Pilot Application Terms

Application and admission

Submitting an application does not guarantee admission, availability, onboarding, platform support, or continued participation. Application information must be accurate, submitted by someone authorized to act for the named clinic or business, and must not contain patient information.

The pilot is not a different product

“Pilot” describes a limited evaluation of the same ClinicaVox software, not a separate clinical edition. If accepted, the participant will receive an activation email and signed local licence stating the participant’s unique licence ID and the six-month pilot start and end dates.

Software licence and identifiers

Access is personal to the accepted participant or named business, limited, non-exclusive, non-transferable, and provided only for the agreed evaluation. The licence ID may be linked to the business and contact information submitted with the application so ClinicaVox can administer activation, support, and expiry. The current build verifies the signed licence and its expiry locally; it does not contain a remote kill switch.

Ownership and restrictions

ClinicaVox, its software, workflows, documentation, branding, and related materials remain the property of their applicable owner or licensors. Except where applicable law does not permit a restriction, participants may not redistribute, sublicense, sell, publish, remove ownership notices from, or attempt to defeat the licence controls of the software. No ownership interest is transferred by an application, pilot invitation, download, or feedback submission.

Clinical responsibility

ClinicaVox is pilot-stage documentation and workflow software. It does not provide medical advice, replace professional judgment, or replace the clinic’s authoritative health record, privacy program, consent process, secure communications, retention system, or legal responsibilities. Every generated note, Home Exercise Program, Plan of Care, and other output must be reviewed, corrected where needed, and approved by the clinician before use.

Patient information and authorized testing

The website and pilot application must never receive patient information. Use of the installed clinical application with real patient information is permitted only if the participant’s activation agreement, organizational approvals, privacy assessment, patient-notice or consent process, and applicable professional and legal requirements expressly allow it. Otherwise, testing must use synthetic information.

Local operation and user-directed transfers

Routine clinical processing is designed to occur on the participant’s computer after installation and required downloads. Software updates, the public website, pilot applications, user-initiated exports, prepared email messages, and operating-system cloud-sync settings are separate from that local processing boundary. Participants are responsible for their device, access controls, backups, approved record transfer, and secure handling of exported material.

Changes, feedback, and confidentiality

Pilot software may change, contain errors, or have features added, changed, or removed. Participants may be asked to keep non-public software and materials confidential. Feedback may be used to evaluate and improve ClinicaVox, but no patient information may be included unless a separate written process expressly authorizes it.

Expiry and termination

The evaluation normally ends six months after activation on the date stated in the activation email and signed licence. Access may stop when the local licence expires. Before expiry, participants must transfer any material they are required to retain into their approved authoritative record system. Early termination rights, return or deletion obligations, and any post-expiry access will be stated in the activation agreement.

No production promise

The application and pilot materials do not promise uninterrupted availability, error-free output, regulatory compliance, financial results, patient retention, or suitability for a particular clinical or business purpose. Warranty disclaimers, liability limits, indemnities, support commitments, governing law, and dispute terms for installed software will be stated in the activation agreement and are subject to applicable law.

Contracting entity and legal review

The legal entity operating ClinicaVox, its address, and contact information must be published before applications open. The activation agreement will identify the contracting entity and governing law. These website terms are not a substitute for that signed or click-accepted activation agreement.