📜 Terms & Conditions

Last Updated: November 17, 2025

Effective Date: November 17, 2025

1. Acceptance of Terms

These Terms & Conditions ("Terms") constitute a legally binding agreement between you ("User," "you," or "your") and The Hearing Lab Store Ltd ("HearScribe," "we," "us," or "our") regarding your access to and use of the HearScribe platform.

By creating an account, accessing our website at hearscribe.com, or using any of our services, you acknowledge that you have read, understood, and agree to be bound by these Terms, along with our Privacy Policy and Cookie Policy.

2. Service Description

2.1 What HearScribe Provides

HearScribe is a Software-as-a-Service (SaaS) platform that provides AI-powered clinical documentation tools specifically designed for hearing healthcare professionals. Our service includes:

• Live Audio Recording: Browser-based recording of clinical consultations
• Real-Time Transcription: Speech-to-text conversion during consultations
• AI-Generated Documentation: Automated generation of clinical notes, patient summaries, administrative tasks, and GP letters
• Clinical Image Analysis: AI-powered analysis of audiograms and related clinical images
• Team Management: Multi-user access with role-based permissions
• Organization Settings: Customizable clinic and professional information

2.2 Zero Patient Data Storage Architecture

What we store:

• Your account information (name, email, organization details)
• Subscription and billing information
• AI preferences and customization settings
• Consultation metadata (counts and timestamps only)

What we DO NOT store:

• Patient names or identifiable information
• Clinical notes or documentation
• Audio recordings
• Transcriptions
• Any patient health information

3. User Responsibilities

3.1 Professional Qualification

HearScribe is designed exclusively for qualified hearing healthcare professionals, including audiologists, hearing care practitioners, and authorized clinical staff. By using this service, you represent and warrant that you:

• Hold appropriate professional qualifications to provide hearing healthcare services
• Are authorized to record and document clinical consultations in your jurisdiction
• Comply with all applicable healthcare regulations and professional standards
• Maintain appropriate professional indemnity insurance

3.2 Clinical Responsibility

You agree to:

• Review and verify all AI-generated documentation for accuracy
• Edit or amend AI-generated content as clinically appropriate
• Obtain appropriate patient consent before recording consultations
• Comply with all applicable healthcare privacy regulations (GDPR, local data protection laws)
• Not rely solely on AI-generated clinical recommendations without professional judgment
• Maintain accurate and complete patient records according to professional standards

3.3 Account Security

You are responsible for:

• Maintaining the confidentiality of your account credentials
• All activities that occur under your account
• Notifying us immediately of any unauthorized access or security breach
• Ensuring team members have appropriate access levels
• Logging out after each session on shared devices

4. AI-Generated Content Disclaimer

4.1 Nature of AI Technology

HearScribe utilizes advanced artificial intelligence technology (Google Gemini API) to generate clinical documentation. While our AI is trained specifically for hearing healthcare contexts, you acknowledge that:

• AI-generated content may contain errors, omissions, or inaccuracies
• AI interpretation of clinical images (audiograms, tympanograms) requires professional verification
• AI cannot replace professional clinical judgment or decision-making
• The accuracy of AI-generated content depends on the quality and clarity of input data

4.2 Verification Requirements

Users MUST:

• Review all AI-generated documentation for clinical accuracy
• Verify AI interpretation of clinical images before relying on findings
• Edit or amend content to reflect actual clinical findings
• Apply professional judgment to all clinical recommendations

For full details, see our AI Disclaimer Page.

5. Subscription and Payment Terms

5.1 Subscription Plans

HearScribe offers subscription-based access with a choice of plans:

5.2 Billing and Payment

Payment processing is handled securely through Stripe. By subscribing, you agree to:

• Provide accurate and complete billing information
• Authorize recurring monthly charges to your payment method
• Pay all subscription fees when due
• Update payment information promptly if it changes

5.3 Trial Period

New users receive a 7-day free trial. During the trial:

• Full access to all features is provided
• No payment method is required initially
• Access continues only if a subscription is activated before trial expiration
• Trial consultations count toward your monthly limit after subscription begins

5.4 Cancellation and Refunds

You may cancel your subscription at any time through your account settings. Upon cancellation:

• Access continues until the end of your current billing period
• No refunds are provided for partial months
• Your account and preferences are retained for 90 days
• You may reactivate within 90 days without losing settings

See our Cancellation & Refund Policy for full details.

