Legal & Compliance

Terms of Service

1. Who we are

Clark Clinical Scribe is an AI-powered medical documentation service provided by Clark Technologies Ltd ("we", "us"). Registered in England and Wales. Contact: support@clarkai.app.

2. Acceptance of terms

By accessing or using Clark Clinical Scribe, you agree to these Terms. If you use Clark on behalf of a healthcare organisation, you confirm you have authority to bind that organisation.

3. Service description

Clark provides AI-assisted transcription and structuring of medical consultations into clinical documentation. The service converts audio recordings into structured clinical notes and generates referral letters. It is a documentation assistant tool, not a diagnostic or prescriptive medical device.

4. Professional responsibility

You remain fully responsible for:

• Verifying accuracy of all generated documentation
• Clinical decisions and patient care
• Compliance with NHS policies, local guidelines, and professional standards
• Ensuring appropriate patient consent for recording consultations
• Reviewing and editing all AI-generated content before finalisation

5. Account usage and security

• Provide accurate registration details and maintain credential confidentiality
• One account per healthcare professional
• No sharing of login credentials
• Report any unauthorised access immediately

6. Service availability

We aim for 99.9% uptime but may experience maintenance periods. We will provide advance notice where practical. The service may be modified or features updated to improve functionality.

7. Intellectual property

We own the Clark platform, branding, and user interface. Medical content you create remains yours. Third-party content (Clare guidelines integration) remains property of respective owners.

8. Payment terms

Subscription fees are billed monthly or annually. NHS organisations may have special pricing agreements. VAT applies where applicable. Cancellations take effect at the end of the current billing period.

9. Warranties and disclaimers

Clark is provided "as is" and "as available." While we strive for accuracy, AI-generated content may contain errors and must be reviewed. We disclaim implied warranties to the extent permitted by law.

10. Limitation of liability

We are not liable for clinical decisions based on Clark output. Our aggregate liability is limited to fees paid in the 12 months before any claim, unless prohibited by law.

11. Indemnification

You indemnify us against losses arising from your breach of these Terms or misuse of the service.

12. Termination

Either party may terminate with 30 days' notice. We may suspend immediately for breach or security concerns.

13. Governing law

These Terms are governed by the laws of England and Wales. Courts of England and Wales have exclusive jurisdiction.

14. Changes to Terms

We will notify registered users of material changes via email with 30 days' notice.

Medical Documentation Disclaimer

• Clark is an AI-powered transcription and documentation tool, not a medical device
• All generated documentation must be reviewed and verified by qualified healthcare professionals
• Clinical decisions remain the sole responsibility of the healthcare provider
• AI-generated content may contain errors or misinterpretations
• Audio quality and accent variations may affect transcription accuracy
• Medical terminology may be incorrectly transcribed and requires professional review
• Clare guidelines integration provides reference information only - verify current local protocols
• Generated referral letters are drafts requiring professional review and approval
• In emergencies, follow standard emergency protocols - do not rely on documentation tools

Clinical governance

Healthcare organisations using Clark must:

• Ensure appropriate clinical governance oversight
• Maintain professional indemnity insurance
• Train staff on appropriate use of AI documentation tools
• Implement local policies for AI-assisted documentation
• Ensure compliance with GMC/NMC guidelines on record keeping

Privacy Policy (UK GDPR)

1. Data Controller

Clark Technologies Ltd is the data controller for personal data processed via Clark Clinical Scribe. Contact our Data Protection Officer: support@clarkai.app.

2. What we collect

• Account data: Name, email, GMC/NMC number, organisation, role
• Service data: Audio recordings, transcriptions, structured notes, timestamps
• Technical data: IP address, browser type, usage analytics
• Support data: Communications with our support team

3. Legal basis for processing

• Service provision and account management — contractual necessity
• Service improvement and analytics — legitimate interests
• Legal and regulatory compliance — legal obligation
• Marketing (if applicable) — consent (opt-in basis)
• Healthcare documentation — vital interests / public task (for NHS users)

4. Data sharing

We share data only with:

• Azure (Microsoft) for cloud infrastructure and speech processing
• OpenAI for transcription and AI processing (anonymised)
• Clare Guidelines API for clinical reference information
• Professional regulators if legally required

5. International transfers

Data processing occurs primarily in UK/EU data centres. Where transfers outside UK/EU occur, we use UK IDTA or EU SCCs with additional safeguards.

6. Data retention

• Audio files: Deleted immediately after processing
• Transcriptions: Stored in Azure Blob for 30 days then auto-deleted
• Account data: Retained during account lifetime plus 12 months
• Audit logs: 24 months for compliance purposes
• Support tickets: 24 months after closure

7. Your rights

Under UK GDPR, you have rights to:

• Access your personal data
• Rectify inaccurate data
• Request erasure (subject to legal obligations)
• Restrict processing
• Data portability
• Object to processing
• Withdraw consent (where applicable)

To exercise rights, contact: support@clarkai.app

8. Complaints

You may lodge complaints with the Information Commissioner's Office (ICO). We encourage contacting us first to resolve concerns.

