In these Terms of Service, the following terms shall have the meanings set forth below:
These Terms of Service and all documents incorporated by reference, including the Data Processing Agreement (DPA) and any Order Form.
A healthcare provider, medical practice, or healthcare organization that has registered to use the Service.
Any clinician, physician, healthcare professional, or staff member authorized by the Customer to use the Service on the Customer's behalf.
The Nixi AI medical scribe platform, including all software, documentation, and tools provided by Nixi AI for clinical documentation purposes.
Any personal data relating to patients that may be entered into the Service by an Authorised User. Patient context is provided voluntarily by the clinician; the Service does not require or collect patient-identifying information. Examples may include audio recordings, transcriptions, and clinical notes.
The AI-generated clinical documentation produced by the Service based on audio input and patient data.
Nixi AI GmbH, a company registered in Wiesbaden, Germany.
The duration for which the Customer has subscribed to the Service, as defined in the subscription plan.
Any document outlining the specific subscription plan, pricing, and terms applicable to the Customer's use of the Service.
These Terms of Service govern the use of the Nixi AI Service by all Customers and Authorised Users. By registering for an account, using the Service, or accepting these terms in writing, the Customer explicitly accepts all provisions herein. Nixi AI reserves the right to amend these Terms of Service upon 30 days written notice. Continued use of the Service after amendments constitutes acceptance of the revised terms.
For Customers located in Germany, the German version of these Terms of Service shall prevail in case of any conflicting translations or interpretations.
The Service provides real-time clinical documentation capabilities through the following features:
IMPORTANT: ALL output generated by the Service is considered DRAFT content only and must be reviewed and approved by a qualified healthcare professional before use in any clinical setting. The AI-generated content does not constitute medical advice, diagnosis, treatment recommendation, or clinical decision support in any capacity.
The Customer bears full legal and professional responsibility for the accuracy, appropriateness, and completeness of all clinical notes, regardless of AI involvement. While Nixi AI is committed to a zero-hallucination policy in AI design and maintains rigorous quality assurance standards, no guarantee of accuracy is made. The Customer must independently verify all information.
Nixi AI is not liable for any clinical consequences, medical errors, patient harm, or regulatory violations arising from use or reliance on AI-generated notes without proper clinician review.
Nixi AI targets a monthly uptime of 99.9% for the Nixi AI platform (app.nixiai.ai), measured as the percentage of minutes in a calendar month during which the core platform services — including user authentication, note access, and dashboard functionality — are operational. Current system status is available at status.nixiai.ai.
The following are excluded from uptime calculations:
If Nixi AI fails to meet the 99.9% monthly uptime target in any given calendar month, affected customers on paid plans may request a service credit equal to 5% of their monthly fee for each full 0.1% below the target, up to a maximum of 30% of the monthly fee. Credit requests must be submitted within 30 days of the affected month to hello@nixiai.ai.
Customers and Authorised Users must maintain:
The Customer agrees to use the Service exclusively for legitimate clinical documentation purposes as part of lawful healthcare practice. The Customer must obtain explicit, informed patient consent prior to recording any patient consultations, in accordance with Articles 6 and 9 of the EU General Data Protection Regulation (GDPR) and all applicable healthcare privacy laws.
The Customer agrees to provide each patient with appropriate patient information (available at www.nixiai.ai/legal/patients-data-protection) before the first recording, clearly disclosing that AI technology is involved in generating clinical notes. The Customer remains solely responsible for ensuring all legal requirements and consent obligations are met.
The Customer is responsible for maintaining the strict confidentiality of all account credentials, authentication tokens, and access credentials. The Customer must immediately notify Nixi AI of any suspected unauthorized access, security breach, or misuse of the account.
The Customer shall be liable for all activities conducted under its account credentials, whether authorized or not. Account lockout protection is automatically enforced after 5 consecutive failed login attempts, with a 60-minute lockout period to prevent brute-force attacks.
