Terms of Use - Truephase Notes

Version 0.2 · 8 November 2026 · the test-version agreement. Version 0.2 only changes our contact address to info@truephase.co.uk (a minor change under section 12.3). These terms will be replaced by version 1.0 after a solicitor's review. When that happens you will be asked to read and accept the new version before you carry on. Nothing in version 0.1 lets anyone use Notes with a real patient.

These are the terms on which Truephase provides Truephase Notes to your clinic.

At a glance

A short summary of the things clinics most often want to know. It is a summary only; if it ever differs from the terms below, the terms below apply.

• Truephase Notes is a Chrome extension. It reads the physiotherapy form that is open in JellyPx, takes the conversation you had with the patient (typed, pasted or recorded), asks an AI service to draft the answers, and puts them into the empty boxes. You read every answer and press Save yourself. The extension never presses Save or Submit.
• Test version. Until Truephase confirms in writing that your clinic may use Notes with real patients, you use it only with practice patients and made-up conversations.
• Fees are per physiotherapist per month, paid by the clinic in advance by card through Stripe when billing is switched on. The price is shown before you subscribe. We give 30 days' notice of any change.
• Patient information is yours. You are the controller; we are your processor under the Data Processing Agreement. We keep the AI's written answers and the patient reference, encrypted, for 12 months unless you shorten it. We never keep the conversation or any audio, never sell patient information, and never use it to train AI models.
• Who else is involved: Anthropic (the AI model, United States), Supabase (database, London), Vercel (our website and server code) and Stripe (payments). The full list is at Companies we work with.
• Month to month. Either of us can end it with 30 days' notice. Within 14 days of leaving you get a copy of your saved notes; within 30 days we delete them.

By ticking the box when you register, you agree to these terms. If you register a clinic, you agree on the clinic's behalf. If you have questions, email info@truephase.co.uk before you accept.

1. Who we are, and the words we use

1.1 "Truephase", "we", "us" and "our" mean Truephase AI Limited, a company registered in England and Wales with company number 17469289, of 11 St. Nicholas Road, Thorne, Doncaster, England, DN8 5BS. Contact: info@truephase.co.uk. For anything about personal information: privacy@truephase.co.uk.

1.2 "The clinic" or "you" means the physiotherapy practice that registered for Notes, and each person who uses Notes on its behalf. The person who registers the clinic confirms they have authority to accept these terms for it. Notes is for business use by registered healthcare professionals and their clinics only.

1.3 "Owner" means the person who registered the clinic (or whoever the clinic later tells us has taken over that role). "Physio" or "user" means anyone the clinic lets use Notes with its join code or an invitation.

1.4 "Notes" or "the Service" means the Truephase Notes Chrome extension, the Truephase website where you sign in, pay and read past notes, and the server behind them.

1.5 "JellyPx" means the practice-management system at login.jellypx.com, which is made by another company and is not part of the Service.

1.6 "Saved note" means one record of one form filled for one patient: the AI's written answers and the patient reference, as described in the Data Processing Agreement.

1.7 "The Data Processing Agreement" or "DPA" means the Data Processing Agreement, which is part of these terms.

1.8 "Working day" means Monday to Friday, not including UK bank holidays. "In writing" includes email.

2. The Service

2.1 What Notes does. When a physio opens an Initial Assessment or SOAP note form in JellyPx and presses Fill the form in the extension:

• the extension reads the questions on the open form and the patient details shown on that page (patient number, or name and date of birth), and asks the physio to confirm it is the right patient;
• the extension sends the questions, the conversation and the patient reference to our server;
• our server checks that the clinic's subscription is active, sends the questions and the conversation to the AI service, and receives draft answers;
• our server encrypts and stores the answers and the patient reference as a saved note, and sends the answers back to the extension;
• the extension writes the answers into the empty boxes on the form and marks each one green (filled) or orange (please check).

