Terms of Use

These Terms of Use (“Terms”) govern access to and use of the QuickChart platform, website, applications, transcription tools, AI-assisted documentation tools, telehealth workflows, intake workflows, integrations, and related services made available by QuickChart Inc. (“QuickChart,” “we,” “us,” or “our”).

By accessing or using QuickChart, you agree to these Terms. If you use QuickChart on behalf of a clinic, physician group, healthcare organization, hospital, institution, company, or other entity, you represent that you have authority to bind that entity, and “you” includes both you and that entity.

These Terms apply to individual users, clinics, healthcare organizations, institutional users, patient or guest users, and other users, unless a separate written agreement applies.

These Terms should be read together with QuickChart's Privacy Policy and any applicable order form, institutional agreement, data processing agreement, business associate agreement, or other written agreement with QuickChart. If there is a conflict between these Terms and a signed written agreement with QuickChart, the signed written agreement governs to the extent of the conflict.

1. QuickChart's Role

QuickChart provides technology services to support clinical transcription, documentation, AI-assisted note generation, workflow support, telehealth workflows, intake workflows, and related healthcare operations.

QuickChart is a documentation and workflow support tool. QuickChart does not provide medical advice, diagnosis, treatment, emergency response, or clinical decision-making. QuickChart is not intended to be used as a medical device, diagnostic system, emergency system, or substitute for professional judgment.

Healthcare providers and authorized clinical users remain responsible for all clinical decisions, patient care, documentation, review, approval, and use of outputs generated through the Services.

2. Eligibility and Authority

You must be at least 18 years old or the age of majority in your jurisdiction to create an account or use QuickChart as a registered user.

Patient or guest users may use patient-facing workflows, such as intake or telehealth workflows, only as permitted by the applicable healthcare provider, clinic, institution, parent or guardian, or applicable law.

You may use QuickChart only if you are authorized to do so and only in compliance with applicable laws, professional obligations, institutional policies, privacy requirements, and these Terms.

3. Clinical Review Required

QuickChart may generate transcripts, drafts, summaries, notes, reports, patient-facing materials, intake summaries, or other outputs.

All outputs must be reviewed, edited, verified, and approved by an authorized healthcare professional before they are used for patient care, clinical records, referrals, billing, medico-legal purposes, or other professional purposes.

AI-generated, transcription-generated, or system-generated outputs may be incomplete, inaccurate, or inappropriate for a particular patient or clinical context. QuickChart does not replace clinical judgment.

4. Patient and Guest Users

QuickChart may allow patients or guest users to participate in telehealth, intake, questionnaire, or communication workflows arranged by a healthcare provider, clinic, institution, or other customer.

Patient-facing workflows are intended to support routine information collection, similar to a pre-visit questionnaire or administrative intake process. They are not emergency services, triage services, diagnostic tools, or medical advice.

If you are experiencing a medical emergency or urgent health concern, contact emergency services or your healthcare provider directly. Do not rely on QuickChart for emergency communication or urgent clinical assessment.

Information submitted through patient-facing workflows may be made available to the healthcare provider, clinic, institution, or customer that initiated or uses the workflow.

5. Consent, Notice, and Institutional Approval

You are responsible for obtaining any required patient notice, consent, authorization, institutional approval, or legal authority before recording, transcribing, uploading, processing, or disclosing any conversation, consultation, telephone call, telehealth visit, image, document, file, or other information through QuickChart.

If you use QuickChart in a hospital, clinic, health authority, or institutional setting, you are responsible for ensuring that your use complies with applicable institutional policies and approvals.

QuickChart does not obtain patient consent on your behalf unless expressly agreed in writing.

6. Customer Data

As between you and QuickChart, you retain ownership of information you submit to or generate through the Services, including transcripts, notes, prompts, templates, documents, images, files, intake responses, and workflow data (“Customer Data”).

You grant QuickChart a limited right to process Customer Data as needed to provide, secure, support, maintain, administer, and improve the Services, comply with law, and enforce these Terms, in accordance with the Privacy Policy and any applicable written agreement.

QuickChart does not sell Customer Data. QuickChart does not use customer clinical content for advertising. QuickChart does not use customer clinical content to train QuickChart or third-party foundation models.

