Terms of Service

1. Agreement to Terms

By accessing or using Grounded Scribe ("Service"), operated by Grounded Scribe Pty Ltd (ABN 69 695 177 818) ("we", "us", "our"), you agree to be bound by these Terms of Service. If you do not agree, do not use the Service.

These terms apply to all users, including individual practitioners and organisational accounts. We may update these terms from time to time and will notify you of material changes via email or through the Service.

2. Service Description

Grounded Scribe is an AI-powered clinical documentation platform that provides:

• Audio recording and transcription of clinical sessions
• AI-generated clinical notes from transcripts
• Client records and clinical workflow tools
• Clinical assessment delivery and tracking
• AI phone agent for call handling (where applicable)

The Service is designed as a tool to assist health professionals and educators. It does not provide medical advice, diagnosis, or treatment recommendations.

2A. Regulatory Classification

Grounded Scribe is not a medical device as defined under section 41BD of the Therapeutic Goods Act 1989 (Cth).

The Service transcribes and translates clinical conversations into written records. It does not analyse or interpret clinical conversations to generate diagnoses, differential diagnoses, or treatment recommendations not explicitly stated by the healthcare practitioner.

If you believe the Service is being used in a manner inconsistent with this classification, please contact us immediately at support@groundedscribe.com.

For full regulatory details, see our Regulatory Information page.

2B. Free Assessment Tools

Grounded Scribe provides free online assessment calculators ("Free Tools") accessible at groundedscribe.com/tools without registration. These tools are provided for individual clinical, educational, and personal screening use.

Instrument Content

Many of the assessment instruments available through our Free Tools are based on published works in the public domain or used under open licences (such as Creative Commons). Grounded Scribe does not claim copyright over the original text, response scales, or published scoring criteria of these instruments. Attribution to the original authors and publishers is provided on each tool page and in generated reports.

Platform Intellectual Property

All other aspects of the Free Tools constitute Grounded Scribe's proprietary intellectual property, including: the software and source code; the user interface and interactive design; our implementation of scoring algorithms; interpretive text and clinical context authored by our team; report templates, formatting, and visual design; the selection, arrangement, and compilation of instruments on our platform; and our branding, trademarks, and trade dress.

3. Account Registration

To use the Service, you must:

• Be at least 18 years of age
• Provide accurate and complete registration information
• Maintain the security of your account credentials
• Notify us immediately of any unauthorised use of your account

You are responsible for all activity that occurs under your account.

4. Professional Responsibilities

As a practitioner using Grounded Scribe, you acknowledge and agree that:

• You are responsible for obtaining informed consent from clients before recording sessions, including informing clients that an AI documentation tool will be used
• AI-generated notes are a draft and must be reviewed and verified for accuracy before being incorporated into clinical records
• You remain solely responsible for the accuracy and appropriateness of all clinical documentation
• You must comply with all applicable professional regulations, codes of conduct, and privacy legislation
• You are responsible for meeting all clinical record retention requirements under applicable Australian federal, state, and territory legislation (see Section 12 for details)
• Grounded Scribe is a documentation tool and does not replace professional clinical judgement
• You must regularly assess whether the Service remains appropriate and compliant with your professional obligations and registration standards
• You should comply with the guidelines of your professional registration board (e.g., AHPRA) regarding the use of AI tools in clinical practice
• You should refer to the ACSQHC AI Clinical Use Guide for guidance on the safe use of AI-enabled ambient scribes

5. Subscriptions and Payments

5.1 Plans and Billing

• Subscription plans are billed monthly or annually as selected at time of purchase
• All prices are in Australian Dollars (AUD) and are GST-exclusive
• Payment is processed by a PCI DSS Level 1 compliant payment processor
• You authorise us to charge your payment method on a recurring basis until cancelled

5.2 Free Trial

AI Scribe paid plans include a 14-day free trial, and no credit card is required to start. If you add a payment method during the trial, your plan will automatically convert to the selected paid plan when the trial ends, and your payment method will be charged the applicable fee (plus GST) unless you cancel before the trial ends. We will email a reminder to your account email address before your trial ends. If you do not add a payment method, your account will revert to the free plan when the trial ends.

