Terms of Service
Effective from: 22.10.2025
1. Introduction
1.1 Welcome to DocAid! These general terms of service (“Terms of Service”) govern the access and use of the digital AI assisted tool for documenting health care professional-patient communication (“Service”) provided by DocAid OÜ (“DocAid”), which is accessible through docaid mobile application ("App") and website docaid.ai (“Website”).
1.2 DocAid’s App allows health care professionals ("End User") to record conversations with patients ("Recordings") upon the provision of health services. The Recordings are transcribed, summarised and uploaded to DocAid tool accessible through the Website, where the resulting output ("Processed Text") can be transferred to and used in health information systems.
1.3 The term “Client” or “you” refers to a health care provider who has concluded a valid client agreement (“Agreement”) with DocAid, either by (i) signing Client-specific special terms with DocAid; or (ii) completing the self-registration process in relation to Client-specific special terms through the Website or the App (both referred to as “Special Terms”).
1.4 Special Terms, Data Processing Agreement, these Terms of Service together with any annexes, and any policies or operating rules posted by DocAid in the App, on the Website or in respect to the Service, as amended from time to time, constitute the entire Agreement and understanding between the Client and DocAid and govern the Client’s use of the Service, superseding any prior agreements, communications and proposals, between DocAid and the Client (including, but not limited to, any prior versions of the Terms of Service).
1.5 By using the Service, you confirm that you have read, understood and agree to be bound by the Agreement.
1.6 DocAid and the Client are hereinafter also referred to as the “Parties” and separately as a “Party”.
1.7 Should you have any questions or comments about the App, the Website or the Agreement, please contact DocAid at info@docaid.ai.
2. Use of the Service
2.1 DocAid grants the Client and if applicable, its designated End Users access through the App and the Website to the Service. DocAid shall create a Client profile for the Client to use the Service (“Client Account”). The Client Account contains the Client’s identification information and other required information. Through the Client Account the Client can create, manage and close sub-accounts for its End Users.
2.2 The Client and its End Users can use the Service via logging in to the Client Account or respective sub-accounts. The Client is fully responsible for the usage of the Client Account and the related sub-accounts.
2.3 The Client and the End Users must maintain confidentiality of its username, password and any other credentials necessary for accessing the Service. The Client shall immediately notify DocAid if it suspects that the security of the Client Account or any sub-accounts has been compromised. DocAid is not liable in case the Client’s or the End User’s data falls victim of any breach due to the activity or inactivity on behalf of the Client.
2.4 The Client shall ensure that it has the equipment, devices and means (including a stable internet connection) to access the Service at the Client’s cost. DocAid is not obliged to provide the Client with any hardware or software to use the Service (except for the App and Website access).
2.5 With respect to the information (including all text, images, documents, personal data and other content) that the Client or the End User acquires, possesses, enters, records, stores, modifies, discloses, makes available, transmits, uses, deletes or otherwise processes via the Service, the Client represents and warrants to DocAid that the Client or, respectively, the relevant End User, has the right to acquire, possess and process the same. The Client shall be solely liable for the properties of the said information and the acquisition, possession, and processing of such information under, through, in relation to or by means of the Client Account.
2.6 The Client and the End User are strictly prohibited from entering any personal data to the Processed Text. If any personal data is included in the Processed Text generated by the Service, the Client or the End User must immediately delete it from the Processed Text.
2.7 The End User must verify the accuracy of the Processed Text generated by the Service. The End User should not rely on the Service for critical decision-making. The End User should always review the whole Processed Text and make any necessary changes to it before transferring the Processed Text to the health information system. The Service is not intended to be a substitute for provision of any health services.
2.8 The Recordings are automatically deleted 7 days after the recording date. The Client and the End User are solely responsible for transferring the Processed Text to the health information system. The Client or the End User must transfer the Processed Text to the health information system no later than after each patient’s visit for the provision of health services. DocAid is not liable for the loss of any Processed Text that the Client or the End User does not properly transfer to the health information system.
2.9 During the validity of the Agreement between the Client and DocAid, the Client may request DocAid to perform or develop additional services and features, which are not specified in the Agreement. Such services or features, compensation and other specifics shall be mutually agreed upon by the Parties in Special Terms or in a separate agreement.
3. Intended and Prohibited Use of the Service
3.1 The Service is intended for documenting health care professional-patient communication for health care providers acting in relation to their economic or professional activities, by making use of the Service’s features as described in the App and on the Website. Using the Service for any other purposes is not allowed.
