Terms & Conditions

Last updated: March 21, 2026

1. Acceptance of Terms

Welcome to PatNote. These Terms and Conditions ("Terms") constitute a legally binding agreement between you ("User," "you," or "your") and PatNote ("Company," "we," "our," or "us") governing your access to and use of the PatNote mobile application, web application, and related services (collectively, the "Service").

By creating an account, accessing, or using the Service, you agree to be bound by these Terms. If you do not agree to these Terms, you must not access or use the Service. If you are using the Service on behalf of a healthcare organization, you represent and warrant that you have the authority to bind that organization to these Terms.

2. Eligibility

The Service is intended for use by licensed healthcare professionals, medical students under supervision, and authorized healthcare administrative staff. By using the Service, you represent and warrant that:

  • You are at least 18 years of age
  • You are a licensed healthcare professional, a medical student under appropriate supervision, or an authorized member of a healthcare team
  • You have the legal authority to enter into these Terms
  • Your use of the Service will comply with all applicable laws and regulations, including healthcare privacy laws
  • The information you provide during registration is accurate, current, and complete

We reserve the right to verify your professional credentials and may suspend or terminate accounts that cannot be verified.

3. Account Registration and Security

3.1 Account Creation

To use PatNote, you must create an account using one of our supported authentication methods (Google OAuth or phone OTP verification). You are responsible for:

  • Providing accurate and complete registration information
  • Maintaining the confidentiality of your account credentials
  • All activities that occur under your account
  • Notifying us immediately of any unauthorized use of your account

3.2 Account Security

You must take reasonable measures to protect your account, including:

  • Using a secure and unique password or authentication method
  • Not sharing your account credentials with any other person
  • Logging out of your account when using shared devices
  • Enabling device-level security (PIN, biometrics) on mobile devices used to access PatNote

We are not liable for any loss or damage arising from your failure to protect your account credentials.

3.3 Account Termination

You may delete your account at any time by contacting us at support@cydratech.com. We reserve the right to suspend or terminate your account if:

  • You violate any provision of these Terms
  • Your professional credentials cannot be verified
  • We reasonably believe your account has been compromised
  • Your use of the Service poses a risk to other users or patient data

4. Permitted Use

The Service is provided exclusively for legitimate medical collaboration purposes. You may use PatNote to:

  • Communicate with other healthcare professionals about patient care
  • Manage patient records and clinical notes
  • Create and manage worklist items for patient follow-ups
  • Use AI-powered tools to extract action items from clinical discussions
  • Send and receive direct messages with colleagues
  • Participate in group discussions related to medical care
  • Use voice-to-text features for clinical documentation

5. Prohibited Conduct

You agree NOT to use the Service to:

  • Share patient information with unauthorized individuals or for non-clinical purposes
  • Transmit any content that is unlawful, harmful, threatening, abusive, harassing, defamatory, or otherwise objectionable
  • Impersonate any person or entity, or falsely state or misrepresent your professional qualifications
  • Upload or transmit viruses, malware, or any other malicious code
  • Attempt to gain unauthorized access to other users' accounts or any part of our systems
  • Use the Service for any commercial purpose unrelated to healthcare, including advertising or solicitation
  • Scrape, data mine, or use automated tools to extract data from the Service
  • Interfere with or disrupt the integrity or performance of the Service
  • Reverse engineer, decompile, or disassemble any portion of the Service
  • Use the Service in any manner that violates applicable healthcare regulations, including HIPAA, the IT Act (India), or GDPR
  • Store or transmit patient data beyond what is necessary for legitimate clinical collaboration
  • Share login credentials or allow others to access the Service through your account

6. Patient Data and Healthcare Compliance

6.1 Data Controller Responsibilities

As a healthcare professional using PatNote, you are the data controller for any patient information you enter into the platform. You are solely responsible for:

  • Obtaining all necessary patient consents before entering their information into PatNote
  • Ensuring the accuracy and appropriateness of patient data entered
  • Complying with all applicable healthcare data protection laws and regulations in your jurisdiction
  • Implementing appropriate organizational policies for the use of PatNote within your practice
  • Maintaining the minimum necessary standard — entering only information essential for clinical collaboration

6.2 Data Processor Role

PatNote acts as a data processor for patient information entered by healthcare professionals. In this capacity, we:

  • Process patient data only as necessary to provide the Service
  • Implement appropriate technical and organizational security measures
  • Do not use patient data for purposes other than service delivery
  • Will enter into Business Associate Agreements (BAAs) where required by HIPAA

