Terms and Conditions

1. Nature of the Service

MedFiles is a technology platform providing software as a service (SaaS) designed to enable users to securely store, organize, and share medical documents.

MedFiles is not a healthcare provider, does not offer medical advice, diagnoses, treatments, or clinical recommendations, and does not substitute the relationship between a patient and a properly licensed healthcare professional.

You acknowledge that MedFiles provides technology only, and not medical services.

2. Eligibility

You must be at least eighteen (18) years old to create an account.

Parents or legal guardians may manage minor profiles under their own account and are solely responsible for consent, access, and data associated with such profiles.

3. User Accounts

3.1. Account Registration

You are responsible for:

• Providing truthful and up-to-date information
• Maintaining the confidentiality of your credentials
• All activity that occurs under your account

3.2. Account Security

You commit to:

• Using secure passwords
• Activating available security features
• Immediately notifying MedFiles of any unauthorized access

MedFiles will not be responsible for losses resulting from misuse of credentials caused by user negligence.

3.3. Service communications

MedFiles may contact you through channels you enable:

• Transactional email (account verification, security, and service notifications)
• In-app and push notifications on supported devices
• Optional WhatsApp utility messages for patients who opt in in Settings (MedFiles Inbox alerts and appointment reminders). Not marketing. You may disable them anytime in Settings or by replying STOP.
• Standard carrier or data charges from your mobile provider may apply.

3.4. WhatsApp phone verification terms

MedFiles.ai may send a one-time verification code on WhatsApp to users who add a mobile phone number to their account. These messages verify ownership of the phone number and help secure your account.

• By entering your mobile phone number and tapping Send verification code, you consent to receive a one-time WhatsApp authentication message from MedFiles.ai with a code to verify that number.
• You may stop the verification process at any time by not requesting or entering a code. STOP replies apply to optional WhatsApp alert messages (section 3.3), not to verification codes.
• WhatsApp verification messages are not used for marketing or promotional purposes and do not include medical information.

4. User Content and Medical Data

4.1. Ownership

All medical documents and data uploaded to the Service ("User Content") remain the exclusive property of the user or patient.

MedFiles does not claim ownership rights over such Content.

4.2. Content Responsibility

You are solely responsible for:

• The accuracy, legality, and completeness of User Content
• Having the necessary rights and authorizations to upload or share such content

MedFiles does not review, validate, or guarantee the clinical accuracy of medical documents.

4.3. Content Uploaded by Third Parties

If you authorize a third party (including hospitals, clinics, laboratories, or healthcare professionals) to upload documents on your behalf, you acknowledge that:

• The third party is responsible for the accuracy and authorization of the content
• MedFiles will not be responsible for errors, omissions, or incorrectly associated documents

4.4. Connected email and cloud storage accounts

You can connect an email account (for example, Gmail or Outlook) or a cloud storage account (for example, Google Drive, OneDrive or Dropbox) to MedFiles to find your medical records. The providers you can connect are the ones available in MedFiles at the time, as shown in the app. If you connect an account:

• You may only connect accounts that belong to you or that you are authorized to use, and you are responsible for keeping access to them secure
• You authorize MedFiles to read that account only to find the medical records in it, show them to you and add the ones you choose to your account, as described in section 4.6 of our Privacy Policy; what MedFiles can do with a connected account (search it, show you what it found and add records to your account) depends on your plan, as shown on the pricing page
• The documents you add from that account become User Content under these Terms, and you are responsible for having the right to add them
• Your use of that account remains subject to its provider's terms, and MedFiles is not responsible for that provider's service
• You can disconnect an account at any time in Settings in MedFiles, or remove MedFiles' access from the settings of that account, as explained for each provider in section 4.6 of our Privacy Policy (for a Google account, at https://myaccount.google.com/permissions; for a Microsoft account (Outlook or OneDrive), at https://account.live.com/consent/Manage; for Dropbox, at https://www.dropbox.com/account/connected_apps)

5. Secure Sharing Functions

MedFiles allows you to share the documents you choose with doctors you are connected with on MedFiles. Connecting with a doctor does not, by itself, give them access to any document: they only see what you decide to share with them.

You acknowledge that:

• You control who has access to your information
• You are responsible for revoking access when appropriate
• Emergency ID links or QR codes you generate to share a limited medical summary in urgent situations
• MedFiles does not disclose your information independently

6. Artificial Intelligence Features

MedFiles may use artificial intelligence tools for:

• Document classification
• Data extraction
• Informative analysis
• Processing by Google Gemini (Google Cloud) for classification, analysis, chat, OCR, and for deciding whether the emails and files from the accounts you connect are medical records, for estimating how much attention a document that a patient shares with their doctor needs, for summarizing the conversation between a doctor and a patient when one of them asks, and for translating the reason for an appointment when the doctor asks
• You must accept our AI consent before using these features (except MedFiles Inbox flows described in our documentation)

⚠️ IMPORTANT WARNING

• AI-generated results are for informational purposes only and are labeled as such in the app and in exported PDFs
• AI does not provide medical advice or diagnoses
• Results may contain errors or inaccuracies
• Medical decisions must be made exclusively by qualified professionals

You agree not to base medical decisions solely on AI-generated results.

