Terms and Conditions

• "Organisation" means the entity that subscribes to SimChat and manages user access through the platform.
• "Organisation Content" means any scenarios, scripts, checklists, marking rubrics, questions, resource materials, prompts, curricula, avatars, media, and any other content created, uploaded, or configured by an Organisation or its authorised users on the platform.
• "Platform" means the SimChat web application, including all features, tools, and services provided through it.
• "Platform Content" means content provided by us, including example scenarios, scenario library content, default prompts, documentation, and user interface elements.
• "User" means any individual who accesses the Platform, whether as a learner, author, administrator, or owner.

2.1. You must be at least 18 years old (or the age of majority in your country of residence, if higher) to create an Organisation account. Users under 18 may participate in simulations only with the involvement of their Organisation.

2.2. You are responsible for maintaining the confidentiality of your account credentials and for all activity that occurs under your account.

2.3. We reserve the right to suspend or terminate accounts that violate these Terms or are used in a manner that could harm the Platform or other users.

3.1. Organisations retain all intellectual property rights in their Organisation Content. We do not claim ownership of any scenarios, scripts, checklists, marking rubrics, questions, resource materials, or other content that Organisations create on the Platform.

3.2. By uploading or creating Organisation Content on the Platform, the Organisation grants us a non-exclusive, worldwide licence to host, store, transmit, display, and process that content solely for the purpose of providing and improving the Platform services. This licence continues only for as long as the Organisation Content remains on the Platform.

3.3. We will not sell, sublicense, or distribute Organisation Content to third parties, except as necessary to provide the Platform services (for example, transmitting scenario scripts to AI providers for the purpose of running simulations).

3.4. Organisations may export their Organisation Content and conversation data at any time during the subscription using the export tools available in the administrator account settings. Upon termination or expiry of an Organisation's subscription, the export tools remain accessible to administrators for a period of 90 calendar days from the end of the last paid subscription period. After that 90-day window, Organisation Content and Personal Data shall be handled in accordance with section 10 of our Data Processing Agreement.

4.1. We (or our licensors) own all intellectual property rights in the Platform, its design, underlying technology, and all Platform Content, including scenario library content.

4.2. Where an Organisation subscribes to our scenario libraries, we grant a non-exclusive, non-transferable licence to use that library content within the Platform for the duration of the subscription. Library scenarios may not be copied, exported, or republished outside the Platform without our prior written consent.

5.1. SimChat uses artificial intelligence to deliver simulations, generate feedback, and support scenario creation. AI-generated output is provided as an educational tool and does not constitute professional advice of any kind.

5.2. We do not warrant that AI-generated content will be accurate, complete, or free from errors. Users are responsible for independently verifying any information provided by AI features.

5.3. We reserve the right to modify, update, or change the AI models, providers, or features used to deliver the Platform at any time.

5.4. Customer data, including Organisation Content and simulation transcripts, is never used to train AI models. This does not prevent us from using irreversibly anonymised, non-identifiable data for platform performance monitoring, quality assurance, and service improvement, provided that such data cannot reasonably be used to identify an Organisation or any individual user.

6.1. Access to SimChat is provided on a subscription basis. The features, limits, and pricing applicable to each plan are described on our pricing page.

6.2. Subscriptions automatically renew at the end of each billing period unless cancelled. The Organisation may cancel at any time; access continues until the end of the current billing period.

6.3. We may change our pricing on reasonable notice. Price changes take effect at the start of the next billing period following notification.

6.4. Payments are processed by Stripe. By subscribing, you agree to Stripe's terms of service.

You agree not to:

• use the Platform for any unlawful purpose or in violation of any applicable law or regulation;
• input personal data of real patients or other real individuals into AI simulations;
• attempt to reverse-engineer, decompile, or extract the source code of the Platform;
• attempt to circumvent usage limits, authentication, or security mechanisms;
• use the Platform to generate content that is defamatory, obscene, discriminatory, or otherwise harmful;
• resell, sublicense, or provide access to the Platform to third parties outside your Organisation without our consent;
• introduce viruses, malware, or other harmful code to the Platform.

8.1. We process personal data in accordance with our Privacy & Cookies Policy.

8.2. Where an Organisation is the Data Controller for its users' personal data, the terms of our Data Processing Agreement apply.

8.3. Customer data is never used to train AI models. Where data has been irreversibly anonymised so that it no longer identifies an Organisation or individual user, we may use it for the limited purposes described in clause 5.4 and, where applicable, our Data Processing Agreement.

