Terms of Service

These Terms of Service ("Terms") constitute a legally binding agreement between you ("you", "your", or "User") and Panimcare Ltd ("Panim", "we", "our", or "us"), a company registered in England and Wales (Company No. pending), with its registered address in London, United Kingdom.

By accessing or using the Panim clinical intelligence platform, website, and related services (collectively, the "Services"), you agree to be bound by these Terms. If you do not agree to these Terms, you must not access or use the Services.

These Terms apply to all users of the Services, including clinicians, practice administrators, and any other authorised personnel.

Panim provides a cloud-based clinical intelligence platform designed for private specialist clinics in the United Kingdom. The Services include:

AI Scribe: An artificial intelligence-powered clinical documentation tool that assists in generating consultation notes, letters, and summaries. The AI Scribe is a support tool and does not replace clinical judgement.

Smart Playbooks: Specialty-specific clinical workflow templates for consultations, follow-ups, and treatment protocols.

Patient Check-ins: Secure pre-consultation questionnaires and structured check-ins that feed progress tracking, completed by patients at their clinic's request.

Analytics Dashboard: Practice performance metrics, revenue tracking, and operational insights.

Scheduling and Billing: Appointment management, invoicing, and payment processing tools.

We reserve the right to modify, suspend, or discontinue any part of the Services at any time, with reasonable notice where practicable.

To use the Services, you must be at least 18 years of age and a qualified healthcare professional registered with the appropriate UK regulatory body (e.g., GMC, GDC, NMC, HCPC, or equivalent).

When registering for an account, you must provide accurate, current, and complete information. 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 at security@panimcare.com if you become aware of any unauthorised use of your account or any other breach of security.

Plans and Pricing: The Services are offered on a subscription basis. Current plans, pricing, and included features are detailed on our pricing page. All prices are quoted in British Pounds (GBP) and are exclusive of VAT unless otherwise stated.

Billing Cycle: Subscriptions are billed monthly or annually, depending on your chosen billing cycle. Annual subscriptions are billed upfront for the full year at a discounted rate.

Payment: Payment is due at the start of each billing cycle. We accept major credit and debit cards. Payments are processed securely through our third-party payment provider.

Price Changes: We may adjust pricing from time to time. We will provide at least 30 days’ written notice of any price increase. The new price will take effect at the start of your next billing cycle following the notice period.

Failed Payments: If a payment fails, we will notify you and attempt to process the payment again. If payment remains outstanding for more than 14 days, we may suspend your access to the Services until the balance is settled.

Refunds: Monthly subscriptions are non-refundable. Annual subscriptions may be eligible for a pro-rata refund if cancelled within the first 30 days, subject to our discretion.

We may offer a free trial period for new users. During the trial, you will have access to the features specified at the time of sign-up. No credit card is required to start a free trial.

At the end of the trial period, your account will be paused unless you select a paid subscription plan. No charges will be applied without your explicit consent. Any data entered during the trial will be retained for 90 days after the trial ends, after which it may be deleted.

By using the Services, you agree to:

Comply with Laws: Use the Services in compliance with all applicable UK laws and regulations, including but not limited to the Data Protection Act 2018, UK GDPR, and relevant healthcare regulations.

Clinical Responsibility: You acknowledge that the Services, including the AI Scribe, are tools to assist your clinical practice. You remain solely responsible for all clinical decisions, patient care, and the accuracy of clinical records.

Data Accuracy: Ensure that all information you enter into the platform is accurate and up to date.

Acceptable Use: Not use the Services for any unlawful purpose, to transmit harmful code, to interfere with the platform’s operation, or to access data belonging to other users.

Account Security: Maintain the security of your account credentials and not share your login details with unauthorised individuals.

Patient Consent: Obtain all necessary consents from your patients for the processing of their data through the Services, in accordance with applicable data protection laws.

Our IP: The Services, including all software, algorithms, designs, text, graphics, and other content provided by Panim, are owned by or licensed to Panimcare Ltd and are protected by copyright, trademark, and other intellectual property laws. You may not copy, modify, distribute, or create derivative works based on our intellectual property without our prior written consent.

Your Content: You retain ownership of all clinical data, patient records, and other content you create or upload through the Services ("Your Content"). By using the Services, you grant us a limited licence to process Your Content solely for the purpose of providing the Services to you.

