This is a working draft prepared to support legal review. It is not legal advice. Have counsel experienced in Ontario health law and consumer protection law review before use.
Last updated: 23 September 2026. These Terms of Service ("Terms") govern access to and use of the Med Copilot web application at medcopilot.ca and the API that supports it (together, the "Service"), operated by Med Copilot ("Med Copilot", "we", "us"). By creating an account or using the Service, you agree to these Terms. If you do not agree, do not use the Service.
The Service is intended for licensed physicians and their authorized clinic staff practising in Ontario, Canada, for the purpose of clinical documentation, OHIP billing assistance, and referral letter drafting. By using the Service you represent that you are at least 18 years old, that you are a licensed physician or are using the Service under a licensed physician's direction and authorization, and that you have the authority to accept these Terms on behalf of your clinic if you are doing so.
Med Copilot transcribes clinical encounters, drafts a structured clinical note, suggests OHIP billing and diagnostic codes, and drafts referral letters, using AI models as described in our Privacy Policy. Every AI-generated output is a draft. The physician using the Service is solely responsible for reviewing, editing, correcting, and approving any note, billing code, or letter before relying on it, entering it into a patient's record, or submitting a claim. Med Copilot does not practise medicine, does not provide medical or billing advice, and does not submit anything to the Ministry of Health on your behalf — where the Service produces an OHIP claim file, you upload and submit it yourself through the Ministry's own MCEDT system, and you remain responsible for the accuracy and legality of anything you bill.
You are responsible for safeguarding access to your account (sign-in is through Microsoft or Google; Med Copilot does not hold your password) and for all activity under it. If you use the Service to handle patient information, you do so as the health information custodian (or on a custodian's behalf) under Ontario's Personal Health Information Protection Act, 2004, and Med Copilot acts as your agent and electronic service provider on the terms described in our Privacy Policy, which is incorporated into these Terms by reference.
The Service is offered on paid subscription plans ("Basic" and "Pro"), billed monthly or annually, processed by our payment processor, Stripe. New subscriptions include a 14-day free trial that requires a valid payment method; unless you cancel before the trial ends, it automatically converts to a paid subscription and you will be charged the plan's then-current price. You may cancel a subscription at any time through the billing portal linked from Settings; cancellation takes effect at the end of the current billing period, and no partial-period refund is given. Promotional pricing (for example a "Founding Clinic" discount code) applies only as stated at the time it is offered and may be limited in duration, quantity, or eligibility.
Med Copilot may change subscription fees, for new subscribers and for existing subscribers already on a plan, at any time and in its sole discretion. A fee change takes effect for an existing subscriber starting at that subscriber's next renewal following the change. Continuing your subscription past that renewal, or otherwise continuing to use the Service, constitutes acceptance of the new fee. You may cancel your subscription at any time as described above; if you cancel before your next renewal, you will not be charged the new fee. Because subscribers access the Service in a business and professional capacity rather than as consumers, the advance-notice and pre-authorized-renewal requirements of Ontario's Consumer Protection Act, 2002 do not apply to this Agreement. This section does not limit Stripe's own billing mechanics (for example, tax calculation or currency) disclosed to you at checkout.
Fees shown do not include applicable taxes, which are added where required.
You agree not to: use the Service for any patient without appropriate authority and, where required, patient consent; use the Service to store or process information you are not authorized to handle; attempt to access another account or clinic's data; reverse-engineer, scrape, or resell the Service; use the Service to generate content for a purpose other than your own clinical or billing workflow; or use the Service in a way that violates applicable law, including PHIPA, the Criminal Code, or OHIP's billing rules. We may suspend or terminate an account that violates this section.
Med Copilot and its licensors own all rights in the Service, including its software, design, and underlying models. You retain all rights in the clinical content you and your patients contribute (transcripts, notes, and the information you enter). You grant Med Copilot a limited license to process that content solely to provide and support the Service, on the terms in our Privacy Policy — never to train AI models and never for any purpose of our own.
The Service relies on third-party providers, including Amazon Web Services (hosting, transcription, and AI models), Anthropic (the AI model underlying certain features), Stripe (payment processing), and Microsoft and Google (sign-in). Your use of those providers' sign-in or payment flows is also subject to their own terms. Med Copilot is not responsible for outages or errors originating in a third-party provider, though we will work to restore the Service promptly.
The Service is provided "as is" and "as available." To the fullest extent permitted by law, Med Copilot disclaims all warranties, express or implied, including fitness for a particular purpose, non-infringement, and that the Service will be uninterrupted, error-free, or that any AI-generated output will be accurate or complete. The Service does not replace clinical judgment. The physician using the Service remains solely responsible for all diagnostic, treatment, documentation, and billing decisions.
To the fullest extent permitted by law, Med Copilot will not be liable for any indirect, incidental, special, consequential, or punitive damages, or for any loss of revenue, patients, or data, arising from your use of the Service. Med Copilot's total liability for any claim arising from these Terms or the Service will not exceed the amount you paid Med Copilot in the 12 months before the claim arose. Nothing in these Terms limits liability that cannot be limited under applicable law.
You agree to indemnify and hold Med Copilot harmless from any claim arising from your use of the Service in violation of these Terms, your violation of law (including PHIPA or OHIP billing rules), or content you submit for a claim or record without adequate review.
We may suspend or terminate your access to the Service for a material breach of these Terms, for non-payment, or as required by law. You may stop using the Service and cancel your subscription at any time. On termination, our data retention and deletion obligations continue as described in the Privacy Policy.
These Terms are governed by the laws of the Province of Ontario and the federal laws of Canada applicable in Ontario, without regard to conflict-of-law rules. You and Med Copilot each submit to the exclusive jurisdiction of the courts of Ontario for any dispute arising from these Terms or the Service.
We may update these Terms from time to time. We will post the updated Terms here and update the "Last updated" date; for a change that materially reduces your rights or increases your obligations, we will also give notice by email and/or an in-app notice before the change takes effect. Continuing to use the Service after a change takes effect constitutes acceptance of the updated Terms.
Questions about these Terms: support@medcopilot.ca. Privacy and PHIPA questions: privacy@medcopilot.ca.