Terms of Service

1. Agreement to Terms

By accessing or using Sampson Scribe ("Sampson," the "Service"), you agree to be bound by these Terms of Service ("Terms"). If you do not agree to these Terms, do not use the Service.

We reserve the right to modify these Terms at any time. Continued use of the Service after changes constitutes acceptance of the modified Terms.

2. Description of Service

Sampson is a documentation-assistance tool. It does the work of a medical scribe: it records and transcribes provider-dictated audio and produces draft clinical documentation based on what the provider said. Specifically, Sampson:

• Records audio dictations from healthcare providers
• Transcribes audio to text using speech recognition technology
• Generates draft clinical documentation from provider dictation
• Stores and syncs your notes across your devices

2.1 What Sampson Is NOT

Sampson is not a clinical decision support tool, diagnostic engine, medical reference, or recommendation service. Sampson does not — and is not designed to — provide:

• Diagnoses, differential rankings, or clinical impressions of its own
• Treatment recommendations, prescribing advice, or dosing suggestions
• Drug-drug interaction checking, allergy checking, or pharmacy guidance
• Risk scores, decision rules, or triage recommendations independent of what the provider dictates
• Evidence-based literature review or clinical answers (i.e., Sampson is not UpToDate, OpenEvidence, DoxGPT, or any similar clinical knowledge / decision-support product)

Sampson reflects back the clinician's own dictation in a structured format. Any clinical reasoning, decision-making, diagnosis, and treatment plan in a Sampson-generated note originates from the dictating provider, not from Sampson.

Sampson is not a medical device and has not been cleared, approved, or otherwise authorized by the U.S. Food and Drug Administration (FDA) or any other regulatory body, nor is such authorization required for documentation-assistance tools of this type.

2.2 Your Role as the Clinician

Sampson is a tool, not a replacement for clinical judgment. All clinical decisions remain yours alone. Every generated note must be reviewed, edited as needed, and approved by a licensed healthcare provider before it is entered into a medical record or used in patient care.

3. Eligibility

The Service is intended for use by:

• Licensed healthcare providers (physicians, nurse practitioners, physician assistants, etc.)
• Healthcare professionals acting under appropriate supervision
• Individuals 18 years of age or older

By using Sampson, you represent that you meet these eligibility requirements.

3.1 Identity Verification

Because Sampson processes protected health information and we maintain audit records for six (6) years as part of our compliance program, we verify the identity of account holders. You agree to provide accurate identity information we request, including your legal name and, when asked, your individual National Provider Identifier (NPI). We may verify submitted information against public registries (including the CMS NPPES registry) and against your payment information. You represent that all identity information you provide is your own and accurate. Providing another person's identity or NPI is a material breach of these Terms and grounds for immediate termination.

4. User Responsibilities

You agree to:

• Provide accurate account information
• Maintain the security of your login credentials
• Review and verify all AI-generated content before clinical use
• Comply with all applicable laws, regulations, and professional standards
• Obtain any required consents before recording patient encounters
• Not use the Service for any unlawful or unauthorized purpose
• Not attempt to reverse engineer, hack, or disrupt the Service

4.1 Acceptable Use

You agree NOT to:

• Use the Service for any purpose other than creating clinical documentation for patient encounters in which you personally participated
• Submit synthetic, bulk, scripted, or automated audio or text, or otherwise use the Service to test, benchmark, extract, or reverse-engineer our models, prompts, or processing pipeline
• Share account credentials, or permit any other person to create documentation under your account
• Resell, sublicense, white-label, or provide the Service to third parties
• Circumvent, probe, or overload usage limits, rate limits, or security controls
• Use the Service to document encounters you did not conduct, or to generate documentation intended to support fraudulent billing
• Upload content containing malware or attempt to disrupt the Service

We may investigate suspected violations as described in Section 4.2 and may suspend or terminate accounts that violate this policy.

4.2 Monitoring & Abuse Review

We monitor operational metadata (such as note counts, usage patterns, and error rates) for all accounts to keep the Service secure and reliable. This routine monitoring does not involve reading your clinical content, and monitoring exists solely to protect the Service and its users — never to mine, analyze, or monetize your content.

If we reasonably suspect a violation of these Terms — for example, usage patterns inconsistent with clinical practice, identity discrepancies, or automated submission — we may review content associated with your account to investigate. Where feasible, this review is performed on de-identified copies of your content produced by our PHI-removal pipeline; we review identifiable content only when de-identified review is insufficient to evaluate the suspected violation. Every such access requires a documented reason, is logged in our audit records, is conducted by authorized personnel within our HIPAA-covered infrastructure, and is scoped to the suspected violation. Content reviewed during an investigation is never used for any other purpose, including AI training.

We do not provide notice while an investigation is in progress. If we take action against your account (feature limits, suspension, or termination), we will notify you at your account email, identify the general nature of the violation, and provide a channel to respond. You may contest an enforcement action by contacting contact@sampsonscribe.ai; we will review timely appeals in good faith.

Nothing in this section limits our right to suspend or terminate under Section 10, to preserve evidence, or to report unlawful activity to law enforcement or regulators as required or permitted by law.

