Carelitica Terms and Conditions

1. Acceptance of Terms

By registering for, accessing or using Carelitica you agree to be bound by these Terms and Conditions in full. If you do not agree with any part of them you must not use the platform. These terms apply to every user type, including individual support workers, company accounts and administrator accounts.

2. Description of Service

Carelitica provides care documentation and decision-support tools for the UK care sector, including AI-assisted note writing and rewriting, compliance checking against Care Quality Commission themes, body map recording, medication administration record (MAR) charts, personal and company dashboards, and recruitment signposting. The platform is provided on a subscription basis and may be updated, extended or withdrawn over time.

3. Clinical Disclaimer

AI-generated notes and MAR records are decision-support tools only and do not replace clinical judgement. Output produced by Carelitica must be reviewed by the user before it is relied upon or shared. Carelitica is not a medical device, does not provide clinical advice, and must not be used as the sole basis for any clinical, safeguarding or care-planning decision.

4. MAR Chart Disclaimer

The MAR chart feature does not replace a pharmacist-verified MAR; all records must be countersigned by an appropriate clinician. Users remain responsible for following their organisation's medicines management policy, the NPSA/CHM guidance on safe medicines practice, and all applicable CQC requirements when recording medication administration.

5. User Responsibilities

You are responsible for the accuracy and truthfulness of everything you enter into Carelitica, including your own details and any information recorded about the people you support. You must not enter sensitive personal data about care recipients beyond what is necessary, must keep your login credentials secure, and must use the platform only for legitimate care or business purposes. Notes created on Carelitica do not replace the official care records held by your employer or care management system.

6. Subscription & Payment

Paid plans are billed in advance through Stripe, which processes all card payments on our behalf. By subscribing you authorise the relevant recurring charge until you cancel. Subscriptions renew automatically at the end of each billing period unless cancelled, and can be cancelled or changed at any time from the billing portal; cancellations take effect at the end of the current paid period. Fees are shown inclusive of VAT where applicable and are non-refundable except where required by law or where expressly agreed.

7. Data Protection & UK GDPR

HealthInOne Ltd is data controller for the personal data processed through Carelitica, in accordance with the UK General Data Protection Regulation and the Data Protection Act 2018. Care records are special category data under Article 9 and are handled on that basis, with access limited to what is strictly necessary.

Data protection enquiries should be directed to our Data Protection Officer at dpo@healthinone.co.uk. You also have the right to complain to the Information Commissioner's Office. Full details of how we process data are set out in our Privacy Policy.

8. Confidentiality

Information recorded in Carelitica relating to people receiving care is confidential and may be accessed only by users who need it to deliver or oversee care. You must not disclose, copy, photograph or export another user's or organisation's records without authority, and must keep any device used to access the platform secure.

9. Intellectual Property

All content, design, branding, prompts and functionality within Carelitica are the intellectual property of HealthInOne Ltd or its licensors. You keep ownership of the notes and records you create, and grant us only the limited licence needed to deliver the service to you. You may not reproduce, resell or redistribute any part of the platform without our written permission.

10. Limitation of Liability

Carelitica is provided "as is". We do not guarantee that AI output is accurate, complete or fit for a particular purpose, and we accept no liability for clinical, safeguarding, regulatory or employment decisions made in reliance on it. To the fullest extent permitted by law, our liability for any claim arising from use of the platform is limited to the fees you paid in the twelve months preceding the claim. Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for any other matter that cannot lawfully be excluded.

11. Termination

You may stop using Carelitica and cancel your subscription at any time. We may suspend or close an account where these terms are breached, where use of the platform creates a safeguarding, security or regulatory risk, or where required to do by law. On termination your right to use the platform ends, and any records you have created can be exported or deleted on request within a reasonable period.

12. Governing Law

These terms are governed by the laws of England and Wales. Any disputes arising from them shall be subject to the exclusive jurisdiction of the courts of England and Wales.

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