Terms of Service

These Terms of Service ("Terms") are an agreement between you and Z360, the provider of ZScribe. They apply whenever you use a ZScribe surface — a lobby kiosk, a check-in or intake link, an online booking page, a telehealth room, the patient portal, or the clinic dashboard.

By using any of those surfaces you accept these Terms. If you do not accept them, do not use ZScribe — ask your clinic for a paper alternative, which they are able to provide.

If your clinic has signed a separate written agreement with us, that agreement governs the clinic's use of the platform and takes precedence over these Terms where the two conflict.

ZScribe is a documentation and workflow tool. It does not practise medicine, does not diagnose, does not recommend treatment, and does not review what you submit for clinical urgency.

• Submitting a form does not mean a clinician has read it yet.
• Booking an appointment does not confirm a clinical assessment of how urgent your problem is.
• Using ZScribe does not create a provider-patient relationship between you and ZScribe or its staff.
• Your clinic and its clinicians are solely responsible for the care you receive and for every clinical decision made about you.

Your clinic licenses ZScribe and configures it — which forms you see, which consents you sign, which reminders you receive, and how your information flows into their record system. We act on the clinic's instructions.

That means questions about your care, your record, your bill, or your clinic's own policies go to your clinic, not to us. Our Privacy Policy explains this split in more detail, including how your HIPAA rights are exercised through your clinic.

• The information you enter is accurate and complete to the best of your knowledge. Inaccurate health information can lead to unsafe care.
• You are the patient, or you are the parent, legal guardian, or authorised personal representative of the patient, and you are permitted to submit information and sign consents on their behalf.
• You will keep any secure link, access code, or one-time passcode sent to you private, and will not share it with anyone who is not authorised to see your record.
• You will tell your clinic promptly if your contact details change or if you believe someone else has accessed your record.

Consent forms in ZScribe are signed electronically. Under the US federal ESIGN Act and state UETA laws, an electronic signature has the same legal force as a handwritten one.

• By drawing, typing, or clicking to sign, you intend to sign the document shown to you and agree to be bound by it.
• We record the signed document, your signature, and the date, time, and IP address of signing, and store them in your clinic's record as evidence.
• You may ask your clinic for a paper copy of anything you signed, and you may ask to complete paperwork on paper instead of on screen.
• To sign electronically you need a device with a working browser and screen. If you cannot use one, ask your clinic for the paper route.
• You may withdraw a consent by contacting your clinic. Withdrawal applies going forward and does not undo care already delivered under it.

By giving your clinic your mobile number or email address, you agree to receive service messages about your care — appointment reminders, intake requests, check-in links, forms to complete, and visit follow-ups.

• Text messages from ZScribe are link-only. They never contain a diagnosis, medication, result, or visit detail.
• Reply STOP to opt out of further texts, or HELP for assistance. Message frequency varies by your appointments. Message and data rates from your carrier may apply.
• Opting out of reminders does not stop messages your clinic is legally required to send you.
• These are service messages, not marketing. We do not send you marketing texts, and we do not sell your number.

Some ZScribe features use AI to read documents you photograph and to draft summaries for your care team. These features exist to save typing.

• AI output can be incomplete or wrong. Photographs with glare, damaged cards, and unusual layouts all reduce accuracy.
• Extracted values are always presented for confirmation. Reviewing and correcting them before you submit is part of using the feature.
• AI never writes to your medical record on its own. A person confirms it first.
• Clinicians remain fully responsible for reviewing, editing, and signing anything that enters the clinical record.
• Where your clinic requires your agreement for an AI feature, you can decline and complete the same step manually.

When using any ZScribe surface, you must not:

• Attempt to access a record, session, or account that is not yours or that you are not authorised to view.
• Submit information about another person without their authorisation or your legal authority to act for them.
• Probe, scan, or test the security of the platform, or bypass any access control, rate limit, or session boundary — except through a good-faith disclosure to our security team.
• Upload malware, or content that is unlawful, fraudulent, or deliberately misleading.
• Scrape, crawl, or bulk-extract content, or use automated tooling against patient-facing endpoints.
• Interfere with a clinic's kiosk hardware, tamper with a shared device, or disrupt other patients' sessions.
• Copy, reverse engineer, or resell the platform, or use it to build a competing product.

We may suspend access that we reasonably believe is being used to breach these rules, threaten platform security, or put patient information at risk.

