Effective Date: 11th December 2025
Owned and operated by Actualised Living Ltd
The website, software application and any related services known as 'Zone Scribe' (Zone
Scribe) has been developed and is operated by Zone Scribe ltd.
By accessing and/or using Zone Scribe you agree to these terms (Terms).
You confirm that you have the power and authority to enter into, be bound by, and deliver
and perform the obligations under, these Terms. You must not use Zone Scribe if you do not
agree to these Terms.
1. Accounts and registration
1.1 Accounts
To access Zone Scribe, you must register for, and hold, an account for your use (Account).
By creating an Account you confirm that you:
- possess the legal right and ability to enter into a legally binding agreement with us;
and/or - are acting under the instruction or authority of a Data Controller (e.g. an NHS
organisation) when using Zone Scribe for professional purposes; and (c) agree to use
Zone Scribe only in accordance with these Terms and our Usage Policy.
1.2 Registration process
As part of registering for, and activating, your Account, you will need to provide us with
information, including personal information about you, which we collect to operate our
business and Zone Scribe and ensure Zone Scribe remains safe and secure for users. This
information will include your full name and contact details (such as the contact email and
phone number). We will use and disclose this information for the purposes of operating our
business, Zone Scribe, the related services, and as otherwise described in our Privacy Policy.
1.3 Account security
When you register and activate your Account, you can choose your username and
password. You are responsible for keeping your username and password secure and are
responsible for all use and activity carried out under your Account on Zone Scribe. If you are
acting under the instruction of a Data Controller, you must ensure that your use of Zone
Scribe aligns with the data protection policies and agreements of that Data Controller.
2. Services
2.1 Zone Scribe overview
Zone Scribe is a software application that uses artificial intelligence to assist users in
creating, organising, and managing written content. The service enables users to generate
summaries, notes, documents, transcripts, and other text outputs based on information
provided by the user, including typed input, uploaded documents, and recorded or
uploaded audio.
2.2 Updates to Zone Scribe functions
From time to time, we may (in our sole discretion):
- change or update Zone Scribe or its functions; or
- agree to provide new functions.
- change or update Zone Scribe or its functions; or
- agree to provide new functions.
Such updates or new functions may be subject to additional terms and fees as notified to
you by Zone Scribe.
2.3 Term
These Terms commence when you first access Zone Scribe and will continue until
terminated by you or Zone Scribe in accordance with these Terms.
3. Fees and payments
3.1 Subscription Fees and additional fees
- In order to access Zone Scribe, you may be required to pay a subscription fee as
published on our website, Zone Scribe, or as otherwise agreed with you
(Subscription Fee) for your chosen subscription period (Subscription Period). All fee
amounts are in British pounds unless otherwise indicated. - Subscription Fees (including any required taxes) are payable in advance for the
relevant Subscription Period and Zone Scribe may terminate your Account and these
Terms where you have not paid the relevant Subscription Fees, where the
Subscription Period has expired, or where it is determined that your use of Zone
Scribe violates the data protection agreements or policies of any Data Controller
under whose instruction you are acting. - Zone Scribe may vary the Subscription Fee on reasonable advance notice with such
varied Subscription Fee to apply at the commencement of your next Subscription
Period. - Your subscription will automatically renew at the end of the applicable Subscription
Period, unless you cancel your subscription before the end of the then-current
Subscription Period. The cancellation will take effect the day after the last day of the
then-current Subscription Period. Zone Scribe does not provide refunds or credits for
any partial Subscription Period, except as expressly stated in these Terms. - You further agree that your access to and use of new or updated functions (as
contemplated by clause 2.2) may be subject to additional fees which will be agreed
between us before your access and use.
4. Privacy and data use
4.1 Privacy obligations
- Each party must, in the performance of these Terms, comply with applicable privacy
laws in respect of any personal information, including without limitation the General
Data Protection Regulation (GDPR) in the European Union and any other relevant
jurisdictional privacy laws. - Without limiting clause 1(a), You must ensure that at all times you hold all necessary
authorisations and consents required under applicable privacy laws to disclose to us,
and to permit us to use and disclose, any personal information you provide to us as
contemplated by these Terms. This includes ensuring that any data you process using
Zone Scribe, while acting under the instruction of a Data Controller, complies with
the respective organisation's data protection agreements and policies.