5.3 Subscription Cancellation

You may cancel your paid subscription at any time through your account settings or the Customer Billing Portal. Cancellation takes effect at the end of the current billing period, and you retain access until then. Refunds are addressed in Section 5.4 below.

When a paid subscription is cancelled or not renewed, your account reverts to the free plan. Your account remains active and all your data (clients, sessions, notes, assessments) is retained. You continue to have full access within free plan limits.

Subscription cancellation is not the same as account deletion. To permanently delete your account and all associated data, see Section 12.

5.4 Refunds

Subscription fees are billed in advance and are generally non-refundable. We do not provide refunds or credits for partial billing periods, for periods during which you did not use the Service, or for a change of mind after a payment has been processed.

Nothing in this clause limits the consumer guarantees under the Australian Consumer Law. If the Service is not supplied with due care and skill, is not reasonably fit for a purpose we represented, or otherwise fails to meet a consumer guarantee, you are entitled to a remedy (which may include a refund) as required by law.

We may, at our discretion and as a gesture of goodwill, offer a refund, credit, or complimentary period in circumstances where we are not legally required to do so. Doing so does not create any obligation to do so on future occasions. To request a refund, contact support@groundedscribe.com within 14 days of the charge, quoting your account email and receipt number.

5.5 Changes to Fees

We may change subscription fees from time to time. We will give you at least 30 days of notice before any fee increase takes effect, by email or in-app, and the increased fee will apply from your next billing period. You may cancel before the change takes effect.

5.6 Plan Changes (Upgrades and Downgrades)

You can change your plan at any time from your billing settings. Upgrades take effect immediately: we charge a pro-rata amount (plus GST) for the remainder of your current billing period, and the new plan’s fee applies from your next renewal.

Downgrades take effect at the end of your current billing period. You keep your current plan’s features until then, and the lower fee applies from your next renewal. We do not provide pro-rata cash refunds or credits for downgrades. If your usage at the time of the change exceeds the lower plan’s limits, you may be asked to reduce usage before the change takes effect; your data is retained and full access is restored if you later upgrade again. Nothing in this clause limits your rights under the Australian Consumer Law.

5.7 Pausing a Subscription

Where we make the option available, you may pause an eligible subscription from your billing settings. While paused, billing is suspended and your access becomes read-only — you can view your existing records but cannot create new ones — until you resume. You can resume at any time, which restarts billing from the resume date. Pausing does not extend, credit, or refund any period already paid.

5.8 AI Receptionist Phone Numbers

If you cancel an AI Receptionist subscription to which a phone number is assigned, we hold that number for 30 days. If you resume within 30 days, you keep the same number. After 30 days the number is released and may no longer be recoverable. You are responsible for updating any place the number is published.

6. Acceptable Use

You agree not to:

• Use the Service for any unlawful purpose
• Record sessions without appropriate consent from all participants
• Share your account credentials with others
• Attempt to gain unauthorised access to the Service or its systems
• Use the Service in a manner that could damage, disable, or impair the Service
• Reverse-engineer, decompile, or disassemble any part of the Service

Free Tools Acceptable Use

In addition to the above, when using our Free Tools you agree not to:

• Use automated means (robots, scrapers, crawlers, or data mining tools) to access, download, or copy any content from the Free Tools
• Frame, mirror, or embed any portion of the Free Tools within another website, application, or service (including via iframes or similar technologies)
• Remove, obscure, or alter any branding, attribution, disclaimers, or proprietary notices displayed on the Free Tools or in generated reports
• Present any output or report generated by the Free Tools as originating from you or any third party
• Use the Free Tools to create a substantially similar product or service
• Systematically collect outputs for the purpose of creating a competing database or service
• Use the Free Tools or their content to train artificial intelligence or machine learning models

We reserve the right to impose rate limits or restrict access to ensure fair use and service availability.

7. Intellectual Property

Platform Ownership

The Service, including its software, user interface, visual design, report templates, interpretive text, clinical commentary, and all original content, is owned by Grounded Scribe Pty Ltd and is protected by Australian and international intellectual property laws.

Assessment Instruments

Certain assessment instruments available through the Service are based on works in the public domain or used under open licences. Grounded Scribe does not claim copyright over the original instrument content. Our proprietary rights extend to our specific digital implementation, presentation, and all original expression we have added.