The Customer agrees not to use the Service in violation of applicable laws or for any purpose other than intended clinical documentation. Prohibited conduct includes, but is not limited to:
Data protection and processing is governed by a separate Data Processing Agreement (DPA) / Auftragsverarbeitungsvertrag (AVV) incorporated by reference into this Agreement per Article 28 GDPR. Nixi AI acts as an independent Data Controller for account, authentication, and payment data. For Patient Data entered into the Service, the Customer (clinician or healthcare organisation) acts as the Data Controller and Nixi AI acts as the Data Processor.
All Patient Data is processed and stored within the European Union, specifically in Frankfurt, Germany. Data shall not be transferred outside the EU without explicit written consent from the Customer, except as required by applicable law.
Audio recordings are processed in real-time via encrypted WebSocket connections and are never persistently stored in durable storage. Audio data exists only in volatile memory during active processing and is immediately discarded upon session completion. This architecture ensures that raw audio is never retained in Nixi AI databases.
All Patient Data in transit is protected using TLS 1.2 or higher encryption protocols. Data at rest is encrypted using AES-256 encryption standards. Nixi AI maintains reasonable and appropriate technical and organizational measures consistent with healthcare data security standards.
Nixi AI may use automated de-identification processes to remove personal identifiers from clinical notes for purposes of AI model improvement and service optimisation. No personally identifiable information is retained or used for these purposes, and de-identification occurs automatically before any data analysis.
Upon termination of the Subscription Period, all Patient Data associated with the Customer shall be deleted within 30 days of written notice of termination, subject to legal retention requirements. The Customer may request a data export for up to 30 days following termination notice.
Session data retention is configurable between 1 and 90 days, with a default retention period of 30 days. Pro and Enterprise plans allow customization of retention windows.
The Service is offered under multiple subscription tiers, including monthly and annual billing options. Current plans, pricing, features, and any available add-ons are published at www.nixiai.ai/pricing. Nixi AI reserves the right to adjust pricing with 30 days' prior written notice; any price change takes effect at the start of the next billing period.
Nixi AI offers a free trial as described on the pricing page (www.nixiai.ai/pricing). No payment method is required during the trial period. At the end of the trial, the Customer may opt in to a paid subscription by providing a payment method. If no payment method is provided at trial expiration, access is terminated automatically. Only one trial per Customer is permitted. The Customer may cancel the trial at any time before expiration through the account settings.
Payment processing is handled by Stripe, a PCI DSS Level 1 certified payment processor. Nixi AI accepts the following payment methods: credit cards (Visa, Mastercard, American Express) and SEPA Direct Debit. All billing is in EUR (Euro) currency. Nixi AI does not store or access customer credit card data; all card information is managed exclusively by Stripe. Recurring charges are authorized for the duration of the Subscription Period. Customers may access a self-service customer portal to manage subscriptions, payment methods, and billing information.
Invoices are automatically generated and issued in accordance with § 14 Umsatzsteuergesetz (German VAT Law). All prices displayed are exclusive of Umsatzsteuer (German VAT / Value Added Tax). For B2B customers (businesses) with a valid VAT identification number (Umsatzsteuer-Identificationsnummer), the reverse charge mechanism applies, resulting in 0% VAT on invoices. For B2C customers (consumers), the applicable local VAT rate is added automatically. Tax calculation is automated via Stripe Tax integration.
Customers may upgrade to a higher-tier plan at any time. Upgrades take effect immediately, and the Customer is charged a prorated amount for the remainder of the current billing period. Downgrades to a lower-tier plan take effect at the end of the current billing period, with any overpaid amount credited toward the next billing period.
In the event of payment failure, Stripe automatically retries payment 3 to 4 times over a 14-day period. If all automatic retries are exhausted, the subscription enters a "past_due" status. After all automatic retries fail, Nixi AI may suspend access to the Service with 7 days prior written notice. Late payment interest is charged at the statutory rate specified in § 288 Bürgerliches Gesetzbuch (German Civil Code).
