Terms of Use

Eligibility Requirements

M2A DocAssist is exclusively for licensed healthcare professionals in Canada. By registering, you represent and warrant that:

• You hold a valid, current medical license issued by a Canadian provincial or territorial medical regulatory authority
• Your medical license is in good standing (not suspended, restricted, or under investigation)
• You are legally authorized to practice medicine in Canada
• You are at least 18 years old
• You have the legal authority to enter into these Terms
• Your use of the Platform does not violate any applicable laws or regulations
• You will immediately notify us if your license status changes

License Verification

We reserve the right to verify your medical licensure at any time by requesting:

• Copy of your medical license certificate
• Provincial/territorial college of physicians membership confirmation
• Proof of professional liability insurance
• Government-issued photo identification

Misrepresentation

Providing false information about your licensure status constitutes fraud and will result in:

• Immediate account termination without refund
• Potential legal action for damages
• Report to relevant medical licensing authorities
• Report to law enforcement if applicable

Account Registration

When registering, you must:

• Provide accurate, complete, and current information
• Maintain and promptly update your account information
• Maintain confidentiality of your login credentials
• Notify us immediately of any unauthorized account access
• Not share your account with others

You are fully responsible for all activities under your account.

What M2A DocAssist Provides

The Platform offers:

• Audio transcription: Speech-to-text conversion of medical consultations
• AI-assisted SOAP note generation: Automated structuring of clinical notes
• Patient file management: Organization and storage of patient records
• Document export: PDF and other format exports
• Usage analytics: Dashboard and statistics

Critical AI Limitations - Read Carefully

Physician Responsibilities (Non-Negotiable)

Acknowledgment and Assumption of Risk

By using M2A DocAssist, you explicitly acknowledge and agree that:

• AI-generated content may contain serious factual errors that could lead to patient harm if not detected
• You bear SOLE and COMPLETE responsibility for all clinical decisions, all diagnoses and treatments, all medical content in final patient records, and patient safety and outcomes
• M2atech Solutions Inc. provides NO medical advice, clinical guidance, or medical services
• You will independently verify ALL content before any clinical use
• Patient safety depends ENTIRELY on YOUR review and professional judgment
• The AI is a documentation assistance tool ONLY, not a medical professional
• You have read and understood the limitations described above

Your use of the Platform constitutes acceptance of these risks and responsibilities.

Permitted Uses

You agree to use M2A DocAssist:

• Only for legitimate professional medical purposes
• Only with appropriate patient consent
• In compliance with all applicable laws (PIPEDA, provincial health legislation, medical regulations)
• With thorough review of all AI-generated content before clinical use
• With proper maintenance of login credential confidentiality
• In accordance with your professional medical standards and ethics

Prohibited Uses

You agree NOT to:

Account Misuse:

• Share your account credentials with others
• Allow unlicensed individuals to use your account
• Create multiple accounts for the same individual

Illegal or Unethical Activities:

• Use the Service for any illegal or fraudulent purposes
• Process patient data without appropriate consent
• Violate patient confidentiality or privacy rights
• Engage in any form of healthcare fraud

Technical Abuse:

• Attempt to circumvent security measures or access controls
• Reverse engineer, decompile, or disassemble the Platform
• Intentionally overload servers or engage in denial-of-service attacks
• Probe, scan, or test vulnerabilities without authorization
• Upload malicious content (malware, viruses, trojans)

Commercial Misuse:

• Resell or redistribute the Service without written authorization
• Use the Service to compete with M2A DocAssist
• Extract data for commercial purposes beyond your medical practice

Consequences of Violation

Violation of these acceptable use provisions may result in:

• Immediate account suspension or termination
• Legal action for damages
• Report to medical licensing authorities
• Report to law enforcement if criminal activity suspected

Patient Data (Medical Records)

You and/or your patients retain full ownership of:

• Original audio recordings of consultations
• Transcriptions (speech-to-text output)
• SOAP notes (whether AI-generated, physician-edited, or final versions)
• All patient medical information and health records
• Patient demographic and contact information

M2atech Solutions Inc. claims NO ownership of patient medical data or clinical records.

