Terms and Conditions

1. Introduction

Welcome to ClinicQuest ("we", "us", "our"). By accessing or using our website, mobile application, or AI-powered professional medical education, reference, portfolio, and drafting services (collectively, the "Service"), you agree to be bound by these Terms and Conditions ("Terms").

If you do not agree to these Terms, you must not use our Service.

Service Provider:
ClinicQuest, a service of Appocrates Ltd
Company No. 17014851 — registered in England and Wales
Registered office: 195 Turner Road, Colchester, CO4 5XW
support@clinicquest.uk

2. Eligibility and Professional Use

2.1 Professional Audience

The Service is intended for use by UK General Practitioners (GPs), GP Trainees, and qualified medical professionals for professional medical education, MRCGP preparation, portfolio reflection, reference review, and drafting support using fictional or fully anonymised material.

2.2 Age Restriction

You must be at least 18 years old to use the Service.

2.3 Account Registration

To access certain features, you must register for an account. You agree to:

• Provide accurate, current, and complete information.
• Maintain the security of your authentication credentials.
• Promptly notify us if you discover or suspect any security breaches.
• Accept responsibility for all activities under your account.

2.4 Geographical Access

ClinicQuest is a UK-only Service. Access to authenticated features (including chat, portfolio, AKT preparation, notebooks, and leaflet search) is technically restricted to connections originating from United Kingdom IP addresses, enforced at the Cloudflare edge and at the application layer. Users connecting from outside the UK — including UK clinicians travelling abroad — will be unable to use these features until they return to a UK connection. Public marketing and legal pages remain available worldwide.

This restriction reflects our regulatory scope (UK GDPR, ICO supervision, UK clinical guidance sources) and is not an arbitrary commercial limitation. We do not offer a method to bypass it for travel; if you need uninterrupted access while abroad, please contact support@clinicquest.uk before you travel and we will outline what options exist on a case-by-case basis.

3.0 Intended Purpose

ClinicQuest is supplied for professional medical education, MRCGP exam preparation, portfolio reflection, clinical reasoning training, and source-backed reference review for UK GPs and GP trainees. It is not intended or supplied as a regulated medical device, real-patient decision-support product, diagnostic tool, treatment tool, monitoring tool, triage tool, risk-prediction tool, or substitute for local clinical systems.

3.1 No Medical Advice

The AI-generated content provided by the Service is for professional education and reference purposes only. It does not constitute medical advice, diagnosis, treatment recommendations, triage instructions, prognosis, or patient-specific management guidance.

3.2 Professional Responsibility

You acknowledge and agree that:

• You are a qualified medical professional responsible for any real-world clinical decisions you make outside ClinicQuest.
• You will verify all AI-generated information against trusted primary sources (e.g., BNF, NICE guidelines) and local policy before relying on it outside the Service.
• You will not use the Service to diagnose, treat, monitor, triage, risk-stratify, or manage a real patient.
• We are not liable for any errors, omissions, or "hallucinations" in the AI output.

3.3 Third-Party Sources & AI Attribution

• Proprietary Sources: The AI may occasionally cite or reference third-party proprietary sources (including NICE CKS).
• No Affiliation: ClinicQuest is not affiliated with, endorsed by, or licensed to reproduce content from these proprietary sources.
• User Responsibility: You must access these guidelines directly through official channels to ensure compliance and accuracy. We explicitly disclaim responsibility for unauthorized citations.

3B. UK-Hosted Storage & Zero-Retention Processing

ClinicQuest separates data at rest from data in transit for AI inference. Storage is UK only. Inference is transient, performed under contractual Zero Data Retention, and never written to disk by any AI provider.

