Terms of Service

1. Introduction and Acceptance

1.1 Agreement

These Terms of Service ("Terms") constitute a legally binding agreement between you ("Practitioner," "you," or "your") and Meelio AI Ltd. ("Meelio," "we," "us," or "our") governing your access to and use of the Meelio desktop application and related services (collectively, the "Service").

1.2 Acceptance

By creating an account, accessing, or using the Service, you acknowledge that you have read, understood, and agree to be bound by these Terms and our Privacy Policy. If you do not agree to these Terms, you must not access or use the Service.

1.3 Eligibility

To use the Service, you must:

• Be at least 18 years of age
• Be a qualified healthcare practitioner, nutritionist, dietitian, or other healthcare professional
• Have the legal authority to enter into this agreement
• Not be prohibited from using the Service under applicable laws

1.4 Organisation Use

If you are using the Service on behalf of an organisation, you represent and warrant that you have the authority to bind that organisation to these Terms. In such cases, "you" and "your" refer to both you individually and the organisation.

2. Service Description

2.1 Overview

Meelio is a desktop application designed to help healthcare practitioners manage their practice. The Service includes:

• Patient Management: Tools to manage patient records, demographics, and clinical history
• Clinical Documentation: Creation and management of clinical notes, care plans, and treatment documentation
• AI-Powered Transcription: Automated transcription of consultations with AI-assisted clinical note generation
• Care Planning: Meal plan generation and care plan creation for nutritional and healthcare guidance
• Integrations: Connections to electronic health record (EHR) systems and calendar applications

2.2 Service Modifications

We reserve the right to modify, suspend, or discontinue any aspect of the Service at any time. We will provide reasonable notice of significant changes that materially affect your use of the Service.

3. Account Terms

3.1 Account Registration

To access the Service, you must create an account by providing accurate, complete, and current information. You agree to update your account information promptly if it changes.

3.2 Account Security

You are responsible for:

• Maintaining the confidentiality of your account credentials
• All activities that occur under your account
• Notifying us immediately of any unauthorised access or security breach
• Ensuring that your devices meet minimum security requirements

3.3 One Account Per Practitioner

Each practitioner must maintain their own account. Account sharing is prohibited. Organisation accounts may have multiple authorised users, each with their own credentials.

3.4 Account Restrictions

We reserve the right to suspend or terminate accounts that:

• Violate these Terms
• Engage in fraudulent or illegal activities
• Pose a security risk to the Service or other users
• Remain inactive for extended periods (with prior notice)

4. Subscription and Payment

4.1 Subscription Plans

The Service is offered on a subscription basis. Current subscription plans and pricing are available on our website. We offer monthly and annual billing cycles.

4.2 Payment Terms

• Payment Methods: We accept major credit cards and other payment methods as displayed during checkout
• Billing: Subscription fees are billed in advance on a recurring basis (monthly or annually)
• Currency: All fees are quoted and charged in the currency specified at checkout
• Taxes: Fees are exclusive of applicable taxes, which will be added where required by law

4.3 Auto-Renewal

Your subscription will automatically renew at the end of each billing period unless you cancel before the renewal date. You authorise us to charge your payment method for each renewal period.

4.4 Price Changes

We may change subscription prices with at least 30 days' notice before the start of your next billing period. Price changes will not affect your current billing period.

4.5 Refund Policy

• Annual Subscriptions: You may request a refund within 14 days of your initial purchase or renewal if you have not substantially used the Service during that period
• Monthly Subscriptions: Monthly subscriptions are non-refundable but you may cancel at any time to prevent future charges
• Pro-Rated Refunds: We do not provide pro-rated refunds for partial billing periods

4.6 Failed Payments

If a payment fails, we will attempt to charge your payment method again and notify you of the failure. If payment remains unsuccessful after reasonable attempts, we may suspend your access to the Service until payment is received.

4.7 Free Trials

If we offer a free trial, you may be required to provide payment information. Unless you cancel before the trial ends, your subscription will begin automatically, and you will be charged the applicable fee.

5. User Content and Intellectual Property

5.1 Your Content

"Your Content" means all data, information, text, documents, and other materials that you upload, create, or transmit through the Service, including:

• Clinical notes and documentation
• Patient records and health information
• AI-generated content derived from your consultations
• Custom templates and workflows you create
• Any other content you produce using the Service

5.2 Ownership of Your Content

You retain full ownership of Your Content. We do not claim any ownership rights in Your Content. Nothing in these Terms transfers ownership of Your Content to us.

