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Terms of Service

Effective Date: 26 March 2026  |  Version: 1.0

These Terms of Service ("Terms") govern your access to and use of the ClinLexis platform ("Service"), operated by ClinLexis Ltd ("we", "us", "our"), a company registered in England and Wales (Company No. 17081483), with its registered office at 238a Telegraph Road, Heswall, Wirral, CH60 0AL. By creating an account you agree to be bound by these Terms.

1. Definitions

  • "Platform" means the ClinLexis web application, APIs, and associated services.
  • "User" means any individual who creates an account on the Platform.
  • "Content" means any documents, data, text, images, or other materials uploaded to or generated by the Platform.
  • "AI Processing" means automated analysis of Content using artificial intelligence and machine learning models.

2. Eligibility and Account Registration

The Service is intended for use by qualified healthcare professionals, medical legal professionals, and authorised personnel within healthcare organisations. By registering, you represent that you are at least 18 years of age and have the legal authority to enter into these Terms.

You are responsible for maintaining the confidentiality of your account credentials and for all activities that occur under your account. You must notify us immediately of any unauthorised use.

3. Description of the Service

ClinLexis provides AI-assisted medical document management, chronology generation, evidence analysis, and reporting tools. The Service is designed to assist healthcare professionals in organising and analysing clinical documentation.

The Service does not provide medical advice. All AI-generated outputs are intended as assistive tools and must be reviewed and validated by qualified professionals before being relied upon for clinical or legal decisions.

4. Acceptable Use

You agree to use the Service only for lawful purposes and in accordance with these Terms. You must not:

  • Upload content that you do not have the legal right to process.
  • Use the Service to process data in violation of applicable data protection laws.
  • Attempt to gain unauthorised access to the Service or its underlying systems.
  • Use the Service in any way that could damage, disable, or impair its operation.
  • Reverse-engineer, decompile, or disassemble any part of the Service.
  • Share your account credentials with third parties.
  • Use automated tools or scripts to access the Service without our prior written consent.

5. Data Ownership and Intellectual Property

You retain all rights to Content that you upload to the Platform. By uploading Content, you grant us a limited licence to process, store, and analyse that Content solely for the purpose of providing the Service to you.

The Platform, including its design, code, algorithms, and documentation, is the intellectual property of ClinLexis Ltd and is protected by copyright, trade mark, and other intellectual property laws.

6. AI Processing and Limitations

The Service uses artificial intelligence to process uploaded documents. You acknowledge that:

  • AI-generated outputs may contain errors and should always be reviewed by a qualified professional.
  • The Service is an assistive tool and does not replace professional clinical or legal judgement.
  • We continuously work to improve accuracy but cannot guarantee error-free results.
  • AI models may be updated from time to time, which may affect output characteristics.

6.1 AI Feature Availability Window

AI-powered features — including the Ask Assistant, report generation, analysis regeneration, and any other functionality that relies on AI processing of your case data — are available for a period of ninety (90) days from the date on which the initial analysis for a given case is generated (the "AI Availability Window").

After the AI Availability Window expires:

  • You will retain full access to all previously generated outputs, including chronologies, analysis reports, key findings, and any user-edited content.
  • You will no longer be able to use AI-powered features for that case, including the Ask Assistant, report generation, or analysis regeneration.
  • Underlying AI processing data (such as document embeddings and conversational history) may be permanently deleted to manage platform resources.
  • To restore AI features for an expired case, you may re-run the analysis pipeline, which will consume credits from your account.

The AI Availability Window applies on a per-case basis. Each case's window begins independently when its analysis is first generated. We will notify you via the Platform when a case's AI Availability Window is approaching expiry.

7. Subscription, Credits, and Payment

The Service operates on a credit-based model. Credits are consumed when documents are processed and are measured in pages. Credits do not roll over between billing periods.

7.1 Free Trial and Promotional Credits

We may offer free credits through invite codes or promotional offers. Free credits grant access to the Service on the same basis as paid credits but do not constitute a subscription. When free credits are exhausted, you will no longer be able to process new documents. You may continue to view existing cases and data for a period of ninety (90) days after your last credit is consumed or your last login, whichever is later (the "Retention Period"). After the Retention Period, we reserve the right to delete your data in accordance with Section 11.

7.2 Paid Subscriptions

Paid subscription fees are charged in advance on a monthly basis. All fees are quoted in British Pounds (GBP) and include UK VAT where applicable. Each billing cycle, your credit balance is reset to your plan's monthly allowance.

Paid subscribers who exceed their monthly credit allowance may incur overage charges at the per-page rate applicable to their plan, up to a maximum of twice the monthly allowance.

7.3 Cancellation

You may cancel your subscription at any time. Cancellation takes effect at the end of the current billing period. We do not provide refunds for partial billing periods. Upon cancellation, the Retention Period described in Section 7.1 applies.

8. Data Protection and Security

We process personal data in accordance with our Privacy Policy and applicable data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We implement appropriate technical and organisational measures to protect your data.

9. Service Availability and Support

We aim to provide a reliable service but do not guarantee uninterrupted access. We may temporarily suspend the Service for maintenance, updates, or security reasons. We will provide reasonable notice of planned downtime where practicable.

10. Limitation of Liability

To the maximum extent permitted by law, ClinLexis Ltd shall not be liable for any indirect, incidental, special, consequential, or punitive damages arising from your use of the Service, including but not limited to loss of data, loss of profits, or clinical outcomes based on AI-generated outputs.

Our total aggregate liability shall not exceed the fees paid by you in the twelve (12) months preceding the event giving rise to the claim.

11. Termination and Data Retention

We may suspend or terminate your access to the Service if you breach these Terms, fail to pay subscription fees, or if we are required to do so by law.

11.1 Data Retention After Termination or Expiry

Following cancellation, termination, or exhaustion of credits without an active subscription, your uploaded Content and account data will be retained for ninety (90) days (the "Retention Period"). During the Retention Period, you may log in to view your existing data and export it in accordance with our data portability obligations under GDPR.

We will send email notifications at thirty (30) days and seven (7) days before the end of the Retention Period to remind you to export your data. After the Retention Period expires, we reserve the right to permanently delete all Content associated with your account. Deleted data cannot be recovered.

11.2 Exceptions

We may retain certain data beyond the Retention Period where required by law, for the establishment, exercise, or defence of legal claims, or for GDPR compliance audit purposes (e.g. consent records, which are retained for 7 years).

12. Changes to These Terms

We may update these Terms from time to time. We will notify you of material changes via email or through the Platform at least 30 days before they take effect. Continued use of the Service after changes take effect constitutes acceptance of the updated Terms.

13. Governing Law

These Terms are governed by and construed in accordance with the laws of England and Wales. Any disputes arising from these Terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.

14. Contact

If you have questions about these Terms, please contact us at support@clinlexis.co.uk.