7. Acceptable Use

You commit not to:

• Use the Service for illegal purposes
• Upload content without authorization
• Access other users' data
• Interfere with Service security
• Attempt reverse engineering or misuse

MedFiles may suspend or cancel accounts that violate these Terms.

8. Subscriptions and Payments

MedFiles offers a free plan and paid plans. Every new patient account starts on the free plan, with the limits shown on the pricing page (for example, on the number of documents, storage and AI features). If your account was already in a free trial, you keep it until it ends, and then your account moves to the free plan. A free trial may also be granted through a promotional code, under the conditions shown when you use it. If you subscribe to a paid plan:

• Fees are billed in advance
• Payments are non-refundable except as required by law
• MedFiles does not store credit card information
• On the website, subscriptions are paid through Stripe; in the iOS app, through the Apple App Store; and in the Android app, through Google Play
• Plan prices are shown before you confirm payment (in-app on mobile stores, or on the website for Stripe checkout). Depending on your location, taxes may apply; they are included in or added to the price shown before you confirm payment
• Monthly and annual plans renew automatically at the end of each billing period, for the same period and at the price in effect for that plan at the time of renewal, and are charged to the payment method on file until you cancel
• You can cancel at any time: on the website, from the subscription section of your account settings; on iOS, from Subscriptions in your Apple Account settings; on Android, from Subscriptions in the Google Play app
• Cancellation takes effect at the end of the period you already paid for: you keep your plan until that date and you are not charged again. From then on your account is on the free plan and its limits apply: everything you saved stays in your account and you can open and download it, while adding new documents and other features may be limited or paused
• Purchases through the App Store or Google Play are also subject to Apple's or Google's terms, and refund requests for them are handled by Apple or Google under their own policies

Prices and conditions are disclosed at the time of payment. Introductory offer (website only): when MedFiles offers it on the website, through Stripe, you can pay a one-time introductory charge to use a paid annual plan during the introductory period shown before you pay. When that period ends, the annual plan is charged automatically to your payment method at the discounted first-year price shown at checkout, and from the second year it renews every year at the regular price of that plan, until you cancel. We send you a reminder before the annual charge. You can cancel at any time before the introductory period ends, from the subscription section of your account settings: you will not be charged for the year, and when the introductory period ends your account moves to the free plan. The introductory charge is non-refundable except as required by law. The offer can be used once per account and cannot be combined with other discounts. If the annual charge fails and is not resolved, the subscription ends and your account moves to the free plan, keeping your documents.

9. Termination

9.1. Termination by User

From Settings → Deactivate or delete account you may:

• Deactivate your account temporarily (sign out; data kept; reactivate by signing in again)
• Request permanent account deletion (30-day grace period; you may cancel before the deadline)
• Request deletion by email to support@medfiles.ai (approximately 24 to 48 business hours, with identity verification)
• Export a copy of your data before deletion (ZIP with your documents for patients; professional accounts receive account data and documents they uploaded, not patients' clinical files)

9.2. Termination by MedFiles

MedFiles may suspend or cancel access if:

• You breach these Terms
• Required by law
• Necessary to protect Service security or other users

10. Data Retention After Termination

After you request account deletion or your account is otherwise terminated:

• During the 30-day grace period (if applicable), your account may remain active until the scheduled date
• If you do not cancel deletion, your access to MedFiles is deactivated when we process your request at the end of the grace period (you will not be able to sign in)
• Stripe subscriptions billed on our website are cancelled when we process deletion, when applicable. App Store or Google Play subscriptions must be cancelled by you in your device settings
• We delete your personal data from active production systems in accordance with the Privacy Policy; removal may take additional time after deactivation (disaster-recovery backups and audit logs as stated there)
• Some records may be retained for audit, billing, and legal compliance

11. Warranty Disclaimer

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE".

MEDFILES DISCLAIMS ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT.

MEDFILES DOES NOT GUARANTEE THAT:

• THE SERVICE IS ERROR-FREE
• DATA IS ALWAYS ACCURATE
• SECURITY INCIDENTS WILL NOT OCCUR

12. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW:

MEDFILES WILL NOT BE LIABLE FOR:

• MEDICAL DECISIONS OR OUTCOMES
• ERRORS IN USER OR THIRD-PARTY CONTENT
• RELIANCE ON AI RESULTS
• INDIRECT, INCIDENTAL, OR CONSEQUENTIAL DAMAGES

MEDFILES' TOTAL LIABILITY SHALL NOT EXCEED THE AMOUNT PAID BY YOU TO MEDFILES DURING THE TWELVE (12) MONTHS PRIOR TO THE CLAIM.

13. Indemnification

You agree to indemnify and hold harmless MedFiles from any claim, damage, or liability arising from:

• Your use of the Service
• Breach of these Terms
• Content you upload or share

14. Applicable Law and Jurisdiction

These Terms shall be governed by the laws of:

• Puerto Rico, or
• United States,

as applicable, without regard to conflict of law principles.

Any dispute shall be resolved exclusively before the competent courts of the applicable territory.

15. Modifications to the Terms

MedFiles may modify these Terms occasionally. Material changes will be notified through:

• Email
• Notice within the application
• Publication on the website

Continued use of the Service implies acceptance of the updated Terms.

16. Contact

For inquiries about these Terms:

📧 support@medfiles.ai