Terms of Service

1. Agreement to Terms

By accessing or using CarerNotes ("the Service"), you agree to be bound by these Terms of Service ("Terms"). If you're using the Service on behalf of an organisation, you represent that you have authority to bind that organisation to these Terms.

2. Description of Service

CarerNotes is an AI-powered care documentation platform that enables carers to record voice notes and generate structured care documentation. The Service includes:

• Voice recording functionality
• AI-powered transcription
• AI-generated care note structuring
• Note review and editing
• Export functionality (PDF, text)

3. Account Registration

To use the Service, you must create an account with accurate, complete information. You are responsible for:

• Maintaining the security of your account credentials
• All activities that occur under your account
• Notifying us immediately of any unauthorised access

4. Acceptable Use

You agree to use the Service only for lawful purposes. You must not:

• Use the Service to process data you don't have the right to process
• Attempt to access other users' data
• Interfere with the proper operation of the Service
• Attempt to reverse engineer any part of the Service
• Use the Service for any illegal activity
• Share account credentials between multiple individuals
• Manipulate carer counts or user status to avoid applicable fees

Account Sharing

Each user account is for a single individual. Account credentials must not be shared between multiple people. If multiple carers need access, each must have their own account. We may suspend accounts where credential sharing is detected.

Fair Billing

Billing is based on the number of active carers in your organisation. You agree not to manipulate user status (such as temporarily deactivating carers) to reduce fees while continuing to use the Service. We reserve the right to bill based on peak usage during a billing period and to suspend accounts engaged in billing manipulation.

5. Care Documentation Responsibilities

You acknowledge that:

• AI-generated notes should be reviewed for accuracy before approval
• You are responsible for the accuracy of approved notes
• The Service is a tool to assist documentation, not a replacement for professional judgment
• You must obtain appropriate consent before recording care visits

6. Data Ownership

You retain ownership of all data you upload or create using the Service, including recordings, transcripts, and notes. You grant us a limited licence to process this data solely to provide the Service.

7. Data Processing

CarerNotes Ltd acts as a data processor on behalf of your organisation (the data controller) for personal data processed through the Service, including care recipient information.

We process personal data in accordance with UK GDPR and the Data Protection Act 2018. A Data Processing Agreement (DPA) setting out our obligations under Article 28 of UK GDPR is available on request by contacting hello@carernotes.co.uk.

By using the Service, you confirm that you have a lawful basis for processing personal data, including any special category data (such as health information), and that you have obtained any necessary consents from care recipients for audio recording.

8. Pricing and Payment

Free Trial

New users receive a 14-day free trial with up to 2 carers and 25 recordings. No credit card is required for the trial.

Per-Carer Pricing

• You are billed based on the number of carers in your organisation
• Subscriptions are billed monthly or annually in advance
• All prices are in GBP and exclude VAT where applicable
• Volume discounts apply automatically based on team size

Cancellation

You may cancel your subscription at any time. Access continues until the end of the current billing period. No refunds are provided for partial periods.

9. Service Availability

We aim for high availability but do not guarantee uninterrupted access. We may:

• Perform maintenance with reasonable notice
• Modify or discontinue features with notice
• Suspend accounts that violate these Terms

10. Intellectual Property

The Service, including all software, design, and content (excluding user data), is owned by CarerNotes Ltd and protected by intellectual property laws.

11. Disclaimer of Warranties

The Service is provided "as is" without warranties of any kind. We do not warrant that:

• The Service will meet your specific requirements
• The Service will be uninterrupted or error-free
• AI-generated content will be completely accurate

12. Limitation of Liability

To the maximum extent permitted by law, CarerNotes Ltd shall not be liable for any indirect, incidental, special, consequential, or punitive damages, or any loss of profits or revenues.

Our total liability for any claims under these Terms shall not exceed the amount you paid us in the 12 months preceding the claim.

13. Indemnification

You agree to indemnify and hold harmless CarerNotes Ltd from any claims arising from your use of the Service, your violation of these Terms, or your violation of any third-party rights.

14. Changes to Terms

We may modify these Terms at any time. We will notify you of material changes by email or through the Service. Continued use after changes constitutes acceptance.

15. Termination

We may terminate or suspend your account for violation of these Terms or for any reason with 30 days' notice. Upon termination, you may export your data.

16. Governing Law

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.

17. Contact

For questions about these Terms, contact us at:

• Email: hello@carernotes.co.uk
• Address: 1st Floor 87/89 High Street, Hoddesdon, Herts, EN11 8TL

CarerNotes Ltd is a company registered in England and Wales (Company No. 16928805).