5.3 Licence to Meelio

By using the Service, you grant us a limited, non-exclusive, worldwide, royalty-free licence to:

• Store, process, and transmit Your Content solely to provide the Service
• Create backups and copies for disaster recovery purposes
• Make modifications necessary for compatibility with the Service

This licence exists only for the purpose of operating and improving the Service and terminates when you delete Your Content or close your account.

5.4 AI-Generated Content

Content generated by our AI features (such as transcriptions, clinical notes, and summaries) based on your consultations is considered Your Content. You own all AI-generated content derived from your practice activities.

5.5 Meelio's Intellectual Property

The Service, including its software, design, user interface, graphics, logos, and documentation, is owned by Meelio AI Ltd. and protected by intellectual property laws. These Terms do not grant you any rights to our intellectual property except the limited right to use the Service as permitted herein.

5.6 Feedback

If you provide suggestions, ideas, or feedback about the Service ("Feedback"), you grant us a perpetual, irrevocable, royalty-free licence to use, modify, and incorporate such Feedback into the Service without obligation to you.

6. Acceptable Use Policy

6.1 Permitted Use

The Service is intended exclusively for legitimate healthcare practice management activities. You agree to use the Service only for professional healthcare purposes in compliance with applicable laws and regulations.

6.2 Prohibited Activities

You agree not to:

• Share Credentials: Share your account credentials with others or allow others to access your account
• Reverse Engineer: Reverse engineer, decompile, disassemble, or attempt to derive the source code of the Service
• Circumvent Security: Attempt to bypass, disable, or circumvent any security features of the Service
• Interfere with Service: Interfere with or disrupt the integrity or performance of the Service
• Transmit Malware: Upload or transmit viruses, malware, or other malicious code
• Violate Privacy: Use the Service in a manner that violates patient privacy or applicable data protection laws
• Non-Healthcare Use: Use the Service for purposes unrelated to healthcare practice management
• Illegal Activities: Use the Service for any illegal or unauthorised purpose
• Misrepresent Identity: Impersonate another person or entity or misrepresent your affiliation
• Excessive Use: Use automated systems to access the Service in a manner that exceeds reasonable use

6.3 Compliance with Healthcare Regulations

You are responsible for ensuring your use of the Service complies with all applicable healthcare regulations, including but not limited to:

• Health Insurance Portability and Accountability Act (HIPAA) in the United States
• UK General Data Protection Regulation (UK GDPR)
• General Data Protection Regulation (GDPR) in the European Union
• Professional standards and codes of conduct applicable to your practice

6.4 Enforcement

We reserve the right to investigate and take appropriate action against violations of this Acceptable Use Policy, including suspending or terminating your access to the Service.

7. Third-Party Integrations

7.1 Available Integrations

The Service may integrate with third-party services, including:

• Electronic Health Record (EHR) systems (such as Practice Better, Cerbo, and Epic)
• Google Calendar and other calendar applications
• Other healthcare and productivity tools

7.2 Third-Party Terms

Your use of third-party integrations is subject to the terms and conditions of those third-party services. We are not responsible for the content, privacy practices, or availability of third-party services.

7.3 Data Sharing with Integrations

When you enable an integration, you authorise us to share relevant data with that third-party service as necessary for the integration to function. You are responsible for understanding what data will be shared and ensuring such sharing complies with applicable laws.

7.4 Integration Availability

We do not guarantee the continued availability of any third-party integration. Integrations may be modified, suspended, or discontinued at any time due to changes by us or the third-party provider.

7.5 No Endorsement

The availability of third-party integrations does not constitute an endorsement of those services. We are not liable for any issues arising from your use of third-party services.

8. AI Features and Disclaimers

8.1 AI-Assisted Features

The Service includes AI-powered features such as:

• Automated transcription of consultations
• AI-generated clinical notes and summaries
• Meal plan and care plan suggestions
• Recipe generation and nutritional analysis

8.2 Assistive Nature

AI features are assistive tools designed to support your professional practice. They are not intended to replace your professional judgment, training, or expertise.

8.3 Review Requirement

You are solely responsible for reviewing, verifying, and approving all AI-generated content before using it in patient care or documentation. AI-generated content may contain errors, omissions, or inaccuracies.

8.4 No Medical Advice

AI-generated content does not constitute medical advice, diagnosis, or treatment recommendations. All clinical decisions must be made by qualified healthcare professionals based on their assessment of individual patient circumstances.

8.5 Accuracy Disclaimer

We do not guarantee the accuracy, completeness, or reliability of AI-generated content. The quality of AI outputs depends on various factors, including the quality of input data and the limitations of current AI technology.

