Terms of Service

These Terms of Service govern your access to and use of VoxVersa's websites, applications, transcription, document generation, collaboration, integration and related services (the Service). By creating an account, accepting an order form or using the Service, you agree to these terms.

If a separate signed customer agreement, order form or data processing agreement applies, it forms part of the agreement and prevails to the extent of any inconsistency. If you do not agree, do not access or use the Service.

You must be at least 18 years old and legally capable of entering this agreement. If you use the Service for an employer, practice or other organisation, you confirm that you are authorised to act for it and to bind it to these terms. In that case, “you” includes that organisation.

You must only access clinical information where your professional role and organisation authorise that access. Workspace membership or a technical capability does not itself give you clinical, privacy, billing or governance authority.

VoxVersa is a clinical documentation aid. It can capture or receive recordings, create transcripts, prepare draft notes and documents from templates, support human review and exchange approved documents with connected systems. Features vary by plan, workspace, deployment and configuration.

VoxVersa is not an emergency service, healthcare provider or substitute for clinical judgement. It does not provide a diagnosis, treatment recommendation, prescription or other medical advice.

You and your organisation are responsible for:

• obtaining and recording any patient consent or other authority required before recording or processing a consultation;
• providing any privacy notice required by law or professional standards;
• checking that the correct patient, clinician, encounter, template and destination are selected;
• reviewing recordings, transcripts, extracted fields and generated documents for accuracy and completeness;
• correcting errors and obtaining any required clinical approval or signature before use, filing, disclosure or delivery; and
• maintaining the official health record and complying with professional, clinical-safety and record-retention obligations.

Automated outputs can be incomplete, incorrect or misleading. You must not rely on an unreviewed output for patient care, diagnosis, prescribing, treatment, triage or another decision that could affect a person's rights, health or safety.

As between you and VoxVersa, you retain ownership of recordings, transcripts, templates, patient context, corrections and generated documents that you or your authorised users provide or create through the Service (Customer Content).

You grant VoxVersa a limited, non-exclusive right to host, copy, process, transmit and display Customer Content only as reasonably necessary to provide, secure, support and comply with the law in relation to the Service. This right ends when the content is deleted, subject to limited backup, legal, security and audit retention described in our Privacy Policy.

You confirm that you have all rights, consents and authority needed to submit Customer Content and instruct us to process it. You are responsible for its legality, accuracy and the instructions you give us and connected providers.

Our Privacy Policy explains how we handle personal information, including health information, service providers, automated processing, the Australian clinical-data boundary, any overseas handling of non-clinical information, retention and privacy requests. Where VoxVersa processes personal information for an organisation, the organisation is responsible for its instructions and may enter into a separate data processing agreement with us.

You must not, and must not help another person to:

• use the Service unlawfully, fraudulently or in a way that infringes another person's rights;
• access a patient, workspace, account or system without proper authority;
• upload malicious code, probe security, bypass access controls, disrupt the Service or interfere with another customer;
• copy, scrape, reverse engineer or attempt to extract non-public source code, models or security mechanisms, except to the extent a law prohibits this restriction;
• resell, sublicense or operate the Service as a service bureau unless we agree in writing;
• use the Service or its outputs to build or train a competing transcription or document-generation model or product;
• misrepresent an automated draft as a reviewed or signed clinical document; or
• use the Service for an emergency, autonomous clinical decision-making or another high-risk purpose we have not expressly agreed to support.

Reasonable interoperability, security research and legal rights are not restricted where they cannot lawfully be restricted, but you must act safely and avoid accessing another person's data.

You must provide accurate account information, keep credentials and devices secure, use individual accounts, and notify us promptly of suspected compromise. You are responsible for activity performed through your account unless caused by our breach of this agreement.

Workspace owners and administrators control membership, roles, retention and connected systems within the permissions available to them. When an organisation removes a user, the user may lose access immediately while clinical records and audit attribution remain with the organisation under its retention obligations.

Prices, included features, usage units, taxes and billing periods are shown at purchase, on our pricing page, in your order form or in the Service. Unless stated otherwise, public prices are in Australian dollars. You authorise our payment provider to charge the selected payment method for purchases and recurring subscriptions.

