Terms of Service

1. Service Description

Paige Scribe ("Service") is a healthcare-compliant therapy documentation platform designed for registered healthcare professionals in Ontario, Canada. The Service provides audio transcription, note generation, and session management tools that comply with the Personal Health Information Protection Act (PHIPA) and College of Registered Psychotherapists of Ontario (CRPO) standards.

2. Healthcare Professional Eligibility

The Service is exclusively available to:

• Licensed healthcare professionals in Ontario, Canada
• Registered members of CRPO, OCP, or equivalent regulatory bodies
• Healthcare professionals operating under appropriate professional liability insurance
• Practitioners who maintain current professional registration and continuing education requirements

3. PHIPA Compliance and Data Protection

3.1 Personal Health Information (PHI)

By using this Service, you acknowledge that:

• All therapy session data constitutes Personal Health Information under PHIPA
• You maintain legal authority to collect and process PHI as a Health Information Custodian
• You will obtain appropriate consent from clients before using the Service
• You remain responsible for PHIPA compliance in your therapeutic practice

3.2 Data Processing and Storage

The Service processes PHI under the following conditions:

• All PHI is encrypted using AES-256 encryption standards
• Audio recordings are deleted immediately after transcription
• Session transcripts are retained according to CRPO 10-year requirements
• Data processing may occur in the United States under equivalent protection agreements

4. Professional Responsibilities

4.1 Clinical Judgment

You acknowledge that:

• AI-generated notes are tools to assist documentation, not replace clinical judgment
• You retain full professional responsibility for accuracy of clinical records
• You must review and approve all AI-generated content before finalizing
• The Service does not provide clinical advice or therapeutic interventions

4.2 Client Consent and Disclosure

You agree to:

• Obtain appropriate informed consent from clients before recording sessions
• Disclose the use of AI-powered transcription and note generation
• Provide clients with information about data processing and storage
• Honor client requests for data access, correction, or deletion under PHIPA

5. Subscription and Payment Terms

5.1 Service Tiers

The Service offers multiple subscription tiers:

• Free Tier: 5 sessions per month, 24-hour data retention, basic notes
• Pro Tier: Unlimited sessions, 10-year retention, advanced AI features

5.2 Payment and Billing

Subscription fees are:

• Billed monthly or annually as selected
• Processed securely through Stripe payment processing
• Subject to applicable taxes in your jurisdiction

6. Limitation of Liability

6.1 Healthcare Disclaimer

The Service is a documentation tool only. We disclaim all liability for:

• Clinical decisions or therapeutic outcomes
• Accuracy of AI-generated content
• Professional liability or malpractice claims
• Regulatory compliance in your specific jurisdiction

6.2 Technical Limitations

Our liability is limited regarding:

• Service availability and uptime
• Audio quality or transcription accuracy
• Integration with third-party therapy platforms
• Data loss due to technical failures

7. Privacy and Confidentiality

7.1 Business Associate Agreement

By using the Service, we enter into a Business Associate Agreement (BAA) under which:

• We act as your Business Associate for PHIPA compliance
• We implement appropriate safeguards for PHI protection
• We limit use and disclosure of PHI to permitted purposes only
• We report any suspected breaches within 24 hours

7.2 Third-Party Processing

PHI may be processed by:

• OpenAI (United States) for transcription services under BAA
• AWS (Canada) for secure cloud storage and processing
• All third parties operate under equivalent protection agreements

8. Intellectual Property

8.1 Your Content

You retain ownership of all therapeutic content and session data. We claim no rights to your PHI.

8.2 Service Technology

The Service technology, algorithms, and software remain our intellectual property.

9. Account Termination

9.1 Voluntary Termination

You may terminate your account at any time. Upon termination:

• Your data will be retained for the remainder of your selected retention period
• You may export your data before account closure
• Subscription charges will continue until the end of your billing period

9.2 Involuntary Termination

We may terminate accounts for:

• Violation of these terms
• Non-payment of subscription fees
• Unlawful or unethical use of the Service
• Loss of professional licensing or registration

10. Regulatory Compliance

10.1 PHIPA Compliance

The Service is designed for PHIPA compliance but does not guarantee compliance. You remain responsible for ensuring your use meets all regulatory requirements.

10.2 Professional Standards

You agree to use the Service in accordance with:

• CRPO Professional Practice Standards
• Applicable provincial health regulations
• Professional ethical guidelines
• Institutional policies and procedures

11. Updates and Modifications

We may update these terms as needed to maintain legal compliance or improve service delivery. Material changes will be communicated with 30 days advance notice.

12. Governing Law

These terms are governed by the laws of Ontario, Canada. Any disputes will be resolved in Ontario courts under Canadian healthcare privacy law.

13. Contact Information

For questions about these terms, contact:

• Email: legal@waitingroomtherapy.co
• Privacy Officer: privacy@waitingroomtherapy.co
• PHIPA Inquiries: compliance@waitingroomtherapy.co