Terms of Service

These Terms of Service (“Terms”) govern your access to and use of the Clavus platform — including the web application, API, and any related services — provided by Clavus Technologies Inc.(“Clavus”, “we”, “us”, or “our”).

By creating an account or using Clavus, you agree to be bound by these Terms and our Privacy Policy. If you are accepting on behalf of an organization, you represent that you have authority to bind that organization.

If you do not agree to these Terms, do not use Clavus.

Clavus is intended for licensed or registered healthcare practitioners, students under clinical supervision, and healthcare organizations operating in Canada. By using Clavus, you confirm that:

• You are 18 years of age or older.
• You are a qualified healthcare professional or acting under the supervision of one.
• Your use of Clavus complies with your professional college’s standards and any applicable laws.

Clavus is an AI-assisted clinical documentation tool. It transcribes voice recordings and generates structured clinical notes (SOAP, DAP, BIRP, GIRP, and other formats) to assist healthcare practitioners with documentation.

You are responsible for maintaining the confidentiality of your account credentials and for all activity under your account. Notify us immediately at legal@clavus.ca if you believe your account has been compromised.

You may not share your login credentials, create accounts on behalf of others without their knowledge, or use automated systems to access Clavus without our written consent.

You are responsible for ensuring your use of Clavus complies with applicable privacy laws, including PIPEDA, PHIPA (Ontario), HIA (Alberta), and any other provincial health information legislation applicable to your practice.

We strongly recommend using patient codes or initials rather than full names in voice recordings. You must obtain appropriate patient consent for any AI-assisted documentation as required by your professional regulatory body and applicable law.

Clavus acts as a data processor with respect to any patient-related information you submit. You are the data controller. You are responsible for ensuring patients are aware that AI tools may be used in the preparation of their clinical records.

Clavus is offered on a subscription basis. Available plans, pricing, and session limits are described on our pricing page and are subject to change with 30 days’ notice.

• Trial plan: Free 14-day trial with up to 20 sessions. No payment required.
• Paid plans: Billed monthly or annually in Canadian dollars via Stripe. Taxes may apply.
• Renewals: Subscriptions renew automatically unless cancelled before the renewal date.
• Refunds: We offer a 7-day refund window on new paid subscriptions. Contact us at legal@clavus.ca to request one.

If a payment fails, your account may be downgraded or suspended. We will notify you before taking action.

Certain plans allow you to invite other practitioners to your workspace. As the workspace owner or admin, you are responsible for the actions of team members you invite. You may remove team members at any time from your settings. Invite links are single-use and expire after 7 days.

You agree not to:

• Use Clavus for any purpose that violates applicable law or professional regulations.
• Input fabricated patient information or use Clavus to generate fraudulent clinical records.
• Attempt to reverse-engineer, scrape, or access Clavus systems other than through the intended interface.
• Resell, sublicense, or otherwise commercialize access to Clavus without written permission.
• Transmit viruses, malware, or any code designed to interfere with the service.
• Use Clavus for mass surveillance, tracking, or any purpose unrelated to legitimate clinical documentation.

Clavus and its underlying technology remain the property of Clavus Technologies Inc.. You retain ownership of the clinical notes you create using Clavus. By using Clavus, you grant us a limited license to process your content solely to provide the service.

Style profiles you create (extracted writing patterns) are associated with your account and deleted when you close it.

Clavus is provided “as is” and “as available” without warranties of any kind, express or implied. We do not warrant that the service will be uninterrupted, error-free, or that AI-generated notes will be accurate, complete, or suitable for any particular clinical purpose.

AI language models can produce errors, omissions, or hallucinations. All generated notes must be reviewed by a qualified practitioner before use in a clinical record. You assume all risk for reliance on AI-generated content.

To the maximum extent permitted by applicable law, Clavus Technologies Inc. and its directors, employees, and agents shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to loss of data, loss of revenue, or harm arising from clinical documentation errors, even if advised of the possibility of such damages.

Our total liability to you for any claim arising from your use of Clavus shall not exceed the greater of (a) the amount you paid us in the 3 months preceding the claim, or (b) CAD $100.

You agree to indemnify and hold harmless Clavus Technologies Inc. and its affiliates from any claims, damages, or expenses (including legal fees) arising from your use of Clavus in violation of these Terms, your professional obligations, or applicable law.

You may close your account at any time from your settings page. We may suspend or terminate your account if you violate these Terms, your payment lapses, or we discontinue the service, with reasonable notice except in cases of serious violation.

Upon termination, your access to the service ends. Your data is retained for 90 days and then deleted, unless you request earlier deletion or we are legally required to retain it.

We may update these Terms from time to time. We will notify you by email and update the effective date above. Material changes take effect 14 days after notification. Continued use after that date constitutes acceptance.

These Terms are governed by the laws of the Province of Ontario and the federal laws of Canada applicable therein, without regard to conflict of law principles. Any disputes shall be resolved in the courts of Ontario, and you consent to the exclusive jurisdiction of those courts.

Clavus Technologies Inc.
legal@clavus.ca