CliniVoice
These Terms of Service (“Terms”) form a legally binding agreement between you (“User”, “you”) and CliniVoice AI Ltd, a company registered in England and Wales (“CliniVoice AI”, “we”, “us”, “our”). By accessing or using CliniVoice AI, you agree to be bound by these Terms. If you do not agree, you must not use the Service.
2.1. You must be at least 18 years of age and a qualified or student healthcare professional to create an Account.
2.2. You must provide accurate and complete registration information. You are responsible for maintaining the confidentiality of your login credentials.
2.3. You must not share your Account with any other person. Each user must have their own Account for audit and information governance purposes.
2.4. You are solely responsible for all activity that occurs under your Account, whether authorised by you or not.
2.5. You must notify us immediately at security@clinivoice.com if you become aware of any unauthorised access to your Account.
2.6. We reserve the right to suspend or terminate any Account that we reasonably believe has been compromised, is being misused, or violates these Terms.
3.1. CliniVoice AI is designed exclusively for use by registered healthcare professionals or individuals working under the direct supervision of a registered healthcare professional. By creating an Account, you represent and warrant that you meet this requirement.
3.2. The Service is not intended for use by the general public for self-diagnosis, self-management of health conditions, or any purpose outside a professional clinical context.
3.3. Examples of permitted users include (but are not limited to): medical doctors, registered nurses, allied health professionals, pharmacists, and healthcare students acting under clinical supervision.
3.4. We reserve the right to request evidence of registration or supervision at any time. Accounts found to be operated by non-healthcare professionals in breach of this requirement will be suspended immediately.
4.1. CliniVoice AI provides an AI-assisted clinical dictation tool that allows healthcare professionals to record audio, transcribe clinical encounters, and generate formatted clinical letters and documents.
4.2. The Service includes a Batch Transcription feature that allows you to upload and process multiple audio or video files in a single session. Each file is individually transcribed, patient details are extracted, and a formatted clinical letter is generated. Audio files processed via batch transcription are subject to the same retention and deletion rules as single-file transcriptions.
4.3. The Service provides optional Browser Extensions for Google Chrome, Microsoft Edge, and Mozilla Firefox. These extensions allow you to access CliniVoice AI features directly in your browser, auto-fill structured data into electronic patient record (EPR) systems, and receive prompts to log CPD activity. The browser extensions operate under a separate end-user licence but are governed by these Terms and our Privacy Policy. You must be signed in to your CliniVoice AI account to use the extensions. The extensions do not persistently store any patient data; session data is held only for the duration of your active browser session.
4.4. The Service uses third-party AI models (including Google Cloud AI services and Groq) to process audio and generate text. The accuracy of transcriptions and AI-generated content is not guaranteed.
4.5. We may update, modify, or discontinue features of the Service at any time. We will provide reasonable notice of material changes where practicable.
4.6. The Service is provided on an “as available” basis. We do not guarantee uninterrupted access and may perform scheduled maintenance with advance notice.
4.1. You must use the Service only for lawful clinical purposes and in compliance with all applicable laws, regulations, and professional standards, including but not limited to the General Medical Council (GMC) Good Medical Practice, Nursing and Midwifery Council (NMC) Code, and Health and Care Professions Council (HCPC) Standards.
4.2. You must not use the Service to process patient data unless you have a lawful basis for doing so (for example, explicit patient consent, or a legitimate interest as part of direct care).
4.3. You must not attempt to reverse-engineer, decompile, or extract the source code, AI models, or training data of the Service.
4.4. You must not use the Service to generate fraudulent, misleading, or fabricated clinical records.
4.5. Full acceptable use rules are set out in our Acceptable Use Policy.
6.1. CliniVoice AI is a productivity tool, not a medical device. It does not provide clinical advice, diagnoses, or treatment recommendations.
6.2. All AI Output must be reviewed, verified, and approved by a qualified healthcare professional before being included in any patient record, correspondence, or clinical decision.
6.3. You bear full clinical and professional responsibility for any Clinical Content you produce, share, or store using the Service. CliniVoice AI accepts no liability for clinical decisions made based on AI Output.
6.4. The Service is not a substitute for professional clinical judgement. AI-generated letters may contain inaccuracies, hallucinations, or omissions. You must always exercise your professional duty of care.
6.5. AI Output Disclaimer. All AI-generated clinical letters are drafts only. The clinician is solely responsible for reviewing, verifying, correcting, and accepting clinical responsibility for all content before it is used in patient care, added to any patient record, or communicated to any third party. CliniVoice AI does not provide medical advice and the AI Output does not constitute a clinical opinion.
7.1. By using CliniVoice AI to process patient data, you acknowledge and agree that you (or your employing organisation) are the Data Controller for any patient personal data processed through the Service.
7.2. As the Data Controller, you are responsible for:
7.3. CliniVoice AI acts as a Data Processor on your behalf and will process patient data only in accordance with your documented instructions and our Data Processing Agreement.
