Terms of Use

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Legal Agreement

These Terms of Use constitute a binding legal agreement between you and AiClinAudit. By accessing or using this platform, you agree to comply with all terms outlined below.

Platform Purpose and Scope

Official purpose and authorized uses of the AiClinAudit

Primary Purpose

The AiClinAudit is designed exclusively for Continuing Professional Development (CPD) in healthcare. The platform facilitates:

Clinical Audit Completion: Structured clinical audit processes for healthcare practitioners
Educational Content Delivery: Literature reviews, medical research, and best practice guidelines
Professional Reflection: Guided reflection on clinical practice and learning outcomes
CPD Documentation: Generation of CPD-compliant certificates and reports
Industry Collaboration: Sponsored educational programs by pharmaceutical companies

Platform Scope

This platform is intended for use by:

Licensed Healthcare Practitioners: Medical specialists, general practitioners, and allied health professionals
Pharmaceutical Brand Managers: Industry professionals managing educational programs
Educational Administrators: Staff managing CPD programs and user accounts
Platform Administrators: Technical and operational staff maintaining the platform

Prohibited Uses

This platform may NOT be used for:

• Direct patient care or clinical decision-making
• Medical diagnosis or treatment recommendations
• Emergency medical consultations
• Marketing or commercial promotion outside authorized programs
• Storage of actual patient records or identifiable patient data
• Unlicensed practice of medicine or healthcare
• Violation of professional conduct or ethical standards

User Types and Specific Terms

Detailed terms for each category of platform user

1. Healthcare Practitioners (GP/Specialists)

Eligibility Requirements

• Valid AHPRA registration in good standing
• Current medical license to practice in Australia
• Professional indemnity insurance coverage
• Compliance with Medical Board of Australia guidelines

As a Healthcare Practitioner, you agree to:

Professional Standards: Maintain the highest standards of professional conduct and ethics
Accurate Information: Provide truthful and accurate information about your practice and qualifications
Patient Confidentiality: Never enter identifiable patient information or violate patient privacy
Clinical Responsibility: Use platform content for educational purposes only, not direct patient care
CPD Compliance: Complete audits honestly and use them for legitimate CPD requirements
Data Sharing Consent: Understand that de-identified practice data may be shared with sponsors
Professional Development: Use the platform to genuinely improve clinical knowledge and practice

2. Pharmaceutical Brand Managers

Access Requirements

• Employment with a legitimate pharmaceutical company
• Authorized access codes provided by platform administrators
• Compliance with pharmaceutical industry codes of conduct
• Agreement to data protection and privacy obligations

As a Pharmaceutical Brand Manager, you agree to:

Educational Purpose: Use access solely for legitimate educational and research purposes
Data Protection: Implement appropriate security measures for any practitioner data received
No Re-identification: Never attempt to re-identify de-identified practitioner or patient data
Regulatory Compliance: Comply with TGA, ACCC, and pharmaceutical industry advertising codes
Ethical Marketing: Use insights only for compliant educational programs and product development
Privacy Respect: Honor practitioner privacy preferences and opt-out requests
Accurate Reporting: Provide truthful information about your company and sponsored programs
No Inappropriate Influence: Not use platform access to inappropriately influence prescribing

3. Platform Administrators

Administrative Authority

• Full platform access for operational and technical management
• Authority to manage user accounts, content, and system configuration
• Responsibility for platform security and data protection
• Power to suspend or terminate accounts for terms violations

As a Platform Administrator, you agree to:

Confidentiality: Maintain strict confidentiality of all user data and platform information
Minimum Access: Only access user data when necessary for platform operation or support
Security Measures: Implement and maintain robust security controls and monitoring
Privacy Protection: Ensure all data handling complies with privacy laws and platform policies
Fair Administration: Apply platform rules consistently and fairly to all users
Incident Response: Promptly address security incidents and privacy breaches
User Support: Provide appropriate support while respecting user privacy

4. Educational Program Coordinators

As an Educational Program Coordinator, you agree to:

Program Integrity: Ensure educational programs meet accreditation standards
User Management: Properly verify practitioner credentials before granting access
Quality Assurance: Monitor program quality and user satisfaction
Compliance Oversight: Ensure all programs comply with CPD and regulatory requirements
Data Governance: Oversee appropriate use of educational data and analytics

Account Management and Security

Responsibilities for account security and data protection

Account Creation and Verification

All users must:

