Terms of service

This agreement is between FlexicaAI and the practice that holds the account. Where a practice gives access to its staff, the practice is responsible for what those accounts do.

There is no public sign-up. We create an account for a practice, and the practice's administrator creates accounts for its own staff and decides what each of them can reach.

• Sign-in details belong to one person and are not to be shared.
• The practice is responsible for removing access when someone leaves.
• Tell us promptly if you think an account has been compromised.
• We may suspend an account where there is a security risk, unpaid fees past the agreed grace period, or use that breaks these terms.

This is the most important clause in this document, so it is not buried at the bottom.

FlexicaAI produces drafts. The voice scribe turns a recorded consultation into a suggested note, and the software can suggest medications from a list the practice maintains. None of that is a clinical decision, a diagnosis or medical advice, and none of it replaces the judgement of a qualified clinician.

• A clinician must read and approve every note before it becomes part of a patient record. The software is built to require this and will not finalise a note on its own.
• A clinician is responsible for every prescription issued through the product, including dosage, interactions and suitability for the patient.
• Where the transcription is unclear the software flags it rather than guessing. It is the clinician's job to resolve the flag, not to assume it is right.
• The practice remains responsible for meeting its own regulatory, licensing and record-keeping obligations.

Put simply, we are responsible for the software working as described. The clinician remains responsible for the care.

You agree not to:

• Upload data you have no right to hold, or use the product for anyone other than the practice's own patients.
• Attempt to reach another practice's records, or to get around the access controls in the product.
• Probe, scan or attack the service, or use it to send unlawful or unsolicited messages.
• Resell or rebrand the service without a written agreement with us.
• Use the product where doing so would be against the law that applies to you.

The practice owns the records it puts into FlexicaAI. We hold and process them to run the service, as set out in the privacy policy.

We can provide an export of a practice's data on request, both during the agreement and when it ends. Note the retention behaviour described in the privacy policy: deleting a record moves it to Trash rather than erasing it, and permanent erasure is something we perform on request.

Subscription fees, the billing period and any grace period are whatever we have agreed with the practice in writing. Fees are payable in advance for the agreed period unless we have said otherwise.

If an account goes unpaid past the agreed grace period we may restrict access until it is settled. We will make the position clear before we do that rather than cutting a practice off mid-clinic without warning.

If we change our prices we will give notice before the change applies to a practice's next billing period.

We work to keep the service running and we will give notice of planned maintenance where we reasonably can. We do not promise uninterrupted or error-free service, and parts of the product depend on outside providers such as WhatsApp and the AI services named in the privacy policy. When one of those has an outage, the feature that depends on it will be affected.

Practices should keep their own arrangements for continuing to see patients if any software they use is unavailable.

The service is provided as it is. To the extent the law allows, we exclude implied warranties, and we are not liable for lost profits, lost business or indirect losses.

To the extent the law allows, our total liability under this agreement in any twelve month period is limited to the fees paid by the practice in that period.

Nothing here limits liability that cannot lawfully be limited, and nothing here reduces a clinician's own responsibility for clinical decisions.

A practice can stop using FlexicaAI at any time by telling us. We can end the agreement with reasonable notice, or immediately where there is a serious breach of these terms or a legal requirement to do so.

When the agreement ends we will make an export of the practice's data available for a reasonable period before removing it.

We may update these terms. Where a change materially affects a practice we will give notice rather than relying on the date at the top of this page changing. Continuing to use the service after a change takes effect means accepting it.

This agreement is governed by the laws of the Islamic Republic of Pakistan, and the courts of Pakistan have jurisdiction. Where we have signed a separate written agreement with a practice that says otherwise, that agreement takes precedence over this page.

Questions about these terms can go to [email protected].

FlexicaAI, www.flexicaai.com