8.6 Continuous Improvement

AI features may be updated and improved over time, which may affect their outputs. We will endeavour to maintain or improve quality but cannot guarantee consistency across updates.

9. Data and Privacy

9.1 Privacy Policy

Our collection and use of personal data is governed by our Privacy Policy, which is incorporated into these Terms by reference.

9.2 Data Processing Relationship

When you use the Service to process patient data:

• You are the data controller responsible for determining the purposes and means of processing patient data
• We act as a data processor, processing patient data on your behalf according to your instructions

9.3 Your Responsibilities

As a data controller, you are responsible for:

• Obtaining appropriate consent from patients for processing their data
• Ensuring your use of the Service complies with applicable data protection laws
• Responding to patient requests regarding their data rights
• Maintaining records of your data processing activities

9.4 Data Portability

You may export Your Content from the Service at any time through the export features provided. Upon termination, you will have a reasonable period (typically 30 days) to export Your Content before it is deleted.

9.5 Security Measures

We implement appropriate technical and organisational measures to protect data processed through the Service. Details of our security practices are described in our Privacy Policy.

10. Service Availability

10.1 Uptime Commitment

We strive to maintain high availability of the Service but do not guarantee uninterrupted access. The Service is provided on an "as available" basis.

10.2 Scheduled Maintenance

We may perform scheduled maintenance that temporarily affects access to the Service. We will endeavour to provide advance notice of scheduled maintenance and perform it during off-peak hours when possible.

10.3 Unscheduled Downtime

Unscheduled downtime may occur due to technical issues, security incidents, or other circumstances. We will work to restore service as quickly as possible.

10.4 Force Majeure

We are not liable for any failure or delay in performance due to circumstances beyond our reasonable control, including natural disasters, acts of government, pandemics, war, terrorism, labour disputes, infrastructure failures, or other force majeure events.

11. Disclaimers

11.1 "As Is" and "As Available"

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, WHETHER EXPRESS, IMPLIED, OR STATUTORY.

11.2 Disclaimer of Warranties

TO THE MAXIMUM EXTENT PERMITTED BY LAW, WE DISCLAIM ALL WARRANTIES, INCLUDING BUT NOT LIMITED TO:

• IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE
• WARRANTIES OF NON-INFRINGEMENT
• WARRANTIES THAT THE SERVICE WILL BE UNINTERRUPTED, ERROR-FREE, OR SECURE
• WARRANTIES REGARDING THE ACCURACY OR RELIABILITY OF ANY CONTENT OR INFORMATION

11.3 Healthcare Decisions

THE SERVICE IS A PRACTICE MANAGEMENT TOOL AND DOES NOT PROVIDE MEDICAL ADVICE. ALL HEALTHCARE DECISIONS ARE YOUR SOLE RESPONSIBILITY AS A QUALIFIED HEALTHCARE PROFESSIONAL. WE ARE NOT RESPONSIBLE FOR ANY DECISIONS YOU MAKE BASED ON INFORMATION PROVIDED BY OR THROUGH THE SERVICE.

11.4 Third-Party Content

We are not responsible for the accuracy, legality, or appropriateness of any content provided by third parties, including data imported from EHR systems or other integrations.

11.5 Consumer Rights

Nothing in these disclaimers affects any statutory rights that cannot be excluded or limited under applicable law.

12. Limitation of Liability

12.1 Liability Cap

TO THE MAXIMUM EXTENT PERMITTED BY LAW, OUR TOTAL LIABILITY TO YOU FOR ALL CLAIMS ARISING OUT OF OR RELATED TO THESE TERMS OR THE SERVICE SHALL NOT EXCEED THE GREATER OF:

• THE TOTAL AMOUNT YOU PAID TO US IN THE TWELVE (12) MONTHS PRECEDING THE CLAIM, OR
• ONE HUNDRED POUNDS STERLING (£100)

12.2 Exclusion of Consequential Damages

TO THE MAXIMUM EXTENT PERMITTED BY LAW, WE SHALL NOT BE LIABLE FOR ANY:

• INDIRECT, INCIDENTAL, SPECIAL, OR CONSEQUENTIAL DAMAGES
• LOSS OF PROFITS, REVENUE, OR BUSINESS OPPORTUNITIES
• LOSS OF DATA OR DATA CORRUPTION
• LOSS OF GOODWILL OR REPUTATION
• COSTS OF SUBSTITUTE SERVICES
• ANY DAMAGES ARISING FROM YOUR USE OF THIRD-PARTY INTEGRATIONS

12.3 Exceptions

The limitations in this section do not apply to:

• Liability that cannot be limited or excluded by law
• Liability arising from our gross negligence, wilful misconduct, or fraud
• Liability for death or personal injury caused by our negligence
• Our obligations under applicable data protection laws

12.4 Basis of the Bargain

You acknowledge that the limitations of liability in this section reflect a fair allocation of risk between you and us and are a fundamental basis of the bargain between us.