Provide Accurate Information: All registration information must be truthful, complete, and current
Verify Professional Credentials: Healthcare practitioners must provide valid AHPRA numbers
Maintain Updated Information: Promptly update any changes to contact or professional details
Single Account Policy: Maintain only one account per individual unless authorized for multiple roles

Password and Security Requirements

Required Security Measures

• Strong passwords (minimum 8 characters, mixed case, numbers, symbols)
• Enable two-factor authentication when available
• Regular password updates (recommended every 90 days)
• Secure logout from shared or public devices

Prohibited Security Practices

• Sharing account credentials with any third party
• Using the same password across multiple platforms
• Accessing accounts from unsecured networks
• Storing passwords in unsecured locations

Account Monitoring and Suspension

We reserve the right to:

Monitor Account Activity: Track usage patterns for security and compliance purposes
Investigate Suspicious Activity: Review accounts showing unusual or potentially harmful behavior
Temporary Suspension: Suspend accounts pending investigation of terms violations
Permanent Termination: Close accounts that violate terms or pose security risks
Data Preservation: Retain account data during suspension periods for investigation purposes

Clinical Information and Patient Privacy

Strict requirements for handling clinical and patient information

Patient Information Prohibition

⚠️ Critical Requirement: NO Patient-Identifiable Information

Users are STRICTLY PROHIBITED from entering any information that could identify individual patients, including:

• Patient names, initials, or any identifying nicknames
• Specific dates of birth, treatment dates, or appointment times
• Medical record numbers or patient identification numbers
• Contact information (addresses, phone numbers, email addresses)
• Insurance information or financial details
• Unique identifying characteristics or unusual conditions
• Family relationships or personal circumstances
• Geographic information more specific than city/region

Acceptable Clinical Information

✅ Permitted Information (De-identified)

• General age ranges (e.g., "60-70 years old", "elderly patient")
• Gender (when clinically relevant)
• General medical conditions and diagnoses
• Treatment approaches and clinical reasoning
• Medication classes and therapeutic decisions
• Clinical outcomes and response to treatment
• Professional observations and learning points
• General practice patterns and protocols

Professional Obligations

Healthcare practitioners must:

Exercise Professional Judgment: Determine what information is appropriate to share for educational purposes
Comply with Privacy Laws: Adhere to Privacy Act 1988, health records legislation, and professional guidelines
Obtain Necessary Consents: Ensure any shared information complies with patient consent requirements
Report Concerns: Immediately report any suspected privacy breaches or inappropriate content
Review Content: Carefully review all submissions before finalizing to ensure privacy compliance

Automated Privacy Protection

While the platform employs automated PII detection and redaction:

Technology Limitations: Automated systems cannot guarantee 100% accuracy
User Responsibility: Users remain ultimately responsible for protecting patient privacy
Defensive Approach: When in doubt, do not include potentially identifying information
Regular Updates: Privacy protection systems are continuously improved and updated

Data Usage Rights and Pharmaceutical Partnerships

Your rights and our obligations regarding data collection and sharing

Consent to Data Collection and Sharing

By using this platform, you explicitly consent to:

Data Collection Consent

• Collection of professional and clinical practice information
• Recording of platform usage and engagement patterns
• Processing of educational content and assessments
• Storage of audit data and professional reflections

Pharmaceutical Sponsor Sharing

• Sharing of de-identified clinical practice patterns with sponsor companies
• Use of educational engagement data for program improvement
• Analysis of treatment approaches and clinical decision-making
• Aggregation of data for research and development purposes

Pharmaceutical Sponsor Obligations

Pharmaceutical companies receiving data must:

Data Protection Compliance: Implement equivalent data protection measures
No Re-identification: Never attempt to re-identify de-identified practitioners or patients
Purpose Limitation: Use data only for authorized educational and research purposes
Regulatory Compliance: Comply with pharmaceutical advertising and marketing regulations
Retention Limits: Adhere to agreed data retention and deletion schedules
Security Standards: Maintain enterprise-grade security for all received data

Your Data Rights

You retain the right to:

Access Your Data: Request copies of all data held about you
Correct Information: Update or correct any inaccurate information
Withdraw Consent: Opt out of data sharing with pharmaceutical sponsors
Delete Data: Request deletion of your account and associated data
Port Data: Export your data to other platforms
Restrict Processing: Limit how your data is used or shared

Commercial Use and Benefits

Important Notice: Your participation in sponsored educational programs may provide commercial value to pharmaceutical companies through improved understanding of clinical practices and educational needs. This value exchange enables the provision of free, high-quality CPD resources.