Feedback: If you provide us with feedback, suggestions, or ideas regarding the Services, you grant us a non-exclusive, royalty-free, perpetual licence to use such feedback for any purpose, including product improvement.

Your use of the Services is also governed by our Privacy Policy, which describes how we collect, use, and protect your personal data.

Data Controller: For patient data processed through the Services, you act as the data controller and Panim acts as the data processor. We will process patient data only in accordance with your instructions and applicable data protection laws.

Data Processing Agreement: Where required, we will enter into a Data Processing Agreement (DPA) with you, setting out the terms under which we process personal data on your behalf.

Data Location: All patient data is stored on UK-based servers. We do not transfer patient data outside the United Kingdom unless you explicitly configure such transfers and appropriate safeguards are in place.

We strive to maintain high availability of the Services but do not guarantee uninterrupted access. The Services may be temporarily unavailable due to scheduled maintenance, updates, or circumstances beyond our reasonable control.

Scheduled Maintenance: We will provide reasonable advance notice of planned maintenance windows, typically conducted outside peak hours.

Service Level: For Growth and Scale plan subscribers, specific uptime commitments may be detailed in a separate Service Level Agreement (SLA).

Force Majeure: We shall not be liable for any failure or delay in performing our obligations where such failure or delay results from circumstances beyond our reasonable control, including but not limited to natural disasters, power outages, internet disruptions, or government actions.

By You: You may cancel your subscription at any time through your account settings. Cancellation takes effect at the end of your current billing period. You will retain access to the Services until that date.

By Us: We may suspend or terminate your access to the Services if you breach these Terms, fail to pay fees when due, or if we are required to do so by law. We will provide reasonable notice where practicable.

Effect of Termination: Upon termination, your right to use the Services ceases immediately (or at the end of your billing period for voluntary cancellations). You may export Your Content before termination. We will retain Your Content for 90 days following termination, after which it will be permanently deleted unless legally required to retain it.

Survival: Sections relating to intellectual property, limitation of liability, indemnification, and governing law shall survive termination.

Clinical Decisions: Panim is a clinical documentation and workflow tool and does not provide medical advice. We are not liable for any clinical decisions made using the Services, including outputs generated by the AI Scribe. You are solely responsible for verifying the accuracy of all clinical content.

Maximum Liability: To the maximum extent permitted by law, our total aggregate liability to you for any claims arising out of or relating to these Terms or the Services shall not exceed the total fees paid by you to Panim in the 12 months preceding the claim.

Exclusions: To the maximum extent permitted by law, we shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including loss of profits, data, or business opportunities, whether arising from contract, tort, or otherwise.

Statutory Rights: 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 or limited by English law.

You agree to indemnify, defend, and hold harmless Panimcare Ltd, its directors, officers, employees, and agents from and against any claims, liabilities, damages, losses, and expenses (including reasonable legal fees) arising out of or in connection with your use of the Services, your breach of these Terms, or your violation of any applicable law or regulation.

We may update these Terms from time to time. We will notify you of material changes by email and by posting the updated Terms on our website at least 30 days before they take effect.

Your continued use of the Services after the updated Terms take effect constitutes your acceptance of the changes. If you do not agree to the updated Terms, you must stop using the Services and cancel your subscription.

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

Any disputes arising out of or in connection with these Terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.

Before initiating formal proceedings, both parties agree to attempt to resolve any dispute through good-faith negotiation for a period of at least 30 days.

Entire Agreement: These Terms, together with our Privacy Policy and any applicable DPA, constitute the entire agreement between you and Panim regarding the Services.

Severability: If any provision of these Terms is found to be invalid or unenforceable, the remaining provisions shall continue in full force and effect.

Waiver: Our failure to enforce any right or provision of these Terms shall not constitute a waiver of that right or provision.

Assignment: You may not assign or transfer your rights under these Terms without our prior written consent. We may assign our rights and obligations under these Terms in connection with a merger, acquisition, or sale of assets.

Notices: Notices to Panim should be sent to legal@panimcare.com. We will send notices to the email address associated with your account.

If you have questions about these Terms of Service, please contact us:

Email: legal@panimcare.com
Post: Panimcare Ltd, London, United Kingdom