These Terms of Service ("Terms") govern your use of Asternoos, an AI-assisted clinical documentation platform for licensed healthcare professionals, available at asternoos.com and app.asternoos.com.
1. Acceptance of these Terms
By creating an account, accessing, or using Asternoos ("the Platform", "the Service"), you agree to be bound by these Terms and by our Privacy Policy, Refund and Cancellation Policy and AI Disclaimer, which form part of this agreement. If you do not agree, do not use the Platform.
If you accept these Terms on behalf of a clinic, hospital, or other organisation, you represent that you are authorised to bind that organisation.
2. What Asternoos is
Asternoos is a software tool that helps licensed clinicians produce written clinical documentation. It records or accepts audio from a clinical encounter, transcribes it, and uses large language models to draft a structured clinical note. It also provides patient list, round management, and shift handover features.
Asternoos is a documentation aid. It does not practise medicine, does not make clinical decisions, and does not replace the professional judgement of a clinician.
3. Not a medical device
Asternoos is not a medical device. It has not been assessed, certified, or cleared under the EU Medical Device Regulation (MDR), the Turkish Medical Device Regulation, the US FDA framework, or any equivalent regime. It is not intended to diagnose, treat, cure, mitigate, or prevent any disease or medical condition, and must not be used for those purposes.
All clinical decisions remain solely with the treating licensed healthcare professional. See our AI Disclaimer for the limitations of AI-generated output.
4. Eligibility and accounts
- The Platform is for licensed healthcare professionals and the organisations that employ them. By using Asternoos you confirm you hold a valid licence to practise in your jurisdiction.
- You must be at least 18 years old.
- You must provide accurate registration information and keep it current.
- Accounts are personal. Do not share credentials or allow another person to use your account.
- You are responsible for all activity that occurs under your account. Notify us at security@asternoos.com immediately if you suspect unauthorised access.
5. Your responsibilities as a clinician
- Review every output. You must read, verify, correct, and approve every AI-generated note before it is relied upon, shared, or entered into a medical record.
- Obtain patient consent. Before recording, you must inform the patient and obtain any consent required by law. We provide a patient-facing Patient Information Notice you may use for this purpose.
- Minimise data. Submit only the information needed to produce the note. Avoid dictating national ID numbers, full addresses, or other identifiers that are not clinically necessary.
- Comply with your own obligations. You remain responsible for medical record-keeping, professional secrecy, and data protection duties that apply to you or your institution.
- Keep a fallback. Do not rely on Asternoos as your only route to producing required documentation.
6. Roles under data protection law
For patient personal data processed through the Platform, the physician, clinic, or hospital is the data controller and Asternoos acts as a data processor acting on the controller's instructions. Asternoos determines the means of processing only to the extent necessary to provide the Service.
We do not use patient audio, transcripts, or clinical notes to train general-purpose AI models, and we contractually require the same from our providers. A Data Processing Agreement is available on request from legal@asternoos.com. Our providers are listed on the Subprocessors page.
7. Subscriptions, billing and taxes
- Asternoos offers a free tier with an in-app trial allowance and a paid Pro subscription. Current pricing is shown at app.asternoos.com/pricing.
- Payments are processed by Paddle.com Market Ltd, which acts as the merchant of record and reseller for all purchases. Paddle's buyer terms apply to the payment transaction in addition to these Terms.
- Pro is billed in advance on a monthly or annual cycle and renews automatically at the then-current price until cancelled.
- Prices are displayed in the currency shown at checkout. Applicable VAT, KDV, or sales tax is calculated and collected by Paddle and shown before you pay.
- We may change prices. Changes take effect at your next renewal and we will give at least 30 days' notice by email or in-app before the new price applies to you.
- If a payment fails, Paddle may retry it. If payment cannot be collected, Pro features may be suspended until the balance is settled.
- The free trial is enforced by the application and does not require a payment method. It is not a paid Paddle subscription.
8. Cancellation
You may cancel at any time from the Paddle customer portal, reachable in the app under Settings → Manage subscription. Cancellation stops future renewals; you keep Pro access until the end of the billing period you have already paid for, after which the account reverts to free-tier limits. You can continue to view and export notes you have already created.
Full details, including refund eligibility and how to request one, are in our Refund and Cancellation Policy.
9. AI-generated output
Output produced by the Platform may contain errors, omissions, fabricated content ("hallucinations"), mis-transcribed drug names, doses or numbers, or clinically inappropriate phrasing. Output is a draft for clinician review and nothing more. You must independently verify it before any clinical use. See the AI Disclaimer.
10. Acceptable use
You must not:
- Use the Platform for any unlawful, harmful, fraudulent, or abusive purpose.
- Submit content you do not have the legal right or patient consent to process.
- Use the Platform as a substitute for professional medical judgement or in an emergency.
- Reverse engineer, decompile, scrape, or attempt to derive the source code or models of the Platform.
