Terms of Service

1. Acceptance of Terms

By accessing or using Recordsafe (the "Service"), including our website, Chrome extension, and API, you agree to be bound by these Terms of Service ("Terms"). If you do not agree to these Terms, you must not use the Service.

These Terms constitute a legally binding agreement between you (or the organisation you represent) and Recordsafe Ltd, a company registered in England and Wales.

2. Description of Service

Recordsafe provides an automated compliance intelligence platform that analyses care documentation text and generates suggestions for improvement. The Service includes:

• A Chrome browser extension for real-time document analysis
• A web-based API for text analysis
• Rule-based and AI-powered analysis engines
• Compliance suggestions aligned to UK regulatory frameworks (CQC, Ofsted, CIW, RQIA, Care Inspectorate Scotland)

3. Accuracy Disclaimer

Recordsafe may make mistakes. Our analysis is generated by automated rules and artificial intelligence, which are inherently imperfect. Specifically:

• Suggestions may be incorrect, incomplete, or inappropriate for your specific context
• The Service may fail to detect compliance issues present in your documentation
• AI-generated content may contain inaccuracies or hallucinations
• Analysis results may vary and are not guaranteed to be consistent
• Regulatory requirements change frequently; our rules may not reflect the latest guidance

You are solely responsible for reviewing, verifying, and approving any changes to your documentation before submission. Recordsafe accepts no responsibility for decisions made based on its suggestions.

4. User Accounts

4.1 Registration

You must register for an account to access the full Service. You agree to:

• Provide accurate and complete registration information
• Maintain the security of your account credentials
• Promptly notify us of any unauthorised access
• Accept responsibility for all activity under your account

4.2 Account Types

We offer individual and team accounts. Team account administrators are responsible for managing member access and ensuring compliance with these Terms by all team members.

5. Subscription and Billing

5.1 Plans and Pricing

• Free trial periods may be offered at our discretion
• Paid plans are billed monthly or annually as selected
• Prices may change with 30 days' notice to active subscribers

5.2 Payment

• Payment is processed securely via Stripe or Paddle
• Subscriptions auto-renew unless cancelled before the billing date
• Refunds are available within 14 days of initial purchase (cooling-off period)

5.3 Cancellation

• You may cancel your subscription at any time
• Access continues until the end of the current billing period
• No partial refunds for unused portions of a billing period (except within the cooling-off period)

6. Acceptable Use

You agree not to:

• Use the Service for any unlawful purpose
• Submit false, misleading, or fabricated documentation for analysis
• Attempt to reverse-engineer, decompile, or extract source code from the Service
• Exceed rate limits or circumvent usage restrictions
• Share account credentials with unauthorised individuals
• Use automated scripts or bots to access the Service beyond normal extension use
• Submit personally identifiable patient/resident data unless necessary for legitimate analysis

7. Intellectual Property

• The Service, including its code, design, algorithms, and branding, is our intellectual property
• You retain ownership of all documentation text you submit for analysis
• We do not claim ownership of your submitted content
• Suggestions generated by the Service may be used freely in your documentation

8. Limitation of Liability

To the maximum extent permitted by UK law:

• Recordsafe is provided "as is" and "as available" without warranties of any kind, express or implied
• We do not warrant that the Service will be error-free, accurate, or uninterrupted
• We are not liable for any direct, indirect, incidental, consequential, or punitive damages arising from your use of (or inability to use) the Service
• Our total liability shall not exceed the amount paid by you in the 12 months preceding the claim
• We are not liable for any regulatory action, inspection outcome, or penalty resulting from reliance on our suggestions

9. Indemnification

You agree to indemnify and hold harmless Recordsafe, its officers, directors, employees, and agents from any claims, damages, losses, or expenses arising from:

• Your use of the Service
• Your violation of these Terms
• Your reliance on analysis or suggestions provided by the Service
• Any third-party claims related to documentation you process through the Service

10. Data Protection

Our handling of personal data is governed by our Privacy Policy and GDPR Compliance documentation. By using the Service, you acknowledge and agree to our data practices as described therein.

11. Service Availability

• We aim for 99.9% uptime but do not guarantee uninterrupted service
• Scheduled maintenance will be announced with reasonable notice
• We reserve the right to modify, suspend, or discontinue the Service with 90 days' notice

12. Termination

We may suspend or terminate your account if:

• You violate these Terms
• Your payment fails and is not remedied within 14 days
• We are required to do so by law

You may terminate your account at any time by contacting support@Recordsafe.ai or through your account settings.

13. Changes to Terms

We may update these Terms from time to time. Material changes will be notified via email at least 30 days in advance. Continued use of the Service after the effective date constitutes acceptance of the updated Terms.

14. Governing Law

These Terms are governed by the laws of England and Wales. Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.

15. Contact

For questions about these Terms, contact us at legal@Recordsafe.ai.