Last updated: September 15, 2025 Operated by: VisitNotes

These Terms of Service (“Terms”) govern your use of VisitNotes, the mobile application and related services (collectively, the “Service”) operated by VisitNotes (“we,” “us,” or “our”). By creating an account or using VisitNotes, you agree to these Terms. If you do not agree, do not use the Service.

We’ve written these Terms in plain language. If something is unclear, contact us at legal@visitnotes.app and we’ll explain it.

1. Eligibility

You must be at least 13 years old to use VisitNotes. If you are between 13 and 17, you must have a parent or legal guardian’s permission, and they must agree to these Terms on your behalf.

VisitNotes is designed for patients, family members, and caregivers. It is not intended for use by healthcare providers in their professional capacity (for example, to record patients without their knowledge or consent). If you are a healthcare professional, you may use VisitNotes only as a patient or caregiver in your personal life.

This section is the most important one to read before using VisitNotes.

VisitNotes enables you to record conversations during medical appointments. Recording laws in the United States vary significantly by state. Federal law permits recording a conversation if at least one party to that conversation consents — in most cases, that party can be you. However, many states require all parties to a conversation to consent before it may be recorded. These are often called “two-party” or “all-party” consent states.

You are solely responsible for:

Knowing the recording laws that apply in your state and in the state where your appointment takes place
Obtaining any consent required by law before you begin recording — including your healthcare provider’s consent if your state requires it
Informing all participants that a conversation is being recorded, regardless of whether your state legally requires it

VisitNotes displays a consent reminder before each recording. This reminder is a prompt for you — it is not a legal determination of what the law requires in your situation, and it is not a substitute for your own compliance with applicable law.

We strongly recommend always telling your healthcare provider that you are recording before you begin. Beyond any legal requirement, it is the right thing to do, and most providers are supportive once they understand the purpose.

VisitNotes bears no liability for any failure to obtain required consent, or for any civil or criminal consequences that may result from recording without proper consent.

3. Your account

You are responsible for maintaining the security of your account and for all activity that occurs under it. Keep your credentials private. If you believe your account has been accessed without your permission, contact us immediately at support@visitnotes.app.

You agree to provide accurate account information and to keep it up to date.

4. Your content

You own your content

Everything you create through VisitNotes — recordings, transcripts, notes, summaries, medication entries, people profiles, and any other information you enter — belongs to you (“Your Content”). We do not claim ownership of it.

The license you grant us

To provide the Service to you, you grant VisitNotes a non-exclusive, royalty-free license to store, process, and use Your Content solely for the following purposes:

Storing and displaying Your Content within the app
Generating summaries by sending your visit transcripts to our AI summarization service (Anthropic) as described in our Privacy Policy
Enabling you to share content with care circle members you authorize
Enabling export, backup, and related service functions
Maintaining, improving, and securing the Service

This license does not extend to using Your Content to train AI models, creating de-identified versions for commercial licensing, sharing with advertisers, or any purpose beyond providing VisitNotes to you. Our Privacy Policy governs what we do and do not do with your data.

Your AI-generated summaries

The visit summaries generated by VisitNotes are derived from your health information and belong to you. You may export, share, or delete them at any time.

Deleting your content

You may delete individual visits, recordings, or other content at any time within the app. When you delete content, it is removed from our active systems. Backups may retain it for a limited period as part of standard data protection procedures.

When you delete your account, all of your personal data is permanently deleted in accordance with our Privacy Policy.

5. Care circle

When you invite another person to your care circle and share a visit with them, they can view the content you’ve shared. You are responsible for choosing who you share your health information with. VisitNotes is not responsible for how care circle members use information you share with them.

You can remove a care circle member or revoke access to a visit at any time within the app. Revoking access prevents future viewing but does not delete any copies the member may have saved outside the app.

6. AI-generated summaries and medical disclaimer

VisitNotes uses artificial intelligence to generate plain-language summaries of your doctor visits. These summaries are intended to help you remember and understand what was discussed — they are not a medical record, a clinical document, or medical advice.

Please be aware:

AI summaries may contain errors, omissions, or mischaracterizations. Transcription is not perfect, and AI summarization introduces additional room for inaccuracy.
Do not make health decisions based solely on a VisitNotes summary. Always verify important information — medications, diagnoses, dosages, follow-up instructions — directly with your healthcare provider.
VisitNotes does not create a medical professional-patient relationship between you and VisitNotes.
If you believe a medical emergency is occurring, call 911 immediately. VisitNotes is not an emergency service.

