Terms of service

Version tos-v1-2026-08, effective [[EFFECTIVE_DATE]]

Draft, not yet reviewed by counsel.

1. Who we are and what this is

HealthPod Scribe ("Scribe", "the app") is provided by [[LEGAL_ENTITY]], [[REGISTERED_ADDRESS]] ("we", "us"). Full provider details are in our Imprint. Scribe is part of the HealthPod product family.

Scribe lets you record a conversation with your doctor — with your doctor's agreement — and gives you back a transcript, a plain-language summary, a list of medical terms mentioned, and to-dos. You can plan visits, keep notes, attach documents, ask questions about your own recordings, and share summaries.

These Terms are a contract between you and us. By tapping "I accept the Terms of Service" during sign-up you agree to them. If you do not agree, do not use Scribe.

2. Scribe is not medical advice and not a medical device

This is the most important section of this document.

• Scribe records, transcribes, and organises what was said in your appointment. It does not diagnose, does not assess how serious a symptom is, does not recommend or change treatment or dosage, and does not tell you how urgent anything is.
• Everything the app generates — summaries, the list of medical terms, to-dos, suggested questions and answers in Ask — is produced by artificial intelligence and may be wrong, incomplete, or misleading. Transcription can mishear words, including drug names and numbers.
• Never make a health decision based on what Scribe shows you. Always check with your doctor or pharmacist. In an emergency, contact emergency services — never the app.
• Scribe is not a medical device and is not certified as one. It is not intended for diagnosis, prevention, monitoring, prediction, prognosis, treatment or alleviation of disease.
• Scribe is not a medical record. Do not rely on it as your only record of an appointment, and do not rely on it to remind you of anything time-critical.

3. Who may use Scribe

• You must be at least 18 years old. Scribe is not for children, and we do not knowingly process the data of anyone under 18. If we learn that an account belongs to someone under 18, we delete it.
• You may use Scribe only for your own appointments and your own health data. Recording someone else's appointment, or using the app on behalf of another patient, is not permitted in this version — Scribe has no caregiver or professional mode.
• You need an email address. That is the only personal detail we require — no name, no phone number, no date of birth.

4. Recording: your responsibility, our hard rule

Recording a conversation touches other people's rights, so this is where your obligations are strictest.

• You must ask your doctor before every recording and only record if they agree. The app puts this in front of you every single time — you cannot start a recording without confirming the doctor agreed (that confirmation is stored with the recording, together with the date, time, and version of the consent text you saw).
• Confirming inside the app is a statement by you that the agreement really happened. If you confirm without having asked, you are breaching these Terms — and, depending on where you are, possibly the law. In Germany, recording spoken words that are not publicly spoken without consent is a criminal offence (§ 201 StGB). In Brazil, a participant in a conversation may generally record it, but the medical setting and the LGPD make explicit agreement the right standard, and it is the standard we require.
• Recordings are for your personal use. If you share a summary, transcript or recording with anyone else, that is your decision and your responsibility, including toward your doctor and anyone else audible in the recording.
• If your doctor declines, do not record. You can still plan the visit and take notes in the app.

5. Your account

• Sign-in is passwordless: we email you a six-digit code, valid for 10 minutes, with a limited number of attempts. Keep access to your mailbox secure — whoever can read your email can sign in as you.
• You are responsible for what happens under your account and for keeping your device secure. Your recordings are stored on your device as well as on our servers.
• We may end or suspend your account if you materially breach these Terms — in particular the recording rules in section 4, or attempts to attack, overload or reverse-engineer the service. Where we can, we tell you first and give you a chance to export or delete your data.

6. What you may not do

• Record without the agreement of the people being recorded, or use Scribe for covert recording of any kind.
• Upload content that is not yours to upload, or that is unlawful.
• Use Scribe to give anyone else medical advice, or present its output as a professional medical opinion or an official medical record.
• Attempt to access another user's data, probe or interfere with the service, circumvent limits, or use automated systems to extract data from the service.
• Resell, sublicense or commercially redistribute the service or its output.