Your Content

You retain ownership of all clinical content you create using the Service, including notes, transcripts, and client records. We do not claim any ownership rights over your content.

Generated Reports

Reports generated by the Service combine your input data with our proprietary report templates, interpretive frameworks, and branding. You may use, download, print, and share generated reports for any lawful clinical or educational purpose. You may not remove or alter Grounded Scribe branding, disclaimers, or attribution from generated reports, or use report templates to create competing products.

8. Data and Privacy

Your use of the Service is also governed by our Privacy Policy, which describes how we collect, use, and protect your information.

You are responsible for ensuring that your use of the Service complies with all applicable privacy and health records legislation, including the Privacy Act 1988 (Cth) and relevant state and territory health records acts.

8.1 Communications

By creating an account you agree to receive essential service emails (billing, security, and account or trial status), which are required to operate the Service. You may also receive occasional product news and special offers; these include a one-click unsubscribe link and can be turned off anytime from Settings → Notifications, without affecting essential account emails.

9. Limitation of Liability

To the maximum extent permitted by law, Grounded Scribe Pty Ltd shall not be liable for any indirect, incidental, special, consequential, or punitive damages arising from your use of the Service.

Our total liability for any claim arising from or related to the Service shall not exceed the amount you paid us in the 12 months preceding the claim.

We do not guarantee the accuracy of AI-generated transcriptions or clinical notes. All AI-generated content should be reviewed by a qualified professional before use in clinical records.

10. Disclaimer of Warranties

The Service is provided "as is" and "as available" without warranties of any kind, whether express or implied. We do not warrant that the Service will be uninterrupted, error-free, or free of harmful components.

Nothing in these terms excludes or limits any consumer guarantee under the Australian Consumer Law that cannot be excluded or limited.

11. Service Availability

We aim to maintain high availability of the Service but do not guarantee uninterrupted access. We may temporarily suspend the Service for maintenance, updates, or circumstances beyond our control.

12. Account Deletion and Termination

12.1 No Automated Deletion

Grounded Scribe does not automatically delete accounts or clinical data. Your account and all associated data will remain intact unless you explicitly request deletion. Cancelling a paid subscription reverts your account to the free plan — your account remains active and all data is retained (see Section 5.3).

12.2 User-Requested Account Deletion

You may request permanent deletion of your account at any time by emailing support@groundedscribe.com. Account deletion is a permanent action that cannot be reversed. The process is as follows:

• We acknowledge your deletion request and confirm a 30-day export window
• During this window, you export your own data directly from within the application using the self-service export tools (PDF, JSON, CSV formats available)
• We do not access, handle, or transmit your clinical data as part of this process — all data remains accessible only through your own authenticated account
• After the 30-day window, we manually and permanently delete your account and all associated data (client records, session notes, transcripts, and assessments)
• We send you a written confirmation by email that the deletion has been completed

12.3 Inactive Accounts

If your account has had no activity (no logins, recordings, or use of any features) for a continuous period of 12 months, we may contact you by email to confirm whether you wish to keep your account active. No data will be deleted without your explicit written confirmation. If we are unable to reach you after reasonable attempts, we will retain your account and data until we receive a response.

12.4 Termination by Grounded Scribe

We may suspend your access to the Service if you materially breach these terms or engage in conduct that we reasonably believe is harmful to other users or the integrity of the Service. In such cases, we will provide reasonable notice where practicable and a 30-day data export window before any permanent deletion, unless the breach involves illegal activity or imminent harm.

12.5 Data Access and Privacy

Your clinical data is accessible only through your own authenticated account. Grounded Scribe staff, including business administrators, do not have the ability to view your clinical records, client data, session notes, or transcripts through the application. Database-level encryption (AES-256) protects all data at rest, and application-level access controls ensure each user can only access their own data.

13. Governing Law

These terms are governed by the laws of Australia. Any disputes arising from these terms or the Service shall be subject to the jurisdiction of the courts of Australia.

Nothing in these Terms is intended to exclude, restrict, or modify any right or remedy, or any guarantee, warranty, or other term or condition, implied or imposed by any legislation which cannot lawfully be excluded or limited. This includes the Australian Consumer Law contained in Schedule 2 of the Competition and Consumer Act 2010 (Cth).

14. Contact

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