Service terms that stay plain about responsibility.
These terms govern access to WhiteFieldHealth, the boundaries of the service, subscription and export conditions, and the clinician-review requirement around AI-generated documentation.
Last updated
February 2026
Jurisdiction
England and Wales
Core position
AI output is draft documentation for clinician review
Terms snapshot
Clear service boundaries. Clear review obligations. Clear support path.
Reading guide
The contract position before the long-form clauses.
This opening layer helps legal, operational, and clinical readers scan the main service boundaries before moving through the full terms.
Documentation tool, not a medical device
The service supports documentation workflows only and does not replace professional clinical judgement.
Clinical responsibility stays with the clinician
Generated output must be reviewed, verified, and approved before clinical use or record export.
Commercial terms stay explicit
Subscriptions, renewals, export windows, and liability boundaries are set out directly in the contract terms.
Section 1
Definitions
In these Terms, the following definitions apply:
- “Service” - The WhiteFieldHealth AI medical scribe platform, including all features, APIs, and associated documentation.
- “Customer” - The organisation that subscribes to the Service and enters into a service agreement with WhiteFieldHealth.
- “User” - Any individual authorised by the Customer to access the Service.
- “Patient Data” - Any personal data relating to patients that is processed through the Service, including audio recordings, transcripts, and clinical notes.
- “Clinical Notes” - Documentation generated by the AI or edited by Users within the Service.
Section 2
Service description
WhiteFieldHealth provides an AI-powered medical transcription and clinical note generation platform. The Service converts audio recordings of patient consultations into structured clinical documentation using artificial intelligence.
The Service is not a medical device. It is a documentation tool that assists clinicians in producing clinical notes. All AI-generated content is provided as a draft and requires clinician review before clinical use.
Section 3
Account registration and access
Access to the Service requires an account. Accounts are created by organisation administrators or through invitation. You are responsible for maintaining the confidentiality of your login credentials and for all activities that occur under your account.
You must notify us immediately if you become aware of any unauthorised use of your account. We reserve the right to suspend accounts that we reasonably believe have been compromised.
Section 4
Acceptable use
By using the Service, you agree to the following:
- You are a qualified clinician, healthcare professional, or authorised administrative staff.
- You will only upload audio recordings for which appropriate patient consent has been obtained in accordance with your organisation’s policies and applicable law.
- You will review all AI-generated content before incorporating it into a patient’s clinical record or using it for clinical decision-making.
- You will not use the Service for emergency or life-threatening medical decisions where real-time clinical judgement is required.
- You will not attempt to reverse-engineer, decompile, or extract the underlying models or algorithms.
- You will not use the Service to process data for purposes outside the scope of healthcare documentation.
Section 5
Clinical responsibility and disclaimers
All AI-generated clinical notes are drafts that require review, verification, and approval by a qualified clinician before being used for any clinical purpose.
WhiteFieldHealth does not provide medical advice, diagnosis, or treatment recommendations. The AI may produce errors, omissions, or inaccuracies. The clinician is solely responsible for:
- Reviewing and verifying all AI-generated content for accuracy and completeness.
- Making all clinical decisions independently of the Service output.
- Ensuring that final clinical documentation meets professional and regulatory standards.
- Determining the appropriateness of any template or note format for a given clinical context.
WhiteFieldHealth accepts no liability for clinical decisions made based on AI-generated content, or for any adverse patient outcomes arising from the use of the Service.
Section 6
Data processing and privacy
The Customer is the Data Controller for all Patient Data processed through the Service. WhiteFieldHealth acts as a Data Processor and processes Patient Data solely in accordance with the Customer’s instructions as documented in the Data Processing Agreement (DPA).
Our processing of personal data is governed by our Privacy Policy. For details of our security and compliance posture, see our Compliance page.
Section 7
Intellectual property
Customer data: The Customer retains full ownership of all Patient Data, clinical notes, transcripts, and audio recordings processed through the Service. WhiteFieldHealth claims no ownership over Customer data.
Platform IP: WhiteFieldHealth retains all intellectual property rights in the Service, including its software, algorithms, AI models, user interface, documentation, and branding.
We do not use Customer data to train or improve our AI models without explicit written consent from the Customer. Anonymised, aggregated usage statistics may be used to improve Service performance.
Section 8
Service availability and SLA
We target 99.9% uptime for paid subscription tiers, measured monthly, excluding scheduled maintenance windows. Scheduled maintenance is communicated at least 48 hours in advance and performed during off-peak hours where possible.
Enterprise customers may negotiate custom SLA terms including dedicated support, uptime guarantees, and financial remedies for downtime beyond agreed thresholds.
We are not liable for service interruptions caused by events beyond our reasonable control, including natural disasters, internet outages, third-party service failures, or government actions.
Section 9
Subscription and payment
The Service is offered on a monthly or annual subscription basis. Fees are charged in advance at the start of each billing cycle. All fees are exclusive of VAT, which will be added where applicable.
Subscriptions auto-renew unless cancelled at least 14 days before the end of the current billing period. We reserve the right to adjust pricing with at least 60 days’ written notice before the next renewal date.
Section 10
Data export and portability
Customers can export all their data, including clinical notes, transcripts, templates, and account data, at any time through the Service’s export functionality. Data is provided in standard formats such as JSON, CSV, or PDF as applicable.
Upon contract termination, Customer data will be retained for 30 days to allow for export. After this period, all Customer data will be securely deleted in accordance with our data retention policy, and a certificate of destruction will be provided on request.
Section 11
Termination
Either party may terminate the service agreement by providing 30 days’ written notice. We may terminate immediately if the Customer commits a material breach that remains unremedied 14 days after written notice.
Upon termination, the Customer’s access to the Service will be deactivated. Data will be retained for 30 days post-termination as described in Section 10, after which it will be securely deleted.
Section 12
Limitation of liability
To the maximum extent permitted by law, WhiteFieldHealth’s total aggregate liability under these Terms shall not exceed the total fees paid by the Customer in the 12 months preceding the event giving rise to the claim.
WhiteFieldHealth shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including loss of profits, data, or business opportunities.
Nothing in these Terms excludes or limits liability for:
- Death or personal injury caused by negligence.
- Fraud or fraudulent misrepresentation.
- Breaches of data protection legislation resulting from our negligence.
Section 13
Indemnification
The Customer shall indemnify WhiteFieldHealth against any claims, losses, or damages arising from: (a) the Customer’s breach of these Terms; (b) the Customer’s processing of Patient Data in violation of applicable data protection law; or (c) any third-party claim relating to the Customer’s use of the Service.
WhiteFieldHealth shall indemnify the Customer against any claims arising from WhiteFieldHealth’s breach of its obligations under the DPA or its negligent handling of Patient Data.
Section 14
Governing law and jurisdiction
These Terms are governed by and construed in accordance with the laws of England and Wales. Any disputes arising under these Terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.
Section 15
Changes and contact
We may update these Terms from time to time. Material changes will be communicated via email at least 30 days before taking effect. Continued use of the Service after changes take effect constitutes acceptance of the revised Terms.
For questions about these Terms, contact us at [email protected].
Contract question?
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