Your Original Content

You retain ownership of:

• Your account profile information
• Custom templates you create within the Platform
• Your preferences and settings
• Any original content you upload

M2atech Solutions Inc. Ownership

We retain exclusive ownership of:

• The M2A DocAssist platform software and source code
• AI models, algorithms, and training methodologies
• User interface design and graphics
• Logos, trademarks, service marks, and branding
• Aggregated, anonymized usage statistics

License You Grant Us

To provide the Service, you grant M2atech Solutions Inc. a limited, non-exclusive, revocable, non-transferable license to:

• Store your patient data on our servers (encrypted)
• Process audio files for transcription purposes
• Process transcriptions through AI systems for SOAP note generation
• Create secure backups of your data
• Display your data back to you within the Platform interface
• Analyze aggregated anonymized usage patterns to improve the Service

Data Portability and Export

You may export ALL your data at any time in the following formats:

• JSON (machine-readable, structured data)
• CSV (spreadsheet-compatible)
• PDF (human-readable reports)

Export includes: All patient records, audio files (if within 30-day retention period), transcriptions, SOAP notes, and account metadata.

There is NO fee for data export.

Subscription Plans

Billing and Payment

• Payment processor: Secure third-party payment processor (PCI-DSS Level 1 certified)
• Billing cycle: Monthly recurring on the same day each month
• Price transparency: Price shown is final (no additional taxes - small supplier status)
• Payment methods: Credit card, debit card
• Currency: Canadian Dollars (CAD)
• Automatic renewal: Subscription renews automatically unless cancelled

Payment Failure and Account Suspension

If automatic payment fails, we will follow this process:

• Day 1: Email notification with retry link, attempt automatic retry within 24 hours
• Day 3: Second email reminder, provide link to update payment method
• Day 5: Final notice email, warning of account suspension in 2 days
• Day 7: Account suspended (read-only mode) - you can view and export data, cannot create new consultations
• Day 30: Account termination scheduled, final opportunity to export data

Update your payment method and pay the outstanding balance to reactivate immediately. All features restored within 1 hour of successful payment.

Cancellation and Refund Policy

Cancellation:

• Cancel anytime with 1-click from your account dashboard
• No commitment period or early termination fees
• No questions asked cancellation policy

Refund Policy:

Our Data Security Commitments

• Infrastructure: Secure Canadian datacenters with industry-standard certifications
• Encryption at rest: AES-256 (military-grade encryption)
• Encryption in transit: TLS 1.3 (latest secure protocol)
• Compliance: PIPEDA (Personal Information Protection and Electronic Documents Act)
• Audio retention: Automatic deletion after 30 days maximum
• Backups: Daily encrypted backups with geographic redundancy
• Access controls: Multi-factor authentication (2FA) available
• Data Processing Agreements: Signed with all third-party service providers

Data Processing and AI Technology

Audio transcription and AI-powered SOAP note generation are processed using:

• Canadian infrastructure: All processing occurs exclusively in certified Canadian datacenters
• Third-party cloud services: Industry-leading secure cloud platforms
• Immediate deletion: Audio and transcription data deleted immediately after processing
• No retention: Third-party AI providers do not store or retain your data

Warranty Disclaimer

We do NOT guarantee:

• 100% accuracy of audio transcriptions
• Absence of errors in AI-generated SOAP notes
• Uninterrupted or error-free operation (24/7/365 availability)
• Compatibility with all Electronic Medical Record (EMR) systems
• Meeting your specific medical documentation requirements
• Freedom from bugs, viruses, or other harmful components
• Timeliness, accuracy, or completeness of any AI-generated content

To the maximum extent permitted by law, we disclaim all warranties, including but not limited to implied warranties of merchantability, fitness for a particular purpose, non-infringement, accuracy or reliability of results.