6.3 AI Processing of Patient Data

When you use the AI-powered worklist extraction feature:

  • Message content containing patient references is sent to third-party AI providers for processing
  • AI processing occurs only when you explicitly trigger it (not automatically)
  • You acknowledge that by triggering AI extraction, message content is transmitted to our AI provider partners
  • We select AI providers that maintain appropriate data handling practices, but you should review their privacy policies
  • Extracted worklist items are stored in our database and associated with the relevant group and patient records

6.4 Data Breach Notification

In the event of a data breach affecting patient information, we will:

  • Notify affected users within 72 hours of becoming aware of the breach
  • Provide details about the nature of the breach and the data potentially affected
  • Describe the measures taken to address the breach and prevent future occurrences
  • Cooperate with you in fulfilling your regulatory notification obligations

7. Intellectual Property

7.1 Our Intellectual Property

The Service, including its design, features, functionality, code, text, graphics, logos, and all other materials (collectively, "PatNote IP"), is owned by Cydra Tech and is protected by copyright, trademark, and other intellectual property laws. You may not:

  • Copy, modify, or distribute any PatNote IP without our prior written consent
  • Use our trademarks or branding in any manner that suggests endorsement or affiliation without authorization
  • Create derivative works based on the Service

7.2 Your Content

You retain ownership of all content you create, upload, or transmit through the Service ("User Content"). By using the Service, you grant us a limited, non-exclusive, worldwide license to:

  • Store and process your User Content as necessary to provide the Service
  • Display your User Content to authorized users (group members, conversation participants)
  • Create backups of your User Content for data integrity and disaster recovery purposes

This license is limited to the purposes of providing and improving the Service and does not grant us the right to sell or otherwise commercially exploit your User Content.

8. Third-Party Services

PatNote integrates with several third-party services to deliver its functionality:

  • Google Cloud Platform — Infrastructure and hosting services
  • Firebase Cloud Messaging — Push notification delivery
  • AI Providers (Anthropic Claude, OpenAI, Google Gemini, Mistral) — AI-powered text analysis and worklist extraction
  • Google OAuth — Authentication services
  • PostHog — Product analytics

Your use of these third-party services through PatNote is subject to their respective terms of service and privacy policies. We are not responsible for the practices of third-party service providers, and we encourage you to review their terms.

9. Service Availability and Modifications

9.1 Service Availability

We strive to maintain the Service available 24/7, but we do not guarantee uninterrupted access. The Service may be temporarily unavailable due to:

  • Scheduled maintenance (we will provide advance notice when possible)
  • Unscheduled maintenance to address critical issues
  • Factors beyond our control (internet outages, third-party service disruptions, force majeure events)

9.2 Modifications

We reserve the right to modify, update, or discontinue any feature of the Service at any time. For material changes that significantly affect your use of the Service, we will provide reasonable advance notice through the application or via email.

10. Fees and Payment

PatNote is currently provided free of charge. We reserve the right to introduce paid features or subscription plans in the future. If we do:

  • We will provide at least 30 days' advance notice before charging for previously free features
  • You will have the option to accept or decline the paid features
  • Core functionality will remain accessible
  • Pricing and payment terms will be clearly communicated before any charges apply

11. Disclaimers

11.1 Medical Disclaimer

PatNote is a communication and collaboration tool. It is NOT a medical device, diagnostic tool, or clinical decision support system. Specifically:

  • PatNote does not provide medical advice, diagnoses, or treatment recommendations
  • AI-generated worklist items are suggestions based on text analysis and should always be reviewed by a qualified healthcare professional before being acted upon
  • You are solely responsible for all clinical decisions made while using the Service
  • PatNote should not be used as a substitute for professional medical judgment
  • In medical emergencies, use established emergency communication channels, not PatNote

11.2 Service Disclaimer

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, NON-INFRINGEMENT, OR ACCURACY. WE DO NOT WARRANT THAT:

  • The Service will meet all of your requirements
  • The Service will be uninterrupted, timely, secure, or error-free
  • The results obtained from use of the Service will be accurate or reliable
  • AI-generated content will be free from errors or omissions
  • Any defects in the Service will be corrected within a specific timeframe

11.3 AI Disclaimer

AI-powered features, including worklist extraction, are provided as productivity aids. AI output may contain errors, misinterpretations, or omissions. You must always independently verify AI-generated content before relying on it for clinical purposes. We are not liable for any actions taken based on AI-generated suggestions.

12. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW:

  • PATNOTE SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING BUT NOT LIMITED TO LOSS OF PROFITS, DATA, GOODWILL, OR OTHER INTANGIBLE LOSSES, ARISING OUT OF OR IN CONNECTION WITH YOUR USE OF THE SERVICE
  • OUR TOTAL LIABILITY FOR ALL CLAIMS ARISING FROM OR RELATED TO THESE TERMS OR THE SERVICE SHALL NOT EXCEED THE AMOUNT YOU HAVE PAID US IN THE TWELVE (12) MONTHS PRECEDING THE CLAIM, OR ONE HUNDRED US DOLLARS (USD $100), WHICHEVER IS GREATER
  • WE ARE NOT LIABLE FOR ANY DAMAGES ARISING FROM:
    • Clinical decisions made based on information exchanged through the Service
    • Patient outcomes related to care coordinated through the Service
    • Errors or inaccuracies in AI-generated worklist items
    • Unauthorized access to your account resulting from your failure to maintain account security
    • Service interruptions or data loss due to factors beyond our reasonable control

Some jurisdictions do not allow the exclusion or limitation of certain damages. In such jurisdictions, our liability is limited to the fullest extent permitted by law.

13. Indemnification

You agree to indemnify, defend, and hold harmless PatNote, its officers, directors, employees, agents, and affiliates from and against any and all claims, liabilities, damages, losses, costs, and expenses (including reasonable attorneys' fees) arising out of or in connection with:

  • Your use of the Service
  • Your violation of these Terms
  • Your violation of any applicable law or regulation, including healthcare privacy laws
  • Your infringement of any third-party rights
  • Any patient data you enter into the Service
  • Any content you create, upload, or transmit through the Service
  • Any claim arising from your clinical practice, including but not limited to medical malpractice claims

14. Dispute Resolution

14.1 Governing Law

These Terms shall be governed by and construed in accordance with the laws of India, without regard to its conflict of law provisions.

14.2 Informal Resolution

Before filing any formal dispute, you agree to first attempt to resolve the dispute informally by contacting us at support@cydratech.com. We will attempt to resolve the dispute within 30 days.

14.3 Arbitration

If informal resolution is unsuccessful, any dispute arising from these Terms shall be resolved through binding arbitration in accordance with the Arbitration and Conciliation Act, 1996 (India). The arbitration shall be conducted in English, and the seat of arbitration shall be in India.

14.4 Exceptions

Nothing in this section prevents either party from seeking injunctive or equitable relief in a court of competent jurisdiction for matters involving intellectual property rights or urgent data protection concerns.

15. Push Notifications and Communications

By using the Service, you consent to receive:

  • Transactional notifications — New messages, worklist updates, group invitations, and other Service-related alerts
  • Service announcements — Maintenance notices, security alerts, and feature updates

You may manage notification preferences in the app settings or your device settings. Certain critical notifications (security alerts, Terms updates) cannot be opted out of while you maintain an active account.

16. Open Source and Third-Party Software

The Service may incorporate open-source software components, each governed by their respective licenses. A list of open-source components and their licenses is available upon request. Nothing in these Terms limits your rights under applicable open-source licenses.

17. Severability

If any provision of these Terms is found to be unenforceable or invalid by a court of competent jurisdiction, that provision shall be limited or eliminated to the minimum extent necessary, and the remaining provisions of these Terms shall remain in full force and effect.

18. Waiver

Our failure to enforce any right or provision of these Terms shall not be considered a waiver of such right or provision. A waiver of any right or provision will be effective only if in writing and signed by a duly authorized representative of PatNote.

19. Entire Agreement

These Terms, together with our Privacy Policy and any other agreements or policies referenced herein, constitute the entire agreement between you and PatNote regarding the Service and supersede all prior agreements, understandings, and communications, whether written or oral.

20. Changes to These Terms

We reserve the right to modify these Terms at any time. When we make material changes, we will:

  • Update the "Last updated" date at the top of this page
  • Notify you through the application or via email
  • Provide at least 14 days' notice before material changes take effect

Your continued use of the Service after the effective date of any changes constitutes your acceptance of the revised Terms. If you do not agree to the revised Terms, you must stop using the Service and delete your account.

21. Contact Information

For any questions, concerns, or notices regarding these Terms, please contact us:

PatNote Legal Team

Email: support@cydratech.com

General Support: support@cydratech.com