Checkout. Booking and payment for any clinic, in one flow.Set up CheckoutWhat we provide, what your clinic stays responsible for, and what happens to the record when you leave. Written to be read, not skimmed past.
These terms are between wai and the organisation that has taken out a subscription, meaning the clinic, practice or provider named on the order. Where a clinic has signed a separate written agreement with us, that agreement governs and these terms fill the gaps it does not cover.
They also apply to the people who use wai through that clinic: clinicians, administrators and the people the clinic cares for. If you are using wai because a clinic gave you access, you are covered by these terms, but your agreement about your care is with the clinic, not with us.
wai is software a clinic runs its practice on. It holds the record, moves the paperwork, drafts from what was said in the room, and keeps track of what is owed and what is outstanding.
What it is not is worth stating plainly, because the distinction decides who is responsible for what.
wai is not a healthcare provider and does not practise medicine. Every clinical decision is made by a clinician at your clinic, who remains responsible for it.
Drafts, summaries and suggestions the platform produces are working material for a clinician to read, correct and sign. They are not advice, not a diagnosis, and not safe to act on unread.
wai is not registered as a medical device. Do not use it for a purpose that would require one.
Nobody is watching the platform for emergencies. Anyone who is unwell should contact their clinic, or the emergency services.
Accounts belong to named people, not to roles or to shifts. Sharing a login puts an audit trail on the wrong person, which in a clinical record is the part that matters most. Keep credentials to yourself, and tell us at team@wellnessa-i.com if you think an account has been reached by somebody who should not have it.
The clinic decides who gets access and at what level, and is responsible for removing access when somebody leaves. We give clinics the tools to do that; we do not know who has left.
The clinic stays responsible for the practice of medicine and for the record it keeps. In particular:
Reading, correcting and signing anything the platform drafts. A clinician signing a note is saying the note is right, not that the software produced it.
Making sure the people practising through wai are registered to do so and carry their own professional indemnity.
Deciding what is recorded, what is shared and how long it is kept. You are the controller of your patients’ data; we process it for you.
Publishing your own privacy notice to your patients, and obtaining whatever consent your regulator and your jurisdiction require, including for recording a consultation.
How we handle personal and clinical data is set out in the privacy policy, which forms part of these terms. In short: your clinic is the controller of its patients’ records and wai is the processor, acting on your instructions under a written data-processing agreement.
What we do to protect it, and what we have not yet certified, is set out on the security page. We would rather you read the open items there than assume them.
We aim to keep wai available and we work on it continuously, which means it changes. We may add, alter or withdraw features. Where a change removes something a clinic depends on, we will give notice rather than let it be discovered.
Unless a separate written agreement says otherwise, the platform is provided without a contractual uptime guarantee. Planned work is scheduled away from clinic hours wherever it can be. Support is by email at team@wellnessa-i.com.
Fees, the billing period and any usage limits are those set out on your order or in your written agreement with us. Unpaid fees can lead to access being suspended, but we will always ask first, and suspension never removes your right to get your data out under the section below.
wai, the software, the interface and everything we have written stay ours. Your subscription is a right to use it, not a transfer of it.
Your patient records, your notes, your documents and everything your clinic puts in are yours. We do not sell them, and we do not use identifiable patient data to train models for anybody else.
If you tell us how to make the product better, we may act on it without owing you anything for it. We mention this only so nobody is surprised by it.
Do not use wai to:
Nothing here limits liability for death or personal injury caused by negligence, for fraud, or for anything else the law does not permit to be limited. Subject to that, and to any different limit agreed in a written agreement with us, we are not liable for lost profit, lost business or indirect loss, and our total liability is limited to the fees paid in the twelve months before the claim.
We are not liable for a clinical decision. That is the clinician’s, and the point of the section above is that the platform never takes it.
A clinic can end its subscription at the end of its billing period. We can end it if fees go unpaid or if the platform is being used in a way that puts patients or the service at risk, and we will say why.
Your record leaves with you. On request at any time, including after you have given notice, we will export your clinic’s data in a machine-readable form. We will keep it available for a reasonable period afterwards so the export can be checked before anything is deleted. A clinical record that cannot be taken somewhere else is not really yours, and we do not want to be the reason a clinic stays.
We will update these terms as the product changes. When a change materially affects a clinic’s rights we will tell subscribing clinics directly rather than relying on this page being revisited. The effective date at the top always says which version you are reading.
These terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction over any dispute, unless a written agreement with us says otherwise.
Write to team@wellnessa-i.com with anything about these terms, including the parts you disagree with. We would always rather hear it first.