Terms of Service

1. About these terms

DocVoc (“DocVoc”, “we”, “us”) is provided to you under these terms. DocVoc is operated from India. Our legal entity name and registered address are available on request from psasatte@docvoc.com. “You” means the clinician using DocVoc and, where a clinician uses DocVoc as part of a practice, that practice.

By requesting access, creating an account or using DocVoc, you agree to these terms. If you accept them for a practice, you confirm that you are authorised to bind it. If you do not agree, do not use DocVoc.

2. Who can use DocVoc

DocVoc is for:

• medical practitioners registered to practise in India, for example with the National Medical Commission or a State Medical Council, whose registration is current;
• clinics, hospitals and other practices those practitioners work in; and
• people a practice invites to its DocVoc account, who work under a registered practitioner’s supervision.

You must be at least 18 and able to enter a binding contract. You must give us accurate information and keep it up to date. We may ask for proof of registration at any time.

3. Accounts and approval

• Approval. New practices request access. DocVoc staff review each request and may approve or decline it. There is no self-service free trial, though we may grant complimentary or trial access in writing. Once your practice is approved, cloud processing and model downloads start when the first subscription payment succeeds.
• Signing in. You sign in with your email and password, or with a one-time code sent to your email. Keep your password and your email account secure, do not share your sign-in, and tell us at once if you think someone else has used it.
• Practices. A practice owner can invite members, manage seats and billing, and disable a member’s access. Each member of a practice takes one paid seat, and every clinician in a practice is on the same plan.
• Responsibility. You are responsible for what happens under your account and, for a practice owner, under your practice’s accounts.

4. What DocVoc does

DocVoc lets you record a visit, get a transcript, and receive a draft note in the template you choose (Standard note, Progress note, Referral letter or First visit). You review, correct and sign the note. After signing there is an 8-second Undo; after that, changes are added as dated addenda and the signed note does not change. Genie answers your questions about a visit using the relevant parts of the record.

You can record the languages a patient speaks. DocVoc sends those language codes with the recording as a hint, so it hears the visit better. The transcript stays in the language spoken; the note is written in clinical English whatever was said. Accuracy varies by language, and DocVoc tells you when a language it supports less well is recorded.

By default, visits are processed by DocVoc cloud, which uses our Vrinda AI gateway and OpenAI in the United States, as described in the Privacy Policy. The Mac app can also process visits on the Mac itself, in English. DocVoc works in web browsers and on phone browsers; Android, iPhone and Windows apps are on the way and are not yet in app stores.

We improve DocVoc over time and may change or remove features. If a change significantly reduces what you pay for, we will tell you in advance and you may cancel.

5. Your clinical responsibility; no medical advice

DocVoc is a documentation tool. It is not a medical device. It does not diagnose, recommend treatment, check prescriptions or replace your clinical judgement, and nothing in DocVoc is medical advice.

You are responsible for every note you sign, for the care you give, and for every decision you make. DocVoc drafts; you review, edit and sign. Use DocVoc’s drafts and Genie’s answers only as an aid to your own record-keeping, never as the basis for a clinical decision without checking them yourself. DocVoc has not been assessed or approved as a medical device by any regulator, and must not be used as one.

6. AI drafts can be wrong

Transcripts, draft notes, document text and Genie answers are produced by AI and can contain errors. For example, they can mishear words, names, drug names, doses or numbers; mix up who said what; leave out important details; or add details that were never said. Background noise, several people talking, accents and poor connections make errors more likely.

Before you sign a note, print it, share it or use it for care, read the transcript and the note, and correct anything that is wrong. A note you sign is your record.