- Probe, overload, or interfere with the Platform or circumvent rate limits, authentication, or tenant isolation.
- Resell, sublicense, or provide the Platform to third parties without our written agreement.
- Use the Platform or its outputs to train a competing model or service.
Security researchers acting in good faith should contact security@asternoos.com; see our Security page.
11. Intellectual property
The Platform, including its software, interfaces, prompts, models as configured, documentation, branding, and all related intellectual property, is owned by Asternoos and its licensors and is protected by applicable law. These Terms grant you a limited, non-exclusive, non-transferable, revocable right to use the Platform for your own clinical practice for as long as your account is in good standing. No other rights are granted.
Feedback you send us may be used to improve the Service without obligation or compensation to you.
12. Your content
You retain all rights to the audio, transcripts, patient data, and notes you submit or create ("Your Content"). You grant Asternoos a limited licence to host, process, transmit, and display Your Content solely to operate and provide the Service to you, and to comply with law. This licence ends when the content is deleted, subject to routine backup cycles described in our Privacy Policy.
You are responsible for ensuring you have the legal basis and any consent required to submit Your Content.
13. Availability, support and changes
We aim for high availability but do not currently offer a contractual uptime SLA on self-service plans. We may modify, suspend, or discontinue features at any time, and will give reasonable notice of material adverse changes where practicable. Planned maintenance may cause temporary interruption.
Support is provided by email at hello@asternoos.com, normally within 2 business days.
14. Suspension and termination
You may stop using the Platform and delete your account at any time. We may suspend or terminate access if you materially breach these Terms, create risk to patients, other users, or the Service, use the Platform unlawfully, or fail to pay applicable fees. Where the breach is capable of remedy and there is no urgent risk, we will normally give you notice and an opportunity to fix it.
On termination you may export Your Content for a reasonable period before deletion. Sections that by their nature should survive (including sections 9, 11, 14, 15, 16, and 19) survive termination.
15. Disclaimer of warranties
To the maximum extent permitted by law, the Platform is provided "as is" and "as available", without warranties of any kind, whether express or implied, including fitness for a particular purpose, merchantability, non-infringement, or that output will be accurate, complete, or clinically appropriate. Nothing in these Terms excludes any warranty or right that cannot lawfully be excluded, including mandatory consumer rights.
16. Limitation of liability
To the maximum extent permitted by law:
- Asternoos and its founders, employees, and affiliates are not liable for clinical decisions, diagnostic errors, patient harm, or adverse outcomes arising from reliance on AI-generated content that was not properly reviewed by a licensed clinician.
- We are not liable for indirect, incidental, special, consequential, punitive, or exemplary damages, or for loss of profits, revenue, goodwill, data, or anticipated savings.
- Our total aggregate liability arising out of or relating to the Service is limited to the greater of (a) the total fees you paid to us in the 12 months preceding the event giving rise to the claim, or (b) EUR 100.
These limits do not apply to liability that cannot be limited by law, including death or personal injury caused by our negligence, fraud, or wilful misconduct.
17. Indemnity
You agree to indemnify and hold Asternoos harmless from third-party claims, losses, and reasonable costs arising from your breach of these Terms, your unlawful use of the Platform, your failure to obtain required patient consent, or your clinical use of unreviewed output.
18. Changes to these Terms
We may update these Terms. For material changes we will give at least 30 days' notice by email or in-app before they take effect. Continued use after the effective date constitutes acceptance. If you do not accept the new Terms, you may cancel before they take effect.
19. Governing law and disputes
These Terms are governed by the laws of the Republic of Türkiye, without regard to conflict-of-law rules. The courts and enforcement offices of Istanbul, Türkiye have exclusive jurisdiction over disputes, except that consumers may bring proceedings in the courts of their country of residence where mandatory local law gives them that right, and may also apply to the competent Turkish consumer arbitration committee (Tüketici Hakem Heyeti) where applicable.
Payment disputes relating to a purchase are handled in the first instance by Paddle as merchant of record.
20. General
- Entire agreement. These Terms and the policies referenced in them are the entire agreement between you and Asternoos regarding the Service.
- Severability. If a provision is held unenforceable, the rest remains in force.
- No waiver. Failure to enforce a provision is not a waiver of it.
- Assignment. You may not assign these Terms without our consent. We may assign them to an affiliate or in connection with a merger, acquisition, or sale of assets.
- Force majeure. Neither party is liable for failure to perform due to events beyond its reasonable control.
- Notices. We may contact you at the email on your account. You may contact us at the addresses on our Contact page.
- Language. These Terms are published in Turkish and English. In case of conflict, the Turkish version prevails for users resident in Türkiye.
21. Contact
Questions about these Terms: legal@asternoos.com. General support: hello@asternoos.com. Full details on our Contact page.
By using Asternoos, you acknowledge that you have read, understood, and agree to these Terms.