7. Privacy, Security, and Data Residency

QuickChart's handling of personal information, personal health information, audio, transcripts, retention settings, data residency, subprocessors, cross-border processing, and security safeguards is described in the QuickChart Privacy Policy.

QuickChart support personnel are not provided routine access to customer clinical content through standard support tooling. Support and administrative tooling is designed to limit access to technical metadata, aggregate statistics, system status, account configuration, and non-PHI logs, as described in the Privacy Policy.

Security and compliance materials, including summaries of privacy, security, or assurance documentation, may be available through QuickChart's trust portal or upon request, subject to confidentiality, security, and contractual requirements. Such materials are informational unless expressly incorporated into a written agreement.

8. Retention and Account Status

Customer Data is retained according to the applicable retention settings, account status, service plan, institutional configuration, Privacy Policy, and applicable written agreements.

QuickChart may delete, archive, restrict access to, or otherwise remove Customer Data associated with inactive accounts, trial accounts, unpaid accounts, expired subscriptions, accounts without an active service plan, or accounts that have not been accessed for an extended period, subject to applicable law, contractual obligations, and any notice requirements we determine are appropriate.

You are responsible for exporting or preserving any Customer Data that you are required to retain before cancelling, downgrading, allowing a trial to expire, or ending use of the Services.

9. Accounts and Credentials

You are responsible for maintaining the confidentiality and security of your account credentials. You agree to provide accurate account information, keep your information current, and promptly notify QuickChart of any suspected unauthorized access, security incident, or misuse of your account.

You must not share accounts, passwords, tokens, API keys, or access credentials except as expressly permitted by QuickChart or by an institutional configuration.

You are responsible for all activity under your account, including activity by users, staff, delegates, contractors, or other individuals you authorize.

10. Templates, Prompts, and User-Created Materials

QuickChart may allow users to create templates, macros, prompts, instructions, shortcuts, workflows, or other user-created materials.

You are responsible for the content of templates, prompts, and user-created materials. Persistent templates and prompts should not include personal health information unless the applicable field or workflow is intended for clinical content and such use is permitted by your organization, configuration, and applicable law.

As between you and QuickChart, you retain ownership of your templates, prompts, and user-created materials. You grant QuickChart a limited right to host, process, display, modify, and use them as needed to provide, secure, support, maintain, and improve the Services.

QuickChart may review templates, prompts, account configuration, or related non-clinical materials where reasonably necessary for support, troubleshooting, security, abuse prevention, or compliance purposes, subject to access controls and the Privacy Policy.

11. Fees, Trials, and Subscriptions

Some Services require payment. You agree to pay all applicable fees, taxes, and charges associated with your plan, subscription, usage, order form, or institutional agreement.

QuickChart may offer a free trial of certain paid features, including a 30-day trial of the Professional plan, unless otherwise stated. At the end of the trial, your account may downgrade to an available Basic or default plan, require enrollment in a paid subscription, or be subject to the plan terms displayed at the time of sign-up.

Subscription plans, pricing, included features, and billing intervals are described on QuickChart's website or in the applicable order form. QuickChart may offer monthly and annual plans. Annual plans may include a discount compared with monthly billing, as stated on the pricing page or in the applicable order form.

Unless cancelled before renewal, subscriptions may renew automatically. You may cancel a subscription at any time, with cancellation effective at the end of the current billing cycle unless otherwise stated in a written agreement.

Fees are non-refundable except where required by law, expressly stated in a written agreement, or approved by QuickChart in its discretion for exceptional circumstances.

Institutional, group, enterprise, pilot, or procurement-based deployments may be separately billed and governed by an order form or institutional agreement.

12. Third-Party Services and Integrations

QuickChart may use or integrate with third-party services, including cloud infrastructure, AI processing, telecommunications, authentication, payment processing, monitoring, analytics, electronic medical record, scheduling, telehealth, and other operational services.

Third-party services may be subject to separate terms, privacy policies, availability, fees, limitations, and security practices.

You are responsible for reviewing and approving content before copying, exporting, pushing, syncing, or entering it into any electronic medical record, clinical record, institutional system, billing system, or third-party platform.

13. Telehealth, Telephone, and Intake Workflows

QuickChart may support telehealth, telephone, PSTN, AI intake, and related workflows.

Telehealth and telephone workflows may rely on third-party telecommunications networks or providers. Telecommunications routing may involve external networks outside QuickChart's direct control.

