Terms of Use

MedNAIS is operated by Samplify FZCO, a company registered in Dubai, United Arab Emirates, at DDP, Building A2, office 101. In this document “we” and “us” mean Samplify FZCO; “MedNAIS” is the name of the product. “You” means both the individual using the product and the organisation on whose behalf they use it.

You accept these terms when you first sign in, and again whenever we publish a version that changes what they say. The version you accepted, the date and time you accepted it, and the language version you were shown are recorded against your account, and you can ask us for that record at any time.

If you are signing in on behalf of an organisation — an employer, a site, a department, whatever the work it does — you confirm that you are authorised to accept these terms for it.

Work in MedNAIS is held in an organisation: every procedure, document and execution record belongs to one. You do not need an employer to have one. When you first sign in, the product creates a personal workspace for you — an organisation with you as its only member, which nobody else can be invited into — and you can write procedures in it, run them, and keep the record of what you did. Where this document says “your organisation”, in a personal workspace it means you, and the two halves of “you” above are the same person. You may also belong to an organisation that somebody else runs; then the two halves are separate, and the paragraph above is what you are confirming about that organisation.

MedNAIS is a tool for writing, publishing, running and measuring standard operating procedures. It lets you draft a procedure — with the help of a language model, from documents you supply — have a qualified person review and publish it, run it step by step at the point of work, and see afterwards what was recorded.

Procedures are written from documents you supply, and from nothing else. We do not keep a library of standards, and we do not supply, license or resell them. When you describe the work and have no document to hand, MedNAIS names the documents that ordinarily govern that work and, before showing you any of them, checks each one against the register of the body that issues it; what you see is the designation, title and edition that register returned, with a link to it. Obtaining the document is yours to do. Designations and titles are used to identify the documents they name; we claim no affiliation with, and no endorsement by, any standards body, and a register's answer is that register's, not ours.

What MedNAIS is not. It is not a medical device and must not be used as one: it does not diagnose, treat, monitor or make any decision about an individual patient. It is not a quality management system of record, not a certification service, and not a substitute for compliance review. Section 6 says more about this, and it is the most important section in this document.

You sign in with a Google account, or with a one-time code we send to your e-mail address. Both reach the same account when the address is the same. You may additionally set a password, in which case we hold it in the customary irreversible form and never in plain text; if you set none, we hold no password for you at all. We cannot recover access to a Google account or a mailbox you have lost. Keep your credentials to yourself: anything done from your account is treated as done by you, and a one-time code is a credential for as long as it lasts.

Work in MedNAIS belongs to an organisation rather than to an account. In an organisation you share with other people, everyone in it can see that organisation's procedures, documents and execution records according to their role, and owners and administrators decide who is in it: they can remove a member's access, transfer work, and delete the organisation and everything in it. In your personal workspace you are the only member and its owner, nobody else can be added to it, and nobody but you can see what is in it.

Some actions are restricted to owners and administrators specifically because they are statements the organisation makes rather than statements one employee makes. Publishing a procedure is one: it is the moment a draft becomes the instruction people follow, and the product refuses to publish for anybody else. Confirming that the organisation holds a licence for a third party's standard is the other. Any member can write a draft and mark it ready, and the product records who asked as well as who published.

In a personal workspace you are the owner, so you publish your own drafts and nobody else is involved. Section 6 applies in full all the same: a generated draft has to be read in full and approved by a person qualified in the work before anybody performs it, and in a personal workspace that person is you.

An organisation is never left without an owner. If you are the last owner of an organisation and you delete your account, ownership passes to the longest-serving administrator in it, or to the longest-serving member if there is no administrator. This is recorded in that organisation's audit log, so the new owner can see when it happened and why. If there is nobody else in the organisation at all, it is deleted with your account, together with its procedures, documents, uploaded files and execution records. Your personal workspace has nobody else in it and cannot have, so it is always deleted with your account in this way. Section 11 says what deleting your account does.

You keep every right you have in what you upload and in the procedures you write. We do not acquire ownership of them. We use them to run the service for you and for nothing else: your files are held in your organisation's own tenant, are not shown to any other customer, are never published to anybody, and are not used to train or fine-tune any model, ours or anyone else's.

What you confirm when you upload a file. That your organisation holds rights sufficient to let us store it, process it and generate documents from it for that organisation's internal use; that the file was not obtained in breach of a licence or by circumventing an access control; and that you have actually checked whether the licence permits storage across the organisation, because many standards are sold as single-user or single-site licences that do not.

The product asks you to say, in your own words, on what basis your organisation holds each third party's document, and records that with your name and the date. Nobody checks it at the time. It is what your organisation can show later if it is asked.

