Updated on March 5th, 2026

Terms of Service

1. Introduction

Welcome to Mindoo. These Terms of Service ("Terms") govern your access to and use of the Mindoo platform and any services offered through it.

This is a legal agreement between you and Mindoo AI BV, a company organised under the laws of Belgium, with registered office at Moonsstraat 29 B302, 2018 Antwerpen, Belgium, enterprise number BE1018909873 (RPR Antwerpen, afdeling Antwerpen) ("Mindoo", "we", "us").

Our mission is to support healthcare workflows by organising and presenting information through advanced agentic artificial intelligence technology, while ensuring that healthcare professionals remain fully responsible for reviewing, validating, and using that information in their clinical practice.

By clicking "I agree", creating an account, or using the Mindoo platform, you accept these Terms. If you do not agree, you may not use or access the platform.

These Terms apply to all users of the Mindoo platform, including patients and healthcare professionals. Certain sections contain provisions that apply specifically to one group — these are clearly marked.

2. Our Services

Mindoo offers a range of services aimed at improving the healthcare experience:

Patient-Facing AI Agents: Mindoo's conversational AI agents engage with patients to collect, structure, and organise health-related information before and after consultations. The resulting information is made available to healthcare professionals for review and verification.
Healthcare Professional AI Agents: Mindoo provides AI agents that assist healthcare professionals with clinical documentation (such as scribing during or after consultations) and with retrieving or structuring information from integrated health record systems. These agents do not provide medical advice or clinical decision-making.
Professional Dashboard: Healthcare professionals can access a specialised dashboard to review patient interactions, structured information, and agent outputs, supporting more informed and efficient consultations.

3. License Grant

3.1 For patients

Mindoo grants you a personal, limited, revocable, non-exclusive, non-transferable, and non-sublicensable right to use the platform solely to interact with Mindoo's AI agents in preparation for, or as follow-up to, your appointment with a healthcare professional.

3.2 For healthcare professionals

Mindoo grants you a restricted, personal, revocable, non-exclusive, non-transferable, limited license (without the right to sub-license) to access and use the platform in accordance with these Terms and the applicable documentation. Where your employer or contracting healthcare institution ("Employer") has purchased a subscription to the platform, your license is granted for the duration of that subscription. Where you subscribe to the platform directly, your license is granted for the duration of your active subscription.

3.3 General

The scope of the license is restricted to what is expressly set forth in these Terms. No implied licenses are granted. Mindoo reserves all rights not expressly granted to you.

You may not copy, modify, decompile, reverse engineer, disassemble, attempt to derive the source code of, or create derivative works based on the platform, except where such restrictions are not permitted under applicable law. You may not circumvent or attempt to circumvent any technical protections or access controls built into the platform.

4. User Eligibility

4.1 General requirements

To use the Mindoo platform, you must:

be at least eighteen (18) years of age; and
have your place of residence in Belgian territory.

If you are under eighteen (18) years of age, you may only use the platform with the permission of your parents or legal guardians and under their supervision.

4.2 Additional requirements for healthcare professionals

In addition to the general requirements, healthcare professionals must be duly trained, qualified, licensed, or otherwise legally authorised under applicable law to provide healthcare, medical, paramedical, or therapeutic services in a professional capacity.

Mindoo reserves the right to suspend or terminate your account if you do not meet, or cease to meet, these eligibility requirements.

5. Registration and Account

5.1 Account creation

To use the platform, you must create an account by completing the registration process. You represent and warrant that all information you provide during registration (including your name, email address, and any other requested information) is true, accurate, current, and complete.

5.2 Account security

You are responsible for maintaining the confidentiality of your login credentials and for all activities that occur under your account. You must notify Mindoo immediately at hello@mindoo.ai if you suspect any unauthorised use of your account.

5.3 Account updates

You are responsible for keeping your account information up to date. Should any of your information change, you must update your account promptly.

6. Acceptable Use

6.1 General rules

When using the platform, you must:

use the platform in compliance with all applicable laws and regulations, including those relating to data protection and privacy;
engage with the platform in a respectful manner — harassment, abusive language, or offensive behaviour is strictly prohibited;
ensure that any health information shared through the platform is handled with the highest level of confidentiality and security.