4.3 Usage Limits

The Service enforces usage limits (including per-hour and per-day note generation caps) sized for single-clinician clinical practice. We may throttle, queue, or decline requests that exceed limits, and may adjust limits with notice. Sustained usage inconsistent with individual clinical practice is grounds for review under Section 4.2. Accounts are licensed to one individual clinician; limits apply per account and may not be pooled.

5. Medical Disclaimer

6. Intellectual Property

6.1 Our Property

The Service, including its software, design, logos, and documentation, is owned by Sampson Scribe and protected by intellectual property laws. You may not copy, modify, distribute, or create derivative works without our permission.

6.2 Your Content

You retain ownership of the clinical notes and content you create using Sampson. Your content is yours. We are not a data company: we do not sell your content, we do not use it for advertising, we do not share it with data brokers, and we never use it to train AI models without your explicit consent (Section 6.3). Our only business is the subscription you pay for.

You grant us a limited license to store, process, and transmit your content as necessary to (a) provide the Service to you, (b) maintain the security and integrity of the Service, (c) investigate and prevent fraud, abuse, and violations of these Terms, and (d) comply with applicable law. Routine operation involves no human review of your content. Human review occurs only in the limited abuse- and security-investigation circumstances described in Section 4.2 — and even then, wherever feasible, on de-identified copies with patient information removed. Abuse review never feeds analytics, product research, or model training.

6.3 No AI Training on Your Data

We do not use your audio recordings, transcripts, or clinical notes to train, fine-tune, or evaluate any AI model — ours or any third party's. Our contractual agreements with AI vendors (OpenAI, Deepgram) explicitly prohibit them from using your content for model training. This is a binding commitment; if our practices ever change, we will update the Terms and Privacy Policy and require fresh consent before any new collection begins.

6.4 Data Minimization Commitment

By default we collect only the bare minimum data necessary to operate the Service and meet HIPAA audit-logging requirements. Specifically:

• Audio files are purged from our servers within 48 hours of upload
• Transcripts and notes live only in your private account and are never copied to any analytics, training, research, or aggregation store
• Quality-improvement data (note edit deltas, flag interactions, transcription confidence aggregates) is collected only from accounts that have explicitly opted in. By default this is disabled for every account at the API layer
• We never sell, share, or license your content to advertisers, data brokers, insurers, employers, or any other third party

Full detail is in our Privacy Policy.

Because the Service handles Protected Health Information under HIPAA, your use is also governed by our Business Associate Agreement, which you execute alongside these Terms. With respect to PHI, the BAA controls over any conflicting term of these Terms.

7. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW:

• THE SERVICE IS PROVIDED "AS IS" WITHOUT WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED
• WE DO NOT WARRANT THAT THE SERVICE WILL BE ERROR-FREE, UNINTERRUPTED, OR SECURE
• WE ARE NOT LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES ARISING FROM YOUR USE OF THE SERVICE
• OUR TOTAL LIABILITY SHALL NOT EXCEED THE AMOUNT YOU PAID FOR THE SERVICE IN THE TWELVE MONTHS PRECEDING THE CLAIM

8. Indemnification

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

• Your use of the Service
• Your violation of these Terms
• Your violation of any applicable laws or regulations
• Your clinical documentation or patient care decisions

9. Custom Instructions

Sampson allows you to provide custom instructions to personalize how your documentation is generated. By using this feature, you acknowledge and agree:

• No Fabrication: You will not instruct Sampson to document clinical actions, findings, interpretations, or communications that did not occur
• No Fraudulent Billing: You will not use custom instructions to artificially inflate billing complexity or claim services not rendered
• Accuracy Responsibility: You remain solely responsible for the accuracy and truthfulness of your final documentation

Audit & Retention: All custom instruction changes (including rejected attempts) are logged and retained for up to 10 years for compliance, security, and legal defense purposes. This data may be preserved longer under legal hold if required for litigation or investigation.

We reserve the right to reject, disable, or remove custom instructions that violate these Terms or that we believe may be used for fraudulent or unethical purposes.

10. Termination

We may suspend or terminate your access to the Service at any time, with or without cause, with or without notice. You may also delete your account at any time using the Delete Account option in the app's Settings screen, or by contacting us.

Upon termination, your right to use the Service ceases immediately. We may delete your data in accordance with our Privacy Policy, except for compliance and audit records (such as custom instruction history) which are retained as described in Section 9.

If your account is suspended or terminated for violation of these Terms, we will notify you as described in Section 4.2. Fees already paid are non-refundable where termination is for cause. We may retain investigation records, audit logs, and evidence of violations as needed for compliance, security, and legal defense.

11. Governing Law

These Terms are governed by the laws of the State of Nevada, United States, without regard to conflict of law principles. Any disputes arising from these Terms or the Service shall be resolved in the state or federal courts located in Nevada.

12. Severability

If any provision of these Terms is found to be unenforceable, the remaining provisions will continue in full force and effect.

13. Contact Us

For questions about these Terms, please contact us: