Terms of service

These terms are between [LEGAL ENTITY NAME] of [REGISTERED ADDRESS] (“LabPilot”, “we”) and the laboratory or organisation that subscribes to the Service (“you”).

By creating an account or using the Service you accept these terms. If you are agreeing on behalf of an organisation, you confirm you are authorised to bind it. If you do not accept them, do not use the Service.

The Service is offered to laboratories and healthcare organisations. It is not offered to consumers, and it is not for personal or household use.

A subscription to the LabPilot laboratory information system for the plan you have chosen, for as long as you pay for it. We may improve and change the Service; we will not materially reduce the functionality of your plan during a paid term without giving you notice and the option to cancel for a pro-rata refund.

Plan limits — users, orders, storage, or modules — are set out at purchase. We will tell you before enforcing a limit you have exceeded.

You are responsible for:

• The accuracy of what your staff enter, and for having the right to hold every patient record you place in the Service.
• Who you give access to, and at what role. The Service lets you narrow permissions; it is your job to set them so that people see only what their work requires.
• Credentials issued to your staff, including API tokens. Tell us promptly at [SECURITY CONTACT EMAIL] if you believe an account has been compromised.
• Your own clinical, professional, and accreditation obligations. Using the Service does not discharge any of them.

LabPilot is laboratory information software. It is not a medical device, it does not diagnose, and it does not make clinical decisions. Every result the Service records, flags, or transmits remains the professional responsibility of the qualified person who produced and verified it.

Specifically, and without limiting the above:

Reference ranges and flags

The Service applies the reference ranges and critical bands you configure. It does not verify that they are clinically correct for your population, your methods, or your instruments. Setting them correctly is your responsibility.

Delta checks

The Service can question a result that moves implausibly from a patient's previous one. It is a prompt to re-check a specimen, not a finding, and it is advisory — it does not prevent a result being reported.

Critical result alerts

The Service can raise, route, escalate, and record acknowledgement of a critical value. It cannot guarantee that a person reads a notification or that a clinician is reached. Your laboratory remains responsible for its critical-result policy and for meeting whatever notification timeframe your accreditation requires.

Calculated parameters

Formulae are configured by you and evaluated as configured. We do not validate the clinical correctness of a formula you enter.

Reports

A verified report is signed by your qualified person, not by the Service. The content is yours.

You must not use the Service as the sole safeguard for any clinically critical process. Keep the manual procedures your accreditation requires.

Fees, billing period, and currency are as set out at purchase. Unless stated otherwise, fees are payable in advance, are exclusive of tax, and are non-refundable except where these terms or the law say otherwise.

• Subscriptions renew automatically unless cancelled before the renewal date.
• We may change prices with [PRICE CHANGE NOTICE, e.g. 30 days] notice, effective at your next renewal.
• If payment fails we will tell you and allow [GRACE PERIOD, e.g. 14 days] before suspending access. We will not delete your data during a suspension for non-payment.

Your data — patient records, results, invoices, and everything else your staff enter — remains yours. We claim no ownership of it and use it only to provide the Service, as described in the Privacy Policy, which forms part of these terms.

You may export your data at any time while your subscription is live. On termination you may export it for [EXPORT WINDOW, e.g. 30 days], after which we delete it as described in the Privacy Policy.

You may not:

• Place data in the Service that you have no lawful basis to hold, or use it in a way that breaches medical confidentiality or data protection law.
• Attempt to reach another laboratory's data, probe or circumvent access controls, or test the security of the Service without our prior written consent.
• Reverse engineer, resell, or offer the Service to third parties as your own, unless your plan expressly permits it.
• Interfere with the Service's operation, or use it to store or transmit malware.

We may suspend an account that is causing harm or breaching this section, and will tell you why as soon as we reasonably can.

We aim to keep the Service available at [UPTIME TARGET, e.g. 99.5%] each month, excluding scheduled maintenance we announce in advance. If your plan includes a service level agreement, that document governs and takes precedence over this section.

Support is provided at [SUPPORT EMAIL] during [SUPPORT HOURS]. The Service depends on third parties — hosting, database, messaging — and an outage attributable to one of them is not a breach of these terms, though we will keep you informed.

We warrant that we will provide the Service with reasonable skill and care. Beyond that, and to the extent the law allows, the Service is provided “as is” without further warranty — we do not warrant that it will be uninterrupted, error free, or fit for a purpose you have not told us about.

Nothing in these terms excludes liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot lawfully be excluded.

Subject to section 9, and to the extent permitted by law, neither party is liable for indirect or consequential loss, loss of profit, or loss of goodwill.

Our total liability arising out of or in connection with these terms is limited to the fees you paid in the [LIABILITY WINDOW, e.g. 12 months] before the event giving rise to the claim.

Given section 4, we are not liable for clinical decisions, for the accuracy of results entered or configured by your staff, or for a failure of your critical-result procedures.

Either party may terminate at the end of a billing period. Either may terminate immediately if the other commits a material breach and fails to remedy it within 30 days of written notice, or becomes insolvent.

On termination your access ends and the export window in section 6 begins. Sections 6, 9, 10, and 12 survive.

Governing law

These terms are governed by the laws of [JURISDICTION], and the courts of [JURISDICTION] have exclusive jurisdiction.

Changes

We may amend these terms with [NOTICE PERIOD, e.g. 30 days] notice by email. Continuing to use the Service after that constitutes acceptance; if you object, you may terminate before the change takes effect.

Assignment

You may not assign these terms without our consent. We may assign them to a successor of our business on notice to you.

Entire agreement

These terms, the Privacy Policy, and any order form or DPA between us are the whole agreement, and replace anything discussed beforehand.

Severability

If a provision is unenforceable, the rest continues in force.

Contact

[LEGAL CONTACT EMAIL], or [REGISTERED ADDRESS].