8.4. An Organisation may request the deletion of all of its Organisation Content and the Personal Data of its users at any time during the subscription by emailing support@simchat.ai from the registered Organisation administrator account. We will acknowledge such requests within 5 business days and complete the deletion within 30 calendar days of receipt, save where retention is required by law or to resolve disputes. Deletion under this clause covers identifiable Personal Data and Organisation Content; irreversibly anonymised data already separated from any identifier may continue to be retained in accordance with our Data Processing Agreement.

9.1. We endeavour to keep the Platform available at all times but do not guarantee uninterrupted access. Availability may be affected by maintenance, updates, or factors outside our control.

9.2. We may modify, suspend, or discontinue features of the Platform at any time. Where a change materially affects an Organisation's use, we will provide reasonable advance notice.

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

10.2. Subject to clause 10.1, we shall not be liable for any indirect, incidental, special, consequential, or punitive damages, or for any loss of profits, revenue, data, or business opportunity arising out of or in connection with your use of the Platform.

10.3. Our total aggregate liability under these Terms shall not exceed the total fees paid by the Organisation in the twelve (12) months preceding the event giving rise to the claim.

11.1. Either party may terminate the subscription in accordance with clause 6.2.

11.2. We may suspend or terminate access immediately if an Organisation or its Users breach these Terms, and the breach is not remedied within 14 days of written notice.

11.3. On termination, the Organisation may export its Organisation Content. Sections 3 (Organisation Content IP), 5.4 (no AI training), 8 (data protection), 10 (liability), 12 (governing law), 13 (force majeure), 14 (assignment), and 15 (general provisions) survive termination.

11.4. Whether a subscription ends by cancellation, non-renewal, expiry, or termination, the data-handling process set out in section 10 of our Data Processing Agreement shall apply: the Organisation has 30 days from termination to instruct us whether to return or delete its Personal Data, and if no instruction is received within 90 days, we will securely delete all identifiable Personal Data.

12.1. These Terms are governed by and construed in accordance with the laws of England and Wales.

12.2. Any disputes arising under these Terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.

13.1. Neither party shall be liable for any failure or delay in performing its obligations under these Terms (other than the obligation to pay fees already accrued) where that failure or delay is caused by circumstances beyond its reasonable control, including but not limited to acts of God, natural disasters, epidemics, pandemics, war, terrorism, civil unrest, industrial action, cyber attacks, internet or telecommunications failures, and failures or outages of third-party infrastructure or service providers.

13.2. The affected party shall use reasonable efforts to notify the other party of the force majeure event and to mitigate its effects.

13.3. If a force majeure event continues for more than 60 consecutive days, either party may terminate the affected subscription by written notice without further liability (other than for amounts already accrued).

14.1. You may not assign, transfer, or sublicense your rights or obligations under these Terms without our prior written consent.

14.2. We may assign, transfer, or novate our rights and obligations under these Terms to an affiliate or in connection with an internal reorganisation, corporate restructuring, merger, or the sale of all or substantially all of our business or assets, in each case without your consent.

15.1. Purchase orders. Any additional or conflicting terms contained in a Customer purchase order or similar procurement document are rejected and of no effect, even if we acknowledge or process that document.

15.2. Data Processing Agreement takes precedence. In the event of any conflict between these Terms and our Data Processing Agreement on any matter relating to the processing of personal data, the Data Processing Agreement shall prevail.

15.3. Severability. If any provision of these Terms is found by a court of competent jurisdiction to be invalid, illegal, or unenforceable, that provision shall be modified to the minimum extent necessary to make it enforceable, or if it cannot be so modified, severed, and the remaining provisions shall continue in full force and effect.

15.4. No waiver. A failure or delay by either party to exercise any right or remedy under these Terms shall not constitute a waiver of that right or remedy, nor shall any single or partial exercise preclude any further exercise of the same or any other right or remedy.

15.5. Third-party rights. A person who is not a party to these Terms shall have no rights under the Contracts (Rights of Third Parties) Act 1999 to enforce any of their terms.

16.1. We may update these Terms from time to time. Where changes are material, we will notify affected Organisations by email or through the Platform.

16.2. Continued use of the Platform after changes take effect constitutes acceptance of the updated Terms.

If you have any questions about these Terms, please contact us at support@simchat.ai.