Usage charges are incurred when the relevant processing is admitted or completed as shown in the Service. Prepaid credits are applied to eligible usage and are not cash or a bank deposit. Subscription changes and cancellation take effect as shown in the billing portal or applicable order form. Overdue amounts may result in restricted paid features.

Refunds and billing adjustments are provided where required by law and otherwise under the terms shown at purchase. Nothing in these terms excludes rights or consumer guarantees that cannot be excluded under the Australian Consumer Law.

The Service depends on third-party hosting, authentication, speech, AI, payments, communications and document-processing services. Optional integrations may exchange data with systems chosen by you. Third parties may have their own terms, availability and privacy practices.

You are responsible for configuring and authorising connected systems and checking that a transfer reached the intended destination. We are responsible for our selection and use of subprocessors as stated in our agreement with you, but not for a third-party service you independently choose or control.

We work to keep the Service secure and available, but do not promise uninterrupted or error-free operation unless a signed agreement contains a service level commitment. We may perform maintenance, respond to incidents, change providers and improve or discontinue features.

We will provide reasonable notice of a material reduction to paid functionality where practicable. Preview, beta or evaluation features may change or end without notice and should not be used for production clinical care unless expressly approved.

You may stop using the Service at any time and may cancel paid services through the billing tools or process stated in your order form. We may suspend or restrict access where reasonably necessary to address a security risk, unlawful use, serious breach, non-payment or harm to the Service or another person. Where appropriate, we will give notice and an opportunity to remedy the issue.

Either party may terminate for a material breach that is not remedied within a reasonable period after notice, or immediately where the breach cannot be remedied. On termination, your right to use the Service ends. Data export, retention and deletion follow the applicable plan, workspace policy, customer agreement and law. Terms intended to survive, including payment, ownership, confidentiality, liability and dispute provisions, continue.

VoxVersa and its licensors own the Service, software, branding, documentation, workflows and other materials we provide, excluding Customer Content and third-party materials. We grant you a limited, non-exclusive, non-transferable right to use the Service during the agreement for your internal professional or organisational purposes.

If you provide feedback, you allow us to use it without restriction or payment, provided we do not identify you or disclose Customer Content in doing so.

Nothing in these terms excludes, restricts or modifies a guarantee, warranty or remedy that cannot lawfully be excluded, including applicable rights under the Australian Consumer Law.

Subject to those rights and any express commitment in a signed agreement, the Service is provided on an “as available” basis. To the maximum extent permitted by law, we do not make implied promises that automated output will be accurate, complete, fit for a particular clinical purpose or accepted by a regulator, funder, insurer or connected record system. You remain responsible for the review and use of every output.

Neither party is liable to the other for indirect, incidental, special or consequential loss, or for loss of profit, revenue, goodwill or anticipated savings, to the extent the law permits that exclusion.

To the maximum extent permitted by law, VoxVersa's aggregate liability arising from the Service or these terms is limited to the fees you paid for the Service during the 12 months before the event giving rise to the claim. This limit does not apply to liability that cannot lawfully be limited, or to fraud, wilful misconduct, or death or personal injury caused by negligence. A signed customer agreement may set a different allocation of risk.

To the extent permitted by law, you indemnify VoxVersa against third-party claims, losses and reasonable costs arising from your unlawful Customer Content, your material breach of these terms, or your use of an unreviewed output contrary to section 4. This does not apply to the extent the claim was caused by VoxVersa's breach, negligence or wilful misconduct.

We may update these terms to reflect changes to the Service, providers or law. We will post the revised terms and update the date above. If a change materially reduces your rights or increases your obligations, we will give reasonable advance notice where practicable. Your continued use after the effective date means you accept the revised terms; if you do not accept them, you must stop using the Service and may cancel affected paid services.

These terms and any documents incorporated into them are the entire agreement about the Service unless a signed customer agreement says otherwise. You may not assign the agreement without our consent; we may assign it as part of a genuine restructure, financing or sale of the business, provided your rights are not materially reduced. A delay in enforcement is not a waiver. If a provision is unenforceable, the remaining provisions continue.

These terms are governed by the laws of Queensland, Australia. The courts of Queensland have non-exclusive jurisdiction, subject to any mandatory law and any dispute process in a signed customer agreement.

Questions about these terms can be sent to support@vox-versa.com. Do not include patient or clinical information in an ordinary email.