3.2 The Client shall use the Service in compliance with applicable laws, including any applicable data protection legislation and the Agreement. The Client is solely responsible for all content and data, including Recordings and Processed Text, as well as activity under the Client Account, including the End Users’ sub-accounts (collectively the “Account Content”).
3.3 To be eligible to use the Service, the Client shall meet the following criteria, and represents and warrants that the Client:
3.3.1 has the legal capacity and authorisation to enter into the Agreement;
3.3.2 is a natural or a legal person using the Service in relation to their independent economic or professional activities in the provision of health services;
3.3.3 is a health care provider, i.e. health care professional or legal person providing health services;
3.3.4 is not a consumer within the meaning of applicable consumer protection legislation;
3.3.5 is not suspended from using the Service, or otherwise prohibited from holding a Client Account;
3.3.6 maintains only one Client Account at any given time.
3.4 Without excluding or limiting any of the Client’s statutory obligations, the Client shall not, and will not allow any End User to:
3.4.1 use the Service or its content for any unlawful, obscene or immoral purpose;
3.4.2 solicit others to perform or participate in any unlawful acts;
3.4.3 submit false or misleading information;
3.4.4 process personal data of patients and others without a legal basis;
3.4.5 infringe upon or violate DocAid’s intellectual property rights or the intellectual property rights of others;
3.4.6 reproduce, duplicate, copy, sell, resell, exploit, modify, translate, create derivative works from, disassemble or decompile, reverse engineer or otherwise attempt to derive any portion of the App, the Website or Service (including the source code, scripts);
3.4.7 create or attempt to create any product, service or website that is substantially similar to the Service or the App or the Website or falsely imply that it is associated with the Service, the App, the Website or any other service provided by DocAid;
3.4.8 modify, adapt, hack or gain other unauthorized access to the Service;
3.4.9 upload or transmit any worms, viruses, trojans, logic bombs or any malicious code or material (including content that will or may be used in any way that will affect the functionality or operation of the Service, the App, the Website, other websites, or the internet);
3.4.10 use any device, software or routine to interfere or attempt to interfere with the proper functioning, infrastructure or security features, including impose an unreasonable or disproportionately heavy load to the Service, the App, the Website, other websites, or the internet;
3.4.11 use technology or other means to interfere access to unauthorized content, including phish, pharm, pretext, use spiders, crawlers, or scrapers.
3.5 DocAid has the right to screen the Account Content to prevent prohibited behaviour as outlined in this Agreement. Any content that violates the Agreement, including this Section, may be removed, disabled and/or destroyed by DocAid at its sole discretion without any prior warning or notice. DocAid is not liable for any consequences the Client may experience due to the removal of content under this Section.
4. Fees and Payments
4.1 The Client agrees to pay DocAid for the Service along with any applicable additional charges (“Service Fee”) in accordance with the payment method, pricing schedule and other terms outlined in the Special Terms.
4.2 Invoices are issued by the first business day of each month in advance for the relevant month to the e-mail set forth in the Special Terms or the Client Account, and are due within seven (7) calendar days as of issuing the invoice unless stipulated otheriwse in the Special Terms. If an automatic payment method is chosen, the Service Fee is deducted automatically from the Client’s designated payment method in advance for the relevant month on the date indicated on the invoice.
4.3 Service Fees are agreed as exclusive of value-added tax (VAT). If required by applicable law, VAT shall be added to the Service Fees and shall be payable by the Client.
4.4 DocAid reserves the right to change its Service Fees at any time upon reasonable advance notice, provided that any such changes shall be posted in the App, on the Website, in the Client Account or sent to the Client via e-mail.
4.5 In case of delay in performance of a monetary obligation arising from the Special Terms, DocAid shall have the right to demand from the Client a late penalty payment of zero point one per cent (0.1%) from the unpaid amount for each calendar day of delay, starting from the moment of delay until full payment of the debt.
4.6 All payments are non-refundable, unless stipulated otherwise in the Special Terms or in a separate agreement.
4.7 DocAid reserves the right to suspend or terminate the Service for the Client according to Section 13. In such case, DocAid does not provide any refunds.
5. Support and Maintenance
5.1 The Client shall promptly notify DocAid of technical faults related to the Service that the Client becomes aware of, including but not limited to system errors, malfunctions, or disruptions affecting the Service's functionality. Upon receiving such notification, DocAid shall assess the issue and take reasonable steps to eliminate faults arising from the Service within a reasonable timeframe. DocAid does not guarantee uninterrupted or error-free operation of the Service but will make commercially reasonable efforts to resolve reported issues in a timely manner.
