Terms of Service

These Terms govern your use of CarePilot, operated by ValiantLabs. By creating an account you agree to these Terms and our Privacy Policy.

The service

CarePilot converts handwritten notes into professional reports using OCR and AI-assisted drafting, with human review before export. It is a documentation aid; it is not a substitute for your professional judgement.

Eligibility

CarePilot is intended for independent social workers and similar professionals in the United Kingdom. You confirm that you are 18 or older.

Your account

You are responsible for keeping your login credentials secure and for all activity under your account.

Acceptable use

• You may only upload notes you have a lawful basis to process.
• You must comply with your professional and legal obligations regarding any client data contained in those notes.
• You must not upload material you do not have the right to process.

How the service works

• OCR may produce errors. You must review the extracted text before relying on it.
• AI drafts are writing aids generated from your notes; they are not professional advice or clinical judgement.
• You must review and approve the report before export.
• You are responsible for the final content of any report you export.

Special-category data

Because the notes you upload may contain health or other special-category data, you confirm that you have identified and documented the UK GDPR Article 6 lawful basis and Article 9 condition that apply to your processing of that data, and that your use of CarePilot is consistent with your professional obligations. The condition you rely on is for you to determine; it is not supplied by your CarePilot account acceptance.

Data processing of your case notes

For the personal data in the case notes you upload, you are the data controller and ValiantLabs acts as your processor, handling that data only on your instructions to produce your report. The Data Processing Agreement is contained in the Data Processing Agreement section of these Terms and takes effect when the customer accepts the Terms and uses CarePilot to process case-note data.

Data Processing Agreement — UK GDPR Article 28

This section forms the Data Processing Agreement between the customer (the CarePilotaccount holder or their organisation, as controller) and ValiantLabs (as processor, operating CarePilot) whenever the customer uploads case-note personal data. It takes effect when the customer accepts these Terms and uses CarePilot to process case-note data.

• Subject matter. Processing handwritten-note images, OCR text, user edits, generated report drafts and related session data.
• Duration. For the customer’s use of CarePilot and any limited retention required by the existing deletion and purge workflow.
• Nature and purpose. Storage, OCR extraction, report drafting, user review, export support, security, deletion and technical support.
• Data subjects. People referred to in the customer’s case notes, including children, adults, family members, professionals and other relevant persons.
• Data types. Identity information, contact details, family and social circumstances, health information, safeguarding information and other personal or special-category data contained in the notes.
• ValiantLabs processes case-note data only on the customer’s documented instructions, except where UK law requires otherwise.
• Staff and authorised persons must be subject to confidentiality obligations.
• Appropriate technical and organisational security measures must be maintained.
• ValiantLabs may use the disclosed sub-processors, including Base44 and Microsoft Azure, and must impose appropriate data-protection obligations on them.
• The customer gives general written authorisation for those disclosed sub-processors.
• Material changes to sub-processors must be communicated through the service or updated terms, allowing the customer to stop using the service where appropriate.
• ValiantLabs will reasonably assist the customer with data-subject requests, security obligations, breach handling, data-protection impact assessments and regulator enquiries, taking account of the nature of the processing and available information.
• ValiantLabs will notify the customer without undue delay after becoming aware of a personal-data breach affecting their case-note data.
• At the end of processing, data will be deleted or returned according to CarePilot’s existing clear-session, deletion and automated-purge workflow, unless retention is legally required.
• ValiantLabs will provide information reasonably necessary to demonstrate compliance and permit reasonable audits or inspections subject to confidentiality, security, proportionality and reasonable notice.
• ValiantLabs will inform the customer if an instruction appears to infringe data-protection law.
• The customer remains responsible for lawful basis, Article 9 conditions, transparency information and the lawfulness and accuracy of material uploaded.
• Nothing in this Data Processing Agreement changes the existing allocation of controller and processor roles.

Subscriptions

• The paid plan is £19.99 per month, billed monthly via Stripe.
• A 7-day free trial is available with no card required. After the trial, a paid subscription is required to continue using CarePilot.
• You can cancel at any time. Cancellation stops future renewals; access continues until the end of the current paid period.

Refunds

• Because you can cancel before each renewal and the service is provided during the subscription period, monthly fees are generally non-refundable except where required by law.
• If you believe you were charged in error, contact hello@valiantlabs.co.uk within 14 days.
• This does not affect your statutory rights as a consumer under UK law where applicable.

Payment

Payments are processed by Stripe. Card details are handled by Stripe; we do not store full card numbers.

Your content and ownership

• You own the notes you upload and the reports you export.
• You grant ValiantLabs a right to process your uploaded content solely as your processor, to provide the service (OCR, AI drafting and export) and to retain or delete it as described in the Privacy Policy.

Our intellectual property

The CarePilot software, branding and design are owned by ValiantLabs. We grant you a licence to use the service for your professional documentation.

AI-generated content

AI drafts are produced by automated means and may contain inaccuracies. You must exercise professional judgement. ValiantLabs is not responsible for the content of reports you approve and export.

Limitation of liability

• The service is provided “as is”. To the extent permitted by law, ValiantLabs is not liable for indirect or consequential losses.
• Our total liability for any claim arising from these Terms is limited to the subscription fees you paid in the 12 months before the claim.
• Nothing in these Terms limits liability for death or personal injury caused by negligence, or any liability that cannot be limited under UK law.

Termination

You can stop using the service and request account deletion at any time by contacting hello@valiantlabs.co.uk. We may suspend or terminate access if you breach these Terms.

Changes to these Terms

We may update these Terms from time to time; the date above shows when they were last revised. Continued use of CarePilot after a change constitutes acceptance of the updated Terms.

Governing law

These Terms are governed by the laws of England and Wales, and the courts of England and Wales have jurisdiction over any dispute.

Contact

For any questions about these Terms, email hello@valiantlabs.co.uk.