We delete uploaded files and the text extracted from them on request, and when your organisation stops using the service. Section 11 says how that works.

To generate a procedure from a document you upload, Samplify FZCO transmits the text of that document to third-party providers of language and embedding models, acting as our sub-processors. Today these are Anthropic PBC (generation of steps and citations) and OpenAI OpCo, LLC (computation of embeddings for search). We will give you notice before adding or replacing a sub-processor that receives document text. The complete list of our sub-processors is in section 7.

What is transmitted is the extracted text of the document, or the passages of it selected as relevant to your request, together with the topic you entered. The files themselves are not transmitted; images and formatting are not transmitted. Both providers are engaged under terms that prohibit the use of content submitted through their programming interfaces to train their models.

This concerns you if you upload a standard you have licensed. Standards are frequently sold under single-user or single-site licences that prohibit disclosure of the document to anyone outside the licensed entity. Transmission to a sub-processor may fall within such a prohibition. Before uploading a licensed document, check its terms. If they do not permit it, do not upload it: you can still record the document by name, and we will confirm its designation and title against the issuing body's register, so your procedure can refer to it without our ever receiving its text. What such a procedure cannot do is quote a clause, because quoting requires the text.

You confirm, each time you upload a document, that you have the rights necessary to permit this transmission. We rely on that confirmation and do not independently verify the licence terms of documents you upload.

A generated procedure is a draft. MedNAIS writes procedure steps using a language model. What comes out is a starting point for a person to work from. It is not medical advice, not a clinical protocol, not a safety instruction, not a method statement, not validated against any standard, guideline or regulation, and not fit to be followed as written.

Language models produce fluent text that can be wrong, and being fluent is what makes it dangerous. A generated draft can state an incorrect quantity, temperature or interval; omit a control, a check or a safety step that the source document requires; attribute a requirement to a standard that does not contain it; or cite a document that does not say what the citation claims. We reduce this where we can and we cannot eliminate it.

No generated procedure may be performed, or relied on as the instruction for doing the work, until a person qualified in that work has read it in full and approved it. That holds whatever the work is — at a bedside, on a production line, in a warehouse, at height — and it does not depend on anybody first judging the work dangerous enough to deserve it. The product will not publish a version by itself: a named owner or administrator has to publish it, that restriction is enforced by the database rather than by the screen, and once a version is published nobody can return it to draft. What the product cannot check is whether the person who published it was qualified for the work, or whether they read it. That part is yours, it is not an administrative formality, and approving a draft without reading it defeats the only safeguard there is.

Responsibility for the correctness, the safety and the regulatory compliance of every procedure you publish, run or rely on rests with your organisation and with the qualified people who approve it. We do not practise medicine or any other regulated trade, do not supervise your procedures, do not review what you publish, and are not a party to any decision taken in your organisation.

Citation of a standard in a draft is not certification against that standard. Execution records, timings and KPI figures describe what was entered into the product; they are a record of use, not an audit, and not evidence of compliance on their own.

For the personal data your organisation puts into MedNAIS — the accounts of your staff, and whatever appears in the procedures and execution records they create — your organisation decides what is collected and why, and we process it on your instructions in order to provide the service. We do not sell it, and we do not use it for advertising.

MedNAIS is not designed to hold data about the people your work concerns — a patient, a customer, a member of the public — and should not be used to hold it. Procedures describe how work is done; they do not need anybody's name, and an execution record is a record of a procedure being run, not of the person it was carried out on or for.

These are everyone who processes customer data on our behalf. The first two are the ones that receive the text of documents you upload; the next two are the infrastructure the product runs on; the last two are the identity providers you may sign in with, one of which also receives a device identifier and diagnostic data from the Android app.

We will give you notice before adding or replacing any of them. If your organisation requires a separate data processing agreement, or needs the transfers above documented for its own compliance file, write to us at the address in section 13 and we will deal with it individually.

The privacy policy at mednais.com/privacy describes the personal data we hold about visitors and users generally. Where it and this section differ about the product, this section is the more specific and more current of the two.

Do not:

• upload a document you do not have the rights to upload, or obtain one by circumventing an access control or a paywall;
• use MedNAIS to reproduce or redistribute a standard you licensed, to anyone outside the licensed entity;
• try to reach another organisation's data, probe the service for vulnerabilities without asking us first, or work around a limit or a permission;
• present a generated draft as a reviewed, approved or certified document when it is not;
• use the service in a way that breaks the law where you are, or your own institution's rules.

If you find a security problem, tell us at the address in section 13 before telling anyone else. We will not pursue anyone who reports one in good faith and gives us a reasonable chance to fix it.