5.2 DocAid has the right to carry out planned and extraordinary maintenance works necessary for the provision of the Service. DocAid shall inform the Client of planned maintenance works as far in advance as reasonably possible. DocAid has the right to perform extraordinary maintenance work relating to ensuring the reliability and security of the Service without prior notice. During any maintenance work, the usability of the Service may be limited. If feasible, DocAid shall notify the Client of the extent of any usage restrictions. Suspension of the Service for the reasons set out in this Section do not relive the Client from the obligation to pay any applicable fees.
6. Intellectual Property
6.1 The Client acknowledges that all trademarks and intellectual property rights in and to any materials, data, or information, including all software (in source code or object code) and documentation related thereto, which have been provided by DocAid to the Client in connection with the performance of the Service are owned and shall continue to be owned by DocAid and/or its licensors. Notwithstanding the foregoing, subject to the Agreement, DocAid grants the Client a worldwide, non-exclusive, non-transferable, non-sublicensable and cancellable licence to access and use the Service and the features requested by the Client. The Service may only be used internally by the Client (and if appliable, by its designated End Users) for its intended purposes as described in the Agreement during their validity between the Parties.
6.2 The Client nor its End Users have no right to rent, lease, lend, sell, redistribute, sub-license, copy, reverse engineer, decompile, disassemble, translate, modify, distribute copies of, make available, adapt, or create derivative works based on the Service’s software or its related intellectual property, unless otherwise permitted in writing by DocAid.
6.3 For all Account Content, including Recordings, Processed Text, contents and data, that is inserted or made available via the Service, the Client grants DocAid a free-of-charge, transferable, sub-licensable, non-exclusive, non-cancellable, worldwide right for the maximum term permitted under applicable legislation to use and exploit the Account Content for providing, improving and further developing the Service as well as for developing DocAid’s business, including the creation of additional products and services.
7. Third-Party Content and Links
7.1 Certain content and features available via the Service, the App and the Website may include information sourced from third parties. Any such content, data, information, or publications made available through the Service, the App and the Website are furnished by DocAid on an “as is” and “as available” basis for the Client’s convenience and information and must be used for informational purposes only. DocAid has no control over the content or information of the third-party resources. DocAid disclaims any warranty or representation, either express or implied, that such information is accurate or complete.
7.2 Third-party links on the Service, the App and the Website may direct the Client to third-party websites that are not affiliated with DocAid. DocAid is not responsible for examining or evaluating the content or accuracy and DocAid does not warrant and will not have any liability for any third-party materials or websites, or for any other materials, products, or services of third parties. DocAid is not liable for any harm or damages related to the purchase or use of goods, services, resources, content, or any other transactions made in connection with any third-party websites.
8. Confidentiality
8.1 The Parties are obliged throughout the validity of the Agreement and after termination of the Agreement to maintain each other’s confidential information. “Confidential Information” shall mean all information and data, including, without limitation, all trade secrets, such as: business-related financial (including product/service information and pricing), commercial (including information about the other Party’s potential and existing customers, business partners and contractors, and related personal data) and technical information (including information on intellectual property objects, copyrights, IT-systems, source code and software and related information), related to a Party, which the Party has directly or indirectly, orally or in writing or in another form, before or after concluding the Agreement, disclosed to or received from the other Party in connection with performance of the Agreement and which is not publicly available and which the counterparty can reasonably be presumed to be interested in maintaining the confidentiality of. Among other things, DocAid’s confidential information shall include the process of provision of Service (including any manuals, support materials, etc.).
8.2 The Parties undertake to ensure that:
8.2.1 they shall use Confidential Information solely in connection with performance of their obligations arising from the Agreement. Use of Confidential Information for any other purposes may take place only with the prior written consent of the other Party;
8.2.2 they shall keep Confidential Information confidential and not disclose it to third parties or to the public in any manner without the prior written consent of the other Party;
8.2.3 they shall adopt all reasonable precautionary measures to prevent release as a consequence of their actions or inactions, to a third party or public disclosure of Confidential Information.
8.3 A Party may disclose Confidential Information to state and local government institutions if the duty to disclose such information derives from applicable legislation. Among other things, DocAid has the right to disclose and forward the Account Content and the End User’s data to investigative and supervision authorities if legally required.
8.4 If a Party is obliged by applicable legislation to disclose Confidential Information, it shall, where possible, undertake, within a reasonable time prior to disclosure of such information, to notify the other Party in writing of the relevant obligation of public disclosure and of the extent of the information subject to disclosure, and shall undertake to disclose the relevant information always in the minimum required amount, and if possible, in a generalized form.
9. Data Protection
9.1 For handling pre-contractual negotiations and communications, concluding and performing the Agreement, DocAid processes (i) Client’s representatives’ personal data, where the Client is a legal person; and (ii) Client’s personal data, where the Client is a natural person, as a controller. More information on how DocAid processes personal data is set out in the privacy notice available on the Website.