4.2 Personal Information Collection Notice
- We collect, store, use and disclose personal information about you and patients in
order to provide you with use of Zone Scribe and for purposes otherwise set out in
our Privacy Policy. - Our Privacy Policy explains:
- how we store and use, and how you may access and correct your personal
information; - how you can lodge a complaint regarding the handling of your personal
information; and - how we will handle any complaint. If you would like any further information
about our Privacy Policy or practices, you can view our Privacy Policy or
contact us at support@zonescribe.ai
- By providing your personal information to us, you consent to the collection, use,
storage, and disclosure of that information as described in these Terms and our
Privacy Policy. - We may disclose personal information to third parties that help us deliver our
services or improve Zone Scribe (including to software developers, information
technology and communication suppliers and our business partners) or as required
or permitted by law. - If you do not provide this information, we will not be able to provide Zone Scribe or
related services to you.
4.3 Use of de-identified information
- Zone Scribe may de-identify information, not including health information, that is
made available to Zone Scribe in connection with Zone Scribe and use or disclose
such information in a de-identified form for the purposes of:
- making available relevant functionality to you; and
- as otherwise described in our Privacy Policy.
- You acknowledge that De-identified Use may involve disclosure of de-identified
information to third parties as part of making Zone Scribe and certain functionality
(including Third Party Functionality) available to you. - Zone Scribe will take reasonable steps to ensure that information that is de-
identified under clause 4.3(a) cannot be reverse-engineered, re-identified, or linked
back to you, or patients by third parties.
5. Use of Zone Scribe
5.1 General
- comply with all applicable laws and professional obligations in connection
with:
a. these Terms; and
b. your use of Zone Scribe and any related services; - receive consent from your patient to share personal and sensitive
information with Zone Scribe if mandatory in your jurisdiction; - cooperate and comply with all reasonable directions of Zone Scribe in
relation to your use of Zone Scribe; - comply with Zone Scribe's Platform Usage Policy as notified to you from time
to time; - notify Zone Scribe immediately if you become aware of:
a. any actual or potential defect in Zone Scribe or related services; and
b. any complaint reported by any other person in connection with Zone Scribe; and - comply with these Terms in full at all times.
- Except as otherwise permitted under these Terms, you must not:
- distribute, sub license or otherwise transfer all or any part of Zone Scribe to
any other person; - grant any security interest over Zone Scribe;
- Attempt to disassemble, decompile or otherwise reverse engineer the
Platform, except as permitted by applicable copyright laws; - alter, customise, modify, or create derivative works of Zone Scribe;
- expose Zone Scribe, or any data to reasonably avoidable cyber risks;
- remove, obliterate or alter any proprietary notice on Zone Scribe;
- supply inaccurate data to Zone Scribe or any other person through Zone
Scribe; - you must not do any act that would have an adverse impact on the
reputation or standing of Zone Scribe; or - you must not do any act that is unlawful or is prohibited by any Laws
applicable to Zone Scribe
5.2 Third-party functionality
- Zone Scribe's functionality may involve the use of software, data, applications,
services, or content that is provided to Zone Scribe by third parties (Third Party
Functionality). - You agree to comply with any reasonable additional terms notified to you by Zone
Scribe in respect of the use of Third Party Functionality, or outputs of such
functionality. If you do not agree to comply with those terms, we will not be able to
offer Zone Scribe and the related services to you and accordingly, we may need to
cancel or terminate your Account, or you may cancel or terminate your Account.
5.3 Records
You will maintain accurate and complete records and documents related to your interaction
with and use of Zone Scribe and the related services, including as required by law.
6. Linked sites and resources
Zone Scribe may contain links to websites and operated by third parties (Third Party
Resources). Unless expressly stated otherwise, we do not endorse and are not responsible
for the content of Third Party Resources, and have no control over or rights in those Third
Party Resources. The terms that may apply to Third Party Resources may differ substantially
from these Terms, so you should read them before using Third Party Resources.
- 6.1 Customers retain full ownership of the data they enter or generate.
- 6.2 Actualised Living Ltd will use this data only to deliver and improve the Service.
- 6.3 On request or termination, data will be deleted or returned within 30 days.
- 6.4 Permanent deletion will follow standard backup policies.