7. Acceptable use

You agree to use VisitNotes only for its intended purpose and in compliance with applicable law. You agree not to:

Record conversations without obtaining all legally required consent
Use VisitNotes to harass, threaten, or harm any person
Upload or enter content that is unlawful, defamatory, or infringes on the rights of others
Attempt to gain unauthorized access to VisitNotes systems or another user’s account
Reverse-engineer, decompile, or disassemble any part of the Service
Use VisitNotes for any commercial purpose not expressly authorized by us
Use VisitNotes in a way that interferes with the Service’s performance or availability for other users

8. Subscriptions and payments

Subscription plans

Certain features of VisitNotes require a paid subscription. Subscription plans and pricing are displayed within the app and may change over time. We will provide reasonable notice of price changes before they take effect.

Apple App Store billing

Subscriptions are purchased and managed through Apple’s App Store using Apple’s In-App Purchase system. By subscribing:

Your payment is processed by Apple, not by VisitNotes
Your subscription will automatically renew at the end of each billing period unless you cancel it before the renewal date
To cancel your subscription or request a refund, use your iPhone’s Settings → [Your name] → Subscriptions, or contact Apple directly — we do not have the ability to process refunds for App Store purchases
Manage your subscription at any time through Apple’s subscription management

What happens if you cancel

When you cancel a subscription, you retain access to paid features until the end of your current billing period. After that, your account reverts to the free tier. Your content is not deleted when you cancel — only when you delete your account.

9. Intellectual property

The VisitNotes name, logo, app design, and all original content created by VisitNotes (excluding Your Content) are our property and are protected by applicable intellectual property laws.

We grant you a limited, non-exclusive, non-transferable, revocable license to use the VisitNotes app on your personal device(s) for your personal use, in accordance with these Terms.

You may not copy, modify, distribute, sell, or sublicense any part of the Service or its underlying technology without our prior written consent.

10. Service availability

We work to keep VisitNotes available and reliable, but we do not guarantee uninterrupted access. The Service may be temporarily unavailable due to maintenance, updates, or circumstances outside our control.

We may modify, suspend, or discontinue features at any time. If we make a significant change to the core functionality of a paid tier, we will provide reasonable notice and a prorated remedy where appropriate.

11. Account termination

By you

You may delete your account at any time in Settings → Account → Delete Account. This permanently deletes your data as described in our Privacy Policy.

By us

We may suspend or terminate your account if you violate these Terms, if required by law, or if we determine your use of the Service creates risk for other users or for us. We will provide reasonable notice where possible. If your account is terminated for a Terms violation, you are not entitled to a refund of any prepaid subscription fees.

12. Limitation of liability

To the maximum extent permitted by applicable law, VisitNotes and its officers, directors, employees, and agents will not be liable for any indirect, incidental, special, consequential, or punitive damages — including loss of data, loss of health information, or harm resulting from reliance on an AI-generated summary — arising from your use of or inability to use VisitNotes.

Our total liability for any claim arising from these Terms or the Service will not exceed the greater of (a) the amount you paid to us in the twelve months preceding the claim, or (b) $100.

13. Disclaimer of warranties

The Service is provided “as is” and “as available” without warranties of any kind, express or implied. We do not warrant that:

The Service will be uninterrupted, error-free, or secure
AI-generated summaries will be accurate, complete, or free of errors
Transcriptions will capture every word or nuance of a conversation
The Service will meet your specific requirements

Some jurisdictions do not allow the exclusion of implied warranties, so some of the above may not apply to you.

14. Indemnification

You agree to defend, indemnify, and hold harmless VisitNotes and its officers, directors, employees, and agents from any claims, damages, losses, or expenses (including reasonable attorneys’ fees) arising from:

Your use of VisitNotes in violation of these Terms
Your failure to obtain required recording consent
Your violation of any law or third-party right
Any content you submit through the Service

15. iOS App — Apple terms

VisitNotes is distributed through Apple’s App Store. You and VisitNotes acknowledge that these Terms are solely between you and VisitNotes, not Apple. Apple has no responsibility for VisitNotes or its content. Your use of the iOS app must comply with Apple’s then-current App Store Terms of Service.

In the event of any failure of the app to conform to an applicable warranty, you may notify Apple, and Apple may refund the App Store purchase price. To the maximum extent permitted by law, Apple has no other warranty obligation with respect to VisitNotes.

Apple and its subsidiaries are third-party beneficiaries of these Terms as they relate to your use of the iOS app, and upon your acceptance of these Terms, Apple has the right to enforce them against you as a third-party beneficiary.

16. Governing law

These Terms are governed by the laws of the State of Georgia, without regard to its conflict-of-law principles. Any dispute arising from these Terms that is not resolved informally will be brought in the state or federal courts located in Georgia. You consent to the personal jurisdiction of those courts.

If you have a dispute with us, please contact us first at legal@visitnotes.app. We’ll make a genuine effort to resolve it.

17. Changes to these terms

We may update these Terms from time to time. If we make material changes, we will notify you through the app or by email before they take effect. Your continued use of VisitNotes after changes take effect constitutes your acceptance of the updated Terms.

18. Contact

VisitNotes legal@visitnotes.app