for 30 days; after that wind-down period, remaining personal data is deleted or returned as instructed under the addendum, except a non-clinical audit entry recording the deletion and anything we must keep by law. Sections on confidentiality, intellectual property, liability and governing law survive termination.

Neither party may assign this agreement without the other’s consent, except to a successor of its business on notice. If any provision is unenforceable, the rest continues in force. A delay in enforcing a right is not a waiver of it. These terms, together with the addendum and privacy notice, are the entire agreement between us and replace earlier statements. Nobody other than the parties may enforce these terms.

Raise any dispute with your NeuroScribe account contact first; we will respond within 10 working days and both parties will attempt resolution in good faith for 30 days before starting proceedings. Nothing prevents either party seeking urgent injunctive relief. These terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.