Terms of Service

Last updated 22 May 2026

1. The parties

These Terms of Service (“Terms”) are between you and Reversed Engineered (ACN to be published), trading as InstantNote (“we”, “us”, “our”), an Australian company. Contact us at hello@instantnote.co.

By creating an account or using InstantNote you agree to these Terms. If you are using InstantNote on behalf of a practice or organisation, you represent that you have authority to bind that entity.

2. What InstantNote is

InstantNote is a clinical documentation aid. It records and transcribes your dictation and uses AI to draft structured clinical notes. It is a productivity tool only — it is not a medical device, not a clinical decision support system, and does not provide clinical advice or diagnoses.

All AI-generated content must be reviewed, edited, and approved by a registered dental practitioner before being used as a clinical record. You remain solely responsible for the accuracy and completeness of records in your practice management system.

3. Eligibility

InstantNote is intended for use by registered dental practitioners and their authorised staff in Australia. By signing up you represent that you hold (or are supervised by someone holding) a current registration with AHPRA.

4. Your responsibilities

  • Keep your login credentials secure and do not share your account.
  • Patient consent for AI processing: You must obtain appropriate consent from patients before recording consultations and before their clinical information is processed by AI services. Because InstantNote uses overseas AI providers (United States) to transcribe audio and generate notes, your consent process should inform patients that their clinical audio and transcript may be processed by trusted overseas technology providers under contractual safeguards, that no patient data is used for AI model training, and that they may decline AI-assisted note-taking. You are responsible for ensuring your practice’s consent forms and privacy collection notices reflect this disclosure.
  • Review every AI-generated note before copying it to your PMS or treating it as a clinical record.
  • Maintain your own compliant records in an AHPRA-approved practice management system. InstantNote is a drafting tool, not a primary records system.
  • Not use InstantNote in a manner that violates any applicable law, including the Privacy Act 1988, the Health Practitioner Regulation National Law, or AHPRA’s record-keeping guidelines.

5. Overseas AI processing acknowledgment

By using InstantNote you acknowledge and agree that:

  • Clinical audio and transcript text is transmitted to AI providers located in the United States (currently Groq for transcription and Google Gemini for note generation) to deliver core features of the service.
  • These providers are contractually bound to process your data only to provide the service and are prohibited from using it for AI model training.
  • Patient names and government identifiers are not transmitted to AI providers.
  • Stored clinical data (notes, transcripts, patient records, and images) remains in Australian-region infrastructure (Sydney).
  • You are responsible for ensuring your practice’s patient consent and privacy collection processes disclose this overseas processing, as required by the Privacy Act 1988 (Cth) and APP 8.

If you require that no clinical content leave Australian infrastructure, contact us before using the transcription or note-generation features. We cannot guarantee local-only processing on current standard plans.

6. Subscriptions and billing

InstantNote is offered on a monthly or annual subscription basis. Fees are charged in advance. You may cancel at any time; cancellation takes effect at the end of the current billing period with no refund for unused time. We reserve the right to change pricing with 30 days’ notice. Continued use after a price change takes effect constitutes acceptance.

For practice or multi-seat licences, usage beyond your plan’s seat count may result in additional charges or suspension of excess accounts.

7. Acceptable use

You must not:

  • Attempt to reverse-engineer, decompile, or extract the AI models or prompts used by InstantNote.
  • Use InstantNote to record consultations without the patient’s knowledge or consent.
  • Share access to your account with clinicians outside your practice without a separate licence.
  • Attempt to circumvent security controls, access other users’ data, or overload the service.
  • Use the service for any purpose other than legitimate clinical documentation.

8. Intellectual property

All clinical notes and transcripts generated through your use of InstantNote belong to you. InstantNote does not claim any ownership over your clinical content.

The InstantNote platform, software, branding, and underlying AI prompts are our intellectual property. Nothing in these Terms grants you any right to use our IP outside the scope of the service.

9. Disclaimer of warranties

InstantNote is provided “as is” and “as available”. We do not warrant that the service will be error-free, uninterrupted, or that AI-generated notes will be accurate or complete. AI transcription and note generation can and does make mistakes — your clinical review is essential.

To the maximum extent permitted by the Australian Consumer Law, we disclaim all implied warranties of merchantability, fitness for a particular purpose, and non-infringement.

10. Limitation of liability

To the maximum extent permitted by law, InstantNote’s liability to you for any claim arising out of or related to these Terms or the service is limited to the amount you paid to us in the 3 months preceding the claim.

We are not liable for any indirect, incidental, special, or consequential damages, including loss of data, loss of revenue, or clinical or professional consequences arising from your use of AI-generated notes.

Nothing in these Terms excludes liability for death or personal injury caused by negligence, fraud, or any other liability that cannot be excluded under Australian law.

11. Termination

We may suspend or terminate your account if you breach these Terms, with notice where practicable. You may terminate at any time by cancelling your subscription and deleting your account from Settings. On termination, your data will be deleted in accordance with our Privacy Policy.

12. Governing law

These Terms are governed by the laws of Victoria, Australia. Any disputes shall be subject to the exclusive jurisdiction of the courts of Victoria.

13. Changes

We may update these Terms. We will notify you by email and in-app notice at least 14 days before material changes take effect. Continued use after the effective date is acceptance of the updated Terms.

14. Contact

Legal and compliance enquiries: hello@instantnote.co