9.2 For providing the Service, DocAid processes End-Users’, patients’ and where the Client is a legal person the Client Account users’ personal data as a processor as further specified in the Data Processing Agreement, which is incorporated as an annex to the Terms of Service.
10. Disclaimers
10.1 The Client acknowledges that all services, features, tools and developments made available under this Agreement, including the Service, are made available on “as is” and “as available” basis. Except as expressly set forth herein, and to the extent permitted by applicable legislation, DocAid disclaims all warranties, express or implied, of merchantability, fitness for a particular purpose, durability, availability, timeliness, accuracy, reliability or completeness, or non-infringement.
10.2 The Client confirms that it is fully aware of the legislation related to any personal data, including but not limited to patient personal data that apply in the context of using the Service. Accordingly, the Client confirms that the specifications and functionalities of the Service comply with the applicable legislation as they pertain to the Client's role as a data controller or as DocAid’s role as a data processor, within the meaning of the applicable legislation.
10.3 Among other things, DocAid makes no representations or warranties:
10.3.1 that the Service, the App and the Website have been designed to meet the Client’s individual requirements, business or professional needs (unless otherwise agreed in a separate agreement);
10.3.2 that the Service, the App and the Website, or any part thereof, will be uninterrupted, error-free, secure, free of viruses or other harmful components or accessible from all devices and browsers;
10.3.3 that defects in the Service, the App and the Website will be corrected;
10.3.4 concerning any third-party websites and resources.
11. Liability, Limitations, and Indemnification
11.1 DocAid is not liable for any indirect, non-material, incidental, special, punitive, or consequential damages, or any loss of profits, revenue, opportunities, data, or data use, or legal expenses or any other fees incurred by the Client. DocAid is only liable for a breach of the Agreement, if the breach is intentional or caused due to gross negligence or any other action that cannot be excluded or limited by an applicable legislation (e.g. in case of death or personal injury). In this case, the Client has the right to request the performance of the Agreement (unless requiring the performance is excluded by legislation).
11.2 To the extent permitted by applicable legislation, DocAid’s liability is limited only to direct material damages in the maximum amount of the fees due for the twelve (12) months’ period preceding the event giving rise to the claim.
11.3 DocAid is not liable for any damages resulting from events that did not originate from the Service, are not provided by DocAid, or are caused by third parties not acting on behalf of DocAid. This includes, but is not limited to, data loss due to hacking, DDoS attacks, or similar incidents that may negatively impact the Client Account, Account Content and/or any data.
11.4 DocAid is not liable for any Account Content, including incomplete, inaccurate or inappropriate content, provided by Client or its End Users. DocAid has no control over how the Client, or its End Users use the Service, including the Account Content, as it does not moderate or screen Account Content or its source, except for screening to prevent prohibited behaviour as set out in Section 3 above.
11.5 DocAid does not guarantee the accuracy, completeness, or suitability of the Processed Text. The Client bears sole liability for the use of the Service, including the Processed Text, in connection with the provision of health services, including the process of making any medical decision.
11.6 The Client shall indemnify, defend, and hold harmless DocAid, its employees, management and its related companies, at the Client’s expense, from and against all third-party actions, claims and proceedings brought against DocAid including liability, damages, including reasonable legal fees, resulting from or in connection with, including, but not limited to (i) the Client’s breach of any terms of the Agreement; (ii) the Account Content; (iii) any activity in which the Client engages on or through the Service. This remedy of DocAid will be in addition to and not exclusive of other remedies provided by legislation.
12. Changes to the Terms of Service
12.1 DocAid has the right to amend the Terms of Service unilaterally by notifying the Client of the changes by posting in the App, on the Website, in the Client Account or via e-mail at least thirty (30) calendar days before the amendments enter into force. If the Client does not agree with the amendments to the Terms of Service, the Client may terminate the Agreement in line with Section 13.
12.2 DocAid reserves the right to amend the Terms of Service with the following types of changes without providing the Client with a prior notice:
12.2.1 if the amendment to the Terms of Service is only advantageous for the Client;
12.2.2 if the amendment to the Terms of Service relates solely to new services, functionalities or service components, and do not result in any change to the existing contractual relationship with the Client;
12.2.3 if the amendment is necessary to harmonise the Terms of Service with the applicable statutory requirements, in particular in the event of a change in the applicable legal situation or if DocAid is obliged to comply with a binding court judgement or decision by an authority, and if the change does not have any material detrimental effects on the Client.