6.2 Prohibited activities

You may not:

use the platform for any purpose other than its intended use as described in these Terms;
grant unauthorised access to the platform or share your login credentials;
upload, introduce, or attempt to introduce malicious code or software;
misrepresent your identity or impersonate another person;
collect or attempt to collect personal data of other users, whether manually or through automated means (robots, spiders, crawlers, or similar tools);
use the platform in any manner that could damage, disable, overburden, or compromise Mindoo's systems or security, or interfere with the use of the platform by other users.

6.3 Additional obligations for healthcare professionals

Healthcare professionals must use the platform only as a complementary administrative tool to assist with their professional activities. The platform is not intended for, and may not be used for, the diagnosis, prevention, monitoring, prediction, prognosis, treatment, or alleviation of diseases or other medical conditions, nor for making or supporting clinical decisions.

Any outputs generated by the platform are purely preparatory in nature and must always be independently reviewed, interpreted, and validated by a qualified healthcare professional before any clinical use.

7. Nature of the Service and Medical Disclaimer

7.1 Not a medical device

Unless explicitly stated otherwise in writing, Mindoo is not provided as a regulated medical device within the meaning of applicable medical device regulations. The platform does not perform autonomous clinical decision-making and does not determine diagnoses or treatment plans.

7.2 No medical advice

Mindoo does not provide medical advice, diagnosis, treatment, clinical recommendations, or decision support, and does not influence or determine clinical decisions, regardless of when or how conversational agents are used.

All clinical decisions remain the sole responsibility of the treating healthcare professional. Outputs generated by Mindoo are purely preparatory in nature and must always be independently reviewed, interpreted, and validated by a human healthcare professional before any clinical use.

7.3 Not official medical records

Outputs, reports, or data generated by the platform do not constitute official medical records and must not be regarded as a substitute for documentation created, reviewed, or approved by healthcare professionals within their own clinical systems.

7.4 Use of artificial intelligence

You understand and agree that the platform makes use of artificial intelligence, and that such use must at all times be responsible, careful, and informed, in accordance with the intended purpose of the platform, applicable ethical standards within the relevant sector, and the generally accepted state of the art in artificial intelligence and related technologies.

7.5 Scientific information

Where the platform provides access to publicly available scientific or medical information (including information on medicinal products), such information is provided "as is" and "as available", without any guarantee by Mindoo regarding its accuracy, completeness, timeliness, or suitability for any particular purpose. Any use, interpretation, or application of this information remains solely the responsibility of the healthcare professional.

8. Intellectual Property

Mindoo (or its licensors, as applicable) is and remains the sole and exclusive owner of all intellectual property rights related to the platform. This includes, without limitation, underlying ideas, user interfaces, algorithms, models, methodologies, software code (both source and object code), AI agents configured through the platform, and any new versions, updates, enhancements, or modifications.

Except for the limited license described in Section 3, no other rights in or to the platform shall be granted or transferred to you. These Terms do not convey any title, ownership, or intellectual property rights to you or any third party. You may not use, reproduce, distribute, or create derivative works from any content on the platform without our express written permission.

9. Disclaimer of Warranties

The platform is provided on an "as is" and "as available" basis. To the maximum extent permitted by applicable law, Mindoo disclaims all warranties, whether express or implied, including implied warranties of accuracy or completeness of data, fitness for a particular purpose, merchantability, and non-infringement.

Mindoo does not guarantee that the platform will be continuously available, uninterrupted, or entirely free from bugs or defects. The platform may be unavailable during maintenance periods or in the event of force majeure. Where reasonably possible, Mindoo will inform you in advance of planned downtime.

10. Limitation of Liability

10.1 Exclusion of indirect damages

To the maximum extent permitted by applicable law, Mindoo shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including without limitation loss of profits, loss of revenue, loss of business, loss or corruption of data, loss of goodwill, reputational damage, or costs associated with restoring data, arising out of or related to the use of the platform.

10.2 Cap on liability

For patients: Mindoo's maximum aggregate liability shall not exceed the amounts actually paid out by Mindoo's insurer in connection with the event giving rise to the claim.