7. Intellectual Property
7.1 Our intellectual property rights
- Unless otherwise indicated, we own or license from third parties all rights, title, and
interest (including copyright, designs, patents, trademarks and other intellectual
property rights) in Zone Scribe and any material (including all text, graphics, logos,
audio and software) made available through Zone Scribe (Zone Scribe Content). - To enable Zone Scribe to use your feedback for its business purposes and to improve
Zone Scribe, you agree to grant us a non-exclusive, worldwide, perpetual,
irrevocable, royalty-free, sublicensable licence and authority to use feedback you
provide to us for these purposes. This licence allows us to make improvements to
Zone Scribe from your suggestions, enhancement requests, recommendations, and
information you provide to us (including any information which is your intellectual
property) without restriction and without payment.
7.2 License to the Zone Scribe and Content
Zone Scribe grants you a limited, non-exclusive, non-transferable licence to access and use
Zone Scribe and Zone Scribe Content during the term of these Terms solely for your internal
business, organisational, or professional purposes, in accordance with these Terms and all
applicable laws.
You may use Zone Scribe to generate, create, organise, or manage written or audio-derived
content for legitimate administrative, operational, clinical, managerial, educational, or other
lawful activities relevant to your organisation or role.
Except as expressly permitted under these Terms, you must not:
- modify, copy, distribute, transmit, display, perform, reproduce, publish, license,
commercially exploit, create derivative works from, transfer or sell any Zone Scribe
Content or functionality; - use Zone Scribe for any purpose that is unlawful, misleading, or infringes the rights
of any person; or - resell, sub-license, or otherwise provide access to Zone Scribe to any third party
except as permitted under your Account.
Zone Scribe licences certain components and content from third parties. Your use of such
components may be subject to additional restrictions notified to you from time to time.
7.3 License to your materials
You grant to Zone Scribe a non-exclusive, worldwide, perpetual, irrevocable, royalty-free,
sublicensable licence and authority to use the deidentified material you provide or
otherwise make available to Zone Scribe for the purpose of Zone Scribe making Zone Scribe
functionality available to you, and as otherwise permitted by these Terms.
8. Human Oversight and Clinical Responsibility
The Ambient AI functionality within the Zone Scribe is not intended to function as anautonomous clinical decision-making system. The AI provides generated text, summaries, orrecommendations solely to support human users in performing their professional duties.
A human user must remain in the loop and is solely responsible for reviewing, validating,
and approving all final decisions, actions, or outputs derived from the AI system. The user is
responsible for verifying the accuracy, completeness, and appropriateness of all AI-
generated information prior to inclusion in any clinical record, communication, or
intervention.
By using Zone Scribe, users acknowledge and agree that:
- The Ambient AI outputs are assistive and do not constitute medical advice or clinical
judgment. - Final responsibility for all clinical decisions rests exclusively with the human user.
- The Company accepts no liability for any clinical, operational, or administrative
decision made solely on the basis of AI-generated content without appropriate
human oversight. - Use of the AI system must be consistent with applicable MHRA, DTAC, standards
governing human oversight in medical device and data management contexts.
9. Confidential information
- You must not disclose any Content or any information of a confidential nature
communicated by us, or otherwise learnt, accessed or generated by you as a result
of entering into these Terms or using Zone Scribe, Zone Scribe Content or receiving
related services (Confidential Information) except:
- to your personnel who have a need to know;
- if the disclosure is required by law; or
- if the recipient of the Confidential Information has independently obtained
such information from a third party (other than via a breach of confidence).
For the avoidance of doubt, information which is in the public domain (other
than as a result of a breach of confidence) is not Confidential Information.
- You must hold the Confidential Information in strict confidence and employ all
reasonable steps to protect the Confidential Information from unauthorised or
inadvertent disclosure, including without limitation all steps you take to protect your
own information that you consider proprietary and/or confidential. You must
promptly notify us of any actual or suspected security breach in relation to Zone
Scribe or related services, or your access to or use of Zone Scribe, Zone Scribe
Content or related services.
10. Limitations
10.1 Technical requirements
You acknowledge that you are responsible for ensuring that your information technology
and other systems are able to work in conjunction with Zone Scribe.
10.2 No professional medical or healthcare advice
- You agree that your use of Zone Scribe, Zone Scribe Content and the related services
is solely for the purposes of supporting your administrative processes. You must
exercise all necessary, and final, professional and medical decisions in relation to a
patient's diagnosis, advice, or treatment. - Zone Scribe is registered as a Class I medical device with the UK Medicines and
Healthcare products Regulatory Agency (MHRA). It is designed as a digital dictation,
transcription and documentation support tool to assist registered medical
practitioners in creating clinical notes. - You further agree and acknowledge that Zone Scribe, Zone Scribe Content and the
related services do not:
- constitute professional medical or healthcare advice, diagnosis or
recommendation of treatment, or to replace professional medical advice; - directly assess, maintain or improve the physical, mental or emotional health
of a patient; or - directly diagnose or treat a Patient's illness or disability.
