Roseline Terms of Use

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Acceptance of Terms

By accessing or using Roseline (the "Service"), you agree to be bound by these Terms of Use ("Terms"). These Terms constitute a legally binding agreement between you (the healthcare provider, patient, or other authorized user) and Roseline ("Roseline", "we", "us", or "our"). If you do not agree to any part of these Terms, you must not use the Service.

We may update these Terms from time to time by posting the revised version on our website (https://roseline.ai) or within the Service. The updated Terms will be effective as of the time of posting, and your continued use of Roseline after any such update constitutes your acceptance of the revised Terms.

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User Registration and Accounts

Healthcare Providers: Roseline is primarily intended for use by licensed healthcare professionals (such as physicians, nurses, and other clinicians). To access certain features of the Service, healthcare providers must create an account. You agree to provide accurate, current, and complete information during registration and to keep your account information up to date. You are responsible for maintaining the confidentiality of your login credentials and for all activities that occur under your account. If you suspect any unauthorized use of your account, you must notify us promptly.

Patient Access: Patients do not need to create a personal Roseline account to use the Service. If you are a patient, you may be invited by your healthcare provider to use the Service through a dedicated link (for example, to complete a Smart Intake via text message or phone call). By using the Service through such a link, you consent to these Terms as applicable. Patients should provide accurate information and use the Service only for its intended purpose of facilitating healthcare intake. Note that the information you provide via Smart Intake will be shared with your treating healthcare provider and stored in Roseline for the provider to review.

User Eligibility: You represent that you are at least the age of majority in your jurisdiction (for example, 18 years or older in Quebec, Canada) and have the legal capacity to enter into these Terms. If you are registering on behalf of an organization (such as a clinic or hospital), you represent and warrant that you have the authority to bind that organization to these Terms.

Services and Functionality

Roseline is a healthcare AI tool designed to assist in medical documentation and patient intake processes. Key features of the Service include:

Ambient Notes ("Scribe"): An AI-driven note-taking feature that listens to or transcribes clinical encounters and generates draft medical notes. Ambient Notes aims to capture the details of patient visits in text form, allowing healthcare providers to focus on the interaction while the AI documents the conversation.
Smart Intake: An AI-powered intake system that facilitates preliminary patient interviews. With Smart Intake, a patient can communicate via text message or phone call with Roseline's AI prior to an appointment. The AI will collect relevant medical history, symptoms, and other information as guided by the healthcare provider’s intake template. This conversation transcript or summary is then made available to the healthcare provider within Roseline for review before or during the patient’s visit.

Roseline may introduce additional features or improvements over time. All features are provided to help streamline clinical workflows, but they are to be used as support tools alongside professional judgment. Healthcare providers are responsible for reviewing and confirming the accuracy of any notes or information generated by Roseline.

Subscription and Payment Terms

Use of Roseline by healthcare providers may require a paid subscription for certain premium features or continued access beyond a trial or free tier. The following terms apply to subscriptions and payments:

Subscription Plans: Roseline may offer various subscription plans or service tiers (e.g., monthly or annual plans). Details of the current plans, including pricing and included features, will be provided at the time you subscribe or in your account settings. We reserve the right to modify or discontinue any subscription plans or introduce new plans, and will provide notice of any material changes.
Billing and Payment: By signing up for a paid subscription, you agree to pay the applicable subscription fees and any taxes in advance on a periodic basis (e.g., monthly or annually), as specified during registration. You authorize Roseline or its payment processor to charge your provided payment method for the recurring subscription fee. It is your responsibility to ensure that your payment information is accurate and up to date.
Auto-Renewal: Unless cancelled, subscriptions will automatically renew at the end of each billing period. You will be charged the subscription fees for the next period unless you cancel the subscription before the current period ends. We will inform you of the auto-renewal feature in the subscription process, and you can opt out of auto-renewal by cancelling your subscription as described below.
Cancellation: You may cancel your subscription at any time through your account settings or by contacting our support at support@roseline.ai. Cancellation will take effect at the end of your current paid-up billing period. You will continue to have access to the Service until the end of the period, and no further charges will be made. We do not provide prorated refunds for mid-period cancellations (unless required by law or stated otherwise in a specific offer).
Changes in Fees: We may change the subscription fees or introduce new fees for the Service. If we do so, we will give you reasonable advance notice of these changes, for example by email or through the Service. If you do not agree to the new fees, you may cancel your subscription before the new fees take effect. Continued use of the Service after the fee change becomes effective constitutes your agreement to pay the revised amount.
Free Trials and Promotions: Roseline may offer free trials or promotional subscriptions at our discretion. Such offers are subject to these Terms, and we reserve the right to modify or terminate any trial or promotion at any time. If you do not cancel before the end of a free trial, you may be automatically enrolled into a paid subscription for the Service.