9. Security measures

• End-to-end encryption for audio transmission
• Encryption at rest for stored data
• Multi-factor authentication available
• Regular security audits and penetration testing
• ISO 27001 compliant infrastructure (Azure)
• Automatic file cleanup after processing

10. Children's data

Clark is for healthcare professionals only. We do not knowingly process children's personal data except as part of anonymised clinical documentation.

Data Processing & Security

Audio processing pipeline

1. Audio uploaded via secure HTTPS connection
2. Temporary storage in memory during processing
3. Azure Speech Services or OpenAI Whisper transcription
4. Immediate deletion of audio file after transcription
5. Structured data stored in Azure Blob Storage
6. Automatic cleanup after retention period

Security controls

• TLS 1.2+ for all data transmission
• AES-256 encryption at rest
• Azure Key Vault for secrets management
• Role-based access control (RBAC)
• Audit logging of all access
• Regular vulnerability assessments
• Incident response procedures
• Business continuity planning

NHS compliance

For NHS organisations, we additionally ensure:

• NHS Data Security and Protection Toolkit alignment
• Clinical Safety Officer designation
• DCB0129/DCB0160 clinical risk management
• NHS SmartCard integration (where applicable)
• IG Toolkit compliance support

Copyright & Intellectual Property

© 2025 Clark Technologies Ltd. All rights reserved.

• Clark name, logo, and mustard colour scheme are our trademarks
• User interface and software code are proprietary
• Clinical content you create remains your intellectual property
• Clare Guidelines content © National Institute for Health and Care Excellence
• OpenAI and Azure are trademarks of their respective owners

User content licence

By using Clark, you grant us a limited licence to process your content solely for service provision. We do not claim ownership of your clinical documentation.

Copyright infringement

To report copyright infringement, contact support@clarkai.app with:

• Description of the copyrighted work
• Location of allegedly infringing material
• Your contact information
• Statement of good faith belief
• Declaration of accuracy under penalty of perjury

Acceptable Use Policy

Permitted use

• Clinical documentation for legitimate healthcare purposes
• Generation of referral letters and clinical correspondence
• Professional medical record keeping
• Quality improvement and audit (with appropriate governance)

Prohibited use

• Recording without appropriate patient consent
• Non-medical or personal use
• Attempting to extract or reverse-engineer AI models
• Uploading malicious files or code
• Circumventing security measures
• Sharing login credentials
• Bulk processing for commercial purposes
• Creating false or misleading medical records
• Any unlawful or unethical use

Enforcement

Violations may result in:

• Warning or temporary suspension
• Account termination
• Reporting to professional regulators
• Legal action where appropriate

Sub-processors & Third Parties

We use the following sub-processors for service delivery:

Core infrastructure

• Microsoft Azure: Cloud hosting, blob storage, speech services
• Azure Application Insights: Performance monitoring and analytics

AI processing

• OpenAI: Whisper transcription, GPT-4.1-mini for structuring
• Azure Cognitive Services: Speech-to-text processing

Clinical references

• Clare Guidelines API: NICE guidelines and CKS integration

Communication

• SendGrid: Transactional email delivery

We conduct due diligence on all sub-processors and maintain appropriate data processing agreements. Material changes to sub-processors will be notified to registered users.

Accessibility Statement

Clark Clinical Scribe is committed to digital accessibility for healthcare professionals with disabilities.

Conformance status

We aim to meet WCAG 2.1 Level AA standards. Current conformance is partial, with ongoing improvements.

Accessible features

• Keyboard navigation throughout the interface
• High contrast Clark mustard colour scheme
• Responsive design for various screen sizes
• Clear, consistent navigation
• Descriptive button and link text
• Alt text for images and icons

Known limitations

• Audio waveform visualisation may not be fully accessible to screen readers
• Some third-party content may not meet accessibility standards

Feedback

To report accessibility issues or request assistance: support@clarkai.app

Contact Information

General support

Email: support@clarkai.app
Response time: Within 24 hours (working days)

Data protection

Data Protection Officer: support@clarkai.app

Legal matters

Email: support@clarkai.app

Clinical safety

Clinical Safety Officer: support@clarkai.app

Postal address

Clark Technologies Ltd
123 Medical Centre
London, UK
SW1A 1AA

Emergency contact

For urgent security incidents only: +44 (0) 20 1234 5678

Changes to this Page

We will update this page when policies change and adjust the "Last updated" date at the top. Registered users will be notified of material changes.