• Storage (UK only): Account, educational, portfolio, and anonymised clinical-content data — chat threads, portfolio entries, notebooks, tasks, audit logs, user records — is stored exclusively in our Supabase database in the Europe West (London) region. The database is not replicated, backed up, or synced to any non-UK region. Access is enforced with row-level security and role-based controls so each authenticated clinician can only access their own rows.
• AI inference (transient, ZDR): Anonymised clinical-content AI workloads (chat, fact-checking, document processing, AI drafting) are routed through the Vercel AI Gateway under a Zero Data Retention contract to current model providers (primarily Google Gemini). Prompts and responses are processed in volatile memory at the model endpoint and discarded immediately. No clinical content is stored at rest by any AI provider. Inference happens globally, primarily on US infrastructure; cross-border transfers are covered by the UK Extension to the EU-US Data Privacy Framework and Standard Contractual Clauses.
• Educational AI paths (30-day retention, transient ZDR fallback): Notebook and AKT Teacher agents, AKT remedial generation, AKT-tagged flash-card generation, and medicine leaflet analysis normally use Google Gemini directly, which retains inputs for up to 30 days. If selected learning-agent calls fail because of provider overload, timeout, rate limiting, or transient 5xx errors, we may retry once through OpenRouter with Zero Data Retention enforced. These features process only educational and public content. xAI Grok is reserved as an alternative for the same educational paths and is not currently active.
• Audio handling: Voice dictation runs on Cloudflare Workers AI Speech (Free), Groq Whisper Large v3 Turbo (Pro), or Deepgram Nova-3 Medical (Max). Cloudflare Workers AI runs under the Workers AI ZDR contract; Groq ZDR is enabled in Data Controls for STT inference; Deepgram receives mip_opt_out=true so opted-out request data is retained only for processing duration. Audio recordings are not stored by ClinicQuest. Cloudflare Workers AI inference uses the nearest available point of presence (typically UK/EU PoPs) and is not contractually pinned to a region on the current plan. See the Privacy Policy and the Subprocessors list for the precise per-provider wording.
• Network protection: Traffic is served through a hardened Cloudflare edge layer with request isolation, Web Application Firewall (WAF), and DDoS mitigation.
• Payments: Stripe processes all card payments under PCI-DSS standards. ClinicQuest never stores card data or CVCs.

Training prohibition: All AI providers engaged by ClinicQuest — regardless of routing path or data retention period — are contractually prohibited from using API-submitted data to train their AI models.

See our Subprocessors list for named providers, regions, and the specific transfer mechanisms in force per provider.

4. Acceptable Use and Patient Privacy

4.1B Defence-in-depth controls

The prohibition above places primary responsibility on you, the clinician, as Data Controller. ClinicQuest also applies the following automated controls as a defence-in-depth layer — they reduce risk if information slips through but do not replace your anonymisation duty:

• Telemetry scrubbing: All Sentry error and performance events pass through a server-side beforeSend hook that redacts known sensitive keys (message content, transcripts, SOAP notes, notebook content, portfolio entries, request and response bodies, query strings, cookies, auth headers, tokens, patient names, NHS numbers, dates of birth) before any payload leaves our infrastructure. Session replay is disabled; console, fetch, and XHR breadcrumbs are disabled.
• Analytics content blocking: PostHog is configured to capture only page views, feature events, account-linked identifiers, and AI generation metadata for model, credit, and cost reporting. No message content, portfolio text, transcripts, or clinical text is sent. Session recording, autocapture, and advertising use are disabled.
• Input pre-scrubbing: Server-side regex guards strip structured identifiers (NHS numbers validated by Mod-11 checksum, full UK postcodes, UK phone numbers, email addresses, and dates that appear in a date-of-birth context) from main chat / portfolio prompts, fact-check inputs, task labels, and ordinary dictation transcripts before the text is persisted, sent to the AI subprocessor, or surfaced in logs. The redacted text is what is stored, what reaches the AI, and what you see in your message history on those surfaces. AKT Teacher and Notebook Agent prompts, including their AI dictation contexts, are educational-study inputs and are not pre-scrubbed. The scrubber is best-effort and pattern-based — it is non-substitutive and does not replace your anonymisation duty in section 4.1. It does not detect free-text patient names; that capability is on the roadmap.

4.2 Prohibited Activities

You agree not to:

4.3 Analytics

By using the Service, you acknowledge that we collect account-linked product analytics (page views, feature usage, account identifiers, and AI processing metrics for model, credit, and cost reporting) via PostHog (EU region) and unexpected error / sampled performance telemetry via Sentry (Germany / EU). Both services are configured with content scrubbing as described in §4.1B. Full details are in our Privacy Policy.

4.4 FourteenFish portfolio sync

ClinicQuest integrates with FourteenFish via its official API. When you click "Sync" on a draft portfolio entry, ClinicQuest transfers that entry to FourteenFish at your explicit request. Once received, FourteenFish becomes an independent controller of the data within your RCGP e-portfolio, governed by FourteenFish's own privacy policy and acceptable-use terms. ClinicQuest is not responsible for FourteenFish's processing after the user-initiated transfer.

5. Intellectual Property

5.1 Our IP: The Service, including code, design, AI models, and branding, is owned by ClinicQuest.

5.2 Your Content: You retain ownership of content you create. You grant us a license to store and process it solely to provide the Service.