• Finish or cancel your session before walking away. Kiosks also time out automatically and clear the screen.
• Take your ID, insurance card, and any paperwork with you.
• Do not use a kiosk to complete paperwork for someone who has not asked you to.
• Opening a legal page from a kiosk footer opens a new tab, so you will not lose paperwork you have already filled in.

We work to keep ZScribe available, but we do not guarantee uninterrupted service to patients. Maintenance, faults, network problems, and third-party outages happen.

If ZScribe is unavailable when you need to check in or complete paperwork, your clinic can process you another way. Never delay urgent care because a digital form is not loading.

Clinics with a signed agreement should refer to that agreement for any service level commitments, which take precedence over this section.

The ZScribe platform, its software, design, and branding belong to Z360. These Terms grant you a limited, personal, non-transferable right to use the platform for its intended purpose, and nothing more.

The clinical and personal information submitted through the platform is not ours. It belongs to the patient and is held by the clinic as the custodian of the record. We claim no ownership over it and use it only as described in our Privacy Policy and in our agreement with the clinic.

Except where the law does not allow it, the platform is provided "as is" and "as available", without warranties of any kind, whether express or implied, including implied warranties of merchantability, fitness for a particular purpose, and non-infringement.

To the fullest extent permitted by law, Z360 is not liable for indirect, incidental, special, consequential, or punitive damages, or for lost profits, revenue, or data, arising out of your use of the platform. Our total aggregate liability arising out of or relating to these Terms is limited to the amounts paid to us for the service in the twelve months before the claim arose, or one hundred US dollars where no amounts were paid.

Nothing in these Terms limits liability that cannot be limited by law, including liability for fraud, for wilful misconduct, or for death or personal injury caused by negligence. Some jurisdictions do not allow certain exclusions, so parts of this section may not apply to you.

Nothing in this section limits or shifts your clinic's own professional and legal responsibility for your care.

This section applies to organisations licensing ZScribe and to their workforce members. It is subordinate to any signed order form, master services agreement, and Business Associate Agreement between us.

• The clinic is the HIPAA Covered Entity and the custodian of its patients' records. ZScribe acts as a Business Associate under a written Business Associate Agreement, which must be executed before protected health information is processed.
• The clinic is responsible for publishing its own Notice of Privacy Practices, for obtaining any patient consents its jurisdiction requires, and for the lawful basis of its processing.
• The clinic is responsible for managing its own workforce accounts — granting the least access each role needs, removing access promptly when someone leaves, and enforcing multi-factor authentication where available.
• The clinic is responsible for the accuracy of what it configures: form content, consent text, clinical templates, appointment types, and any integration it connects.
• The clinic is responsible for clinical review. AI-drafted content, extracted values, and generated documents are advisory until a qualified clinician reviews and signs them.
• The clinic will not use the platform to send unsolicited marketing, or in any way that breaches HIPAA, TCPA, applicable state law, or its own professional obligations.
• The clinic indemnifies us against claims arising from its unlawful use of the platform, its clinical decisions, or content it configures — excluding claims caused by our own breach or negligence.
• On termination, the clinic may export its data. After the export window closes, we return or destroy the information we hold as directed in the Business Associate Agreement.

We may suspend or terminate access where there is a breach of these Terms, a security or safety risk, non-payment by a licensing clinic, or a legal requirement to do so. Where circumstances allow, we give notice first.

Termination does not delete a clinical record. Records are retained, returned, or destroyed under the clinic's instructions and applicable medical record retention law, as described in our Privacy Policy.

These Terms are governed by the laws of the State of Delaware, United States, without regard to its conflict of law rules.

Before starting formal proceedings, please contact us at legal@z360.biz so we can try to resolve the issue directly — most matters are settled this way. Where a signed agreement between us specifies a different forum or dispute process, that agreement controls.

If any provision of these Terms is found unenforceable, the rest remains in force. Our failure to enforce a provision is not a waiver of it.

We update these Terms as the platform and the law change. The effective date at the top always reflects the current version, and material changes are notified to clinics in advance. Continuing to use ZScribe after a change takes effect means the updated Terms apply.

Questions about these Terms

legal@z360.biz

Privacy and HIPAA questions

privacy@z360.biz

Security disclosures

security@z360.biz

Anything about your own care or record

Contact your clinic directly — they hold your record and provide your care.