7. Patient consent and your data duties

• Consent to record. You must get the patient’s consent before you record a visit, and from a parent or lawful guardian where the patient is a child or cannot consent. DocVoc does not obtain that consent for you and does not contact your patients. DocVoc offers a prompt before recording — never ask, ask once per patient, or ask before every visit — and keeps the time you confirm with the visit. The prompt is off unless you turn it on; it is a reminder, not proof of consent, and it does not move the responsibility to us.
• Telling patients. Tell patients how their information will be handled, including that DocVoc cloud processes visits through OpenAI in the United States. If a visit must not leave India, use offline processing in the Mac app.
• Your role. For patient information you are the Data Fiduciary under the DPDP Act and DocVoc is your Data Processor. You are responsible for having a lawful basis to process it, and for following the law and your medical council’s rules on confidentiality and medical records.
• Our role. We process patient information only to provide DocVoc to you, on your instructions. We keep it confidential, protect it as described in the Privacy Policy, use only the service providers listed there, help you respond to patients’ requests, tell you without delay about a breach that affects it, and delete it as these terms describe.
• Your records stay yours. DocVoc is a tool for writing and holding your notes; it is not the custodian of your medical records, and using DocVoc does not transfer or discharge your duty to maintain them. How long you must keep a record, and in what form, is set by the law and the medical council regulations that apply to you — we do not state a period for you, and nothing here is advice about it. Keep your own copy: export your records before you delete them or leave DocVoc.

8. Acceptable use

Do not:

• record anyone without their consent, or use DocVoc to record anything other than clinical visits;
• use DocVoc for anything unlawful, or upload content you have no right to use;
• share your sign-in or a seat, or let people outside your practice use your account;
• try to access another person’s account or data, or to get around DocVoc’s security, limits or approval;
• probe, scan, overload or interfere with DocVoc, or upload malicious code;
• copy, resell or reverse-engineer DocVoc, except where the law allows it;
• use DocVoc or its output to build a competing product or to train AI models.

9. Fees, GST and payment

Prices are per clinician per month, in Indian rupees, plus 18% GST. Every plan has every feature; plans differ only in DocVoc cloud recording hours.

• Yearly billing costs ten times the monthly price.
• You pay in advance for each monthly or yearly period, through Razorpay, by card or by UPI AutoPay or e-mandate. DocVoc never sees or stores your card number.
• Your subscription renews automatically at the end of each period until you cancel.
• Razorpay issues an invoice for each payment, to the billing email on your account. Our GSTIN is available on request from psasatte@docvoc.com.
• We may change prices. We will tell practice owners at least 30 days in advance, and a new price applies only from your next renewal after that notice.

What happens when a payment fails is explained in the Cancellation & Refund Policy.

10. Cloud hours and fair use

• A practice’s hours are pooled: included seats × the plan’s hours, for each billing month. Only visit audio processed by DocVoc cloud counts. Notes, Genie and offline processing in the Mac app do not use hours.
• When your hours run out, recordings are always saved and a recording in progress is never cut off. New cloud transcription waits until your hours renew. Notes, signing and Genie on existing visits keep working.
• Unlimited is subject to fair use. Above 130 hours a month per clinician we will talk with you about your use; nothing is blocked.
• On every plan, each clinician can process up to 8 hours of DocVoc cloud audio a day, and we may apply daily request limits to keep DocVoc reliable for everyone.

11. Cancellation and plan changes

A practice owner can cancel at any time in Plan & billing at accounts.docvoc.com. Cancellation takes effect at the end of the paid period: you keep what you paid for until then, renewal stops, and nothing is deleted. We do not give partial refunds for unused time, hours or seats. Plan changes you make on a card take effect at your next renewal; for UPI AutoPay or e-mandate, or to switch between monthly and yearly billing, contact us and we will arrange it. Full details are in the Cancellation & Refund Policy.

12. Suspension and termination

You can stop using DocVoc at any time by cancelling your subscription and asking us to close your account.

We may suspend or end your access if:

• you seriously or repeatedly break these terms;
• your registration to practise is no longer valid, or information you gave us is false;
• your use puts patients, other users or DocVoc at risk, or is unlawful; or
• the law or an authority requires it.

