PRACTICE121 PVT LTD
Trading as Practice121
1. Engagement and Term
1.1 These Terms and Conditions (Terms) constitute a legally binding agreement between PRACTICE121 PVT LTD (Practice121, we, us, our) and the individual practitioner or entity accepting these Terms (you, Practitioner, User).
1.2 These Terms commence on the date you accept them (electronically or otherwise) and continue until terminated in accordance with these Terms (Term).
1.3 Subject to your ongoing compliance with these Terms, we grant you access to our Software-as-a-Service solution and related functionality (Services), including the AI ambient scribe, automated note generation, Electronic Patient Record (EPR) system, e-prescriptions, referral engine, telehealth platform, locum booking network, and doctor community as described on our official website: www.practice121.com.
1.4 We provide no services other than those expressly described in these Terms or on our official website.
1.5 Any beta, pilot, experimental, or pre-release services are provided strictly on an "as is" and "as available" basis for evaluation purposes only. We give no warranties and may modify or withdraw such services at any time without notice.
1.6 Where you integrate or use third-party products or services in connection with the Services (including third-party payment gateways, laboratories, or pharmacies), those third parties operate independently from us. We accept no responsibility or liability for their acts or omissions.
1.7 We may amend these Terms by providing written notice. Continued use of the Services or acceptance within 28 days constitutes acceptance of the amended Terms. If you do not agree, you must immediately cease using the Services.
1.8 From time to time, we may (in our sole discretion) change, update, or add new functions to the Services. Such updates or new functions may be subject to additional terms and fees as notified to you.
2. Accounts, Identity Verification & Practice Locations
2.1 You must maintain an active account to access the Services.
2.2 You warrant that all information provided during registration—including your full name, date of birth, Sri Lanka Medical Council (SLMC) registration number, National Identity Card (NIC) number, contact details, qualifications, and medical specialty—is accurate, complete, current, and not misleading.
2.3 Registration requires multi-factor authentication (MFA) and submission of identity verification documents. A "Verification Badge" and unique Practice ID number with an associated barcode are issued only upon successful internal audit and verification of your SLMC credentials.
2.4 Account credentials are personal, confidential, and must not be shared. You are solely responsible for all activity conducted through your account or under your e-signature.
2.5 You must immediately notify us at info@practice121.com of any suspected unauthorized access, security incident, or credential breach.
2.6 Medical practices and practice locations must be registered with valid Private Health Services Regulatory Council (PHSRC) registration details where applicable. Practice121 generates a federated unique Location ID for each legal facility. You agree that the registered location entity constitutes the legal issuing entity for all prescriptions, diagnostic orders, and referrals generated at that location.
2.7 Closure or termination of your account results in immediate revocation of access to the Services.
3. Fees and Payment
3.1 Fees for paid Services are set out on our platform and must be paid in accordance with the applicable billing cycle.
3.2 Free trials automatically convert to paid subscriptions unless canceled prior to the expiration of the trial period.
3.3 Recurring Services automatically renew at the end of each billing cycle unless canceled through your account management panel.
3.4 We may suspend or restrict access for non-payment and charge interest on overdue amounts at the Central Bank of Sri Lanka Cash Rate plus 3% per annum.
3.5 You must not use fraudulent, unlawful, or unauthorized payment methods.
3.6 You may terminate your use of Practice121 (and accordingly these Terms) at any time by emailing info@practice121.com. Practice121 will not refund any fees or other amounts paid prior to termination.
4. License and Use Restrictions
4.1 We grant you a limited, non-exclusive, non-transferable, revocable license to access and use the Services during the Term strictly in accordance with these Terms.
4.2 You must not misuse the Services, infringe our intellectual property rights, bypass security mechanisms, introduce malicious code, reverse-engineer the system, or use the Services for unlawful, unethical, or improper purposes.
4.3 Marketplace visibility and ranking of practitioners within the platform community are computed using automated performance, verification, and engagement criteria to ensure transparency and trust.
5. Availability and Audio Handling
5.1 The Services are provided on an "as available" basis and may be subject to scheduled maintenance, system updates, or emergency interruptions.
5.2 Consultation audio captured via the AI ambient scribe is processed in real time solely for clinical transcription and documentation. Audio streams are transiently processed in encrypted memory and are automatically deleted immediately upon successful generation of clinical notes.
6. Intellectual Property, Data & AI Clinical Safety
6.1 All intellectual property rights in the Services, software, AI models, algorithms, and branding remain exclusively vested in Practice121 PVT LTD.
6.2 You retain ownership of your patient records and clinical data (Your Data). By using the Services, you grant us a limited, non-exclusive, royalty-free license to access, process, store, and transmit Your Data solely to provide, maintain, secure, and improve the Services and to comply with statutory obligations.
6.3 We may generate anonymized and aggregated data derived from system usage (e.g., epidemiological patterns, statistical analysis for medical education, or identifying disease outbreaks). Once permanently de-identified, such aggregate data is owned by Practice121 and may be used for research, public health tracking, and system enhancement.
6.4 Clinical Responsibility & Verification: AI-generated draft outputs (including consultation notes, summary transcripts, draft e-prescriptions, and referrals) are clinical decision-support tools only. You remain solely responsible for reviewing, verifying, editing, and confirming all AI-generated content before finalizing, applying your e-signature, or taking clinical action. Practice121 does not practice medicine or make clinical decisions.
6.5 Any feedback or suggestions you provide are voluntary and non-confidential. You grant us an irrevocable, perpetual, royalty-free, worldwide license to use, modify, and commercialize such feedback without restriction or accounting to you.
7. Confidentiality and Privacy
7.1 Each party must protect the other's confidential information using reasonable safeguards and limit disclosure strictly to a need-to-know basis.
7.2 Personal Data and Health Data are processed strictly in accordance with our Privacy Policy and the Personal Data Protection Act, No. 9 of 2022 (as amended by Act No. 22 of 2025) of Sri Lanka.
8. Consumer Rights
8.1 Nothing in these Terms excludes, restricts, or modifies any non-excludable consumer rights or statutory guarantees provided under Sri Lankan law.
9. Liability and Indemnity
9.1 To the maximum extent permitted by law, Practice121 shall not be liable for any indirect, incidental, special, or consequential loss, loss of profit, or clinical misadventure arising out of your reliance on unverified AI outputs or service interruptions.
9.2 Our total aggregate liability arising out of or in connection with these Terms or the Services is limited to the total fees paid by you to Practice121 in the 12 months preceding the event giving rise to the claim.
9.3 You agree to indemnify, defend, and hold harmless Practice121 PVT LTD, its directors, officers, and employees against all claims, liabilities, losses, and legal costs arising from your misuse of the Services, breach of these Terms, failure to verify AI outputs, or medical malpractice.
10. Suspension and Termination
10.1 We may suspend or terminate your account immediately without prior notice upon breach of these Terms, non-payment, suspension of your SLMC license, security risk, or service discontinuation.
10.2 Upon termination, we may retain clinical records and audit logs strictly as required by Sri Lankan health records regulations and statutory data retention mandates.
11. Governing Law & General Provisions
11.1 These Terms are governed by and construed in accordance with the laws of the Democratic Socialist Republic of Sri Lanka. The courts of Sri Lanka shall have exclusive jurisdiction over any disputes.
11.2 Legal notices must be sent in writing to info@practice121.com.
11.3 These Terms do not create a partnership, employment, agency, or joint venture relationship between you and Practice121 PVT LTD.