Privacy and Data Use

Your use of Roseline involves the collection and use of personal information, including health information. We are committed to protecting your privacy and handling personal data in compliance with applicable laws, including Quebec and Canadian privacy regulations. Key privacy considerations include:

Patient Information: If you are a healthcare provider, you must ensure that you have obtained any necessary patient consent to use Roseline for collecting and storing patient information (for example, via Smart Intake or Ambient Notes). Any patient data you input or collect through Roseline remains confidential and is used solely for providing the Service to you and your patients. We will process patient information on your behalf for the purpose of delivering the Service, and in accordance with our Privacy Policy (available separately).
Use of Data: Roseline will use the information you and your patients provide to deliver and improve the Service. This may include analyzing conversation transcripts to generate notes, or using data to enhance our AI models. All use of personal health information will be done in compliance with privacy laws and our Privacy Policy. We will not sell personal data or use it for unrelated marketing purposes without explicit consent.
Data Security: We implement administrative, technical, and physical safeguards designed to protect personal information stored on our systems. However, no method of electronic storage or transmission is completely secure. You acknowledge that there are inherent risks in transmitting data over the internet or through telecommunications, and we cannot guarantee absolute security of patient or user data.
Patient Access and Communication: Patients using the Smart Intake feature understand that their conversation with Roseline’s AI will be recorded or transcribed and shared with their healthcare provider. Roseline may send patients communications (such as a text message with a link or a follow-up message) solely for the purpose of facilitating the Smart Intake or scheduling. Standard messaging or carrier rates may apply for any text or call communications, and Roseline is not responsible for any charges incurred by the patient from their telephone service providers.
Privacy Policy: Further details about how we collect, use, store, and disclose personal information are outlined in our Privacy Policy. By using the Service, you also agree to the terms of our Privacy Policy. In the event of a conflict between these Terms of Use and the Privacy Policy regarding privacy matters, the Privacy Policy will prevail for those issues.

Intellectual Property

All content and materials available on Roseline, including but not limited to the software, algorithms, design, text, graphics, logos, trademarks, and the “Roseline” name, are owned by us or our licensors and are protected by intellectual property laws. Roseline grants you a limited, revocable, non-exclusive, non-transferable license to access and use the Service and its features for your legitimate personal or professional use in accordance with these Terms.

Roseline Content: You may not copy, modify, distribute, sell, or lease any part of our Service or included content unless you have our written permission. You also may not reverse engineer or attempt to extract the source code of any software or AI models, except to the extent allowed by law. All rights not expressly granted to you in these Terms are reserved by Roseline and its licensors.

User-Provided Content: As a healthcare provider user, you retain ownership of any data or content you input into Roseline, such as patient information, chat transcripts, or other materials you upload. As a patient user, you retain ownership of the information you provide during the Smart Intake process. By providing or inputting any content into the Service, you grant us a worldwide, royalty-free, sublicensable license to use, reproduce, and process that content solely for the purpose of operating, maintaining, and improving the Service. This license allows us, for example, to display the information to your intended recipient (such as sharing the intake responses with your doctor), to analyze data for generating notes, and to backup data for security.