- You agree that you must not frame or suggest that:
- Zone Scribe or any Zone Scribe Content constitutes professional medical or
healthcare advice, diagnosis or recommendation of treatment, or that it can
be relied upon as professional medical advice (including any representation
or warranty with respect to any treatment, action, suitability or application of
medication, preparation by any person or health service); or - Zone Scribe or any Zone Scribe Content can be relied upon without
independent consideration and confirmation by a qualified medical
practitioner.
- We make no representations or warranties with respect to any treatment, action,
suitability or application of medication or preparation by you or any person whether
based on Zone Scribe Content or not. In no circumstances will we be liable for any
direct, indirect, consequential, special, exemplary or other damages, however
arising, from the same.
10.3 Notification of adverse events
You must notify Zone Scribe immediately if you become aware of:
- any problem or incident associated with Zone Scribe that has caused, or could cause,
harm to patients or others; or - any deficiencies or potential deficiencies in safety, quality, efficacy, performance or
presentation of Zone Scribe.
11. Suspension and termination
11.1 Suspension
Where practicable, we will provide you with notice of any outages or suspensions of Scribe
and will communicate this to you within a reasonable time. We reserve the right to restrict,
suspend or terminate your access to Scribe without notice (although we will provide prior
notice wherever practicable). To the maximum extent permitted by law, we will not be
responsible for any loss, cost, damage or liability that may arise as a result.
11.2 Termination
- You may terminate your use of Zone Scribe (and accordingly these Terms) by
emailing support@Zonescribe.ai or through your Account settings. Zone Scribe will
not refund any fees or other amounts that you have paid. - We may terminate these Terms if:
(i) we reasonably believe you have breached any of these Terms;
(ii) we withdraw Zone Scribe from market, provided you will be entitled to a
pro rata refund of fees paid; or
(iii) we consider it reasonably necessary to comply with applicable law.
Where we terminate these Terms, except as expressly provided in these Terms or as
required by applicable law, we will not refund any fees or other amounts that you
have paid.
11.3 Effect of termination
On termination or expiry of these Terms:
- you must pay all relevant outstanding fees or other amounts (including under an
indemnity) due under these Terms; - the licence granted by Zone Scribe to you under clause 7.2 will cease and we shall
cease providing (and you shall cease using) Zone Scribe and related services; - to the extent permitted by law, you must (at our request) return or destroy all copies
of Confidential Information retained in your systems or otherwise in your possession
or control; - to the extent permitted by law, we may in our discretion, delete any data, content or
materials which have been provided to us; and - this will not affect any accrued rights, and rights and obligations which are intended
or which by their nature survive termination will continue to have effect.
12. Indemnity
You agree to indemnify Zone Scribe only to the extent that any third-party claim, loss,
damage, cost, or liability arises directly from:
- your unlawful use of Zone Scribe, Zone Scribe Content, or related services;
- your negligent acts or omissions, or those of your personnel;
- your breach of these Terms, including any data protection obligations applicable to
your use of Zone Scribe; or - your intentional, wilful, or fraudulent misconduct.
This indemnity applies only to the proportion of any loss attributable to your conduct
described in (a)–(d), and does not apply to any loss arising from:
- the acts or omissions of Zone Scribe;
- any defects or failures in Zone Scribe;
- Zone Scribe’s breach of these Terms; or
- Zone Scribe’s negligence or unlawful conduct.
Zone Scribe will take reasonable steps to mitigate any loss arising from any matter to which
this indemnity applies and will notify you promptly upon becoming aware of any claim
relating to your indemnified obligations.