Platform License and Intellectual Property

Usage rights, restrictions, and intellectual property protections

Limited Use License

Permission is granted to access and use the AiClinAudit solely for authorized Continuing Professional Development (CPD) purposes. This is a limited, non-exclusive, non-transferable license, not a transfer of ownership.

Permitted Uses

Educational Activities: Complete clinical audits, literature reviews, and professional reflections
CPD Documentation: Generate and download CPD-compliant reports and certificates
Professional Development: Access educational content and participate in sponsored programs
Platform Features: Use voice recording, PII redaction, and analytics features as intended

Prohibited Uses

You may NOT:

• Modify, copy, distribute, or reverse engineer any platform software or content
• Use the platform for commercial purposes outside authorized pharmaceutical partnerships
• Attempt to decompile, disassemble, or extract source code
• Remove copyright, trademark, or other proprietary notices
• Create derivative works or competing services based on platform functionality
• Transfer your license or account to another person or entity
• Use automated tools to scrape content or data (except approved integrations)
• Interfere with platform security measures or circumvent access controls

Intellectual Property Rights

Platform Ownership:

All platform software, design, content, and functionality remain our exclusive property
Trademarks, logos, and brand elements are protected intellectual property
Third-party content (PubMed, pharmaceutical materials) remains owned by respective parties

User Content Ownership:

You retain ownership of your original clinical observations and professional insights
You grant us a license to process, store, and share your content as outlined in these terms
Generated reports and analytics become jointly owned for platform improvement purposes

Copyright and DMCA Compliance

We respect intellectual property rights and respond to valid DMCA takedown notices. If you believe content on our platform infringes your copyright, contact:legal@med-ed.ai

Platform Availability and Performance

Service level expectations and limitations

Service Availability

Target Service Levels

• 99.5% during business hours (Monday–Friday, 9:00 AM – 5:00 PM AEST)
• 99.0% uptime outside business hours
• Maximum Max 2 hours response time for critical issues
• Planned maintenance with 48-hour advance notice

Planned Downtime

• Regular maintenance windows (Sunday 2:00 AM – 6:00 AM AEST)
• Security updates and patches (as needed)
• Major feature releases (quarterly, with advance notice)
• Infrastructure upgrades (bi-annually)

Performance Expectations

Page Load Times: Target under 3 seconds for standard pages
Search Functionality: PubMed searches completed within 10 seconds
Data Saving: Form submissions processed within 5 seconds
Report Generation: PDF reports generated within 30 seconds
Voice Transcription: Real-time transcription with minimal delay

Service Limitations

Important: Platform availability may be affected by factors beyond our control, including internet connectivity, third-party service outages (AWS, PubMed), or force majeure events. We are not liable for service interruptions caused by external factors.

Disclaimers and Limitations of Liability

Important legal disclaimers and limitation of our liability

Medical and Professional Disclaimers

⚠️ Critical Medical Disclaimer

• NOT for Clinical Use: This platform is for educational purposes only and must never be used for direct patient care, diagnosis, or treatment decisions
• No Medical Advice: Content does not constitute medical advice or clinical recommendations
• Professional Judgment Required: All clinical decisions must be based on your professional judgment and current clinical guidelines
• Emergency Situations: Never use this platform for emergency medical consultations

Platform Disclaimers

The AiClinAudit and all content are provided "as is" without warranties of any kind, either express or implied, including but not limited to:

Accuracy: We do not guarantee the accuracy, completeness, or timeliness of platform content
Functionality: Platform features may change, be temporarily unavailable, or contain errors
Third-Party Content: PubMed search results and external links are not under our control
PII Redaction: Automated PII redaction cannot guarantee 100% accuracy
Data Security: While we implement strong security measures, no system is completely secure

Limitation of Liability

Maximum Liability Limit: Our total liability for any claims arising from platform use is limited to the amount you have paid us in the 12 months preceding the claim (or $100 AUD if no payments were made).

