Terms of Service — Ireland

DocReport Ireland is a B2B Software-as-a-Service (SaaS) platform providing ambient AI-assisted clinical documentation tools for registered medical practitioners and healthcare organisations in Ireland. The platform includes:

• Ambient speech-to-text transcription of clinical consultations with structured SOAP note generation.
• ICD-10-CM diagnostic code suggestions and private fee schedule procedure code recommendations for VHI Healthcare, Laya Healthcare, and Irish Life Health billing.
• Private health insurance (PHI) claim denial appeal letter drafting tools (Claims and Ultimate plans).
• Prior authorisation (pre-authorisation) clinical justification letter compilation tools (Claims and Ultimate plans).
• Private fee schedule billing audit and optimisation tools (Claims and Ultimate plans).
• Browser-side GDPR-compliant PPSN and PII redaction and AES-GCM encryption infrastructure.

DocReport Ireland is a professional B2B tool exclusively for use by registered healthcare practitioners and their authorised staff. By subscribing, you represent and warrant that:

• You are a medical practitioner registered with the Irish Medical Council (IMC) under the Medical Practitioners Act 2007, or you are an authorised staff member acting on behalf of a registered IMC practitioner or licensed healthcare organisation.
• You hold any additional specialist registrations required for your clinical practice (e.g., nursing registrations with An Bord Altranais agus Cnáimhseachais na hÉireann — NMBI).
• You have the legal authority to enter into this agreement on behalf of your clinic, practice, or hospital organisation.
• You are accessing the platform from Ireland or the European Economic Area (EEA) for professional healthcare purposes.

We reserve the right to require proof of IMC registration or relevant professional credentials before activating or maintaining your subscription.

Subscribing practitioners acknowledge that DocReport Ireland is an administrative tool designed to support, but not replace, their obligations under applicable HIQA standards and Irish healthcare regulations, including:

• HIQA National Standards for Safer Better Healthcare: The Subscriber remains responsible for ensuring that clinical documentation produced or supported by DocReport meets all applicable HIQA quality and safety standards.
• Medical Record Keeping: The Subscriber is responsible for maintaining complete, accurate, and contemporaneous medical records as required by IMC guidance and applicable Irish legislation.
• Patient Consent: The Subscriber is responsible for obtaining and documenting valid patient consent for the use of ambient recording and AI-assisted documentation tools before each clinical consultation, in accordance with GDPR Article 7 and IMC consent guidelines.
• Clinical Audit: DocReport documentation is intended to support clinical audit processes. The Subscriber must review all AI-generated content as part of their professional clinical governance obligations.

DocReport Ireland offers the following subscription tiers, priced in Euro (EUR) and billed monthly:

• Premium Plan: €149.00 EUR per month.
• Claims Plan: €499.00 EUR per month.
• Ultimate Plan: €649.00 EUR per month.
• Enterprise Plan: Custom pricing — contact info@be-smart-business.de for a quote.

All payments are processed by Be Smart Global, LLC through our US Stripe account. Subscriptions are billed in EUR at the start of each billing cycle. You will receive a B2B VAT invoice for each payment. Irish VAT (currently 23% standard rate) may apply to digital services supplied to non-VAT-registered customers. VAT-registered Irish businesses should provide their Irish Tax Registration Number (TRN) at registration for reverse-charge billing under Irish VAT rules.

All pricing is exclusive of applicable taxes unless stated otherwise. We reserve the right to update pricing with 30 days' advance written notice.

New Subscribers may access a 14-day free trial upon registration. The following conditions apply:

• No credit card is required to start the free trial.
• The free trial is limited to one trial per clinic or practitioner. Creating multiple accounts to access multiple free trials constitutes a material breach of these Terms.
• All features of the selected plan are available during the free trial period.
• To continue service after the trial, you must provide payment details and confirm subscription before the trial expires. Services will be suspended automatically upon trial expiry if payment is not confirmed.
• Trials are available only for new subscribers who have not previously held a paid subscription.

Subscribers may cancel their subscription at any time through the online account portal — no phone call or email is required. The following terms apply:

• Cancellation takes effect at the end of the current billing period. You retain access to all plan features until that date.
• No partial-month refunds are provided unless required by applicable Irish consumer or commercial law.
• Upon cancellation, we will retain your encrypted clinical records in our databases for 30 days, after which they will be permanently deleted (subject to any applicable legal retention obligations).
• We reserve the right to immediately suspend or terminate accounts that are in material breach of these Terms, including breach of the IMC disclaimer provisions, fraudulent billing submissions, or misuse of the platform.

All platform software, AI models, user interface design, documentation templates, and proprietary algorithms are the exclusive intellectual property of Be Smart Global, LLC. Nothing in these Terms grants you ownership of, or a licence to reproduce, modify, distribute, or create derivative works from, any DocReport Ireland intellectual property.

Clinical documentation, SOAP notes, and letters generated by the platform through your use of the service are owned by you (the Subscribing practitioner) as the Data Controller and clinical author. Be Smart Global, LLC does not assert any ownership claim over practitioner-generated clinical content.

Both parties acknowledge and agree to maintain strict confidentiality in relation to all proprietary, clinical, and commercially sensitive information disclosed in connection with this agreement. Our GDPR and DPA 2018 data handling obligations are set out in full in our Privacy Policy and the Data Processing Agreement incorporated into this agreement.

You are solely responsible for ensuring that your use of DocReport Ireland complies with all applicable Irish and EU data protection legislation, including your obligations as a Data Controller under GDPR, the DPA 2018, and any applicable HSE or HIQA data governance frameworks.

To the maximum extent permitted by applicable Irish and EU law:

• No Liability for Clinical Outcomes: Be Smart Global, LLC accepts no liability whatsoever for any clinical outcome, patient harm, misdiagnosis, billing error, insurer decision, claim denial, or regulatory sanction arising from the use or misuse of DocReport Ireland output. The Subscribing practitioner retains sole and exclusive professional responsibility for all clinical acts, documentation, and billing submissions.
• Consequential Loss: We exclude liability for any indirect, consequential, special, or punitive damages to the fullest extent permitted by law.
• Maximum Liability Cap: Our total aggregate liability to you for all claims arising under or in connection with these Terms shall not exceed the total subscription fees paid by you to us in the three calendar months immediately preceding the event giving rise to the claim.

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

These Terms of Service are governed by and construed in accordance with the laws of Ireland and the European Union, including applicable EU Regulations and Directives with direct effect. The Contracting parties submit to the exclusive jurisdiction of the Irish courts for the resolution of any dispute arising out of or in connection with these Terms, without prejudice to any mandatory consumer protection rights you may have under applicable law.

Where any provision of these Terms conflicts with mandatory provisions of Irish law or applicable EU law, such mandatory provisions shall prevail to the extent of the conflict.

We reserve the right to modify these Terms of Service at any time. Material changes will be communicated to Subscribers by email to the registered account address with a minimum of 30 days' notice. Continued use of the platform after the effective date of the revised Terms constitutes acceptance of the new Terms. If you do not accept the revised Terms, you may cancel your subscription before the effective date of the changes.

These Terms of Service, together with our Privacy Policy, GDPR & DPA 2018 Notice, and the Data Processing Agreement (DPA), constitute the entire agreement between Be Smart Global, LLC and the Subscriber with respect to the subject matter hereof, and supersede all prior or contemporaneous agreements, representations, warranties, and understandings.

For all legal, contractual, or compliance matters related to these Terms of Service, please contact: