Terms of Service for healthcare staff
IMPORTANT – READ CAREFULLY BEFORE YOU USE THE MINDOO PLATFORM: these Terms of Service are a legal agreement between you and MINDOO AI BV, a company organized under the laws of Belgium having its registered office at Moonsstraat 29 bus 302, 2018 Antwerp, Belgium and with company number BE1018.909.873 (hereinafter “Mindoo”).
These Terms of Service govern your access to and use of the Mindoo platform as an end user. The Mindoo platform is a specialized agentic AI-platform designed to facilitate structured communication and information handling between patients and healthcare staff, both before and after patient interactions (hereafter the “Platform”).
You are typically a healthcare staff member employed or contracted by a healthcare institution (your “Employer”) that has purchased a license to use the Platform.
By clicking on “I agree”, or by accessing or using the Platform, you agree to be bound by these terms of service.
If you do not agree to these Terms of Service, then you are not allowed to use or access the Platform, nor does Mindoo grant you a license to use its platform.
1. License Grant
1.1 Provided your employer has purchased a subscription to the Platform, 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 of Service and the applicable documentation, for the duration of the subscription purchased by your Employer.
1.2 The extent of the foregoing license granted is restricted to the scope expressly set forth herein and there are no implied licenses hereunder. Mindoo reserves any right not expressly granted to you hereunder.
1.3 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 also agree not to circumvent or attempt to circumvent any technical protections or access controls built into the Platform
2. User Eligibility
2.1 To access and use the services provided through the Platform, you must:
(a) be at least eighteen (18) years of age;
(b) have your place of residence in the European Union; and
2.2 Mindoo reserves the right to suspend or terminate your user account if you do not meet, or fail to continue meeting, these eligibility requirements.
3. Registration and User Account
3.1 You may only use the Platform or access the services provided by Mindoo after creating a personal user account.
3.2 You represent and warrant that all information you provide during the user account registration process (including, but not limited to, your name and email address) is true, accurate, current, and complete. If any of this information changes, you are responsible for updating your account accordingly.
3.3 You must keep your account information (such as your login details and password) secure and confidential. You are responsible for all activities that occur under your account. You must notify Mindoo immediately if you suspect any unauthorized use of your account.
4. Use of the Platform
4.1 While using the Platform, you must adhere to the following principles:
(a) You must use the Platform in compliance with all applicable laws and regulations, including but not limited to those relating to data protection and privacy.
(b) You may use the Platform only as a complementary tool to assist you with administrative tasks in your capacity as a healthcare staff member. The Platform is not intended for, and you may not use the Platform 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.
(c) You must use the Platform in a respectful manner. Harassment, abusive language, or any form of offensive behavior is strictly prohibited.
(d) 'Misuse of the Platform, including granting unauthorized access, the introduction of malicious software or code, use of the Platform for unlawful purposes, or misrepresentation of identity is strictly forbidden.
(e) You must ensure that any health information shared through the Platform is handled with the highest level of confidentiality and security.
4.2 Mindoo reserves the right to suspend or terminate your user account if you do not comply with these principles.
5. Intellectual Property Rights
5.1 Mindoo (or its licensors, as applicable) is and remains the sole and exclusive proprietary owner of all intellectual property rights related to (i) the Platform (including, but not limited to, underlying ideas, user interfaces, algorithms, models, methodologies, methods, software code (both source code and object code)), and any new versions, updates, enhancements or modifications to the Platform, (ii) any potential works resulting from the services provided by Mindoo, and (iii) the AI agents configured through the Platform (items (i) through (iii) collectively referred to as “Mindoo IP”).
5.2 Except for the limited license granted pursuant to section 1 above, no other rights in respect of the Mindoo IP shall be granted or transferred to you. Nothing in these Terms of Service shall convey any title or proprietary right or intellectual property rights in or over the Mindoo IP to you or any third party and you shall not in any way acquire any title, rights of ownership, copyrights, intellectual property rights or other proprietary rights of whatever nature in the Mindoo IP.
6. Disclaimer and Warranties
6.1 Unless expressly stated otherwise in these terms, the Platform is provided “as is,” and Mindoo makes no other representations or warranties, express or implied, with respect to any subject matter under these Terms of Service. To the extent permitted by law, Mindoo disclaims all express or implied warranties, including (but not limited to) implied warranties of accuracy or completeness of data, fitness for a particular purpose, merchantability, or non-infringement.
6.2 You understand that the Platform may be used in a healthcare context, but that it is not designed or intended to function as a medical device within the meaning of applicable medical device regulations. Consequently, 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.
