IMPORTANT: BY CLICKING 'I AGREE', CREATING AN ACCOUNT, OR ACCESSING THE SCRIBEMINE PLATFORM, YOU AGREE TO BE BOUND BY THESE TERMS OF SERVICE IN THEIR ENTIRETY. IF YOU ARE ENTERING INTO THESE TERMS ON BEHALF OF AN ORGANISATION, YOU REPRESENT THAT YOU HAVE AUTHORITY TO BIND THAT ORGANISATION. IF YOU DO NOT AGREE, DO NOT ACCESS OR USE THE PLATFORM.
1. About ScribeMine
ScribeMine is an HIPAA-compliant AI-powered clinical documentation and longitudinal intelligence platform operated by ScribeMine Inc., a Delaware corporation ("ScribeMine", "we", "our", "us"). The platform is designed exclusively for licensed mental health practitioners in the United States and is not intended for use by patients/clients, or members of the general public.
The platform is built by ScribeMine Inc. All subscriber relationships, data responsibilities, and legal obligations described in these Terms are with ScribeMine Inc.
2. Eligibility and Practitioner Attestation
Access to ScribeMine is restricted to:
- Licensed mental health practitioners holding a valid, active licence in at least one US state or jurisdiction (psychologists, psychiatrists, licensed clinical social workers, licensed professional counsellors, marriage and family therapists, and equivalent credential holders);
- Individuals holding a valid National Provider Identifier (NPI) registered with the CMS National Plan and Provider Enumeration System (NPPES); and
- Individuals or organisations entering into these Terms in their professional capacity, not as consumers.
By creating an account, you attest that you hold a current, valid licence and NPI, that you are legally authorised to create and maintain clinical documentation in your jurisdiction, and that you will maintain these qualifications for the duration of your subscription. ScribeMine reserves the right to verify credentials at signup and periodically during the subscription term, and to suspend or terminate accounts without recourse where credentials cannot be verified.
You are responsible for ensuring that your use of ScribeMine complies with all applicable professional licensing requirements, ethics codes, and practice regulations in your jurisdiction.
3. Description of the Service
ScribeMine provides AI-assisted clinical documentation tools including session transcription drafts, clinical note generation drafts, longitudinal patient insights, intake assistance, pre-session briefing, and related features (collectively, the "Platform"). The Platform is offered under a per-seat subscription model with tiered pricing plans as published at www.scribemine.com from time to time.
3.1 AI-Generated Content — Clinical Responsibility
All AI-generated notes, summaries, suggestions, and documentation produced by the Platform are tools to assist your professional practice. They are not substitutes for your independent clinical judgement. You are solely responsible for reviewing, editing, approving, and maintaining all clinical documentation generated or assisted by ScribeMine. ScribeMine does not provide clinical advice, diagnosis, or treatment recommendations. The clinical responsibility for all documentation remains exclusively with the licensed practitioner.
3.2 Session Guard and Audio Deletion
Session audio is permanently deleted within 5 minutes of successful transcription. No audio is retained, backed up, stored, or used for any purpose beyond transcription. This "Session Guard" architecture is a core platform design. ScribeMine does not retain, transmit, or use audio recordings for AI model training.
3.3 No Emergency Services
ScribeMine is not designed, tested, or certified for crisis intervention or emergency services. The Platform must not be used as a substitute for emergency protocols. If a patient is in danger, contact emergency services immediately. ScribeMine bears no liability for harm arising from reliance on the Platform during a clinical emergency.
4. HIPAA Compliance and Business Associate Agreement
ScribeMine is a HIPAA Business Associate (BA) as defined under 45 CFR §160.103. All subscribers are required to execute a Business Associate Agreement (BAA) with ScribeMine prior to processing any Protected Health Information (PHI) through the Platform. The BAA is incorporated into and forms part of these Terms. Where any conflict exists between these Terms and the BAA with respect to PHI handling, the BAA governs.
ScribeMine processes PHI solely as a Business Associate acting under your direction as a Covered Entity or as an upstream Business Associate. ScribeMine does not use PHI for any purpose other than providing and improving the Platform as permitted under the BAA.
4.1 Substance Use Disorder Records — 42 CFR Part 2
If you use ScribeMine to document substance use disorder (SUD) treatment, additional requirements under 42 CFR Part 2 apply. You are responsible for obtaining valid patient-specific written consent prior to using AI-assisted documentation for SUD records, and for retaining that consent in your practice records. ScribeMine provides a consent capture workflow for SUD sessions — use of this workflow does not transfer your legal obligations as the treating practitioner to ScribeMine. A Qualified Service Organisation Agreement (QSOA) clause is included in the BAA addendum for SUD-applicable accounts.
