Terms of Service

These Terms of Service ("Terms") govern your access to and use of the MedCase AI platform operated by Digital Envision LLC ("MedCase AI", "we", "us", "our"). By creating an account or using the platform, you agree to these Terms.

1. Definitions

2. Account Registration

2.1. You must be at least 18 years old to create an account.

2.2. You must provide accurate and complete registration information and keep it up to date.

2.3. You are responsible for maintaining the confidentiality of your login credentials. You must notify us immediately at hello@medcase.ai if you become aware of any unauthorised use of your account.

2.4. You may not share your account credentials with others. Each user must have their own account. Organisation features allow you to invite team members with their own individual accounts.

3. Acceptable Use

3.1. You may use MedCase AI only for lawful purposes related to clinical negligence case preparation, medical-legal compliance analysis, and related professional activities.

3.2. You must not:

• Upload medical records without appropriate legal authority and consent
• Attempt to circumvent PII sanitisation or access raw patient data processed by the Platform
• Use the Platform to process data for purposes other than clinical negligence analysis
• Reverse-engineer, decompile, or disassemble any part of the Platform
• Interfere with or disrupt the Platform's infrastructure or security measures
• Share, resell, or sublicense access to the Platform without our prior written consent
• Use automated scripts, bots, or scrapers to access the Platform
• Attempt to access other users' accounts, cases, or data
• Upload content that contains malware, viruses, or harmful code

3.3. You acknowledge that the Platform uses AI models to analyse medical records and generate findings. AI outputs are intended to assist — not replace — professional medical and legal judgment. You are solely responsible for verifying the accuracy and relevance of any analysis before relying on it in legal proceedings or professional advice.

4. Medical Record Data

4.1. Your responsibility. You are responsible for ensuring that you have the appropriate legal authority and consent to upload and process medical records through the Platform. This includes compliance with the UK GDPR, the Data Protection Act 2018, and any applicable professional regulations.

4.2. Data controller. You (or your organisation) are the data controller for medical record data uploaded to the Platform. We process this data on your behalf as a data processor, in accordance with our Data Processing Agreement.

4.3. PII sanitisation. The Platform applies triple-layer PII sanitisation before sending any text to external AI services. While we take extensive measures to remove patient-identifiable information, no automated system is 100% perfect. You acknowledge this limitation.

4.4. Retention. Medical record data is retained for a default period of 7 years from case creation, unless you request earlier deletion or configure a different retention period. You may delete any case at any time through the Platform.

4.5. No patient access. The Platform is designed for use by legal and medical professionals. It is not intended for direct use by patients or data subjects.

5. Subscriptions and Payment

5.1. Plans. MedCase AI offers subscription plans with monthly billing. Current plans and pricing are displayed on our pricing page and may change with 30 days' notice to existing subscribers.

5.2. Billing. Subscriptions are billed monthly via Stripe. By subscribing, you authorise us to charge your payment method on a recurring basis.

5.3. Upgrades and downgrades. You may upgrade or downgrade your plan at any time. Upgrades take effect immediately with prorated charges. Downgrades take effect at the next billing period.

5.4. Add-on cases. You may purchase additional cases beyond your plan's monthly limit. Add-on cases are a one-time purchase, do not expire, and are non-refundable.

5.5. Cancellation. You may cancel your subscription at any time. Cancellation takes effect at the end of the current billing period. You retain access to your data and existing cases after cancellation, subject to our data retention policy.

5.6. Failed payments. If a payment fails, we will notify you and may retry the charge. If payment remains unsuccessful, your subscription may be downgraded or suspended until the balance is resolved.

5.7. Refunds. Subscription fees are non-refundable except where required by law. If you believe a charge was made in error, contact us at hello@medcase.ai within 14 days.

6. Intellectual Property

6.1. Our Platform. The MedCase AI platform, including its design, code, algorithms, AI models, documentation, and branding, is owned by Digital Envision LLC and is protected by intellectual property laws. Nothing in these Terms grants you any rights to our intellectual property beyond the limited licence to use the Platform.

6.2. Your data. You retain all rights in the medical record data and other content you upload to the Platform. We claim no ownership of your data.