6. Intellectual Property Rights

6.1 HearScribe Ownership

The Hearing Lab Store Ltd retains all rights, title, and interest in:

• The HearScribe platform, software, and technology
• All trademarks, logos, and branding
• Platform design, features, and functionality
• AI models, prompts, and training (excluding third-party APIs)

6.2 User Content

You retain all rights to clinical content you create using HearScribe. However, since we employ zero patient data storage:

• All clinical documentation remains exclusively on your device
• We have no access to or ownership of patient-related content
• You are responsible for backing up and storing your clinical records

6.3 License to Use

We grant you a limited, non-exclusive, non-transferable license to access and use HearScribe solely for your professional clinical documentation purposes, subject to these Terms.

7. Privacy and Data Protection

7.1 Data Processing

Our approach to data processing is unique in the healthcare SaaS space:

• Patient Data: NEVER leaves your browser, NEVER stored on our servers
• Account Data: Stored securely in Supabase with encryption
• AI Processing: Temporary processing only, no storage of patient content

7.2 GDPR Compliance

As a UK-based company, we comply with GDPR requirements. Our zero patient data storage architecture means:

• YOU are the data controller for patient information
• WE process only non-patient account and billing data
• Patient data never requires data processing agreements

See our Privacy Policy for complete details.

8. Service Availability and Support

8.1 Service Uptime

We strive to maintain 99% uptime but do not guarantee uninterrupted access. Service may be temporarily unavailable due to:

• Scheduled maintenance (notified in advance)
• Emergency security updates
• Third-party service outages (Netlify, Supabase, Google Gemini)
• Force majeure events

8.2 Technical Support

Professional Plan subscribers receive:

• Email support at contact@hearscribe.com
• Response within 48 hours during business days
• Access to documentation and help resources

9. Limitation of Liability

We provide HearScribe "AS IS" without warranties of any kind. We specifically disclaim:

• Warranties of accuracy or completeness of AI-generated content
• Fitness for any particular clinical purpose
• Guarantees of error-free operation
• Liability for decisions made based on AI-generated content

Our total liability for any claim shall not exceed the amount you paid for the service in the 12 months preceding the claim.

10. Prohibited Uses

You agree NOT to:

• Use HearScribe for any illegal or unauthorized purpose
• Attempt to reverse engineer, decompile, or extract source code
• Share your account credentials with unauthorized individuals
• Use automated systems to access the platform excessively
• Interfere with or disrupt the service or servers
• Remove or alter any proprietary notices or labels
• Use the service for non-hearing healthcare purposes

11. Termination

11.1 Termination by You

You may terminate your account at any time through account settings or by contacting contact@hearscribe.com.

11.2 Termination by Us

We reserve the right to suspend or terminate your account immediately if:

• You breach these Terms
• You engage in fraudulent or illegal activity
• Payment fails and is not rectified within 14 days
• We are required to do so by law or regulatory authority

11.3 Effects of Termination

Upon termination:

• Your access to HearScribe ends immediately
• Account data is retained for 90 days, then permanently deleted
• No refunds are provided for remaining subscription time
• You remain responsible for any outstanding fees

12. Changes to Terms

We reserve the right to modify these Terms at any time. Changes will be:

• Posted on this page with an updated "Last Updated" date
• Emailed to registered users for material changes
• Effective 30 days after posting (or immediately for legal requirements)

Your continued use of HearScribe after changes constitutes acceptance of the new Terms.

13. Governing Law and Disputes

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

For informal resolution, please contact us first at contact@hearscribe.com.

14. Contact Information

The Hearing Lab Store Ltd
Company Registration Number: 13464826
VAT Number: GB384197168

Email: contact@hearscribe.com

For privacy-related inquiries, see our Privacy Policy.

15. Severability

If any provision of these Terms is found to be unenforceable or invalid, that provision shall be limited or eliminated to the minimum extent necessary, and the remaining provisions shall remain in full force and effect.

16. Entire Agreement

These Terms, together with our Privacy Policy, Cookie Policy, and AI Disclaimer, constitute the entire agreement between you and The Hearing Lab Store Ltd regarding HearScribe and supersede all prior agreements.

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