QuickChart does not record calls for storage as customer audio recordings. Call audio may be transcribed through QuickChart's transcription workflow, and resulting transcripts are stored according to applicable retention settings and the Privacy Policy. Users may turn off transcription if desired.

AI Intake and related workflows are intended to support routine pre-visit information collection and administrative or clinical documentation workflows. They are not emergency services, triage services, diagnostic services, or a substitute for contacting a healthcare provider.

14. Acceptable Use

You must not use the Services to:

• violate any law, regulation, professional obligation, institutional policy, or third-party right;
• submit, upload, process, or disclose information you are not authorized to use;
• record, transcribe, or process a communication without required notice, consent, authorization, or institutional approval;
• use outputs without appropriate human review;
• provide emergency services, urgent clinical alerts, diagnosis, treatment, or triage;
• reverse engineer, decompile, copy, modify, resell, sublicense, or misuse the Services;
• use the Services to develop, train, or improve competing AI, transcription, documentation, or workflow systems;
• bypass access controls, security controls, usage limits, retention settings, or data residency controls;
• interfere with or compromise the security, availability, or integrity of the Services;
• transmit malware, malicious code, or harmful content;
• use the Services for unlawful, fraudulent, abusive, discriminatory, harassing, defamatory, or harmful purposes;
• intentionally place personal health information in support tickets, usernames, file names, persistent templates, or other fields not intended for clinical content; or
• benchmark, evaluate, test, monitor, scrape, audit, or analyze the Services for competitive, commercial, public reporting, model-comparison, or product-comparison purposes without QuickChart's prior written consent.

QuickChart may investigate suspected violations and may suspend or terminate access where appropriate.

15. Service Availability and Changes

QuickChart may modify, update, replace, limit, suspend, discontinue, or remove any feature, workflow, model, integration, data stream, processor, plan, or service from time to time.

QuickChart does not guarantee that the Services will be uninterrupted, error-free, secure, available at all times, or compatible with all systems, browsers, devices, networks, or third-party services.

Some features may be labelled beta, pilot, preview, experimental, or evaluation. Such features may be changed or discontinued at any time and may be less reliable than generally available features.

16. Suspension and Termination

QuickChart may suspend, restrict, downgrade, or terminate access to all or part of the Services if:

• you violate these Terms;
• payment is overdue;
• a trial expires;
• a subscription is cancelled or expires;
• an account is inactive;
• an account has no active service plan;
• your use creates a privacy, security, legal, operational, or reputational risk;
• continued provision of the Services becomes impractical, unlawful, or commercially unreasonable;
• a third-party service required for the Services becomes unavailable; or
• suspension is necessary to protect QuickChart, the Services, customers, users, patients, or third parties.

Upon termination, your right to use the Services ends. QuickChart may delete, archive, restrict, or remove Customer Data in accordance with these Terms, the Privacy Policy, and any applicable written agreement.

17. Intellectual Property

QuickChart and its licensors own all rights, title, and interest in and to the Services, including software, workflows, user interface, models, systems, designs, templates supplied by QuickChart, documentation, trademarks, service marks, and related intellectual property.

Except as expressly permitted by these Terms, you may not copy, modify, reverse engineer, decompile, disassemble, resell, sublicense, or create derivative works of the Services.

If you provide feedback, suggestions, ideas, requests, or recommendations about the Services, QuickChart may use that feedback without restriction or compensation, provided QuickChart does not disclose your confidential information or personal health information in doing so.

18. Confidentiality

Each party may receive confidential information from the other. Confidential information must be used only for purposes related to the Services and must be protected using reasonable safeguards.

Customer clinical content and personal health information are treated as confidential information.

Confidential information may be disclosed only to personnel, contractors, service providers, advisors, or representatives who need to know it and are subject to appropriate confidentiality obligations, or as required or permitted by law.

19. Disclaimers

To the maximum extent permitted by law, the Services are provided “as is” and “as available.” QuickChart disclaims all warranties, representations, and conditions, whether express, implied, statutory, or otherwise, including warranties of accuracy, completeness, reliability, availability, merchantability, fitness for a particular purpose, non-infringement, uninterrupted use, error-free operation, or suitability for clinical, legal, billing, regulatory, institutional, or professional purposes.

