1. About this policy
1.1 This Acceptable Use Policy forms part of our Terms of Service. It applies to everyone who uses AlloScribe, including the web application, desktop and mobile apps, browser extension and EMR agent.
1.2 Organisations are responsible for making sure their members follow this policy. If your organisation's own policies are stricter, follow those as well.
2. Authorised users only
2.1 You may use AlloScribe only if you are a registered healthcare professional, or a member of staff of a healthcare organisation who has been authorised by that organisation to use it.
2.2 You must stop using AlloScribe if your registration lapses or is suspended, or if your organisation withdraws your authorisation.
3. Recording and patients
3.1 You must follow your organisation's policy, your regulator's guidance and the law on informing patients and on recording consultations. Where your organisation's policy requires you to tell patients or obtain their agreement before recording, you must do so.
3.2 You must not record anyone covertly. This includes recording a consultation, conversation or video call without the knowledge of the people taking part where your policy or the law requires them to be told.
3.3 When you use "include system sound" to capture a video consultation, the other participants' voices will be recorded. Make sure they have been told in line with your policy.
3.4 Dictate only the patient information needed for the report or note you are writing.
4. Clinical review of outputs
4.1 Everything AlloScribe produces is a draft. You must review every transcript, report, summary and form entry, correct it where needed, and approve it before it is signed, exported as final, added to a patient record or sent to an EMR or RIS.
4.2 Pay particular attention to values, measurements, laterality, drug names and doses, and to any text marked [unclear]. Resolve every [unclear] marker before you approve a report.
4.3 You must not use Output to make or communicate a clinical decision before it has been reviewed by a clinician.
5. Intended purpose
5.1 AlloScribe records, transcribes and structures what a clinician dictates into a draft for that clinician to review. You must not use it:
- to make clinical decisions or diagnoses on its own, or to suggest diagnoses or treatments;
- to interpret images, signals or test results;
- for triage, risk scoring, monitoring or prediction; or
- in any other way that would make it a medical device or take it outside its intended purpose.
5.2 You must not ask AlloScribe to add findings, impressions or plans that you did not dictate, or present Output as anything other than your own reviewed work.
6. Accounts and devices
6.1 Your account is for you alone. Do not share your password or let anyone else use your account, including colleagues, students or administrative staff. Each person needs their own account.
6.2 Recordings, drafts and reports are stored on your device. Protect your devices with a passcode or password, keep them up to date, and do not leave them unlocked and unattended.
6.3 On shared computers, sign out of AlloScribe when you finish. Do not save your password in a shared browser.
6.4 Review the devices signed in to your account from time to time and sign out any you do not recognise. If you think your account or a device has been compromised, tell us straight away (see section 10).
7. Technical misuse
7.1 You must not, and must not help anyone else to:
- copy, decompile, reverse engineer or attempt to extract the source code of any part of AlloScribe, except as the law expressly allows;
- scrape, crawl or use automated means to access the service, other than through features we provide for that purpose;
- carry out load testing, penetration testing or vulnerability scanning without our written permission;
- circumvent or tamper with credits, billing, usage limits, authentication or security controls;
- access or attempt to access another user's account or data;
- introduce malware or interfere with the service, its infrastructure or other users; or
- resell or provide AlloScribe to others, or use it to build a competing product.
7.2 If you find a security vulnerability, please report it responsibly to security@alloscribe.com rather than testing it further.
8. Unlawful or harmful content
8.1 You must not use AlloScribe to create, store or transmit content that:
- is unlawful, fraudulent or deceptive, including fabricated or falsified clinical records;
- is defamatory, harassing, threatening or discriminatory;
- infringes anyone's intellectual property, privacy or confidentiality; or
- has nothing to do with professional healthcare documentation.
8.2 You must not upload templates, letterheads or other files that you do not have the right to use.
9. Supervision of trainees
9.1 Trainees and students may use AlloScribe only with their organisation's authorisation and under appropriate supervision.
9.2 Reports drafted by trainees must be reviewed and approved in line with local supervision and sign-off arrangements. The supervising clinician and the organisation remain responsible for making sure this happens.
10. Reporting misuse
10.1 Report suspected misuse, compromised accounts, lost devices or security concerns to security@alloscribe.com.
10.2 Report clinical safety concerns, such as an Output error that could have harmed a patient, to hello@alloscribe.com with the subject "Clinical safety". Also report them through your organisation's incident reporting process.
11. Consequences of breaching this policy
11.1 If we reasonably believe this policy has been breached, we may, depending on the seriousness of the breach:
- contact you or your organisation to ask you to stop;
- suspend the user or account concerned, immediately where needed to protect patients, users or the service;
- terminate the account under the Terms; and
- report the matter to your organisation, your professional regulator or the police where appropriate or required by law.
11.2 Credits are not refunded for accounts suspended or terminated for breach of this policy, except where the law requires it.
11.3 We may update this policy from time to time. The date at the top of the page shows when it was last updated.