2.2 What the AI can and cannot do. Please read this part carefully.

• The answers are drafted by an AI model. It writes well, but it can misunderstand, miss something, or word things differently from how you would. Every answer is a draft until a physiotherapist has read it.
• It is instructed never to invent a clinical fact. If something was not said, it leaves the box empty and tells the physio. It can still make mistakes, so you check.
• It never overwrites a box that already has text, except template text that is there to be replaced.
• It never presses Save or Submit in JellyPx, and it never connects to JellyPx's own systems. It only reads and writes the page that is open on the physio's screen.
• It is not a clinician and it does not make, and must not be relied on to make, any decision about a patient's care.

2.3 Recording. The extension has a Record button that uses Chrome's built-in speech-to-text. Chrome sends the audio to Google to turn it into words, and Truephase has no agreement with Google about that audio. Recording is therefore for practice conversations only and must not be used with a real patient until Truephase connects a transcription service with a signed data agreement and tells you so. The extension says this next to the Record button.

2.4 Test version. Version 0.1 of these terms covers the test period. During it you use Notes only with practice patients and made-up conversations; you do not enter, paste or record any real patient's information. Truephase will tell the owner in writing when real use is switched on for your clinic. That notice may come with version 1.0 of these terms.

2.5 Changes and improvements. We improve Notes over time, including the forms it supports. We will not remove a feature your subscription includes without at least 30 days' notice, unless the law or a safety issue requires it.

3. Your account

3.1 One account each. Every physio has their own Truephase login. Do not share passwords. Use a password you do not use anywhere else, and change it if you think anyone else knows it. Tell us straight away at info@truephase.co.uk if a login may have been compromised.

3.2 Joining the clinic. A physio joins the clinic with the clinic's join code or an invitation link from the owner. The owner keeps the join code private, changes it when someone leaves, and removes users who leave. Anything done through a login counts as done by the clinic.

3.3 Details you give us. When you register we ask for the details we need to run and bill the Service: the clinic's name and address, contact details, number of physiotherapists, and each user's name, email, mobile number and HCPC registration number. Keep them up to date on the dashboard. Our Privacy Notice explains how we use them.

3.4 What we record when you agree. When you accept these terms, the Privacy Notice, the DPA or the test-version notice, we record which version you accepted, a fingerprint of its exact text, the date and time, your login and the internet address (IP address) you used. You can see this on your dashboard under Agreements.

3.5 The extension. You install Truephase Notes from the Chrome Web Store (or, during the test, from the kit Truephase gives you) and sign in to it through the Truephase website. The extension holds only your own login; it never holds an AI key or any key to our systems.

4. Fees

4.1 Notes is charged per physiotherapist per month. The price for your clinic is shown on the website before you subscribe, or agreed with you in writing. Prices are in pounds sterling; the website and your invoices say whether VAT is added.

4.2 The clinic pays monthly in advance by card through Stripe, our payment provider. Stripe handles the card; Truephase never sees or stores card numbers. Your subscription covers a number of seats (one per physiotherapist). The owner can add or remove seats; changes take effect from the next monthly payment unless Stripe's proration applies.

4.3 Test period. Until Truephase switches billing on for your clinic, there is no charge unless we have agreed one with you in writing. Truephase may run your clinic on a free trial; it will say in writing when the trial ends.

4.4 We give at least 30 days' notice before changing a price. If you do not want to pay the new price, you can end the Service under section 11 before it takes effect, and the old price applies until then.

4.5 If a payment fails, Stripe tries again and we tell you. If a fee is more than 14 days overdue, Notes stops filling forms until it is paid (section 11.6). Fees do not cover charges from other companies, such as JellyPx.

5. Your responsibilities

5.1 Clinical responsibility stays with you. The physiotherapist reads every answer before saving it into JellyPx and remains responsible for the clinical record, exactly as if they had written it. Truephase does not provide healthcare and is not responsible for clinical decisions.

5.2 Check before you save. Do not press Save in JellyPx until you have read the whole form. Pay particular attention to the orange boxes and to anything the extension tells you to check.

5.3 Lawful basis and telling patients. You are responsible for having a lawful basis under UK GDPR to process your patients' health data with Notes, for your own privacy notice, and for telling patients that an AI tool provided by Truephase helps write up their notes. We give you suggested wording in Recording and telling patients.

5.4 Recording. If you use the Record button (practice only during the test period), you ask the patient first, every time, in words that say what is happening and that they can say no or stop at any time, and you type the notes instead if they say no.