5. Subscriptions, Billing, and Trials
5.1 Trial Period
New accounts receive a 20-day trial with full platform access and no credit card required ("Stage 1 Trial"). At the end of Stage 1, you may continue with a further 20-day trial by providing valid payment details — no charges apply during Stage 2, and you may cancel at any time before Stage 2 ends with no payment obligation ("Stage 2 Trial"). Subscription billing begins only at the end of the Stage 2 Trial unless you cancel.
5.2 Subscription Terms
Paid subscriptions are offered on a monthly or annual basis at the rates published at www.scribemine.com from time to time. Annual subscriptions are billed upfront. Subscriptions renew automatically at the end of each billing period unless cancelled before the renewal date. You authorise ScribeMine to charge your payment method on file for applicable fees.
5.3 Cancellation and Refunds
You may cancel your subscription at any time through your account settings. Cancellation takes effect at the end of the current billing period — you retain full access until then. ScribeMine does not provide pro-rated refunds for partial billing periods. Given that all accounts receive a 40-day full-feature trial before any charge is made, ScribeMine does not offer refunds on subscriptions once billed.
5.4 Pricing Changes
ScribeMine reserves the right to change subscription pricing with written notice to the email address on your account. Continued use of the Platform after the effective date of a price change constitutes acceptance of the new pricing.
6. Data, Privacy, and Protected Health Information
ScribeMine's complete data and privacy commitments are set out in this Section, which constitutes ScribeMine's privacy disclosure for US subscribers.
All PHI processed through the Platform is encrypted at rest (AES-256) and in transit (TLS 1.3).
ScribeMine processes patient data solely to provide the Platform services described in these Terms and the BAA. ScribeMine does not use patient data to train AI models, does not sell or license patient data, and does not disclose patient data to any third party for commercial purposes.
ScribeMine may derive anonymised, non-identifiable aggregate observations from platform-wide activity — such as intervention pattern trends and outcome trajectories across the user base — solely to maintain and improve the clinical quality of the Platform. These observations are not personal data under HIPAA, cannot identify any individual patient or practitioner, and are never sold, licensed, or shared with any third party.
US subscriber data does not leave US-based infrastructure without your explicit consent.
Upon account deletion, ScribeMine permanently purges all associated PHI and clinical data within the timeframe prescribed by applicable law, subject to any mandatory retention obligations.
You are responsible for ensuring that your patients have provided any consents required by applicable law before you use ScribeMine to process their information, and for maintaining any required patient consent documentation in your own practice records.
6.1 Privacy Disclosure
What we collect. ScribeMine collects and processes the following categories of information: patient session audio (deleted within 5 minutes of transcription — see Section 3.2); AI-generated clinical notes and session summaries; longitudinal session metadata and pattern data derived from multiple sessions; patient identifiers as entered by the practitioner; practitioner account and billing information; platform usage and audit data.
Why we collect it. Patient session data is collected and processed solely to provide AI-assisted clinical documentation services to the treating practitioner. Platform usage data is used to operate, secure, and improve the Platform. We collect only what is necessary for these purposes.
Who sees it. Patient session data is accessible only to the treating practitioner. ScribeMine infrastructure accesses data only as required to deliver the service. No patient data is shared with, sold to, or accessible by any third party except as required to fulfil the BAA or as compelled by applicable law.
Where it is stored. All patient data processed through the US instance of ScribeMine is stored within the United States on HIPAA-compliant infrastructure. No patient data is transferred outside the United States without your explicit consent.
How long we keep it. Clinical records are retained for a minimum of 6 years from the date of last session contact, in compliance with HIPAA record retention requirements. Records relating to minor patients are retained until the patient reaches the age of majority in their state, or 6 years from last contact, whichever is later. Audit logs are retained for a minimum of 6 years. When a practitioner account is closed, patient records are held in encrypted cold storage for 30 days, during which the practitioner retains read-only access for data review. After 30 days, all patient data is permanently purged unless a mandatory retention obligation applies.
Security. ScribeMine uses Session Guard — an encrypted session container architecture with role-based access controls and an immutable audit trail on every data access event. Multi-factor authentication is mandatory for all accounts. All platform access and data events are logged.
Breach notification. In the event of a security breach affecting PHI, ScribeMine will notify affected subscribers in accordance with the HIPAA Breach Notification Rule (45 CFR §§ 164.400–414). Subscribers are responsible for notifying their patients where required by applicable law.
Your rights. As a practitioner subscriber, you may request access to your account data or request account deletion at any time through your account settings or by contacting inquiries@scribemine.com. Patient data subject rights requests must be handled by you as the Covered Entity — ScribeMine does not accept or process data access or deletion requests directly from patients.
Contact: inquiries@scribemine.com.
Updates. ScribeMine may update this disclosure to reflect changes in law or Platform features. Material changes will be communicated as set out in Section 13. Continued use of the Platform following notice of an update constitutes acceptance.
