Terms of service

This document was prepared with the assistance of AI tools, grounded in Intelligent Consult's actual product behaviour. If you have any questions about these Terms before you accept them, contact us at admin@intelligentmind.app.

1. Introduction and acceptance

These Terms & Conditions ("Terms") are a legal agreement between Intelligent Mind Pty Ltd (ABN 91 691 526 351, ACN 691 526 351) ("Intelligent Mind", "Company", "we", "us", "our") and the person or organisation that registers for or uses Intelligent Consult ("you", "your"). Intelligent Consult is operated globally — these Terms apply to every user, in every country, regardless of where you access the service from.

By creating an account, or by continuing to use Intelligent Consult, you agree to these Terms. Where you register on behalf of an organisation (a clinic, practice, or other entity), you confirm you have authority to bind that organisation, and "you" in these Terms refers to both you personally and the organisation.

Intelligent Consult uses a versioned acceptance system for these Terms. Each version has a version number, an effective date, and — where a new version is mandatory — a grace period before it becomes binding on existing users. You will be shown any new mandatory version in the product and asked to accept it; if a grace period applies, you can keep using Intelligent Consult until it elapses, after which acceptance is required to continue. If you do not accept a new mandatory version, your right to use Intelligent Consult ends at the close of the grace period, and clause 17 (Termination) applies.

2. Definitions

Platform means the Intelligent Consult website, applications, and underlying software, including the OLI listening engine, Ask Oli, and the Evidence & Reference features.

Content means any audio, transcript, note, template, query, or other material submitted to or generated by the Platform.

Draft Note means any clinical or non-clinical note, summary, or document generated with AI assistance through the Platform.

Practitioner means an individual user of the Platform, whether a registered health practitioner, a trainee, or another professional using the Platform for consults, meetings, or interviews.

Organisation means a clinic, practice, or other entity that registers for the Platform and whose team members hold user accounts under it.

Patient means any person whose information is captured, discussed, or referenced in Content, including in a non-clinical consult context.

Subscription means a paid plan for the Platform, as described on our pricing page from time to time.

Personal Information has the meaning given under applicable data protection law (for example, the Australian Privacy Act 1988 or the EU General Data Protection Regulation), and includes health information.

3. Eligibility and accounts

You must be at least 18 years old and able to form a binding contract to register for the Platform. The Platform is designed for professional use by practitioners and the organisations that employ or engage them — it is not directed at, and must not be used by, patients or members of the public as account holders.

You are responsible for keeping your account credentials secure and for all activity under your account. Tell us promptly if you suspect unauthorised access. Accounts are personal to you and must not be shared between individuals.

If you register an Organisation account, you are responsible for the conduct of every team member you invite, for ensuring they each have their own account rather than sharing credentials, and for removing access promptly when someone leaves your organisation.

Where you declare yourself a registered practitioner, trainee, or other professional status to unlock a feature or tier, you confirm that declaration is accurate. We may ask for verification (for example, for the discounted trainee tier) and may suspend access if a declaration turns out to be false.

4. Nature of the service — not medical advice, not a medical device

Intelligent Consult is a documentation, reference, and workflow tool. It listens to a conversation you record or to your dictation and drafts a document; it does not practise medicine, provide medical advice, or make clinical decisions.

Every note the Platform produces is a draft for your review. You are the author of the document — the Platform's output does not become a finalised clinical record until you have reviewed, corrected, and approved it. We do not warrant that any AI-generated draft is complete, accurate, or free of errors, and you must independently verify all clinical content before relying on it or filing it as part of a patient's record.

Where the Platform surfaces clinician-facing decision support (for example, through Ask Oli or the Evidence & Reference feature), including medication dosing information, patient handout content, or referral contact details, that information is published-criteria support for you to apply. It is not a diagnosis, not a signed report, and not a substitute for your clinical judgement. You remain solely responsible for every clinical decision you make. Intelligent Consult does not offer differential diagnosis support, and no feature should be read, marketed, or relied upon as doing so. You may keep a tracing or document open beside an Ask Oli answer on your own device so you can apply the criteria yourself; the file is not uploaded, is not analysed by the Platform, and is not written into the consult note.

Ask Oli may record a de-identified topic, citations, and an optional reflection as an educational-activity ledger, and you may download a participation statement. That statement is not an accredited CPD certificate. Intelligent Consult is not an accredited CPD provider. Name and registration details printed on the statement are as you self-declare them in Settings and are not verified against any professional register.

