Terms of Use – MedIAgent
Last updated: November 2025
These Terms of Use explain the conditions under which healthcare professionals may access and use the MediAgent application on iOS, Android, or via the Web App.
1. Introduction
These Terms of Use (“Terms”) govern access to and use of the MedIAgent application (“App”), provided by MEDIAGENT SOLUTIONS, S.L., with registered office at C/ de la Cadernera 5, 08800 Vilanova i la Geltrú, Barcelona, Spain, and contact email info@mediagent.es (“Company”, “we”, “us”).
By creating an account and using the App, you (“User”, “you”) agree to these Terms.
MediAgent may provide access either directly to individual healthcare professionals (“Users”) or to healthcare organizations such as clinics, hospitals, or medical centers (“Clients”) that authorize their professionals to use the App. In such cases, the Client is responsible for ensuring that all authorized Users comply with these Terms and Conditions.
2. Scope of Service
The App is designed exclusively for licensed healthcare professionals (including doctors and other medical professionals) who have been verified and approved by the Company through the admin console.
The App is not intended for direct patient use.
The App provides a technical tool to transcribe and summarize doctor-patient consultations. It is not an electronic health record (EHR) system, nor a substitute for medical judgment.
The App cannot provide a diagnosis, treatment, or medical advice, nor can it influence clinical decisions. It is designed solely to assist doctors in transcribing and structuring consultations into summaries.
Users remain solely responsible for maintaining patient confidentiality and complying with all applicable medical-data-protection and privacy laws when using the App.
When the App is provided under an institutional agreement or to a clinic, the Client remains responsible for managing access, verifying the professional status of its authorized Users, and ensuring compliance with applicable confidentiality and data protection obligations.
3. User Obligations
Users must provide accurate registration information and keep their login credentials secure.
Users are responsible for ensuring that their device and network are adequately protected to prevent unauthorised access to recordings or summaries.
You agree to use the App only for legitimate medical purposes and in compliance with applicable law.
When creating an account, you must provide true, accurate, and complete information, including your real first name and last name, which are mandatory for identification. Providing false identity or credentials may lead to immediate suspension or termination of your account.
You must inform the patient and obtain verbal consent before starting a recording. Recording cannot begin unless you tick the confirmation box.
You are solely responsible for verifying the accuracy and completeness of the AI-generated summary. You must review, correct, and update each summary before using it in clinical records or for patient care.
You must not:
Share your login credentials or allow unauthorized access;
Attempt to reverse-engineer or misuse the App;
Store or export patient data beyond the intended functionality of the App.
You are also responsible for ensuring that your device and network are adequately secured to prevent unauthorized access to recordings or summaries.
4. Data Processing and Privacy
The processing of personal data is described in our Privacy Policy and Data Retention Policy, which form part of these Terms.
Patient consultation summaries and transcriptions are stored securely for a maximum of 72 hours after the end of each session, after which they are permanently deleted from active systems. Except in database backup where data is kept up to one month
Session metadata (identifiers, timestamps, processing logs) is retained in accordance with our Data Retention Policy (to support functionality, performance monitoring and security).
All personal data are processed and stored primarily within the European Union on secure, encrypted, GDPR-compliant cloud infrastructure (Frankfurt, Germany). Audio files, transcripts, or summaries ,may be transferred outside the EU (for example, to OpenAI Ireland Ltd.’s U.S. affiliate for logging or processing purposes), such transfers are protected by the European Commission’s Standard Contractual Clauses (SCCs) and equivalent safeguards.
Data is processed and stored primarily within the European Union on secure, GDPR-compliant cloud infrastructure. Certain subprocessors (such as Firebase or OpenAI) may process limited technical data in other jurisdictions under the protection of the European Commission’s Standard Contractual Clauses (SCCs) and equivalent safeguards.
All personnel and service providers with potential access to data are bound by strict confidentiality and data-protection obligations
Details of all authorised sub-processors (including hosting and AI providers) are published at https://www.mediagent.es/en-subprocessors and form part of this agreement.
When MediAgent operates under a contract with a clinic or healthcare organization, the latter (the Client) acts as the Data Controller for the data of doctors and patients, and MediAgent acts as the Data Processor in accordance with the signed Data Processing Agreement (DPA).
5. Intellectual Property
All rights, title, and interest in the App, including its software, content, design, and trademarks, belong to MEDIAGENT SOLUTIONS, S.L.
You are granted a limited, non-exclusive, non-transferable right to use the App for professional purposes in accordance with these Terms.
6. Disclaimer of Warranties
The App is provided on an “as is” and “as available” basis in its current version.
We do not guarantee that the summaries are error-free or that the App will be uninterrupted.
The App is an assistive tool only. Summaries are generated with the support of Artificial Intelligence (AI/LLMs), operated under a signed Data Processing Agreement (DPA) with OpenAI Ireland Ltd., which may contain errors, omissions, or inaccuracies. You remain fully responsible for clinical decisions, the accuracy of patient records, and the proper integration of validated information.
7. Limitation of Liability
To the maximum extent permitted by law, the Company shall not be liable for:
Any indirect, incidental, or consequential damages;
Errors or omissions in summaries;
Any failure by the User to properly inform patients or to comply with applicable medical/legal obligations.
MediAgent shall not be liable for any breach of patient-consent or confidentiality obligations by users.
Liability is limited to the maximum extent permitted under Spanish law.
8. Free Access, Trial Period and Future Subscription
MediAgent may offer the App free of charge for a limited period (“Free Trial”), at its sole discretion.
The duration and conditions of the Free Trial are determined by MediAgent and may be modified or revoked at any time.
Users will be informed in advance before the Free Trial ends or before any change affecting access or pricing.
Once the Free Trial expires or is revoked, users may lose access to the App and its features unless they subscribe to a paid plan.
MediAgent will not automatically charge users at the end of the Free Trial. No payment or billing information is required for participation in the Free Trial.
Continued use of the App after the introduction of paid plans or subscription terms constitutes acceptance of such updated Terms and applicable fees.
9. Termination
We may suspend or terminate your access if you breach these Terms, misuse the App, or compromise patient confidentiality.
You may terminate your account at any time by contacting admin@mediagent.es.
Upon termination of your account, your personal data will be handled in accordance with our Privacy Policy and Data Retention Policy. Doctor account data will be deleted within 30 days, except where retention is required for billing or legal compliance.
Certain billing or financial records may be retained for the period required by applicable tax or accounting laws.
10. Governing Law and Jurisdiction
These Terms are governed by Spanish law.
Any dispute shall be submitted to the exclusive jurisdiction of the courts of Barcelona, Spain.
11. Changes to the Terms
We may update these Terms from time to time. The latest version is always available through the dedicated links provided within the App.
If we make material changes, you will be notified within the App or by email and may be asked to re-accept the updated Terms before continuing to use the service.