Terms of Use

Service scope

These terms govern access to CortexaNote websites, software, the CortexaNote Recorder, the AI scribe workspace, integrations, support channels, and related services. Organization-specific agreements (order forms, master services agreements, Business Associate Agreements, and Data Processing Agreements) may add to or replace these terms for covered clinical deployments.

Eligibility

To use CortexaNote you must be a licensed clinician, a member of a clinical organization, or an authorized administrator acting on behalf of one, and you must be old enough to enter into a binding agreement under applicable law. Workspace owners are responsible for inviting the right people and assigning appropriate roles.

Accounts and workspaces

You must keep account credentials secure, provide accurate workspace information, and ensure that clinicians, administrators, and support staff have appropriate permissions. You are responsible for activity that happens under your account, including configuring access, retention, and export settings.

Subscription and limits

Subscription fees, Recorder pricing, included usage, EHR import allowances, support levels, and plan limits may vary by order form or published plan. Subscriptions renew automatically until cancelled. Sales-assisted plans, hardware orders, and enterprise terms are governed by the executed order form.

License and ownership

CortexaNote grants you a limited, non-exclusive, non-transferable right to use the platform for authorized clinical documentation, care-team administration, and related practice operations. You retain ownership of inputs you submit; CortexaNote retains ownership of the software, models, brand, and platform.

Clinical responsibility

Clinicians remain responsible for reviewing and approving clinical outputs before they are used in patient care, billing, patient communication, or a system of record. CortexaNote supports documentation work; it does not replace professional judgment, and the platform is not a medical device.

AI output limitations

AI output may be incomplete, inaccurate, delayed, or inappropriate for a specific patient, specialty, jurisdiction, or template. You must verify notes, summaries, translations, coding suggestions, and patient-facing text before relying on them. You must operate the platform in accordance with the CortexaNote Usage Policy.

Acceptable use

You must not reverse engineer the service, bypass rate limits or security controls, scrape non-public data, submit deceptive inputs, resell unauthorized access, use the service to develop competing AI models, or use CortexaNote in violation of law or clinical obligations.

Privacy and security

Privacy and security are governed by the Privacy Policy and, where applicable, the BAA and DPA. You are responsible for obtaining patient and workforce consents required for recording, processing, and documentation in your jurisdiction.

Suspension and changes

CortexaNote may suspend, limit, or terminate access when required to protect users, patients, the platform, or legal obligations. We may also discontinue features, update plan limits, or change support surfaces with reasonable notice where required. You may terminate by following the cancellation steps in the workspace or by contacting your account team.

Liability

To the extent permitted by law, CortexaNote, its affiliates, and its licensors are not liable for indirect, incidental, special, consequential, or punitive damages, and aggregate liability for direct damages is capped at the fees paid by your organization for the service during the twelve months preceding the claim. Nothing in this section limits liability that cannot lawfully be limited.

Indemnification

You agree to indemnify CortexaNote against third-party claims arising from your breach of these terms, your violation of law, your unauthorized use of the platform, or content you submit. CortexaNote will defend you against third-party claims that the platform infringes intellectual property, subject to the limits in the executed agreement.

Governing law

These terms are governed by the laws of the State of Delaware, United States, without regard to conflict-of-laws principles. Disputes are resolved in the state or federal courts located in Delaware, except where mandatory consumer or regulatory law requires another forum.

Updates

We may update these terms as CortexaNote evolves. Material changes will be communicated in-product or to the account administrator with a reasonable notice period. Organizations evaluating procurement, privacy, security, or workspace governance should route review through the sales path so the executed agreement reflects what was negotiated.