Intelligent Consult is supplied as clinician-facing clinical decision support. It is not intended to replace clinical judgement or to diagnose, treat, cure, or prevent any disease or condition. If your jurisdiction requires notification, registration, or other steps before you use clinical decision support software, you must satisfy those requirements for your own practice.

5. Your responsibilities

As a Practitioner or Organisation, you are responsible for:

• obtaining valid consent from patients and any other participants before recording a consult, in the form required by the law of the jurisdiction you are practising in — recording-consent requirements vary significantly between jurisdictions (some require only one participant's agreement, others require everyone's, and some treat unauthorised recording as a criminal offence), and you remain solely responsible for meeting whatever standard applies to you;
• reviewing, correcting, and taking full responsibility for every Draft Note and every piece of reference information before relying on it, filing it, or acting on it;
• complying with your own professional, regulatory, and ethical obligations, independently of anything the Platform does or does not flag;
• for Patient Personal Information you submit to or generate through the Platform, acting as the data controller (or equivalent) under applicable data protection law, with Intelligent Mind acting as a processor or service provider that handles that information on your instructions, as described in our Privacy Policy; and
• ensuring you are legally entitled to submit any Content you provide to the Platform, including that you hold whatever consents or authorisations are needed from patients or other third parties.

6. Acceptable use

You must not use the Platform to: break any applicable law, including recording-consent law; attempt to extract training data from, reverse engineer, or probe the underlying models or infrastructure; interfere with or disrupt the Platform's operation; share account access with people outside your organisation; or submit Content you are not authorised to process. We may investigate suspected breaches and suspend access while we do (clause 18).

7. Subscription, fees, and payment

Intelligent Consult offers a free tier and one or more paid Subscription tiers, described on our pricing page, which may include a discounted tier for verified trainees. Feature availability and usage caps for each tier may change from time to time; we will give you reasonable notice of changes that materially reduce what a paid tier includes.

Paid Subscriptions are billed in advance on a recurring basis (monthly or annually, as selected) and renew automatically until cancelled. Payment is processed by our third-party payment processor, Stripe; we do not store your full card details ourselves. If you upgrade during a billing period, the difference is charged on a prorated basis.

You can manage or cancel your Subscription at any time through the billing portal available in your account settings. Cancelling stops future renewals; you keep access to your current paid tier until the end of the billing period you have already paid for, after which your account reverts to the free tier (subject to its own usage caps).

We may change our fees from time to time. We will give you advance notice before a fee increase takes effect on your account, and you may cancel before it applies.

8. Refunds

Fees already paid are generally non-refundable, except where required by applicable consumer protection law or at our discretion in individual cases. Nothing in this clause limits any refund, replacement, or other remedy that cannot be excluded under the Australian Consumer Law or an equivalent non-excludable consumer protection law that applies to you.

9. Changes to the service

We may add, change, or remove features, and move features between tiers, as the Platform evolves — for example, a feature that starts free may later become available only on a paid tier. Where a change materially reduces what you are currently paying for, we will give you reasonable advance notice.

10. Intellectual property

We own the Platform itself — the software, branding, templates we provide, and underlying technology — and nothing in these Terms transfers that ownership to you. Subject to these Terms, we grant you a limited, non-exclusive, non-transferable licence to use the Platform for your own professional purposes for as long as your account is active.

You own your own Content — your recordings, transcripts, Draft Notes, and any templates you personally author. You grant us a limited licence to store, process, and transmit that Content solely to provide and improve the Platform for you, and, in de-identified or aggregate form only, to improve our services generally. We do not use your Content to train third-party foundation models beyond what is described in our Privacy Policy.

11. Third-party providers

The Platform relies on third-party providers to work — for transcription and speech recognition, for AI drafting and evidence search, for payment processing, for cloud storage, and for single sign-on where you choose to use it. We apply reasonable measures to limit what identifying information reaches these providers where practical (for example, de-identifying certain queries before they are sent to an external evidence-search provider), but we do not warrant that any such measure is perfect, and we are not liable for the acts, omissions, or outages of a third-party provider beyond our reasonable control. Our current sub-processors are listed in our Privacy Policy.

