Legal / Ozana AI Scribe

Terms and Conditions

This app is intended for clinicians and is not for use by consumers.

Version 1.0. Effective 8 October 2026.

1. About these Terms

1.1 These Terms govern your use of the Ozana AI Scribe mobile app, its web version and its API (the "App").

1.2 The App is provided by Doctoria Ltd, a company registered in England and Wales (company no. 13487661), The Innovation Pop Up, Gilbert Scott Building (Level A), Leeds General Infirmary, Great George Street, Leeds, LS1 3EX, United Kingdom ("we", "us"). Doctoria Ltd is the merchant of record for all purchases. Our subsidiary Ozana Labs Inc supports users in the United States.

1.3 You must tick to accept these Terms, our Privacy Policy and our Cookies Policy each time you register or sign in, including when you sign in with Google, Apple or Microsoft. We keep a record of the versions you accepted and when.

1.4 If you use the App on behalf of an organisation, you confirm you have authority to accept these Terms for it.

1.5 If your organisation has a signed agreement with us, including a data processing agreement or business associate agreement, that agreement takes priority over these Terms where they conflict.

1.6 We will tell you in the App before material changes to these Terms take effect.

2. Using the App

2.1 The App listens to the consultation between a clinician and a patient, in any of its supported languages, and drafts a structured clinical note for the clinician to review.

2.2 The App is for registered clinicians and healthcare organisations only. You must be 18 or over. Patients do not have accounts.

2.3 The App supports communication. It does not give clinical advice or replace your professional judgement. You remain responsible for:

  • checking that the patient has understood, especially safety-critical information;

  • correcting the draft note where it is inaccurate or incomplete;

  • reviewing and approving every note before it goes into a clinical record.

2.4 The App is not a medical device and must not be used as one.

2.5 Before each session you must tell the patient that an AI scribe is being used and record their answer in the App. If the patient declines, do not use the App for that consultation.

2.6 Keep your sign-in details confidential, use multi-factor authentication and do not share your account. Tell us straight away at support@ozana.ai if you think your account has been misused.

2.7 The App needs an internet connection and may sometimes be unavailable. Always have another way to document the consultation.

3. Patient data

3.1 For consultation content, your organisation is the controller (in the US, the covered entity) and we act as its processor (in the US, its business associate). For your account data, we are the controller. Our Privacy Policy gives the details.

3.2 Consultation content is held only while the session is active and is deleted when the session ends. Copy anything you need into your clinical record before ending the session.

3.3 We do not use consultation content to train AI models.

3.4 Data for UK and non-US accounts stays in the United Kingdom. Data for US accounts stays in the United States.

3.5 Only enter the patient details you need for the session.

4. Acceptable use and security

4.1 You must not:

  • use the App outside genuine patient care;

  • record, screenshot or export consultation content, except into your organisation's approved record system;

  • try to access other users' data, get around security controls or reverse-engineer the App;

  • use the App on a jailbroken or rooted device.

4.2 Report any suspected security incident to support@ozana.ai straight away.

4.3 We may suspend access where needed to protect patients, users or the App. We will tell you why as soon as it is safe to do so.

5.1 Fees. Prices are shown in the App or in your order form. Subscriptions renew automatically until cancelled. Purchases made through an app store are billed and managed by Apple or Google.

5.2 Business use only. The App is supplied only to clinicians and healthcare organisations for business use and is not offered to consumers.

5.3 Intellectual property. We own the App and the Ozana name and logo. We give you a non-exclusive, non-transferable licence to use the App during your subscription. Your organisation owns its consultation content.

5.4 AI output. Draft notes can contain errors, especially with dialects, poor audio or specialist terms. Check important information with the patient.

5.5 Liability. Nothing in these Terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot be limited by law. Otherwise, we are not liable for indirect or consequential loss, or for clinical decisions made using the App, and our total liability in any 12 months is limited to the fees paid for the App in that period.

5.6 Termination. You can stop using the App and delete your account at any time. We may end your access if you seriously breach these Terms.

5.7 App stores. Apple and Google are not responsible for the App.

5.8 Governing law. These Terms are governed by the law of England and Wales, and the courts of England and Wales have jurisdiction.

5.9 General. If any part of these Terms cannot be enforced, the rest remains in force. You may not transfer these Terms without our consent.

5.10 Contact. Support: support@ozana.ai. Data protection: privacy@doctoria.co.uk. Post: Doctoria Ltd, The Innovation Pop Up, Gilbert Scott Building (Level A), Leeds General Infirmary, Great George Street, Leeds, LS1 3EX, United Kingdom.