For healthcare professionals: Mindoo's liability shall be subject to the limitation of liability set out in the agreement concluded with your Employer. If, in certain circumstances, such limitation is held not to apply, Mindoo's maximum liability shall not exceed the amounts actually paid out by Mindoo's insurer in connection with the relevant event.

10.3 Personal liability

To the maximum extent permitted under applicable law, you agree not to hold the advisors, agents, contractors, directors, employees, representatives, and subcontractors of Mindoo personally liable for or in connection with these Terms (including any extra-contractual liability claim). Any claim shall be brought solely against Mindoo, except in the case of fraud.

10.4 Mandatory liability

Nothing in these Terms excludes or limits liability that cannot be excluded under applicable law, including liability for fraud, wilful misconduct, or gross negligence.

11. User Responsibility and Indemnification

Users and healthcare professionals are responsible for:

the accuracy and completeness of the information they provide to Mindoo;
independently reviewing and validating all outputs generated by the platform;
complying with applicable medical, professional, and legal obligations.

Mindoo is not responsible for errors, omissions, or outcomes resulting from inaccurate, incomplete, or misleading input data, or from the use of outputs without appropriate professional review.

Users and healthcare organisations agree to indemnify and hold harmless Mindoo from any claims, damages, or losses arising from inaccurate, incomplete, or unlawful data provided to the platform, misuse of the platform or its outputs, or failure to comply with applicable laws, regulations, or professional obligations.

12. Confidentiality (Healthcare Professionals)

If you are a healthcare professional, you shall treat as confidential, protect, and keep secret all confidential information relating to Mindoo (including but not limited to visuals, training materials, forms, data extracts, reports, and any other output materials from the platform), and shall not disclose it to any third party. You shall not use any such confidential information for any purpose other than as required by these Terms.

This obligation enters into force upon your first use of the platform and survives for five (5) years after your last access to the platform.

13. Privacy and Data Protection

13.1 For patients

We collect and process your personal data on behalf of the healthcare professional or institution with whom you have an appointment. In this context, we act as their data processor and have entered into a data processing agreement in line with applicable law. For more information, please refer to our Patient Privacy Notice or contact the hospital or healthcare professional responsible for your appointment.

13.2 For healthcare professionals

During your use of the platform, Mindoo may collect and process personal data in its capacity as data controller. To learn more about how we use and protect your personal data, please read our Privacy Policy.

14. Term and Termination

14.1 Duration

For patients, these Terms apply each time you use the platform.

For healthcare professionals, these Terms apply for as long as you maintain your account on the platform and hold an active subscription — whether through your Employer or directly.

14.2 Termination by Mindoo

If you fail to comply with these Terms, Mindoo reserves the right to immediately terminate or suspend your access to the platform, without formalities and without prejudice to any other rights Mindoo may have under applicable law.

14.3 Termination of healthcare professional access

Where your access is provided through an Employer, your access may also be terminated if:

you cease to work for the Employer that authorised your use of the platform;
your Employer has terminated your account; or
the agreement between Mindoo and your Employer terminates or expires.

Where you subscribe directly, your access terminates when your subscription expires or is cancelled.

14.4 Survival

Any provisions of these Terms that are expressly or implicitly intended to survive termination shall continue to apply, including the provisions relating to intellectual property, limitation of liability, and confidentiality.

15. Modifications to these Terms

Mindoo reserves the right to update or modify these Terms from time to time, for example to reflect changes in applicable law, best practices, or to address new features.

Any change will be notified to you by email or upon your next login to the platform, at least ten (10) days before entering into force, unless the change is needed to comply with applicable law (in which case, the change may take effect immediately).

By continuing to access or use the platform after the updated Terms enter into force, you agree to be bound by them. If you do not agree, you must stop using the platform.

16. Governing Law and Jurisdiction

These Terms of Service shall be governed by and construed in accordance with the laws of Belgium.

The courts of Antwerp (division Antwerp), Belgium, shall have exclusive jurisdiction over any dispute arising from the interpretation or performance of these Terms, without prejudice to the consumer's right to bring a dispute before a competent court on the basis of a mandatory statutory provision.

17. Contact Us

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

Mindoo AI BVEmail: hello@mindoo.aiAddress: Moonsstraat 29 B302, 2018 Antwerpen, BelgiumEnterprise number: BE1018909873

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