6.3. Analysis outputs. Compliance findings, AI chat responses, and other analysis outputs generated by the Platform from your data are provided to you as part of the service. You may use these outputs in connection with your professional activities.

6.4. Feedback. If you provide feedback, suggestions, or ideas about the Platform, you grant us a non-exclusive, royalty-free, perpetual licence to use that feedback to improve our services.

7. Disclaimers

7.1. AI limitations. MedCase AI uses artificial intelligence to analyse medical records and generate compliance findings. AI-generated outputs may contain errors, omissions, or inaccuracies. The Platform is a professional tool designed to assist qualified professionals — it does not provide legal advice, medical advice, or professional opinions.

7.2. No guarantee of accuracy. While we strive for high accuracy, we do not guarantee that the Platform's analysis will identify every compliance issue, that findings are complete or error-free, or that AI-generated content is suitable for any particular purpose without professional review.

7.3. Professional responsibility. You are solely responsible for reviewing, verifying, and validating all Platform outputs before relying on them. The use of MedCase AI does not reduce or replace your professional obligations and duty of care.

7.4. Platform availability. We aim to provide a reliable, high-availability platform, but we do not guarantee uninterrupted or error-free service. We may perform maintenance, updates, or modifications that temporarily affect availability.

8. Limitation of Liability

8.1. To the maximum extent permitted by law, Digital Envision LLC shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to loss of profits, data, business opportunities, or professional reputation, arising from your use of the Platform.

8.2. Our total aggregate liability for any claims arising under these Terms shall not exceed the total fees paid by you in the 12 months preceding the claim.

8.3. Nothing in these Terms excludes or limits our liability for death or personal injury caused by our negligence, fraud or fraudulent misrepresentation, or any other liability that cannot be excluded by law.

9. Indemnification

You agree to indemnify and hold harmless Digital Envision LLC, its officers, directors, employees, and agents from any claims, damages, losses, or expenses (including reasonable legal fees) arising from:

• Your use of the Platform in violation of these Terms
• Your breach of any applicable law or regulation
• Your uploading of medical records without appropriate authority or consent
• Any third-party claims arising from your use of Platform outputs

10. Termination

10.1. By you. You may close your account at any time by contacting us at hello@medcase.ai. Account closure does not automatically delete your data — you should delete any cases you wish to remove before closing your account.

10.2. By us. We may suspend or terminate your access to the Platform if:

• You breach these Terms
• Your payment is overdue for more than 30 days
• We reasonably believe your use of the Platform poses a security risk
• We are required to do so by law

We will provide reasonable notice before termination where possible, except in cases of serious breach or security risk.

10.3. Effect of termination. Upon termination, your right to access the Platform ceases. Your data will be retained in accordance with our data retention policy and Privacy Policy. You may request data export or deletion before or after termination.

11. Changes to These Terms

We may update these Terms from time to time. We will notify registered users of material changes by email at least 30 days before they take effect. Your continued use of the Platform after changes take effect constitutes acceptance of the updated Terms. If you do not agree with the changes, you may cancel your subscription and close your account.

12. Governing Law and Disputes

12.1. These Terms are governed by and construed in accordance with the laws of England and Wales.

12.2. Any disputes arising from these Terms or your use of the Platform shall be subject to the exclusive jurisdiction of the courts of England and Wales.

12.3. Before initiating any formal proceedings, you agree to attempt to resolve disputes informally by contacting us at hello@medcase.ai. We will make reasonable efforts to resolve your concern within 30 days.

13. General

13.1. Entire agreement. These Terms, together with our Privacy Policy and Data Processing Agreement, constitute the entire agreement between you and Digital Envision LLC regarding the Platform.

13.2. Severability. If any provision of these Terms is found to be unenforceable, the remaining provisions remain in full force and effect.

13.3. No waiver. Our failure to enforce any provision of these Terms does not constitute a waiver of that provision.

13.4. Assignment. You may not assign or transfer your rights under these Terms without our prior written consent. We may assign our rights and obligations to a successor entity in the event of a merger, acquisition, or sale of assets.

14. Contact

For questions about these Terms:

• Email: hello@medcase.ai
• Address: Digital Envision LLC, Newcastle Upon Tyne, United Kingdom