5.5 JellyPx. You confirm that using a browser extension on JellyPx is permitted under your agreement with JellyPx, and you tell us if JellyPx changes its position.

5.6 Use it lawfully and as intended. Only for your own clinic, only on JellyPx forms, only for lawful purposes. Do not try to copy, change or take apart the extension or our server, or use Notes in a way that could harm the Service or other clinics.

5.7 Test version. During the test period: practice patients only (we suggest "Mr John Test, Patient# 900001"), made-up conversations only, and no real patient details anywhere in Notes.

6. Patients' information

6.1 Your patients' information is yours. You are the controller: you decide why it is collected and how it is used. We are your processor: we handle it on your instructions to provide the Service, and for nothing else.

6.2 The Data Processing Agreement applies to your patients' information and forms part of these terms. If it conflicts with anything else in these terms on a data-protection matter, the DPA wins.

6.3 What we keep and for how long. The AI's written answers and the patient reference, both encrypted, for 12 months from the day the form was filled, unless the owner sets a shorter period or deletes a saved note sooner. Who filled which form and when, for the same period. We never keep the conversation - it is sent to the AI service to draft the answers and is then discarded - and we never keep audio. Full details: Retention and deletion.

6.4 Where it goes. Our database is in London. The AI model is run by Anthropic in the United States: the questions and the conversation leave the UK for the seconds it takes to draft the answers and are not retained there. The companies involved, what each sees and where, are listed at Companies we work with, and we tell every clinic at least 14 days before adding or changing one.

6.5 We never sell patient information, never use it for advertising, never use it to build profiles of patients, and never use it to train AI models. Our contracts with our providers do not allow them to either.

6.6 The owner can read, export and delete the clinic's saved notes on the website at any time. Physios can read them.

6.7 Our Privacy Notice explains how we handle information about you and your team, and what we do on your behalf with your patients' information.

7. Availability and support

7.1 We aim to keep Notes available at all times and will use all reasonable efforts to do so. We cannot promise it will never be interrupted. Notes depends on other companies - Anthropic, Supabase, Vercel, Google Chrome and JellyPx's own website - and if one of them has a problem, or changes how its pages work, so do we.

7.2 Because Notes reads the JellyPx page on your screen, a change to JellyPx's forms can stop Notes filling them correctly until we update the extension. We will do that as quickly as we reasonably can.

7.3 If Notes cannot fill forms for more than a total of 24 hours in a calendar month for a reason within our control, we will take money off your next bill for the time lost, at least 10% of that month's fee. If it happens in two months running, you can end this agreement at once with nothing further to pay.

7.4 Support is by email at info@truephase.co.uk. We aim to reply within one working day. Support covers Notes itself, not your computer, Chrome, internet connection or JellyPx.

8. Confidentiality

8.1 Each of us may learn things about the other that are not public: your prices, patient volumes and ways of working; our technology, pricing and methods.

8.2 Each of us will keep the other's confidential information private, use it only for this agreement, and share it only with staff and suppliers who need it and are bound to keep it confidential, or where the law requires.

8.3 This does not apply to information that is already public or that the receiving party already had legitimately. It continues for three years after this agreement ends. For patients' information, the DPA applies instead, for as long as we hold any of it.

9. Who owns what

9.1 We own Notes: the extension, the website, the server, the instructions we give the AI, our documents and know-how, and every improvement. Using Notes gives you no ownership of it. You may not copy it, take it apart to see how it works, or resell it.

9.2 You own your clinic's information and your patients' information. The saved notes are yours; the AI's draft answers become your clinical record the moment you save them in JellyPx.

9.3 You let us use your clinic's name and details only to provide the Service. We will not use your name publicly, for example on our website, without your separate written permission.

9.4 If you give us feedback or suggestions, we may use them to improve Notes without owing you anything.

10. Liability

10.1 Nothing in these terms limits or excludes our or your liability for death or personal injury caused by negligence, for fraud, or for anything else the law does not allow to be limited or excluded.

10.2 Our total liability to you under or in connection with these terms, in any 12-month period, will not exceed the total fees you paid us in that period, or £100 if you have paid nothing (for example during the test period).

