Terms of Service

Vaidra AI (“Vaidra”, “we”, “us”) builds software for clinicians and hospitals. Vaidra Platform is the consult workspace for clinicians: ambient capture, diarized transcript, working differential, structured notes, prescriptions, patient summaries, and encounter chat. Vaidra EMR is the hospital operations workspace: bed board, admissions and stays, transfers and discharges, work queues, units, beds and clinical equipment, workflows, duty rosters, price lists, and payer messaging. The clinician or authorised staff member reviews before anything commits. The Site describes the product and lets you request a demo. The Services are the applications clinicians and hospital staff sign into.

Use of the Services is also subject to the Privacy Policy, Cookie Policy, and Acceptable Use Policy. If you use Vaidra for an organisation, you confirm you have authority to bind that organisation.

A separate written agreement (for example a hospital order form or data processing addendum) controls if it conflicts with these terms.

• Site: vaidra.care.
• Services: Vaidra Platform, Vaidra EMR, and related features, integrations, and support.
• Customer: the clinician, clinic, or hospital that holds a workspace.
• Authorised Users: people the Customer invites or permits: doctors, nurses, front desk, billing, housekeeping, and other staff.
• Customer Data: information put into, captured with, or generated in the Services, including Patient Data and Outputs.
• Patient Data: information about a patient or anyone with them, including health information, audio, and transcripts.
• AI Feature: any part of the Services that uses speech recognition, language models, or other machine learning to produce content or suggestions.
• Output: content an AI Feature produces.
• Preview Feature: anything labelled Early access, Beta, or Preview. Vaidra EMR is a Preview Feature until we say otherwise in writing.
• Connected System: a third-party EHR, practice system, or payer the Customer connects.

Vaidra Platform is for licensed clinicians and the staff they authorise. Vaidra EMR is for hospitals and clinical establishments and the clinical and non-clinical staff they authorise, each acting within their role. You must be able to form a contract and must use Vaidra only in line with your professional registration, employer rules, and applicable law.

Patients and families are not account holders. You must not create a Services account for a patient to “log in as the patient.”

You sign in with Google. You are responsible for the Google account you connect, for people you invite, and for activity under your workspace. Keep access limited to people who need it.

Workspace owners and administrators assign roles and permissions. The Customer is responsible for its Authorised Users, for giving each person only the access they need, and for removing access promptly when someone leaves.

We may refuse, suspend, or close an account that we reasonably believe is unlicensed, unsafe, abusive, or in breach of these terms.

When you start a consult on Vaidra Platform, you may enable microphone capture. Vaidra can stream audio for transcription, store audio and a transcript, and draft a working differential, clinical note, orders, prescription, patient summary, and chat replies grounded in that encounter. You can attach files, sketches, or images. You review and edit before you commit or share anything.

Vaidra EMR is the hospital operations workspace: bed board, admissions and stays, transfers and discharges, work queues, units, beds and clinical equipment, workflows, duty rosters, price lists, and payer messaging.

Features described on the Site may be in testing, limited by plan, or changed. We do not guarantee any particular speech engine, language, model, or accuracy.

Vaidra EMR and other Preview Features are offered so hospitals can evaluate and shape them. They may change, be limited, or be withdrawn, and may have lower availability or more defects than generally available features.

Do not use a Preview Feature as the only system for time-critical operations. Keep your downtime and manual fallback procedures for bed allocation, handovers, equipment tracking, and billing.

Unless a written agreement says otherwise, service levels and fees for Preview Features are those we state when you start using them.

Vaidra is documentation and decision-support for the clinician. It is not a registered medical device, not a substitute for a clinician, and not clinical advice to patients. It does not diagnose, treat, or prescribe on its own.

Every note, differential, order, prescription, summary, chat reply, and other Output is a suggestion until you review, edit, and accept it. You remain solely responsible for clinical judgment, the medical record, prescriptions you issue, operational decisions, and what you tell the patient.

Do not rely on Vaidra as the only check for drug safety, allergies, dosing, or red flags. Verify against the patient, your examination, and authoritative references.

Outputs are probabilistic. They can be incomplete, out of date, biased, or wrong, and the same input can produce different Outputs.

An Output is a suggestion until an Authorised User reviews and accepts it. Review Outputs before using them in patient care, the medical record, prescriptions, bills, claims, staffing, or bed and equipment decisions.

Do not use AI Features to make a decision with a legal or similarly significant effect on a person (for example admission, discharge, triage priority, or a billing or claim outcome) without meaningful human review.

New AI Features will be identified in the product. We may change the models or vendors behind an AI Feature; current vendors are on the Subprocessors page.

As between you and us, Outputs are Customer Data. If you send feedback, we may use it to improve the Services.

Vaidra EMR shows bed status, occupancy, stays, work queues, equipment assignments, duty rosters, prices, charges, and payer messages based on data and configuration your organisation provides. Verify that information before acting on it.

It does not replace your obligations for staffing levels, infection control, biomedical equipment maintenance, fire and patient safety, or clinical-establishment rules.

You are responsible for the accuracy of charges, invoices, pre-authorisation requests, and claims, and for following insurer, TPA, and government-scheme rules. We transmit payer messages on your instruction; we are not a party to payer decisions and do not guarantee approval or payment.

If you start capture on Vaidra Platform, you are recording a clinical conversation. You must inform the patient and anyone else who may be recorded, and you must obtain any consent required by law, your hospital, and professional ethics — before or as recording begins.

You must not use capture to record people who have not been informed, to record in settings where recording is prohibited, or to hide that Vaidra is listening.