13. Liability
13.1 Disclaimer
- You acknowledge that the functionalities of Zone Scribe involve the use of artificial
intelligence and while Zone Scribe seeks to ensure accuracy of Zone Scribe and Zone
Scribe Content, due to the probabilistic and rapidly evolving nature of such functions, Zone Scribe and Zone Scribe Content may in certain circumstances be inaccurate, incomplete or inappropriate. While we continue to work on improving the accuracy, reliability and safety of Zone Scribe, it is your responsibility to evaluate the accuracy of any Zone Scribe Content as appropriate, including by undertaking an annual review of Zone Scribe Content, to ensure that it appropriately reflects the information you have inputted, before such Zone Scribe Content is further used or relied upon. - Zone Scribe, Zone Scribe Content and the related services are provided "as is"
without warranty or guarantee of any kind, and we will not be liable for any direct
and indirect loss, damage or expense – irrespective of the manner in which it occurs
– which may be suffered:
- due to your use of Zone Scribe, the related services and/or the information or
materials contained on or made available through it (including Zone Scribe
Content); - as a result of the inaccessibility of Zone Scribe, Zone Scribe Content or the
related services (including any loss, corruption or destruction of your
material); - as a result of unauthorised access to, or alteration of either data or materials
entered into or produced by Zone Scribe or the related services; - due to communications, performance, security or data corruption problems,
disconnection of transmission services or failures or delays in transmission of
Zone Scribe or the related services connected with telecommunication
services and other means of transmission provided by third parties; - as a result of the fact that certain information or materials contained on Zone
Scribe or through the related services (including any Zone Scribe Content) are
incorrect, incomplete or not up-to-date; and/or - in connection with an interference with or damage to your computer systems
occurring in connection with the use of Zone Scribe or a linked site.
13.2 Zone Scribe Liability
Without limiting clause 13.1, to the extent permitted by law, the aggregate liability of the
Zone Scribe for loss sustained by you in connection with these Terms (whether under
statute, in contract or in tort, including for negligence, or otherwise) during any consecutive
twelve month period from the commencement of these Terms and from any anniversary of
the commencement date (as the case may be) is limited to the fees which Zone Scribe is
entitled to in relation to your use of Zone Scribe and the related services during that period.
14. Jurisdiction and governing law
These Terms are governed by the law of England and Wales and you submit to the non-
exclusive jurisdiction of the courts exercising jurisdiction in England and Wales.
15. Updates
- We may (in our sole discretion) modify, update or replace any or all of these Termsfrom time to time by providing reasonable and, where practicable, 30 days' priorwritten notice of the update to the Terms, including details of the relevant changes.
- This notice may be provided via notification on Zone Scribe or via other methods.
Where the change materially and detrimentally affects:
- your use of Zone Scribe;
- the function, receipt or use of related services; or
- your rights and obligations under these Terms, you will be entitled to
terminate these Terms and your Account (including your access to Zone
Scribe and the related services) through your Account settings on Zone Scribe
or by emailing support@zonescribe.ai. In such circumstances, you will be
entitled to a pro rata refund of any relevant Subscription Fees paid in
advance. Continued use of Zone Scribe following the reasonable notice
period and implementation of the update shall be deemed acceptance of the
new updated Terms.
16. Relationship of parties
- Each party is acting in the capacity of independent contractor. These Terms do not
constitute any partnership, trust, agency, joint venture or employment relationship
between the parties. - Neither party has the authority to act, contract or to incur any obligation or
responsibility on behalf of the other party except as provided in these Terms.
17. General
- Your Account is personal to you, and you may not permit any other person to use
your Account or transfer, assign or sub-contract or sub-licence or otherwise dispose
of any of your interests, rights or obligations under these Terms. - If we are partially or wholly precluded from complying with our obligations under
these Terms by any event, matter or circumstance that is beyond our reasonable
control, then our obligation to perform will be suspended for the duration of the
delay arising out of that event, matter or circumstance and we will not be liable for
failure to perform our obligations. - Nothing in these Terms or any circumstances associated with it or its performance
give rise to any relationship of partnership, principal and agent, or employer and
employee and you have no right to assume or create any obligations of any kind,
express or implied, in the name of or on behalf of us. - These Terms constitute the entire agreement between us relating to the subject
matter of these Terms and supersedes and cancels any previous agreement,
understanding or arrangement whether written or oral. - If any part or provision of these Terms are invalid, unenforceable or in conflict with
the law, the invalid or unenforceable part or provision will be replaced with a
provision which, as far as possible, accomplishes the original purpose of the part or
provision. The remainder of these Terms will be binding on the parties. - Each party agrees to do all things and execute all deeds, instruments, transfers or
other documents as may be necessary or desirable to give full effect to the
provisions of this Terms and the transactions contemplated by it.
