1. Publisher and acceptance
Doctalis is a product published by CodHash Agency Ltd, a private limited company registered in England and Wales under company number 15446527, with registered office at 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ, United Kingdom.
By using this website, requesting a demo, using the free trial or subscribing to the application without a signed agreement, you accept these terms, including section 12. Where a signed order form, service agreement or data processing agreement exists, it takes precedence over these terms for the matters it covers.
2. Professional audience
Doctalis is intended for authorised healthcare professionals and their approved staff. You must have legal capacity to act for your practice or organisation and provide accurate information.
3. What Doctalis does
Doctalis captures or receives consultation material and prepares transcripts, clinical-document drafts and related workflow assistance. Every medical document remains a draft until a clinician reviews, corrects and validates it; signing it is optional.
Doctalis is a documentation assistant. It proposes content (transcripts, draft documents, patient summaries, searches in validated records) and helps the professional draft documents; it makes no medical decision and issues no diagnosis, prescription or treatment recommendation. Every output is a proposal that the professional must review, correct and validate manually before any use; no output may be shared or used for care without that validation.
Doctalis does not replace clinical judgment, a patient examination, emergency services or the professional’s legal and ethical duties. It must not be presented as an autonomous diagnosis or prescribing system.
4. Free trial
A healthcare professional can create an account on app.doctalis.com and use Doctalis free of charge, without commitment. The trial ends 30 days after sign-up is completed or after 400 consultations, whichever comes first. You then have 24 hours to finish the reports in progress (when the trial ends at 400 consultations, within a limit of ten (10) consultations in progress). Use is then suspended, except data export, until a subscription is chosen.
Data entered during the trial is encrypted in transit and at rest. It is never sold or shared for advertising, and neither we nor our providers use it to train AI models; it is processed only by CodHash and the providers described in the Privacy Policy.
You can export your data at any time during the trial and for 30 days after it ends. If no subscription is taken within those 30 days, the account is closed: validated documents (final reports) that were not exported are kept in an encrypted archive for two years at most, then deleted; all other data, and the data that was exported, is deleted; in both cases, except data we must keep by law.
The trial is professional use: the rules on patient information, consent and professional secrecy in section 8 apply, as does the data processing agreement presented in the application.
5. Demos and patient data
Demonstrations and demo bookings must use synthetic or fully anonymised information. Do not enter patient names, recordings, medical histories or any other sensitive data when booking a demo or writing to us. Real clinical data may be used only in the Doctalis application, including during a free trial, under these terms, the data processing agreement presented there and its compliance controls.
6. Accounts and security
You are responsible for your account, device and access methods, and must promptly report suspected unauthorised access. Do not share sessions or circumvent practice roles, audit controls, usage limits or security mechanisms.
7. Acceptable use
You must not:
- use Doctalis unlawfully or without authority over the data submitted;
- upload malicious content, probe other users or practices, or attempt to bypass access controls;
- use generated text without the required clinical review;
- resell, scrape or reverse engineer the service except where mandatory law permits;
- run security tests outside the boundaries of the published coordinated disclosure policy.
8. Practice responsibilities
The healthcare practice is responsible for patient information and consent where required, professional secrecy, access assignments, the legal retention of the medical record, the accuracy of validated documents and compliance with local health and data-protection law.
As between CodHash and the practice, the professional who validates a document bears final responsibility for its medical content and for every decision taken on its basis. To the extent permitted by law, the practice indemnifies CodHash against claims by third parties, including patients, arising from medical decisions, from validated documents or from the use of an output without the required review, except to the extent such a claim results from CodHash’s breach of these terms, from its negligence or that of its personnel or subcontractors, from a defect in the service, or from any matter whose liability cannot be limited under section 12.
9. Confidentiality and privacy
Personal and clinical data is handled under the Privacy Policy and, for the professional service, the applicable data processing agreement. The service relies on the sub-processors listed in the Privacy Policy and in that agreement (including, currently, Infomaniak Network SA for hosting in Switzerland, Gladia and Scaleway SAS for transcription and AI-assisted text generation in the European Union, and Cloudflare, Inc. for network delivery and the storage of encrypted backups, in the United States and certified under the Swiss-U.S. and EU-U.S. Data Privacy Framework), only under the contractual conditions set out there.
10. Intellectual property
The Doctalis software, brand, interface and website content belong to CodHash Agency Ltd or its licensors. You retain rights in data and documents you lawfully submit. You grant CodHash the limited rights needed to process that content and deliver the service, as further defined by any signed service agreement.
11. Availability and changes
We work to keep the service available and secure but maintenance, provider incidents and product changes can occur. Beta or preview functionality may change and must not be treated as guaranteed clinical infrastructure unless the signed agreement says otherwise.
12. Liability and suspension
To the extent permitted by law, the public website is provided without a guarantee of uninterrupted availability. Where a signed customer agreement sets different warranties, service levels, liability limits or termination rights, that agreement prevails over this section.
Without a signed agreement, and to the fullest extent permitted by law, CodHash’s total liability for all claims arising out of or in connection with the service, whatever their legal basis, is limited to the fees paid by the practice for the service during the 12 months preceding the event giving rise to the claim. This limit applies in the same way during the free trial and during a paid subscription.
To the fullest extent permitted by law, CodHash is not liable for indirect or consequential loss, for loss of profit, revenue, business, goodwill or anticipated savings, whether direct or indirect, or for loss of data that the practice could have avoided by using the export function, except where that data loss results from CodHash’s breach of section 4 or of its security obligations.
Because every output is a proposal subject to the professional’s review and validation, CodHash is not liable, to the fullest extent permitted by law, for medical decisions, for the content of validated documents or for the consequences of using an output without the required review; these remain the responsibility of the practice and of the professional who validates the documents (sections 3 and 8).
Nothing in these terms limits or excludes CodHash’s liability for death or personal injury caused by its negligence or that of its personnel or subcontractors, for its fraud or fraudulent misrepresentation, for its wilful misconduct or gross negligence, or for any other liability that cannot be limited or excluded under applicable law, including article 100 of the Swiss Code of Obligations where Swiss law applies.
These limits apply only to claims between CodHash and the practice or its users. They do not limit the rights of patients or other data subjects, nor the powers of data-protection authorities. Each limitation in this section is separate and severable: if one is held unenforceable, the others continue to apply.
We may restrict access where necessary to address unlawful use, a security risk, non-payment or a serious breach, using proportionate measures and the notice required by the applicable agreement or law.
13. Law, updates and contact
These terms are governed by the laws of England and Wales, and the courts of England and Wales have jurisdiction, subject to mandatory rights that apply to you. For customers established in Switzerland, data processing complies with the Swiss Federal Act on Data Protection (FADP); for customers established in the European Union, with the General Data Protection Regulation (GDPR). A signed customer agreement may provide a different governing law. If any provision of these terms is held invalid or unenforceable, the remaining provisions continue to apply. We may update these terms prospectively; material changes will be communicated reasonably. Contact: hello@codhash.com.