7. Limits of the service

• Scribe is currently free of charge. We may introduce paid features later. If something you already have would start costing money, we tell you in advance and ask you to agree first.
• Recording itself works offline: capture does not depend on a connection, and a recording made with no network is kept and uploaded later. Everything the app makes from a recording — the transcript, summaries, notes and Ask — needs a network connection and our cloud services, and can be delayed or unavailable.
• While you record, upload usually starts straight away. So that Scribe can write notes during the visit, small slices of the audio are sent to our cloud while the recording is still running. On wifi this happens automatically; on mobile data we ask you first, and you can turn it off in Settings. With it off, the upload begins when you stop the recording. Either way the audio takes the same path as every other recording, under the same consent, and the Privacy Policy describes that path.
• A single recording is limited to 120 minutes; the app warns you at 110 minutes and stops at the limit.
• Processing is limited to 120 minutes of audio per user per day. If you go over, your recording is kept and processed later: capture is not blocked and nothing is thrown away. We can change this limit without an app update. Going over the limit defers processing; it does not lose data.
• We do not promise any particular availability, accuracy, or processing time. Our internal targets (99.5 % API availability, most recordings ready within minutes) are goals, not guarantees to you.
• Attachments per visit are limited to 10 files of 20 MB each, in JPEG, PNG or PDF format.

8. Your content and what we may do with it

• You own your recordings, transcripts, notes, documents and summaries. We do not claim ownership of them.
• You grant us a limited, revocable right to store and process that content in order to provide the service to you: to upload, transcribe, summarise, extract terms, answer your questions, sync it across your devices, and let you share and export it. That list is the scope of the right you grant under these Terms.
• We do not use your content to train AI models unless you separately switch that on. That switch is off by default, sits behind its own consent, and can be revoked at any time in Settings; see the AI-training consent. Google Cloud's terms, under which the AI processing runs, bar Google from training its models on your data.
• Content you share out of the app (share sheet, PDF, WhatsApp) leaves our control. We cannot recall it.

9. Content generated by AI

Summaries, extracted terms, to-dos, suggested questions and Ask answers are generated automatically by AI systems. Every surface that shows them carries a label saying so, and the label cannot be dismissed; see the AI disclaimer. You are responsible for checking anything you act on or forward. We do not warrant that generated content is accurate, complete, or fit for any purpose.

10. Deleting things

• You can delete a single recording, a whole visit, or your entire account from inside the app at any time. Account deletion asks you to confirm with a fresh email code, then permanently deletes your data. What remains is content-free: a record that the deletion happened, a record of which consent versions you had agreed to (kept in a form that identifies nobody without a secret key we hold, to defend against legal claims), and the dates of any data request you sent us. The Privacy Policy section 5 describes all three.
• Deletion is immediate on our systems; encrypted backups age out within 30 days. If you had AI-training switched on, your contribution is removed from the training set within 30 days.
• Details, and what we cannot undo, are in the Data rights and deletion document and the Privacy Policy.

11. Liability

[[GOVERNING_LAW_VENUE]] — the following is the drafting intent for counsel, not settled wording:

• We are liable without limitation for injury to life, body or health, for intent and gross negligence, and under mandatory product-liability and consumer-protection law (including the Brazilian Consumer Protection Code, where it applies to you).
• For slight negligence we are liable only for breach of an obligation essential to the contract (a Kardinalpflicht), and only up to the foreseeable damage typical for this kind of contract.
• We are not liable for health outcomes arising from your reliance on generated content contrary to section 2, for content you choose to share, or for recordings made without the agreement required in section 4.
• Nothing in these Terms limits rights you have under mandatory consumer law.

12. Changes to these Terms

We may change these Terms — for example when the app gains features. If a change matters to you, we show it in the app and ask you to accept the new version before you continue; the version you accepted, and when, is stored with your account. Changes that only correct typos or clarify wording take effect without a new acceptance. The current version of these Terms is published at https://scribe.dehaze.de/inapp/terms, and every published version stays reachable at its own version-scoped page, so you can read what applied before.

If you do not accept a new version, you can keep using the app until the stated date and then export or delete your data; after that date, access ends.

13. Contact

Questions about these Terms: scribe@dehaze.de. Privacy questions: [[PRIVACY_EMAIL]]. Provider details: Imprint.