AI-Generated Content: The outputs generated by Roseline’s AI (for example, the Ambient Notes or intake summaries) are provided for your use. Roseline does not claim ownership of the specific content of AI-generated clinical notes or summaries related to your patients. However, by using the Service to generate such content, you acknowledge that Roseline’s algorithms produced it and that we may retain copies as needed to provide and refine the Service. Healthcare providers are free to use and incorporate AI-generated notes into patient records or documentation, with the understanding that such content should be reviewed for accuracy.

Feedback: If you choose to provide suggestions, ideas, or feedback to us about Roseline or its features, you agree that we may use and implement such feedback without any restriction or compensation to you. Any feedback you provide is entirely voluntary.

Acceptable Use

You agree to use Roseline in a manner consistent with all applicable laws and regulations and in good faith. You must not misuse the Service. Without limiting the foregoing, you agree NOT to:

Unlawful or Prohibited Use: Use the Service for any unlawful purpose or in violation of any local, provincial, national, or international law or regulation. This includes (but is not limited to) laws relating to patient privacy, data protection, and export control.
Improper Data Input: Intentionally input any false, misleading, or deceptive information into Roseline. Healthcare providers and patients should use the Service with truthful information. Do not use the AI features to generate fake medical records or to obtain disallowed content (such as prompting the AI to give a medical diagnosis or treatment recommendation, which is outside the Service’s intended use).
Unauthorized Access: Attempt to gain unauthorized access to any portion of the Service or its systems, or breach or circumvent any security or authentication measures. Similarly, do not allow any unauthorized person to access the Service through your account or a patient link not intended for them.
Interference: Interfere with or disrupt the integrity or performance of the Service. This means you should not deploy any viruses, worms, malware, or any code of a destructive nature, and you should not perform any actions that impose an unreasonable load on our infrastructure (such as automated scraping or excessive API calls outside any provided API).
Reverse Engineering: Attempt to reverse engineer, decompile, or extract the source code or underlying algorithms of the Service, including any AI model used by Roseline, except where such activity is expressly permitted by law.
Resale or Misrepresentation: Resell or rent the Service to third parties, or misrepresent your affiliation with Roseline. You should not use Roseline’s name, logos, or trademarks without authorization, and you should not imply that Roseline endorses or is responsible for your actions or any third-party products or services.
Abusive Behavior: Use the Service to harass, threaten, or harm any person, or to create or transmit any content that is defamatory, obscene, discriminatory, or otherwise objectionable (especially in communications with the AI or with patients). All users must use the Service respectfully and professionally.

We reserve the right to monitor usage of the Service for compliance with these Terms. If we determine, in our sole discretion, that you have violated the Acceptable Use conditions or any other aspect of these Terms, we may take appropriate action, including terminating or suspending your access to Roseline as described in the Termination section below.

Disclaimers

No Medical Advice or Diagnosis: Roseline is an AI-powered tool meant to assist healthcare providers with documentation and preliminary data collection. The Service (including the Ambient Notes/Scribe and Smart Intake features) does not provide medical or healthcare advice, diagnoses, or treatment plans. Any information or outputs generated by Roseline are for informational and documentation purposes only and are not a substitute for the professional judgment of a qualified healthcare provider. Healthcare providers must exercise their own clinical judgment before relying on or using any information from the Service. Patients should always consult directly with a licensed healthcare professional for medical advice or concerns; any information provided during a Smart Intake conversation is intended for the provider’s use and is not a medical consultation or diagnosis for the patient.

AI Limitations: You acknowledge that AI technologies have inherent limitations. The Ambient Notes and other AI-generated content might contain errors, omissions, or inaccuracies. While Roseline strives to provide useful and accurate information, we do not guarantee that the outputs (such as transcripts or summaries) are complete, correct, or up-to-date. Healthcare providers should review and verify all AI-generated notes and information against other sources (including directly with the patient) before relying on them. Roseline's AI should not be used as the sole basis for any critical healthcare decision.