7. Acceptable Use
You agree that you will not:
- Use the Platform for any purpose other than legitimate clinical documentation and practice management;
- Share your account credentials or permit access to the Platform by any person who does not hold a current professional licence;
- Attempt to reverse-engineer, decompile, or derive source code from the Platform;
- Use the Platform to process data for patients you do not have a legitimate treating relationship with;
- Upload or transmit malicious code, viruses, or any content that could compromise Platform security;
- Use the Platform in any way that violates applicable federal or state law, including HIPAA, 42 CFR Part 2, or applicable professional ethics rules;
- Circumvent or disable any security, authentication, or access control feature of the Platform.
ScribeMine reserves the right to suspend or terminate accounts without recourse or notice that violate these terms where the violation at the Platform's discretion poses a risk to patient safety, data security, or regulatory compliance.
8. Intellectual Property
ScribeMine own all intellectual property rights in the Platform, including software, algorithms, prompt architectures, models, interfaces, documentation, and branding. These Terms do not transfer any ownership rights in the Platform to you.
You grant ScribeMine a limited, non-exclusive licence to process, store, and transmit your data solely to provide the Platform services as described in these Terms and the BAA.
9. Disclaimers and Limitation of Liability
THE PLATFORM IS PROVIDED "AS IS" AND "AS AVAILABLE". SCRIBEMINE MAKES NO WARRANTIES, EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, ACCURACY OF AI-GENERATED CONTENT, OR UNINTERRUPTED AVAILABILITY.
SCRIBEMINE'S TOTAL LIABILITY TO YOU FOR ANY CLAIMS ARISING FROM THESE TERMS OR YOUR USE OF THE PLATFORM SHALL NOT EXCEED THE TOTAL SUBSCRIPTION FEES PAID BY YOU IN THE 12 MONTHS PRECEDING THE CLAIM. SCRIBEMINE SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES.
ScribeMine is not liable for any clinical decisions made by you or any harm to patients arising from your use or misuse of AI-generated documentation. You assume sole responsibility for the clinical accuracy of all documentation generated with Platform assistance.
10. Indemnification
You agree to indemnify, defend, and hold harmless ScribeMine Inc., its officers, directors, employees, and contractors from and against any claims, liabilities, damages, and expenses (including reasonable legal fees) arising from: (a) your use of the Platform in violation of these Terms; (b) your violation of any applicable law or professional obligation; (c) any clinical decision or action you take or fail to take based on Platform output; or (d) any breach of your representations regarding licensure or credential status.
11. Term and Termination
These Terms commence when you first access the Platform and continue until your subscription is cancelled or terminated. ScribeMine may terminate or suspend your access immediately if you breach these Terms, fail to pay applicable fees, or if continued access poses a regulatory or security risk.
On termination, your right to access the Platform ceases. ScribeMine will provide a 30-day data export window following termination (other than for cause) during which you may export your clinical data. Provisions of these Terms that by their nature survive termination — including intellectual property, disclaimers, indemnification, and governing law — remain in effect.
12. Governing Law and Dispute Resolution
These Terms are governed by the laws of the State of Delaware, United States, without regard to conflict of law principles. Any dispute arising under these Terms shall first be subject to good-faith negotiation. If unresolved within 30 days, disputes shall be submitted to binding arbitration under the American Arbitration Association Commercial Arbitration Rules, conducted in English in Wilmington, Delaware. Notwithstanding the foregoing, either party may seek injunctive or other equitable relief in any court of competent jurisdiction.
You waive any right to bring a class action or collective proceeding against ScribeMine. All claims must be brought in your individual capacity.
13. Changes to These Terms
ScribeMine may update these Terms from time to time. Material changes will be communicated by email to the address on your account at least 14 days before the effective date. Your continued use of the Platform after the effective date of updated Terms constitutes acceptance. If you do not accept updated Terms, you must cancel your subscription before the effective date.
14. General Provisions
- Entire Agreement: These Terms, together with the BAA and Privacy Policy, constitute the entire agreement between you and ScribeMine with respect to the Platform.
- Severability: If any provision of these Terms is found unenforceable, the remaining provisions remain in full force.
- Waiver: Failure to enforce any provision of these Terms does not constitute a waiver of that right.
- Assignment: You may not assign these Terms without ScribeMine's prior written consent. ScribeMine may assign these Terms in connection with a merger, acquisition, or sale of substantially all its assets.
- Notices: Legal notices to ScribeMine should be directed to legal@scribemine.com.
Contact
ScribeMine Inc.
Registered in Delaware, United States
Email: inquiries@scribemine.com
Website: www.scribemine.com
© 2026 ScribeMine Inc. · www.scribemine.com · All rights reserved.
Session 11 · M.K.