Acceptance of Terms

By accessing or using the Letters CVA platform (“Platform”), you (“User”) confirm that you have read, understood, and agree to be bound by these Terms and Conditions (“Terms”). If you do not agree to these Terms in their entirety, you must immediately cease all use of the Platform.

These Terms constitute a legally binding agreement between you and Letters CVA (“we”, “us”, or “our”). Your continued use of the Platform following any updates to these Terms constitutes acceptance of the revised version.

Platform Description

Letters CVA is a professional medical letter generation platform that enables authorised healthcare practitioners to create, manage, edit, and distribute clinical correspondence. The Platform provides tools including:

• AI-assisted and template-based letter generation
• Secure storage and management of medical correspondence
• Patient contact and referral management
• PDF generation and email distribution of letters
• Role-based access for medical teams and staff

We reserve the right to modify, suspend, or discontinue any feature of the Platform at any time with reasonable notice where practicable.

Eligibility

Access to the Platform is restricted to:

By creating an account, you warrant that you meet the eligibility requirements set out above. We reserve the right to verify your credentials and suspend accounts that do not meet these requirements.

Your Account

When you register for an account, you agree to:

• Provide accurate, current, and complete registration information.
• Maintain and promptly update your account information.
• Keep your login credentials strictly confidential.
• Notify us immediately at support@letterscva.com of any unauthorised access to your account.
• Accept responsibility for all activities conducted through your account.
• Not share your account with or transfer it to any other person.

Acceptable Use

You may use the Platform only for lawful professional purposes. The following conduct is strictly prohibited:

Clinical Responsibility

Letters CVA is a documentation tool only. The Platform does not provide medical advice, diagnosis, or treatment recommendations. You acknowledge and agree that:

• All clinical content entered into or generated by the Platform remains the sole professional and legal responsibility of the practitioner who creates, reviews, and authorises it.
• You must review, verify, and approve all letters and clinical content before sending or storing them.
• The Platform's AI-assisted features are tools to support—not replace—your clinical judgement.
• Your use of the Platform must comply with your professional regulatory obligations, applicable healthcare laws, and relevant clinical guidelines.
• You are responsible for obtaining and maintaining any required patient consents.

Intellectual Property

All intellectual property rights in the Platform — including software, design, templates, logos, and documentation — are owned exclusively by Letters CVA or its licensors. Nothing in these Terms grants you any right, title, or interest in our intellectual property.

You retain ownership of the clinical content you create using the Platform (“User Content”). By using the Platform, you grant Letters CVA a limited, non-exclusive, royalty-free licence to process and store your User Content solely to provide the Platform's functionality.

You may not reproduce, distribute, modify, or create derivative works from any part of the Platform without our prior written consent.

Third-Party Services

The Platform may integrate with or rely upon third-party services (e.g., Google OAuth, email delivery providers, cloud infrastructure). Your use of such services is subject to the respective third party's terms and privacy policies. We are not responsible for the availability, accuracy, or conduct of third-party services.

Disclaimers

The Platform is provided on an “as is” and “as available” basis without warranties of any kind, express or implied, including but not limited to warranties of merchantability, fitness for a particular purpose, or non-infringement.

We do not warrant that the Platform will be uninterrupted, error-free, or free from viruses or other harmful components. We make no representations regarding the accuracy or completeness of any AI-generated content or letter templates.

Limitation of Liability

To the fullest extent permitted by applicable law, Letters CVA and its directors, officers, employees, and agents shall not be liable for:

Our total aggregate liability to you for any claims arising under these Terms shall not exceed the amount paid by you, if any, for access to the Platform in the twelve (12) months preceding the claim.

Termination

We reserve the right to suspend or permanently terminate your access to the Platform, with or without notice, if you breach these Terms or if we reasonably believe your use poses a risk to the Platform, other users, or patients.

You may close your account at any time by contacting us at support@letterscva.com. Upon termination, your right to access the Platform ceases immediately. Data retention following termination is governed by our Privacy Policy.

Governing Law

These Terms shall be governed by and construed in accordance with the laws of the jurisdiction in which Letters CVA is registered, without regard to its conflict of law provisions. Any disputes arising under these Terms shall be subject to the exclusive jurisdiction of the courts in that jurisdiction.

Nothing in this clause limits your rights under applicable mandatory consumer or data protection laws in your country of residence.

Changes to Terms

We may update these Terms from time to time. The revised Terms will be posted on this page with an updated “Last Updated” date. For material changes, we will provide at least 14 days' advance notice via email or a prominent in-platform notification.

If you do not agree with the revised Terms, you must stop using the Platform before the effective date of the changes. Continued use after that date constitutes your acceptance of the updated Terms.