8.1. CliniVoice AI allows you to provide your own API keys from third-party AI providers (including Groq, Google Gemini, and OpenAI). If you choose to use this feature:
8.2. Your API keys are stored encrypted (AES-256-GCM) and are never shared with third parties other than the provider for which they are intended. Full details are in our Privacy Policy.
9.1. CliniVoice AI and its licensors own all rights, title, and interest in the Service, including its software, algorithms, user interface, branding, and documentation.
9.2. You retain ownership of all Clinical Content you input into the Service. By using the Service, you grant us a limited, non-exclusive licence to process your Clinical Content solely for the purpose of providing the Service to you.
9.3. We do not use your Clinical Content to train our AI models unless you have provided explicit, informed, opt-in consent for that purpose.
9.4. The CliniVoice AI name, logo, and brand elements are trademarks of CliniVoice AI Ltd. You may not use them without our prior written consent.
10.1. We process Personal Data in accordance with our Privacy Policy and in compliance with UK GDPR and the Data Protection Act 2018.
10.2. Where you use the Service to process patient data on behalf of an Organisation, the Organisation is the data controller and CliniVoice AI acts as a data processor. Our Data Processing Agreement governs this relationship.
10.3. Clinical Content may be processed by third-party sub-processors (including Groq Inc. for primary speech-to-text transcription, Google Cloud for AI letter generation, and Vercel for hosting). Details of all sub-processors are listed in our Privacy Policy and Data Processing Agreement.
10.3a. International Transfer — Groq (UK IDTA). Audio submitted for transcription is transferred to Groq, Inc. (United States) as a restricted transfer of special category health data. This transfer is lawful under UK GDPR Article 46 via the UK International Data Transfer Agreement (UK IDTA, ICO-approved February 2022) and EU Standard Contractual Clauses with UK Addendum. Audio is processed transiently and deleted immediately after transcription. Groq is contractually prohibited from using customer data for model training. By using the transcription features of the Service, you acknowledge and consent to this transfer on the basis described.
10.4. We implement appropriate technical and organisational measures to protect data, including encryption in transit (TLS 1.2+), encryption at rest, access controls, and regular security assessments.
10.5. Organisation Administrator Access. Where CliniVoice AI is used under an Organisation account, Organisation Administrators are granted access to usage statistics and member activity counts (such as number of transcriptions completed, letter counts, and feature usage summaries) for members of their organisation. Organisation Administrators do not have access to any individual clinical letters, transcripts, patient data, or other Clinical Content generated by individual members. All Clinical Content is private to the individual clinician who created it and is protected by row-level access controls.
11.1. Certain features of the Service require a paid Subscription. Prices are displayed in GBP and are inclusive of VAT where applicable.
11.2. Subscriptions auto-renew at the end of each billing period unless cancelled before the renewal date.
11.3. We may change our prices with at least 30 days’ prior notice. Price changes will apply from the next billing period after the notice period expires.
11.4. Refunds are governed by our Refund Policy.
12.1. To the maximum extent permitted by law, CliniVoice AI shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including loss of profits, data, goodwill, or clinical outcomes arising from your use of or inability to use the Service.
12.2. Our total aggregate liability to you for any claims arising from or related to these Terms or the Service shall not exceed the total fees paid by you in the twelve (12) months immediately preceding the event giving rise to the claim.
12.3. Nothing in these Terms excludes or limits our liability for (a) death or personal injury caused by our negligence, (b) fraud or fraudulent misrepresentation, (c) any liability that cannot be excluded or limited under applicable law.
12.4. We do not exclude or limit any statutory rights you have as a consumer under the Consumer Rights Act 2015, where applicable.
13.1. You agree to indemnify, defend, and hold harmless CliniVoice AI, its directors, officers, employees, and agents from any claims, losses, damages, liabilities, and expenses (including reasonable legal fees) arising from (a) your use of the Service in violation of these Terms, (b) your breach of any applicable law or regulation, (c) any Clinical Content you process through the Service, or (d) any clinical decision based on AI Output.
14.1. You may terminate your Account at any time by contacting us or using the account deletion feature in the Service.
14.2. We may suspend or terminate your Account immediately if we reasonably believe you have breached these Terms, are using the Service unlawfully, or pose a risk to the security of the Service or other users.
14.3. Upon termination, your right to access the Service ceases immediately. We will retain your data for the period specified in our Privacy Policy and as required by law.
14.4. You may request an export of your data before termination by contacting support@clinivoice.com. We will provide your data in a machine-readable format within 30 days.
15.1. We may update these Terms from time to time. We will notify you of material changes by email or through the Service at least 30 days before the changes take effect.
15.2. Your continued use of the Service after the effective date of updated Terms constitutes acceptance of those changes. If you do not agree to the updated Terms, you must stop using the Service and terminate your Account.
16.1. These Terms are governed by and construed in accordance with the laws of England and Wales.
16.2. Any dispute arising from or in connection with these Terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.
16.3. Before initiating formal legal proceedings, both parties agree to attempt to resolve any dispute through good-faith negotiation. If the dispute cannot be resolved within 30 days, either party may pursue formal resolution.
If you have any questions about these Terms, please contact us:
Questions? Contact legal@clinivoice.com