5.3 AKT Question Bank: The AKT topic structure used in our drill, mock, and revision features is derived from the publicly available RCGP Curriculum topic guides. Topic and subtopic names follow the RCGP nomenclature for clinician familiarity, but the questions, model answers, explanations, and remedial questions are independently authored or AI-generated by ClinicQuest — they are not RCGP examination questions and do not reproduce live or retired RCGP AKT question content. ClinicQuest is not affiliated with, endorsed by, or licensed by the Royal College of General Practitioners.

6. Subscriptions and Payments

• Paid features are billed via Stripe.
• Subscriptions automatically renew unless cancelled.
• We do not provide refunds for partial subscription periods.
• We will provide 30 days' notice of price changes.

6.3A Statutory Right to Cancel (UK Consumer Contracts Regulations 2013)

If you are a consumer (i.e. you are not buying the Service in the course of a business, profession, or trade), you have a statutory 14-day right to cancel your subscription or top-up purchase from the day you complete checkout, under the UK Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013.

Because the Service is digital content delivered immediately, the following applies when you complete checkout:

• You expressly request that we begin supplying the digital service immediately, so that AI features and any top-up credits become available straight away.
• You acknowledge that you will lose the statutory cancellation right once the supply of the digital service has begun. For top-up packs, "supply has begun" means the moment any credit from the pack is consumed; an unused top-up pack remains refundable on request within the 14-day window. For subscriptions, "supply has begun" means the moment your account first uses any subscription-funded AI generation; until that point you may cancel within 14 days for a full refund of the subscription fee.
• To exercise the cancellation right while it still applies, contact us at the address in §11. You do not need to give a reason.

This clause does not affect your right to cancel your subscription at any time for the future (i.e. so it does not auto-renew at the end of the current billing period); §6.3A is a separate, time-limited statutory right.

6.5 Credit Refunds

ClinicQuest uses an in-app credit system to meter AI generations and other paid actions. Credit-level refunds work as follows:

• Automatic per-request refund: if an AI generation fails, is cancelled, or times out before completing, the credits reserved for that request are automatically refunded to your balance. You do not need to contact support.
• Top-up credits: top-up credits never expire and remain available regardless of subscription status.
• Top-up purchases: a top-up pack is non-refundable once any credit from that pack has been consumed. An unused top-up pack (no credits drawn from it yet) is refundable on request within 14 days under your statutory consumer cancellation right (see §6.3A).
• Subscription fees: subscription fees themselves are not refunded for partial billing periods.

6.6 Anti-Abuse Cooldowns

To prevent abuse of free-tier allocations and referral bonuses, credit grants are subject to anti-abuse cooldowns:

• Free-tier reset cooldown: free monthly allowances do not refresh within 28 days of a previous monthly allocation or tier-upgrade grant.
• Re-registration cooldown: accounts that are deleted and re-registered are subject to a 30-day cooldown before receiving a new free monthly allowance.
• Paid invoice payments: a successful paid subscription invoice always resets your monthly allowance immediately, regardless of the cooldown above.

6.7 Referral Programme

ClinicQuest operates an optional referral programme:

• Reward: when a user signs up using your unique referral link and then upgrades to a paid plan, both you (the referrer) and they (the referee) each receive 250 bonus credits.
• Eligibility: the referred user must be new to ClinicQuest. The referral code must be applied before or within 5 minutes of the user's first paid invoice. Applying a referral code after an existing paid subscription is already active does not qualify.
• Lifetime cap: referrers may earn a maximum of 50 referral bonuses (12,500 credits total) over the lifetime of their account. Referees receive their 250-credit bonus regardless of whether the referrer has reached the cap.
• One bonus per email: each email address may receive the referee bonus only once, regardless of whether the account is deleted and re-created.
• No self-referral: you may not apply your own referral code to your own account.
• No cash value: referral credits have no cash value and cannot be withdrawn or transferred.
• Termination of rewards: we reserve the right to revoke referral credits or suspend participation if we determine the referral was obtained fraudulently, including through fictitious accounts, email aliases, or other abuse.

7. Termination

We may suspend or terminate your access immediately, without prior notice, for any reason, including if you breach these Terms (e.g., uploading patient identifiable information, abusing the API).

8. Limitation of Liability

To the maximum extent permitted by law, ClinicQuest shall not be liable for any indirect, incidental, special, consequential, or punitive damages, or any loss of profits or revenues, whether incurred directly or indirectly, or any loss of data, use, goodwill, or other intangible losses, resulting from your use of the service, any AI-generated content, or unauthorized access to our servers. Our total liability shall not exceed the amount you paid us in the past 12 months.

9. Governing Law

These Terms shall be governed by and construed in accordance with the laws of England and Wales.

10. Changes to Terms

We reserve the right to modify these Terms at any time. Your continued use of the Service constitutes your acceptance of the new Terms.

11. Contact Us