Service Provided "As Is": Roseline is provided on an "as is" and "as available" basis. To the fullest extent permitted by law, we disclaim all warranties and representations of any kind, whether express, implied, or statutory, including but not limited to implied warranties of merchantability, fitness for a particular purpose, non-infringement, and any warranty that the Service will meet your needs or expectations. We do not warrant that the Service will be uninterrupted, error-free, or completely secure. You assume all risk for any use of Roseline and any reliance on its outputs or results.

Not a Medical Device: Roseline is a software service and is not certified or approved as a medical device by any regulatory authority. It is not intended to be used for the diagnosis, cure, mitigation, treatment, or prevention of any disease or condition. All final decisions regarding patient care and treatment rest with the healthcare provider. Use of Roseline by a healthcare provider does not diminish their professional responsibilities to their patients.

Third-Party Services: If Roseline integrates with or provides links to any third-party services (such as electronic health record systems, transcription services, or telecommunication providers), we do not warrant or endorse those third-party services. Your use of third-party services may be subject to additional terms from those providers, and Roseline is not responsible for any issues arising from those external services.

Some jurisdictions do not allow the exclusion of certain warranties, so some of the above disclaimers may not fully apply to you. In such cases, the warranties are disclaimed to the maximum extent permitted by applicable law.

Limitation of Liability

To the extent permitted by law, in no event will Roseline or its parent company, affiliates, officers, directors, employees, agents, or partners be liable for any of the following:

Indirect Damages: Any indirect, incidental, special, consequential, or punitive damages, or any loss of profits, revenue, data, or use, incurred by you or any third party, whether in an action in contract, tort, or otherwise, arising from your access to or use of the Service or any content provided through the Service.
Error or Interruption: Any damages or losses arising from errors, mistakes, or inaccuracies of content, or from the Service being unavailable or interrupted (including any harm caused by system failures, network outages, or data breaches).
Unauthorized Access: Any unauthorized access to or use of our servers and/or any personal information or data stored therein, unless directly caused by our gross negligence or wilful misconduct.
Use of Outputs: Any outcomes, decisions, or actions taken (or not taken) by you based on information or content generated by Roseline. This includes any medical decisions or diagnoses made by a healthcare provider or any misunderstandings by a patient, as users are expected to verify and use their own judgment.

In any case, Roseline’s total cumulative liability to you for any claims arising out of or relating to these Terms or the use of the Service will be limited to the amount you paid to us (if any) for the Service in the twelve (12) months immediately preceding the event giving rise to the liability. If you have paid no fees, Roseline’s liability shall be limited to fifty Canadian dollars (CAD $50) or the minimum amount permissible under law.

These limitations of liability apply whether or not we have been advised of the possibility of such damages and regardless of the failure of any essential purpose of any limited remedy. Some jurisdictions do not allow the limitation or exclusion of liability for incidental or consequential damages, so certain limitations above may not apply to you. In such jurisdictions, our liability will be limited to the maximum extent permitted by law.

Indemnification

You agree to indemnify, defend, and hold harmless Roseline, its parent company, affiliates, and their respective officers, directors, employees, and agents (collectively, the "Indemnified Parties") from and against any and all claims, liabilities, damages, losses, and expenses (including reasonable legal fees) that arise out of or relate to: (a) your use of the Service (including any information you provide or decisions you make using the Service); (b) your violation of these Terms or any applicable law or regulation; or (c) your infringement or violation of any rights of a third party (such as violating a patient's privacy rights or intellectual property rights of any party).

Roseline reserves the right, at your expense, to assume the exclusive defense and control of any matter otherwise subject to indemnification by you. In such case, you agree to cooperate with our defense of that claim. You shall not settle any such claim without our prior written consent unless the settlement fully and unconditionally releases the Indemnified Parties from all liability.