6.3 You acknowledge and agree that the Platform serves solely as a supportive administrative tool, and that all medical decisions, interpretations and actions are the exclusive responsibility of qualified healthcare professionals. The Platform must not be used as a substitute for professional medical advice, clinical judgment, or procedures established by healthcare providers. In particular, you understand that you may use the Platform to consult or retrieve publicly available scientific medical information (including, by way of example, information on medicinal products), but that all 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, and Mindoo expressly disclaims all responsibility and liability in this regard.
6.4 Any 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.
6.5 You understand that the Platform makes use of artificial intelligence, and that it must always be used in a responsible manner, in accordance with its intended purpose, the ethical standards of the sector, and the generally accepted state of the art relating to artificial intelligence and related technologies.
6.6 Mindoo does not guarantee that the Platform will be continuously available or entirely free from bugs or defects. You understand that the Platform may be unavailable during maintenance periods or in the event of a force majeure situation. Where reasonably possible, Mindoo will inform you in advance of such periods
7. Liability
7.1 To the maximum extent permitted by law, Mindoo shall not be liable to you for any indirect, punitive, special, consequential, or similar damages, including without limitation loss of profit, loss of revenue, loss of business, loss or corruption of data, loss of goodwill, reputational damage, (potential) investments, or costs associated with restoring data, arising from or related to your use of the Platform.
7.2 In any event, Mindoo’s liability under these Terms of Service shall be subject to the limitation of liability set out in the agreement concluded with your Employer. If, in certain circumstances, such limitation of liability is held not to apply to these Terms of Service, Mindoo’s maximum liability shall not exceed the amounts actually paid out by Mindoo’s insurer in connection with the event giving rise to the damage related to your use of the Platform.
7.3 To the maximum extent permitted under applicable law, you agree, and accept, not to hold the advisors, agents, contractors, directors, employees, representatives and subcontractors of Mindoo personally liable for or in connection with the Terms of Service (including any extra-contractual liability claim). Any (liability) claim for or in connection with the Terms of Service shall be brought by you solely against Mindoo, except in the case of fraud.
8. Privacy and Data Protection
During your use of the Platform, Mindoo may collect and process personal data. To learn more about our use of your personal data in our capacity as data controller and how Mindoo protects your personal data, please read our privacy policy (https://mindoo.ai/privacy-policy).
9. Confidentiality
9.1 You shall treat as confidential, protect and keep secret all confidential information relating to Mindoo (including but not limited to any visuals, training materials, forms, data extracts, reports, report forms or any other output materials out of the Platform), the Platform and related documentation and shall not disclose it to any third party. You shall not use any such confidential information for any purpose other than as required for the purposes of these Terms of Service.
9.2 The obligations set out in this clause shall enter into force as from the start of your use of the Platform and shall survive during five (5) years after your last access to the Platform.
10. Changes to these Terms of Services
10.1 Mindoo reserves the right to change these Terms of Service from time to time (e.g. to reflect changes in applicable law, best practices or to deal with additional feature(s) which it may introduce).
10.2 Any change to these Terms of Service will be notified to you by email or advised to you on your next log-in to the Platform, ten (10) days prior to entering into force, unless the change is needed to comply with applicable law (in which case, the change may be enforced immediately). The date of the most recent version of these Terms of Service is shown on the first page of these Terms of Service. Please review these Terms of Service periodically to stay informed of changes that may affect you.
10.3 By accessing or otherwise using the Platform after the Terms of Service have been changed in accordance with this clause, you agree to be bound by the amended Terms of Service. If you do not agree with any of the amended Terms of Service, you will have no right to access and use the Platform.
11. Term and Termination
11.1 These Terms shall apply for as long as you maintain your account on the Platform, provided that your Employer maintains an active subscription to the Platform.
11.2 If you fail to comply with these Terms of Service, Mindoo reserves the right to immediately terminate, or, at Mindoo’s discretion, suspend, your access to the Platform, without any formalities and without prejudice to any other rights Mindoo may have under applicable law.
11.3 In addition, your access to the Platform may be refused or terminated in the following circumstances:
(a) if you cease to work for the Employer that authorized your use of the Platform (for whatever reason);
(b) if your Employer has terminated your account;
(c) if the agreement between Mindoo and your Employer terminates or expires.
11.4 Any provisions of these Terms of Service that are expressly or implicitly intended to survive termination shall continue to apply, including, without limitation, the provisions relating to intellectual property rights and limitation of liability.
12. Choice of Law and Forum
These terms of Service shall be governed by and construed in accordance with the laws of Belgium and the courts of Antwerp, division Antwerp Belgium, shall have jurisdiction, without prejudice to the consumer’s right to present a dispute before a competent court on the basis of a mandatory statutory provision.
13. Contact
Please contact hello@mindoo.ai if you have any questions or concerns about these Terms of Service.