QuickChart does not warrant that transcripts, notes, reports, summaries, intake outputs, AI outputs, or other generated content will be accurate, complete, appropriate, or free from errors. You are responsible for human review, professional validation, and appropriate use of all outputs.

20. Limitation of Liability

To the maximum extent permitted by law, QuickChart will not be liable for indirect, incidental, special, consequential, exemplary, aggravated, or punitive damages, or for loss of profits, revenue, goodwill, business opportunity, data, use, or anticipated savings, even if QuickChart has been advised of the possibility of such damages.

To the maximum extent permitted by law, QuickChart's total aggregate liability arising out of or relating to the Services or these Terms will not exceed the amount paid by you to QuickChart for the Services giving rise to the claim during the 12 months immediately before the event giving rise to liability.

If you have not paid QuickChart for the Services, QuickChart's total aggregate liability will not exceed CAD $100.

Nothing in these Terms limits liability for fraud, willful misconduct, gross negligence, or any liability that cannot be limited under applicable law.

21. Indemnity

You agree to defend, indemnify, and hold harmless QuickChart, its affiliates, directors, officers, employees, contractors, service providers, and representatives from claims, damages, losses, liabilities, costs, and expenses, including reasonable legal fees, arising out of or related to:

• your use or misuse of the Services;
• Customer Data submitted, uploaded, processed, or generated through your account;
• your failure to obtain required consent, notice, authorization, or institutional approval;
• your clinical decisions, documentation, patient care, billing, coding, professional conduct, or use of outputs;
• your violation of these Terms;
• your violation of applicable law, professional obligations, or institutional policies;
• your use of third-party services or integrations; or
• any dispute between you and a patient, provider, institution, user, or third party.

This indemnity does not apply to the extent a claim is caused by QuickChart's gross negligence, willful misconduct, or breach of a signed written agreement.

22. Governing Law and Disputes

These Terms are governed by the laws of the Province of Ontario and the federal laws of Canada applicable therein, without regard to conflict of law principles.

Subject to any signed written agreement with QuickChart, the parties will first attempt in good faith to resolve any dispute arising out of or relating to these Terms or the Services informally and commercially reasonably.

If the dispute is not resolved informally, the parties agree to the exclusive jurisdiction of the courts located in Ontario, Canada.

Nothing in these Terms prevents either party from seeking urgent injunctive or equitable relief where appropriate.

23. Changes to These Terms

QuickChart may update these Terms from time to time. If we make material changes, we may provide notice through the Services, by email, or by posting the updated Terms with a revised “Last updated” date.

Continued use of the Services after updated Terms become effective means you accept the updated Terms.

For institutional customers with signed agreements, changes will apply as set out in the applicable agreement.

24. General

You may not assign or transfer these Terms or your rights or obligations under them without QuickChart's prior written consent. QuickChart may assign or transfer these Terms in connection with a merger, acquisition, financing, reorganization, sale of assets, corporate reorganization, or transfer of business operations.

If any provision of these Terms is found to be invalid, illegal, or unenforceable, the remaining provisions will remain in effect.

QuickChart's failure to enforce a provision is not a waiver of its right to do so later.

Except for payment obligations, QuickChart will not be liable for delay or failure to perform caused by events beyond its reasonable control, including internet failures, telecommunications failures, cloud provider outages, third-party service failures, cyberattacks, power failures, labour disruptions, government action, public health emergencies, natural disasters, or other events beyond QuickChart's reasonable control.

These Terms, together with the Privacy Policy and any applicable written agreement, order form, data processing agreement, business associate agreement, institutional agreement, or other agreement with QuickChart, form the agreement between you and QuickChart regarding the Services. If there is a conflict, the signed written agreement governs to the extent of the conflict. Terms included in a purchase order, vendor form, portal submission, or similar document do not modify these Terms unless QuickChart expressly agrees to them in a signed written agreement.

Provisions that by their nature should survive termination will survive, including provisions relating to ownership, confidentiality, payment, privacy, security, disclaimers, limitation of liability, indemnity, governing law, dispute resolution, and any accrued rights or obligations.

25. Contact

Questions about these Terms may be directed to:

QuickChart Inc.
Privacy Officer: Joel Moktar
Address: 2120 Regent St., Unit 2, Sudbury, Ontario, P3E 3Z9
Email: info@quickchart.ca