Where it is reasonable, we will warn you first and give you a chance to fix the problem. While access is suspended you cannot sign in. Unpaid fees do not lead to suspension on their own: they stop processing, as explained in the Cancellation & Refund Policy. We may also stop offering DocVoc altogether; if we do, we will give at least 90 days’ notice and refund any prepaid fees for the period after service ends.

13. Your data when an account ends

• While your account is open you can export your records at any time with Export all my data in Settings → Privacy. The export is a file of your records and settings. Kept audio is not included; it stays on the device where it was recorded.
• After your account is closed, for any reason, we keep your records for 30 days so that you can export them. If your account was suspended, we will give you a way to get your export during that time, unless the law prevents it.
• After that we delete your records from our servers. They can remain in our encrypted backups for up to about 40 days more, and are then gone.
• Records saved on your own devices stay there until you remove them.
• We keep billing and tax records as long as the law requires.

14. Ownership

Your records, notes and other content remain yours, or your practice’s. You give us permission to process them only as needed to provide DocVoc to you. DocVoc, its software, design and brand belong to us or our licensors; these terms give you the right to use DocVoc while your subscription is active and do not transfer ownership.

The offline models the Mac app downloads are made by third parties and are licensed under their own terms, which you accept before downloading them. If you send us feedback, we may use it without owing you anything.

15. Availability and support

We work to keep DocVoc available and reliable, but we cannot promise it will always be available or free of errors. DocVoc cloud needs an internet connection; if the connection drops during a visit, recording carries on and the audio is transcribed when you are back online. We may pause DocVoc for maintenance, where possible outside clinic hours.

Raise a request inside DocVoc under Contact support, or email psasatte@docvoc.com. We answer Monday to Saturday, 9:00–19:00 IST. Please keep patient details out of support messages: our staff cannot open your visits, notes or recordings, and do not need them. See Contact us.

16. Disclaimers and limitation of liability

To the extent the law allows, DocVoc is provided “as is” and “as available”, without warranties of any kind beyond those set out in these terms, including warranties that DocVoc or its output is accurate, complete or fit for a particular clinical purpose.

To the extent the law allows:

• we are not liable for clinical decisions, patient outcomes, or errors in notes you sign;
• we are not liable for indirect or consequential loss, or for loss of profit, revenue, goodwill or data you could have exported; and
• our total liability for all claims relating to DocVoc is limited to the fees you paid us for DocVoc in the 12 months before the claim.

Nothing in these terms limits liability that cannot be limited under Indian law, or your rights as a consumer where they apply.

17. Indemnity

You will compensate DocVoc for losses and reasonable costs arising from a third-party claim, including a claim by a patient or an authority, that results from your clinical care, your failure to get a patient’s consent, content you upload, or your breach of these terms or the law.

18. Governing law and disputes

These terms are governed by the laws of India. Before starting any legal proceedings, please write to us so we can try to resolve the problem; we will respond within 30 days. The courts at Mumbai have exclusive jurisdiction over any dispute relating to these terms or DocVoc.

19. Changes to these terms

We may update these terms. We will post changes here with a new effective date, and email practice owners at least 30 days before a material change takes effect. If you do not agree, cancel before the change applies; if you keep using DocVoc after that, the new terms apply.

20. General

• These terms, the Privacy Policy and the Cancellation & Refund Policy are the whole agreement between you and us about DocVoc.
• If a court finds part of these terms unenforceable, the rest still applies.
• If we do not enforce a right straight away, we can still enforce it later.
• You may not transfer your account or these terms without our written agreement. We may transfer them to a business that takes over DocVoc, and will tell you if we do.
• We are not responsible for delays or failures caused by events outside our reasonable control, such as outages of internet or cloud providers, natural disasters or government action.
• We send notices to the email address on your account. Send notices to us at psasatte@docvoc.com.

Questions about these terms: psasatte@docvoc.com.