Limitation of Liability Amount

To the maximum extent permitted by applicable law, our total aggregate liability for all claims related to the Service shall NOT EXCEED the total fees you paid to M2A DocAssist in the 12 months immediately preceding the event giving rise to liability.

Excluded Damages

We are NOT liable for:

• Indirect damages: Lost profits, lost revenue, lost business opportunities
• Consequential damages: Damage to professional reputation, malpractice claims
• Punitive damages: Penalties or exemplary damages
• Special damages: Any damages beyond direct financial loss
• Medical errors: Patient harm resulting from your use or misuse of AI-generated content
• Third-party claims: Claims by your patients against you
• Data loss: If you failed to maintain independent backups
• Downtime costs: Lost productivity during service interruptions

This limitation applies REGARDLESS of the legal theory (contract, tort, negligence, strict liability) and even if we were advised of the possibility of such damages.

Your Sole Responsibility

You are SOLELY RESPONSIBLE for:

• All clinical decisions and patient care
• Reviewing and verifying all AI-generated content before use
• Obtaining appropriate patient consent
• Complying with medical standards and regulations
• Maintaining professional liability insurance
• Patient outcomes and medical malpractice claims

Your Indemnification Obligations

You agree to indemnify, defend, and hold harmless M2atech Solutions Inc., its officers, directors, employees, and agents from and against any and all claims, damages, losses, liabilities, costs, and expenses (including reasonable attorneys' fees) arising from:

Your Actions:

• Your violation of these Terms of Use
• Your violation of applicable laws, regulations, or medical standards
• Your failure to obtain required patient consent before recording
• Your breach of patient confidentiality obligations
• Your use of AI-generated notes without proper independent verification
• Your misrepresentation of medical licensure or credentials
• Your unauthorized sharing of account access
• Your negligent or willful misconduct

Medical Practice:

• Medical malpractice claims arising from your clinical decisions
• Patient harm resulting from errors you failed to detect in AI-generated content
• Claims that you prescribed incorrect medications based on unverified AI output
• Claims that you missed critical diagnoses due to reliance on AI-generated notes

Excluded From Your Indemnification

You are NOT required to indemnify us for claims arising from:

• Our platform defects: Bugs, errors, or failures in the M2A DocAssist software
• Our AI errors: Errors that were not reasonably detectable despite proper physician review
• Our data breaches: Security failures or unauthorized access to our systems
• Our privacy violations: Our failure to comply with PIPEDA or privacy laws
• Our contractual breaches: Our violation of these Terms of Use
• Defects we failed to disclose: Known limitations we did not adequately communicate

Service Availability

While we strive to provide reliable service, we do NOT guarantee:

• 24/7/365 uninterrupted availability
• Zero downtime or maintenance windows
• Specific uptime percentages (SLA)

Scheduled Maintenance

• Advance notice: Minimum 48 hours for major maintenance
• Timing: Typically during low-usage periods (nights, weekends)
• Duration: We will minimize disruption

Emergency Maintenance

We may perform emergency maintenance without notice if necessary to:

• Address critical security vulnerabilities
• Prevent data loss or corruption
• Restore service functionality

Service Modifications

We reserve the right to:

• Add new features at any time (generally at no additional cost)
• Modify existing features with 30 days notice for material changes
• Remove features with 90 days notice if usage is minimal
• Discontinue the Service entirely with 180 days notice

For material adverse changes, you may cancel your subscription without penalty before the change takes effect.

Termination by You

You may terminate your account at any time by:

• Clicking "Cancel Subscription" in your account dashboard
• Emailing contact@m2adoc.com with termination request
• Requesting cancellation via phone: 506 850 6548

Effect of Termination:

• Billing stops at end of current cycle (no pro-rata refund)
• Access continues until end of paid period
• 30-day grace period to export data after final access date
• Complete data deletion after 30-day grace period (except as noted below)

Data Retention After Termination

Deleted After 30 Days:

• Your account profile information
• Session data and preferences
• Temporary files and caches

Retained as Required by Law:

• Billing records: 7 years (Canadian tax law requirement)
• Medical records: 10 years minimum (provincial health legislation) - Transcriptions, SOAP notes, Patient medical information

You may export all data before the 30-day grace period expires.