10.3 We are not liable for loss of profit, loss of business or patients, damage to reputation, or any indirect or consequential loss.

10.4 Clinical content. The AI drafts; a physiotherapist checks and saves. We are not liable for the content of a note once a physiotherapist has saved it into JellyPx, for any clinical decision, or for the consequences of information in the conversation being wrong or incomplete.

10.5 Neither of us is liable for failing to do something these terms require because of events outside our reasonable control, such as a failure at one of our providers, a change to JellyPx, or a power or internet cut.

10.6 Liability for data-protection matters is dealt with in section 6 of the DPA.

In plain terms: if we cause your clinic a loss, the most we can be asked to pay is what you paid us that year. The notes a physiotherapist checks and saves are the clinic's record, as they always were. Clause 10.1 still stands: there are things the law does not let us limit, and we do not try to.

11. How long this lasts, and how it ends

11.1 This agreement starts when you accept these terms. Notes starts filling forms when your clinic's subscription or trial is active.

11.2 It runs month to month until one of us ends it.

11.3 Either of us can end it, for any reason, with at least 30 days' notice in writing. You can email info@truephase.co.uk or cancel through the subscription page on the website; we will email the owner's address.

11.4 You pay for the Service up to your last day and nothing after it. Anything already paid for time beyond your last day is refunded within 14 days.

11.5 At the end: within 14 days we give you a copy of your saved notes in a common format at no charge; within 30 days we delete your clinic's information, your users' accounts and every saved note, and instruct our providers to do the same. Two things are kept: invoices and payment records for six years because tax law requires it, and the record of which agreements you accepted for six years so each of us can show what was agreed.

11.6 Pausing. We may stop Notes filling forms if a fee is more than 14 days overdue, or if Notes is being used in a way that breaks these terms, is unlawful, puts patients or other clinics at risk, or breaks the test-version rule in section 5.7. We will tell you first and give you a chance to put it right, unless the risk is urgent. Fees continue during a pause caused by non-payment or misuse.

11.7 Serious breach. Either of us can end this agreement immediately, by written notice, if the other seriously breaks these terms and does not put it right within 14 days of being asked, or becomes insolvent or stops trading.

11.8 Sections 6, 8, 9, 10, 11.5 and 13, and the DPA, continue to apply after this agreement ends.

12. Changes to these terms

12.1 We may update these terms, for example when we add a feature, change a provider, or the law changes. Every version has a version number and a date, and we keep every version.

12.2 Material changes - anything affecting your rights, your fees, how patient information is handled, or what Notes does - are announced at least 30 days before they take effect, by email to the owner and on the dashboard. The next time you sign in after a material change you are asked to read and accept the new version before you continue. If you do not want to accept it, you can end this agreement under section 11 and the old terms apply until then.

12.3 Minor changes - corrections, clearer wording, new contact details - take effect when published with a new version number. If you think a change we called minor is not, tell us and we will treat it as material.

12.4 Version 1.0. The move from this version 0.1 to version 1.0 after legal review is a material change: everyone is asked to accept it, and real-patient use (if switched on for your clinic) starts only after that.

13. General

13.1 These terms, the DPA, the Privacy Notice, the price agreed for your clinic, and anything else we agree in writing make up the whole agreement between us.

13.2 Notices to us: info@truephase.co.uk, or 11 St. Nicholas Road, Thorne, Doncaster, England, DN8 5BS. Notices to you: the owner's email address on the account. An emailed notice counts as received the next working day.

13.3 If a court decides part of these terms cannot be enforced, the rest still applies.

13.4 Neither of us may transfer this agreement without the other's written consent, except that we may transfer it to a business that takes over Truephase, as long as we tell you and your rights are not reduced.

13.5 Only you and we have rights under these terms. If either of us does not insist on a right straight away, that does not mean it has been given up.

13.6 Governing law. These terms are governed by the law of England and Wales, and the courts there have exclusive jurisdiction over any dispute.

13.7 Contact. Support and general questions: info@truephase.co.uk. Personal information: privacy@truephase.co.uk. Post: 11 St. Nicholas Road, Thorne, Doncaster, England, DN8 5BS.