Terms of Service

These Terms of Service ("Terms") are a legal agreement between you — the care organisation or individual accessing DoseScan ("you" or "your organisation") — and DoseScan Ltd, a company registered in England and Wales ("DoseScan", "we", "us").

By creating a DoseScan account or using the platform in any way, you agree to be bound by these Terms. If you do not agree, do not use DoseScan.

If you are accepting these Terms on behalf of an organisation, you confirm that you have the authority to do so.

DoseScan provides a digital medication administration record (MAR) platform for UK care providers. The service includes:

A web-based admin dashboard for care managers and administrators, accessible at app.dosescan.co.uk.

A mobile application for care staff to record medication administrations, available on Android and iOS.

Automated notifications, reporting tools, and data export functionality.

We reserve the right to modify, suspend, or discontinue any part of the service at any time, with reasonable notice to account administrators where the change is material.

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

You must notify us immediately at hello@dosescan.co.uk if you suspect unauthorised access to your account.

Each account is for use by a single care organisation. You may not resell, sublicense, or share access to DoseScan with organisations outside your own.

We may suspend or terminate your account if we have reason to believe it is being used in violation of these Terms or in a way that poses a risk to the platform or to other users.

You agree to use DoseScan only for lawful purposes and in accordance with these Terms. You must not:

Use the platform for any purpose other than recording and managing medication administration for residents in your care.

Attempt to gain unauthorised access to any part of the platform or any other user's account.

Upload, transmit, or store any data that is unlawful, harmful, or that you do not have the right to process.

Reverse engineer, decompile, or attempt to extract the source code of the platform.

Use the platform in any way that could damage, disable, overburden, or impair its operation.

You are responsible for ensuring that all staff members who use DoseScan under your account comply with these Terms.

You are the data controller for all personal data you input into DoseScan, including resident data, staff data, and medication records. DoseScan acts as your data processor.

By using DoseScan, you confirm that:

You have a lawful basis for processing the personal data you input, including any special category data such as health information about residents.

You have obtained any necessary consents from residents, staff, and other individuals whose data you process through the platform.

You will comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018 in your use of DoseScan.

Our data processing activities are governed by our Data Processing Agreement, which forms part of these Terms and is available on request.

DoseScan is not responsible for any failure by you to meet your obligations as data controller.

DoseScan is a record-keeping and administration tool. It is not a clinical decision support system, a prescribing tool, or a substitute for professional medical judgement.

Nothing in the DoseScan platform constitutes medical advice. All clinical decisions — including whether, when, and how to administer medication — remain the sole responsibility of qualified care professionals and the organisations that employ them.

DoseScan does not verify the accuracy of medication information entered by users. You are responsible for ensuring that all data entered into the platform is accurate, complete, and up to date.

DoseScan accepts no liability for any clinical outcome arising from the use or misuse of the platform.

DoseScan operates on a monthly or annual subscription basis. Pricing is set out on our pricing page at dosescan.co.uk/pricing.

Payment is due at the start of each billing period. We use Stripe to process payments securely — DoseScan does not store your card details.

If a payment fails, we will notify you by email and allow a 7-day grace period before suspending your account. Your data will not be deleted during a suspension.

Annual subscriptions are non-refundable except where required by law. Monthly subscriptions can be cancelled at any time and will not renew after the end of the current billing period.

We reserve the right to change our pricing with 30 days' written notice to account administrators. You may cancel your subscription during that notice period without penalty.

We offer a 30-day free trial with full access to the platform, subject to a limit of 10 residents and 10 staff members. No payment details are required to start a trial.

At the end of the trial period, your account will be automatically moved to a limited read-only state. Your data will be retained for 30 days, after which it will be permanently deleted unless you upgrade to a paid plan.

We reserve the right to modify or withdraw the free trial offer at any time.

DoseScan and all associated software, designs, trademarks, and content are owned by DoseScan Ltd and protected by UK and international intellectual property law.

We grant you a limited, non-exclusive, non-transferable licence to use the platform for the purposes described in these Terms during the period your account is active.

You retain ownership of all data you input into DoseScan. You grant us a limited licence to store, process, and display that data solely for the purpose of providing the service to you.

To the maximum extent permitted by applicable law:

DoseScan's total liability to you for any claims arising from or related to these Terms or the service shall not exceed the total fees paid by you in the 12 months preceding the claim.

DoseScan shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including loss of data, loss of revenue, or loss of business.

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

You are solely responsible for ensuring that DoseScan meets your regulatory requirements and for your compliance with CQC standards and UK care legislation.

You may terminate your account at any time by contacting us at hello@dosescan.co.uk. Monthly subscriptions will not be refunded for the remainder of the billing period.

We may terminate your account immediately if you breach these Terms, particularly in relation to acceptable use, data responsibilities, or payment obligations.

On termination, you may request an export of your data within 30 days. After 30 days, all data will be permanently deleted in accordance with our Privacy Policy.

These Terms are governed by the laws of England and Wales. Any disputes arising from or related to these Terms or the use of DoseScan shall be subject to the exclusive jurisdiction of the courts of England and Wales.

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

These Terms, together with our Privacy Policy and Data Processing Agreement, constitute the entire agreement between you and DoseScan Ltd regarding your use of the platform.

We may update these Terms from time to time. When we make material changes, we will notify account administrators by email at least 30 days before the changes take effect.

Your continued use of DoseScan after the effective date of updated Terms constitutes acceptance of those Terms. If you do not accept the updated Terms, you must stop using the platform and may cancel your subscription without penalty within the 30-day notice period.