We are NOT liable for:

Indirect Damages: Loss of profits, data, goodwill, or business opportunities
Clinical Outcomes: Any adverse outcomes from clinical decisions influenced by platform content
Privacy Breaches: Unauthorized disclosure of information due to user error or external attacks
Third-Party Actions: Actions or omissions of pharmaceutical sponsors or other partners
Regulatory Issues: Professional licensing or regulatory compliance problems
System Failures: Data loss due to technical failures (though we maintain backups)

Professional Indemnity

Healthcare practitioners must maintain their own professional indemnity insurance. Use of this platform does not provide any additional professional coverage or protection.

Termination and Account Closure

Conditions and procedures for account termination

Voluntary Account Closure

You may close your account at any time by:

Account Settings: Using the account deletion option in your profile settings
Email Request: Sending a deletion request to support.aiclinaudit@med-ed.ai
Written Notice: Providing written notice with your AHPRA number for verification

Involuntary Termination

We may suspend or terminate your account immediately if you:

Immediate Termination Offenses

• Enter identifiable patient information
• Use platform for direct clinical care
• Attempt to hack or compromise platform security
• Share account credentials
• Violate pharmaceutical industry codes of conduct

Warning-Based Violations

• Repeatedly submit low-quality or inappropriate content
• Misuse pharmaceutical sponsor features
• Fail to maintain current professional registration
• Violate intellectual property rights

Data Handling Upon Termination

Immediate Actions (0-30 days):

Account access immediately disabled
Data marked for deletion but recoverable during grace period
Pharmaceutical sponsors notified of account closure
Active audit sessions saved for potential recovery

Permanent Actions (30 days+ days):

Complete data deletion from all systems and backups
Anonymized analytics data may be retained
Legal hold data retained as required by law
Certificate of data deletion provided upon request

Effect of Termination

Upon termination:

All platform access immediately ceases
Outstanding audit work is lost unless downloaded
CPD certificates remain valid but cannot be re-downloaded
Previously shared data with sponsors may remain with them per their retention policies
These terms continue to apply to any retained data

Governing Law and Legal Framework

Legal jurisdiction, dispute resolution, and compliance requirements

Governing Law and Jurisdiction

These Terms of Use are governed by the laws of New South Wales, Australia and applicable Commonwealth laws. Any disputes will be subject to the exclusive jurisdiction of the courts of New South Wales.

Regulatory Compliance

This platform operates under the following regulatory frameworks:

Healthcare Regulation

• AHPRA professional standards
• Medical Board of Australia guidelines
• Therapeutic Goods Administration (TGA) requirements
• National Safety and Quality Health Service Standards

Privacy and Data Protection

• Privacy Act 1988 (Commonwealth)
• Health Records and Information Privacy Act 2002 (NSW)
• Australian Privacy Principles (APPs)
• Notifiable Data Breaches scheme

Pharmaceutical Industry

• Medicines Australia Code of Conduct
• Australian Competition and Consumer Act
• Pharmaceutical Benefits Scheme guidelines
• Clinical Trial Regulations

Technology and Security

• Telecommunications Act 1997
• Cybersecurity Act 2018
• Information Security Manual (ISM)
• ISO 27001 standards

Dispute Resolution

Progressive Dispute Resolution Process:

Direct Communication: Contact support.aiclinaudit@med-ed.ai for issue resolution
Formal Complaint: Submit written complaint to legal@med-ed.ai
Mediation: Engage in good faith mediation if direct resolution fails
Arbitration: Binding arbitration under Australian Commercial Arbitration Rules
Court Proceedings: Litigation as a last resort in NSW courts

Professional Standards and Ethics

All platform users must comply with applicable professional standards:

Healthcare Practitioners: Medical Board codes, AHPRA standards, professional college guidelines
Pharmaceutical Representatives: Medicines Australia Code, company compliance policies
Platform Staff: Australian Computer Society Code of Ethics, privacy principles

Severability and Modification

If any provision of these Terms is found invalid or unenforceable, the remaining provisions continue in full force. These Terms may only be modified by written agreement or through formal notice procedures outlined in our Privacy Statement.

Contact Information

Legal and Compliance Inquiries:
Email: legal@med-ed.ai
Phone: 1300 273 4357
Post: med-ed.ai pty ltd
Level 35, 100 Barangaroo Avenue
Sydney NSW 2000
Australia

Effective Date and Version

Terms Version: 2.0
Effective Date: 2025-07-06
Last Updated: 2025-07-06
Next Review Date: 2026-01-06

Acceptance: By continuing to use the AiClinAudit after the effective date, you acknowledge that you have read, understood, and agree to be bound by these Terms of Use.