You are responsible for how you share patient-ready summaries and prescriptions, including that the content is accurate after your review.

You must follow the Acceptable Use Policy. That includes using the Services only for authorised clinical and hospital work, not running an unlicensed practice through Vaidra, and not treating model output as an unsupervised clinical decision.

You (or your organisation) are the Data Fiduciary for patient and staff information you put into Vaidra. You must have a lawful basis to process it, including health data and recordings of minors when you document pediatric visits. Vaidra processes that information as a Data Processor on your instructions, as described in the Privacy Policy. We can sign a data processing agreement with hospitals and clinics on request.

You must configure access so only authorised clinicians and staff can see a workspace. You must not use Vaidra to exfiltrate another organisation’s records or to build a competing model from encounter data.

When you connect a Connected System (for example Eka Care, Bahmni/OpenMRS, or a SMART on FHIR EHR), you authorise us to read from and write to it as the feature describes. Your agreement with that provider governs it, and we are not responsible for its availability, accuracy, or handling of data after we send it.

The Services use clinical terminologies and a medicine catalogue for search, coding suggestions, and prescriptions. This content may be incomplete or out of date and does not replace current prescribing references.

• This material includes SNOMED Clinical Terms® (SNOMED CT®), used by permission of SNOMED International. SNOMED and SNOMED CT are registered trademarks of SNOMED International.
• This material contains content from LOINC® (loinc.org), copyright Regenstrief Institute, Inc. and the LOINC Committee, available at no cost under the licence at loinc.org/license. LOINC® is a registered United States trademark of Regenstrief Institute, Inc.
• ICD-10 © World Health Organization.
• This product uses publicly available data from the U.S. National Library of Medicine (NLM), National Institutes of Health, Department of Health and Human Services; NLM is not responsible for the product and does not endorse or recommend this or any other product.

The Services are usage-based. Plans (including a free allowance, a time-limited trial, and paid clinic tiers) set how many consults and seats are included. When you reach a limit, further consults may be blocked until the next period or an upgrade.

Vaidra EMR is offered to hospitals under Institute (custom) pricing or a separate order form.

Listed prices are in Indian rupees unless we quote otherwise. See Products & Pricing. Paid plans are charged in INR by invoice, or through our payment partner (PayU) once online payment is enabled. Fees are non-refundable from successful payment, except where Indian law requires otherwise. Details: Return & Refund Policy, Cancellation Policy, and Shipping Policy.

We may change plan catalogues with notice on the Services or by email. Custom hospital pricing is agreed separately.

Vaidra, the Site, the Services, and related branding, software, and product visuals are owned by Vaidra or its licensors. We grant you a limited, non-exclusive, non-transferable licence to use the Services for your internal clinical and hospital work while your account is in good standing.

You retain rights in the clinical content you and your patients generate. As between you and us, Outputs are Customer Data. You grant Vaidra a licence to host, process, and display that content solely to provide and secure the Services. If you send feedback, we may use it to improve the Services.

You may not copy, scrape, reverse engineer, or resell the Services except as the law allows.

Each party should treat the other’s non-public information as confidential and use it only to perform under these terms. Clinical information is handled as described in the Privacy Policy. This clause does not block disclosures required by law.

You will defend and indemnify Vaidra against third-party claims arising from recording or processing Patient Data without the required notice, consent, or lawful basis; clinical, operational, or billing decisions made by you or your Authorised Users; or your breach of the Acceptable Use Policy.

The Site and Services are provided “as is.” Speech recognition, language models, and clinical suggestions can be incomplete, biased, or wrong. We do not warrant uninterrupted availability, error-free transcripts, or fitness for a particular clinical purpose.

To the fullest extent permitted by law, Vaidra is not liable for indirect, incidental, special, consequential, or lost-profit damages, or for clinical outcomes, missed diagnoses, prescribing errors, bed or equipment allocation, staffing decisions, billing errors, or claim denials. Our total liability for a claim relating to the Services is limited to the fees you paid us for the Services in the three months before the claim, or one thousand Indian rupees if you are on a free plan.

Nothing in these terms excludes liability that cannot be excluded under applicable law, including fraud or death or personal injury caused by negligence where such exclusion is forbidden.

You may stop using the Services at any time. We may suspend or terminate access if you breach these terms, if usage is fraudulent or unsafe, or if we must do so for security or legal reasons.

On termination we may delete or disable the workspace after a reasonable wind-down, except data we must retain. For organisation workspaces, we keep data available for 30 days after termination so you can request a copy, then delete or disable it, except records we must retain. We do not currently offer self-serve export of a workspace. If you need a copy of records we hold, email hello@vaidra.care before or as you close the account.

These terms are governed by the laws of India. Courts at Bengaluru, Karnataka have exclusive jurisdiction, subject to any mandatory forum under consumer or data-protection law.

You may not assign these terms without our consent. We may assign them to an affiliate or to a successor in connection with a merger, acquisition, or sale of assets.

Neither party is liable for delay or failure caused by events beyond reasonable control, including outages of Connected Systems, speech or language-model vendors, or infrastructure providers.

If a provision is unenforceable, the rest remains in effect.

These terms, the policies they link to, and any signed order form or data processing agreement are the entire agreement for the Services.

Notices to you go to the workspace owner’s account email. Notices to us go to hello@vaidra.care.

We may update these terms. The date above is the latest version. Continued use after a posted change is acceptance of the new terms. If you do not agree, stop using the Services. We will tell workspace owners by email or in the product before a material change takes effect.

Questions: hello@vaidra.care.