12.3 If DocAid uses the abovementioned right, DocAid will concurrently revise the effective date of the Agreement above.
12.4 Any terms not covered by or differing from these Terms of Service, as mutually agreed by the Parties, shall be specified in the Special Terms or in a separate agreement.
13. Term, Suspension and Termination
13.1 This Agreement shall enter into force on the effective date of the Special Terms. The Agreement is concluded for an indefinite period and effective until terminated by either Party.
13.2 DocAid may suspend or interrupt the operation of the Client Account and its End Users’ sub-accounts, at any time either entirely or partly, including, but not limited to:
13.2.1 if it is necessary for repairs or maintenance work according to the Section 5 or other similar actions;
13.2.2 if the Client fails to pay the fees according to the Section 4 after having been notified of the failure;
13.2.3 if the Client’s actions or omissions relating to the use of the Service interfere or prevent the normal operation of the Service or otherwise cause, or are likely to cause, harm, damage or other detrimental effects to the Service, DocAid or other users of the Service;
13.2.4 if there are reasons to suspect that the Client’s credentials have been wrongfully disclosed to an unauthorized third party and the Service is being used under such credentials;
13.2.5 if the Client’s use of the Service is in breach of the Agreement and have not remedied the breach without delay after having been notified thereof by DocAid.
13.3 Suspension of the Client’s access to the Service does not relieve the Client from the obligation to pay for the Services. DocAid is not liable for any damages or other consequences experienced by the Client due to suspension of the access under this Section.
13.4 Either Party may terminate the Agreement at any time without cause by notifying the other Party thirty (30) calendar days in advance. Such notification must be sent using the contact details of the other Party indicated in the Special Terms.
13.5 DocAid has the right to terminate the Agreement effective immediately by notifying the Client, if the Client has materially breached the Agreement. The Client has materially breached the Agreement in case of the following (but not limited to): (i) the Client conducts any prohibited act described in Section 3, (ii) the Client has not paid the fees according to the Section 4 despite the reminder of payment and the granting of an additional term of at least seven (7) calendar days, (iii) in the opinion of DocAid, the actions or omissions of the Client or its End Users endanger the security, integrity, operation or usability of the Service, the App or the Website.
13.6 Either Party has the right to terminate the Agreement effective immediately by notifying the other Party if bankruptcy, insolvency, administration, or other similar proceedings are initiated regarding the other Party or it informs the Party or any third party of its permanent or temporary insolvency.
13.7 Termination of the Agreement automatically results in the termination of the Data Processing Agreement, the Client Account, and any sub-accounts assigned to End Users, as well as the loss of all Account Content stored in the Service. The Account Content cannot be recovered once the Client Account and its sub-accounts are deleted. In case the Client has caused the extraordinary termination, DocAid shall not be liable for any damages occurred due to the actions described in the previous sentence.
13.8 Upon termination of the Agreement, all rights and obligations will immediately terminate, including the licences granted to the Client under the Agreement shall cease. DocAid shall return or delete personal data pursuant to the Data Processing Agreement, unless stipulated otherwise in a separate agreement. The prior obligation does not apply to anonymised data, usage statistics, technical parameters and analyses based on the Account Content, the Client’s other inputs and Confidential Information.
13.9 The obligations and liabilities of the Parties incurred prior to the suspension or termination shall survive the termination of the Agreement for all purposes (e.g. obligation to pay all fees incurred and owed).
14. General
14.1 In the event that any provision of the Agreement is determined to be unlawful, void or unenforceable, such provision shall nonetheless be enforceable to the fullest extent permitted by applicable legislation, and the unenforceable portion shall be deemed to be severed from the Agreement, such determination shall not affect the validity and enforceability of any other remaining provisions.
14.2 In the event of any conflict or inconsistency among the following documents, the order of precedence will be: (1) Special Terms, (2) Data Processing Agreement, (3) Terms of Service, (4) any other terms incorporated by reference herein or any other exhibits or attachments hereto.
15. Governing Law and Disputes
15.1 The Agreement is governed by and construed in accordance with the laws of the Republic of Estonia.
15.2 Any dispute, controversy or claim arising out of or in connection with the Agreement, or the breach, termination or invalidity thereof shall be resolved through amicable negotiations, upon failure of which all disputes shall be settled in the Harju County Court in the Republic of Estonia.
16. Notices
16.1 All notices and other communication shall be deemed properly given if delivered in person sent by courier, registered mail, ordinary mail or e-mail using the contact details of the Parties indicated in the Special Terms.
16.2 A Party must inform the other Party immediately of any changes in its contact person, address and e-mail by the other Party about it in the manner set out herein.