13. Indemnification

13.1 Your Indemnification Obligations

You agree to indemnify, defend, and hold harmless Meelio AI Ltd., its affiliates, officers, directors, employees, and agents from and against any claims, liabilities, damages, losses, costs, and expenses (including reasonable legal fees) arising out of or related to:

• Your violation of these Terms
• Your Content or your use of the Service
• Your violation of any applicable law or regulation
• Claims by your patients or their representatives arising from your healthcare practice
• Your use of third-party integrations
• Any dispute between you and a third party

13.2 Procedure

We will promptly notify you of any claim subject to indemnification. You will have the right to control the defence of such claims, provided you do not settle any claim without our prior written consent if the settlement would impose any obligation on us or admit fault on our behalf.

13.3 Our Assistance

We will provide reasonable assistance in the defence of any claim at your expense.

14. Termination

14.1 Termination by You

You may terminate your subscription at any time by:

• Cancelling through your account settings
• Contacting us at hello at meelio dot ai

Termination will be effective at the end of your current billing period. You will retain access to the Service until the end of the paid period.

14.2 Termination by Us

We may terminate or suspend your access to the Service:

• Immediately if you materially breach these Terms
• Immediately if required by law or to protect the security of the Service
• With 30 days' notice for any other reason

14.3 Effect of Termination

Upon termination:

• Your right to access the Service will cease
• You will have 30 days to export Your Content (unless terminated for material breach)
• We will delete Your Content after the export period, except as required for legal compliance
• Any outstanding fees will become immediately due

14.4 Surviving Provisions

The following sections survive termination: Intellectual Property, Disclaimers, Limitation of Liability, Indemnification, Governing Law, and any other provisions that by their nature should survive.

15. Modifications to Terms

15.1 Right to Modify

We reserve the right to modify these Terms at any time. We will not make changes that are materially adverse to you without providing notice.

15.2 Notice of Changes

For material changes, we will provide at least 30 days' notice before the changes take effect by:

• Posting the updated Terms on our website
• Sending an email to your registered email address
• Displaying a notice within the Service

15.3 Acceptance of Changes

Your continued use of the Service after the effective date of any changes constitutes your acceptance of the modified Terms. If you do not agree to the changes, you must stop using the Service before the effective date.

16. Governing Law and Disputes

16.1 Governing Law

These Terms and any disputes arising out of or related to them or the Service shall be governed by and construed in accordance with the laws of England and Wales, without regard to conflict of law principles.

16.2 Jurisdiction

The courts of England and Wales shall have exclusive jurisdiction over any disputes arising out of or related to these Terms or the Service.

16.3 Dispute Resolution

Before initiating formal legal proceedings, we encourage you to contact us at legal at meelio dot ai to attempt to resolve any dispute informally. We will endeavour to respond within 30 days and work in good faith to resolve the matter.

17. General Provisions

17.1 Entire Agreement

These Terms, together with our Privacy Policy and any other agreements expressly incorporated by reference, constitute the entire agreement between you and us regarding the Service and supersede all prior agreements and understandings.

17.2 Severability

If any provision of these Terms is found to be invalid, illegal, or unenforceable, the remaining provisions will continue in full force and effect. The invalid provision will be modified to the minimum extent necessary to make it valid and enforceable.

17.3 Waiver

Our failure to enforce any right or provision of these Terms shall not constitute a waiver of such right or provision. Any waiver must be in writing and signed by us.

17.4 Assignment

You may not assign or transfer these Terms or your rights under them without our prior written consent. We may assign these Terms without restriction.

17.5 No Third-Party Beneficiaries

These Terms do not create any third-party beneficiary rights. Nothing in these Terms is intended to confer any rights or remedies on any person other than you and us.

17.6 Notices

Notices to you may be sent to the email address associated with your account. Notices to us should be sent to legal at meelio dot ai or to our address set out below.

17.7 Headings

Section headings are for convenience only and do not affect the interpretation of these Terms.

18. Contact Information

If you have any questions about these Terms, please contact us:

General Support: hello at meelio dot ai

Legal Notices: legal at meelio dot ai

Postal Address:
Meelio AI Ltd.
United Kingdom

These Terms of Service are provided in English. If there is any conflict between the English version and a translated version, the English version shall prevail.