Termination by Us

We may suspend or terminate your account immediately if:

Violation of Terms:

• You materially breach these Terms of Use
• You engage in prohibited activities described in Acceptable Use Policy
• You misrepresent your licensure or credentials

Payment Issues:

• Persistent payment failure exceeding 30 days
• Chargebacks or payment disputes (investigation pending)
• Fraudulent payment methods

Illegal or Harmful Activity:

• Illegal activity detected (e.g., healthcare fraud)
• Credible threats to patient safety
• Attempted hacking or security breaches
• Abusive behavior toward our staff

During Force Majeure Events

We will notify users promptly of the situation, provide regular status updates, make reasonable efforts to restore service, and use alternative means to maintain service if possible.

If service outage exceeds 7 consecutive days, we will pause billing (no charges) until service resumes. Subscription period extended by the outage duration.

NO REFUNDS for downtime caused by force majeure events.

Our Right to Modify

We may modify these Terms of Use from time to time to reflect:

• Changes in applicable laws or regulations
• New features or services
• Improved security or privacy practices
• Clarifications or corrections

Notice of Changes

Minor: Minor changes (typos, clarifications, formatting): Updated immediately. Notice: Revised "Last updated" date at top of page.

Material: Material changes (new obligations, pricing changes, liability provisions): Email notification sent to your registered email address, 30 days advance notice before changes take effect, clear explanation of changes in email.

Your Options

Upon receiving notice of material changes:

Accept: Accept: Continue using the Service. Deemed acceptance when changes take effect.

Reject: Reject: Cancel your subscription before changes take effect. No penalty for cancellation. Export your data before cancellation.

Continued use after the effective date constitutes acceptance of the modified Terms.

Informal Resolution

Before filing any formal claim, you agree to:

• Contact us at contact@m2adoc.com describing the dispute
• Allow us 30 days to investigate and respond
• Engage in good faith discussions to resolve the matter

Most disputes can be resolved through this informal process.

Governing Law

These Terms are governed by and construed in accordance with the laws of the Province of New Brunswick, Canada, the applicable federal laws of Canada, without regard to conflict of law principles.

Jurisdiction and Venue

Exclusive jurisdiction: Any legal action or proceeding arising from these Terms shall be brought exclusively in the courts of New Brunswick, Canada. You consent to the personal jurisdiction and venue of these courts.

Entire Agreement

These Terms, together with our Privacy Policy and any other policies referenced herein, constitute the entire agreement between you and M2atech Solutions Inc. regarding your use of M2A DocAssist. These Terms supersede all prior agreements, understandings, or communications (oral or written).

Severability

If any provision of these Terms is found to be invalid, illegal, or unenforceable by a court of competent jurisdiction, that provision shall be modified to the minimum extent necessary to make it enforceable. If modification is not possible, the provision shall be severed. All other provisions shall remain in full force and effect.

Waiver

Our failure to enforce any provision of these Terms shall NOT constitute a waiver of that provision, our right to enforce it in the future, or any other provision. No waiver shall be effective unless made in writing and signed by an authorized representative of M2atech Solutions Inc.

Assignment

You may NOT assign, transfer, or delegate these Terms or your account without our prior written consent. We MAY assign these Terms or transfer our rights and obligations to an affiliate or subsidiary, in connection with a merger, acquisition, or sale of assets, or to any successor entity. Any attempted assignment by you in violation of this section is void.

Notices

Notices to You: We will send notices to the email address associated with your account. You must keep your email address current. Notices are deemed received 24 hours after sending.

Notices to Us: Email: contact@m2adoc.com | Mail: M2atech Solutions Inc., New Brunswick, Canada | Phone: 506 850 6548

Survival

The following provisions shall survive termination of these Terms:

• Data Ownership and License
• Limitation of Liability
• Indemnification
• Intellectual Property
• Governing Law and Jurisdiction
• General Provisions