Termination

By Roseline: We may suspend or terminate your access to the Service (or any part of it) at any time, with or without notice, if we believe you have violated these Terms, if you fail to pay any fees when due, or if we are required to do so to comply with law or protect our rights. We may also terminate or suspend the Service, or any part of it, generally if we choose to discontinue the platform or a feature. In the event of any suspension or termination, we will attempt to notify registered account holders via the email associated with their account or via the Service.

By You: If you are a registered healthcare provider, you may terminate your account or subscription at any time if you no longer wish to use Roseline. You can do this through your account settings or by contacting us. If you are a patient user who accessed Roseline via a link, you can simply discontinue use of the Service at any time.

Effect of Termination: Upon termination of your account for any reason, your right to access and use the Service will immediately cease. If you are a healthcare provider, you are responsible for downloading or exporting any important data (such as patient notes) prior to termination, as you may lose access to that data thereafter. We may, but are not obligated to, delete or destroy any account information or content stored on our servers as a result of your termination or cancellation, except to the extent we are required to retain it by law or under our data retention policies.

Provisions of these Terms that by their nature should survive termination (including but not limited to provisions on intellectual property, disclaimers, limitation of liability, indemnification, and governing law) will remain in effect after termination.

Governing Law and Jurisdiction

These Terms of Use and any dispute arising out of or relating to the Service or these Terms will be governed by and construed in accordance with the laws of the Province of Quebec and the federal laws of Canada applicable therein, without regard to conflict of law principles. The parties expressly exclude the application of the United Nations Convention on Contracts for the International Sale of Goods (CISG) to these Terms.

You agree that any legal action or proceeding arising under or relating to these Terms or the Service shall be brought exclusively in the courts located in the Province of Quebec, judicial district of Montreal, and you consent to the personal jurisdiction of and venue in such courts. Notwithstanding the foregoing, we reserve the right to seek injunctive or equitable relief in any competent jurisdiction to protect our confidential information or intellectual property.

If you are accessing or using the Service in a jurisdiction that has consumer protection or data privacy laws that would impose different terms or protections than set forth in these Terms, you agree to the extent allowed by law that those laws do not apply, and that these Terms and the laws of Quebec, Canada shall govern. In cases where such laws cannot be waived, these Terms will be interpreted to give maximum effect to the parties’ intentions, and any provisions that are in conflict with such laws shall be deemed modified only to the minimum extent necessary to comply.

Miscellaneous

Entire Agreement: These Terms of Use (along with any other policies or agreements expressly incorporated by reference, such as our Privacy Policy) constitute the entire agreement between you and Roseline regarding your use of the Service. They supersede all prior or contemporaneous understandings and agreements, whether written or oral, relating to the same subject matter.

Severability: If any provision of these Terms is held to be invalid, illegal, or unenforceable by a court of competent jurisdiction, that provision shall be enforced to the maximum extent permissible and the remaining provisions of these Terms will remain in full force and effect.

No Waiver: Our failure to enforce any right or provision of these Terms shall not operate as a waiver of that right or provision. Any waiver of any provision of these Terms will be effective only if in writing and signed by an authorized representative of Roseline.

Assignment: You may not assign or transfer these Terms or any of your rights or obligations under them without our prior written consent. We may assign these Terms (in whole or in part) at any time, for example in the event of a merger, acquisition, or sale of assets, without notice to you. These Terms will bind and inure to the benefit of the parties and their respective permitted successors and assigns.

Relationship: Nothing in these Terms creates a partnership, joint venture, agency, or employment relationship between you and Roseline. You and Roseline are independent contractors with respect to each other.

Headings: The section headings in these Terms are for convenience of reference only and have no legal or contractual effect.

Contact Us

If you have any questions about these Terms of Use or if you need to provide any notices to Roseline under these Terms, please contact us at support@roseline.ai or visit our website at https://roseline.ai. We value our users and will endeavor to address your questions and concerns promptly.

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