Terms of Use
Last updated: 22 April 2025
These Terms of Use (“Terms”) govern your access to and use of NoteMate (“Service”), a clinical documentation platform developed and operated by NoteMate (“NoteMate”, “we”, “us”, or “our”). By accessing or using the Service, you agree to be bound by these Terms. If you disagree with any part of these Terms, you may not access or use the Service.
1. Service Description
NoteMate is a platform designed for Australian mental health professionals. The Service enables practitioners to record and transcribe clinical consultations, generate clinical documentation from voice recordings and text inputs, create and manage clinical documentation templates, and process clinical information with temporary transmission for transcription and generation.
2. Account Registration and Security
2.1 Registration Requirements
By creating an account, you warrant that:
You are a permanent resident or citizen of Australia and have the legal capacity to enter into these Terms. You are a registered mental health professional in Australia. You confirm that all information you provide during registration is accurate and complete, and you will maintain the accuracy of such information.
2.2 Security Responsibilities
You are responsible for:
You are responsible for maintaining the confidentiality of your account credentials and for all activities that occur under your account. You must implement appropriate security measures, including multi-factor authentication where available, and immediately notify us of any unauthorised access or security breaches.
3. Professional Obligations
3.1 Practitioner Requirements
As a mental health professional using the Service, you are required to maintain compliance with all relevant professional regulations and standards, follow your organisation’s policies regarding clinical documentation, ensure appropriate security measures on your local device, and maintain your own backup procedures for local data.
3.2 Professional Responsibility
You acknowledge that you are solely responsible for:
You acknowledge that you are solely responsible for the accuracy and completeness of all clinical documentation, obtaining and maintaining appropriate client/patient consent, compliance with relevant professional standards, and any clinical decisions made using the Service.
4. AI Functionality
4.1 Service Limitations
NoteMate’s AI functionality, powered by Anthropic, OpenAI, and Deepgram, is designed to assist with administrative tasks and documentation. You acknowledge and agree that the AI is not a medical device and all AI outputs require professional verification. The Service does not provide advice or decisions, and you maintain full professional responsibility for all clinical decisions.
4.2 Prohibited Uses
You must not use the Service’s AI functionality for:
You must not use the Service’s AI functionality for automated clinical decisions, direct client/patient diagnosis, treatment recommendations, emergency advice, or critical care applications.
5. Privacy and Data Protection
5.1 Zero-Knowledge Architecture
NoteMate employs a zero-knowledge architecture where:
The application cannot access or decrypt your sensitive clinical content, and clinical documentation is stored locally on your device. Content is temporarily transmitted for processing (transcription and generation), after which we maintain only essential operational data and templates. We use analytics and advertising services (including PostHog, Google Ads, and Plausible Analytics) to improve our Service and track advertising performance.
5.2 Privacy Obligations
You agree to:
You agree to comply with our Privacy Policy, obtain necessary client/patient consents for data processing, maintain appropriate security measures, and report any privacy or security incidents promptly.
6. Intellectual Property
6.1 NoteMate’s Rights
We retain all rights, title, and interest in:
We retain all rights, title, and interest in the Service software and technology, our branding and trademarks, the Service’s design and interface, and all related documentation and materials.
6.2 Your Rights
You retain all rights to:
You retain all rights to your clinical documentation, custom templates you create, patient data, and recorded consultations.
7. Service Availability and Updates
7.1 Service Provision
We strive to provide reliable access to the Service, but do not guarantee uninterrupted access. We reserve the right to:
We reserve the right to release updates and modifications, modify features with notice, temporarily suspend access for technical reasons, and perform necessary maintenance.
7.2 Technical Requirements
You acknowledge that:
You acknowledge that the Service requires a stable internet connection, local device performance may affect functionality, updates may be required for continued use, and technical support is provided according to our current policies.
8. Billing and Payments
8.1 Service Fees
Service fees are:
Service fees are charged according to our current pricing schedule, billed in advance for the subscription period, non-refundable except as required by law, and subject to change with notice.
8.2 Subscriptions
Subscriptions:
Subscriptions automatically renew unless cancelled and can be cancelled before the renewal date. They continue until the end of the paid period and do not qualify for partial refunds upon cancellation.
9. Liability and Indemnification
9.1 Limitation of Liability
To the maximum extent permitted by law:
To the maximum extent permitted by law, the Service is provided “as is” without warranty. We are not liable for any clinical decisions. Our liability is limited to the fees paid in the previous 12 months, and we exclude all implied warranties and guarantees.
9.2 Indemnification
You agree to indemnify us against any claims arising from:
You agree to indemnify us against any claims arising from your use of the Service, patient complaints, professional misconduct, or violations of these Terms.
10. Termination
10.1 User Termination
You may terminate these Terms by:
You may terminate these Terms by cancelling your subscription, ensuring you have saved your local data, requesting account deletion through the account settings, and ceasing use of the application.
10.2 Service Termination
We may terminate or suspend your access if:
We may terminate or suspend your access if you violate these Terms, fail to pay applicable fees, engage in prohibited activities, as required by law, or if you are no longer an Australian resident.
11. Jurisdiction and Governing Law
11.1 Governing Law
These Terms are governed by the laws of Victoria, Australia.
11.2 Jurisdiction
You submit to the exclusive jurisdiction of the courts of Victoria, Australia.
12. Changes to Terms
12.1 Updates
We may update these Terms by:
We may update these Terms by posting changes on our website, notifying you via email, providing in-app notifications, and requiring acknowledgment if necessary.
12.2 Effect
Changes will be effective upon posting, with continued use constituting acceptance.
Contact
For questions about these terms, please email contact@notemate.io.