12. Data protection

Our Privacy Policy describes what personal information we collect, how we use it, who we share it with, and your rights — it is incorporated into these Terms by reference. Intelligent Consult records audio only; we never record video. Retention periods for audio and clinical notes are configurable by your Organisation within limits we set, and may be extended where a legal hold applies (for example, during a complaint or legal proceeding).

13. Referral directory and community content

Where the Platform includes a community-contributed directory of referral or service contacts, entries in that directory are submitted by users and reviewed by our moderators, but we do not independently verify every detail and do not warrant that any entry is accurate, current, or complete. You must verify any contact details before relying on them, and you can report outdated information directly in the Platform.

14. Disclaimers

The Platform is provided "as is" and "as available". To the maximum extent permitted by law, we exclude all warranties, express or implied, including any warranty that the Platform will be uninterrupted, error-free, or fit for a particular purpose beyond what is expressly stated in these Terms. This clause does not exclude any guarantee, warranty, or right that cannot lawfully be excluded, including under the Australian Consumer Law or an equivalent non-excludable consumer protection law that applies to you.

15. Limitation of liability

To the maximum extent permitted by law, our total liability to you arising out of or in connection with these Terms or your use of the Platform, however arising (including in contract, tort, or under statute), is limited to the total fees you paid us in the 12 months before the event giving rise to the liability. Neither of us is liable to the other for indirect, consequential, or special loss, including loss of profits, loss of data, or business interruption, except to the extent that loss arises from our own breach of clause 4 or 5's core obligations.

Nothing in these Terms limits or excludes liability for: death or personal injury caused by negligence; fraud or wilful misconduct; or any liability that cannot lawfully be limited or excluded, including non-excludable guarantees under the Australian Consumer Law.

These limits apply regardless of whether we have been advised of the possibility of the relevant loss.

16. Indemnity

You agree to indemnify us against any claim, loss, or liability we suffer arising from: your breach of these Terms; your failure to obtain valid consent for a recording as required by clause 5; or Content you submit that infringes a third party's rights or breaches applicable law. This indemnity does not extend to claims arising from our own breach of these Terms or our own negligence.

17. Termination

You may stop using the Platform and close your account at any time. We may suspend or terminate your access if you materially breach these Terms, fail to pay fees when due, use the Platform unlawfully, or if we reasonably believe continuing your access would create a legal or safety risk — we will give you notice where reasonably practicable before doing so, except where the breach is serious enough that immediate action is required.

If we terminate a mandatory version of these Terms and you choose not to accept it, or if your account is otherwise closed, you will have a reasonable window to export your Content before deletion, consistent with our data retention policy described in the Privacy Policy. Clauses that by their nature should survive termination — including intellectual property, limitation of liability, indemnity, and governing law — continue to apply after termination.

18. Suspension

We may temporarily suspend your access where reasonably necessary for security, to investigate suspected misuse, or to comply with a legal obligation. We will restore access as soon as the reason for suspension no longer applies, and will tell you the reason where we reasonably can.

19. Changes to these Terms

We may publish a new version of these Terms from time to time. Where a new version is mandatory, we will give you the grace period stated for that version — shown in the Platform and, for material changes, notified to the email address on your account — before it becomes binding. If you do not accept a mandatory version before its grace period ends, clause 17 applies. Non-mandatory versions (for example, minor clarifications) take effect on publication without requiring your acceptance.

20. General

Force majeure. Neither of us is liable for a failure to perform caused by circumstances beyond our reasonable control.

Assignment. We may assign or transfer these Terms in connection with a merger, acquisition, or sale of assets. You may not assign these Terms without our prior written consent.

Severability. If any part of these Terms is found unenforceable, the rest continues to apply, and the unenforceable part is read down to the minimum extent necessary to make it enforceable.

No waiver. A failure to enforce any part of these Terms is not a waiver of the right to enforce it later.

Entire agreement. These Terms, together with the Privacy Policy and any order form or plan description referenced on our pricing page, are the entire agreement between us about the Platform, and replace any earlier agreement about the same subject matter.

Notices. Notices to you may be sent to the email address on your account. Notices to us should be sent to admin@intelligentmind.app.

Governing law. These Terms are governed by the law of the State of Victoria, Australia, regardless of where you access the Platform from, and both of us submit to the non-exclusive jurisdiction of the courts of Victoria, Australia.

21. Contact

Questions about these Terms can be sent to admin@intelligentmind.app, or raised through a support ticket after signup.