We do not promise the service will be available at any particular time or to any particular standard, and we have not agreed a service level with you unless a separate written agreement says otherwise. We will not deliberately take it away without warning.

The product changes. Features are added, altered and occasionally removed. We will tell you before removing something you rely on, where we can see that you rely on it.

We may change these terms. When a change alters what they say, we publish a new version and ask you to accept it the next time you sign in; you will see what changed and you can read the new text before accepting. Corrections that do not change the meaning — a broken link, a typographical error — are made without asking again. If you do not accept a new version, you can stop using the service and ask us for your data under section 11.

MedNAIS is provided as it is. We do not warrant that a generated procedure is accurate, complete, safe or compliant, and section 6 explains why you must not rely on one as though we did.

We are not liable for loss of profit, loss of business, loss of reputation, or for indirect or consequential loss of any kind. We are not liable for the outcome of the work, a regulatory finding, or a licensing dispute arising from a procedure your organisation published, approved or ran, or from a document your organisation uploaded.

Our total liability to you for everything arising out of your use of the service is limited to the amount your organisation paid us for the service in the twelve months before the claim arose.

Nothing here limits liability that cannot lawfully be limited — including liability for death or personal injury caused by our negligence, and for fraud.

You can stop using MedNAIS whenever you like. An owner can delete an organisation from its settings, which removes that organisation's procedures, documents, uploaded files and execution records.

That is the only way an execution record is removed. Once a run has been recorded it cannot be deleted while the organisation exists — not by the person who performed it, not by an administrator, not by an owner, and not by us on request. The product has no such operation, and this is enforced by the database and not by a rule somebody could be persuaded to bend. It is deliberate: the record is what an inspection or an incident review asks for, and a record that can be tidied afterwards is worth nothing to the organisation that would have to rely on it.

Deleting your account. You can delete your own account from inside the product — on the web under Sign-in and security, and in the iPhone and Android apps on your account screen — and at mednais.com/delete-account. You do not have to ask us and we do not have to agree. It takes effect at once, it cannot be undone, and there is no period during which the account could be restored. Your e-mail address, your name, your picture, any password you set, any Google or Apple sign-in linked to the account, any watch you paired and any pending request to join an organisation are all removed, and every session on every device ends.

What your organisation keeps, and why. The record of procedures you carried out stays with the organisation you carried them out for: which version was performed, when, in what order and how long each step took, together with the organisation's audit entries for administrative actions you took and the record that you wrote or published a particular procedure. That record is the organisation's evidence of its own work rather than a personal file — it is what an inspection or an incident review asks for, and the organisation's own timing references are calculated from it, so removing it would alter, retroactively, figures other people rely on. Documents and files you uploaded for an organisation likewise stay with it; they belong to the organisation and not to you.

That is about an organisation you share with other people. Nothing is left behind in your personal workspace: it has no other member, so deleting your account deletes it too, with its procedures, its documents, its uploaded files and its execution records, as section 3 describes.

None of what stays names you. After deletion your profile holds nothing but an identifier those records point at: no name, no address, no picture, and no way of signing in. Wherever your name appeared, the product shows "Deleted account" instead. If you would rather your work were not attributed to your organisation in this way, the time to raise it is before you perform it.

We may suspend or close an account that is being used in breach of section 8, or where we are required to. Except where the breach is serious or we have no choice, we will tell you first and give you a chance to put it right.

If an organisation is closed for non-payment we close it as a whole, after telling you in writing at least thirty days before and offering you an export first: its procedures, its documents, its uploaded files and its execution records go together, because the record of a run cannot be removed from an organisation that still exists. We will not thin a record — the product does not allow it, to us or to you.

Ask us and we will export your organisation's procedures and records in a machine-readable form, and delete what we hold. Deleting what we hold means deleting the organisation, with everything in it. There is no way to remove some of its records and keep the rest, and that is deliberate. Backups are cycled out rather than edited, so a copy can persist in backup for a short period after deletion, including a copy of an account deleted as described above.

These terms are governed by the laws of the United Arab Emirates as applied in the Emirate of Dubai, and disputes arising out of them are for the courts of Dubai. If your organisation has a separate written agreement with us, its governing law and dispute resolution provisions apply instead of this section.

Nothing in this section takes away a protection that the law of the country you are in gives you and does not allow to be contracted out of.

Samplify FZCO, DDP, Building A2, office 101, Dubai, United Arab Emirates. Write to mednais@samplify.org — for questions about these terms, to request a data processing agreement, to ask for an export or a deletion, or to report a security problem.