The free trial period allows the Customer to evaluate the Service before committing to a paid subscription. Because the Customer actively opts in to a paid plan only after the trial has ended, no general refunds are provided for paid subscription periods. No refunds are provided for partial billing periods. For consumers (Verbraucher) within the meaning of § 13 BGB, a statutory 14-day right of withdrawal (Widerrufsrecht) applies from the date the paid subscription begins. The formal withdrawal instructions (Widerrufsbelehrung) are set out in Section 6.9 below. Refunds required by mandatory consumer protection law remain unaffected.
Nixi AI may offer promotional codes or discount vouchers for special offers or campaigns. Promotional codes are subject to specific terms and conditions as stated at the time of issuance. Codes are non-transferable and usually limited to one per customer, unless otherwise expressly stated.
This section applies to consumers (Verbraucher) within the meaning of § 13 BGB.
Right of Withdrawal
You have the right to withdraw from this contract within fourteen (14) days without giving any reason. The withdrawal period begins on the day the paid subscription is activated. To exercise your right of withdrawal, you must inform Nixi AI GmbH, Adolfsallee 14, 65185 Wiesbaden, Germany (email: hello@nixiai.ai) of your decision to withdraw by means of a clear statement (e.g., an email or letter). To meet the withdrawal deadline, it is sufficient for you to send the notice before the withdrawal period expires.
Consequences of Withdrawal
If you withdraw from this contract, Nixi AI shall reimburse all payments received from you without undue delay and no later than fourteen (14) days from the date on which Nixi AI receives notice of your withdrawal. Reimbursement will be made using the same payment method used for the original transaction, unless expressly agreed otherwise. No fees will be charged for the reimbursement.
Early Expiry of Withdrawal Right for Digital Content
If the Customer expressly consents to the Service beginning before the withdrawal period has expired and acknowledges that the right of withdrawal is lost upon full performance of the contract (§ 356 Abs. 5 BGB), the right of withdrawal shall expire upon commencement of the Service. Nixi AI will request this consent during the subscription activation process.
All intellectual property rights in the Service, including but not limited to software code, algorithms, machine learning models, documentation, and user interface design, are exclusively owned by Nixi AI GmbH or licensed to Nixi AI by third parties.
The Customer retains all intellectual property rights, ownership, and control over Patient Data and Clinical Notes. The Customer grants Nixi AI a non-exclusive, non-transferable, revocable license to use Patient Data solely for the purpose of delivering the Service during the Subscription Period.
Regarding AI-generated Clinical Notes: Output generated by third-party AI models is subject to the terms and conditions of those respective providers. The Customer retains ownership of output generated by these models, subject to each provider's specific licensing terms.
Any feedback, suggestions, or ideas provided by the Customer regarding the Service may be used by Nixi AI without obligation or compensation. The Customer grants Nixi AI a non-exclusive, perpetual, irrevocable license to such feedback.
The treating healthcare professional bears sole responsibility for all clinical decisions, diagnoses, treatment recommendations, and the accuracy of clinical documentation. Nixi AI provides technical documentation assistance only; the Service does not provide medical advice or clinical decision support.
Nixi AI's total aggregate liability for all claims arising under or related to this Agreement shall not exceed the total fees paid by the Customer in the 12 months preceding the claim.
To the maximum extent permitted by law, Nixi AI shall not be liable for any indirect, incidental, consequential, special, or punitive damages, including but not limited to lost profits, loss of revenue, loss of data, business interruption, or reputational harm. This exclusion applies regardless of the cause of action or whether Nixi AI was advised of the possibility of such damages.
Nixi AI assumes no liability for:
Notwithstanding the above limitations, Nixi AI shall not exclude or limit liability for:
The Agreement commences upon Customer registration and continues for the duration of the selected Subscription Period. The subscription automatically renews for successive periods of the same length unless the Customer provides written notice of non-renewal at least 30 days before the end of the current Subscription Period.
The Customer may cancel the subscription at any time through the account settings in the app or by sending an email to hello@nixiai.ai. Cancellation takes effect at the end of the current billing period; the Customer retains access to the Service until the end of that period. Early cancellation does not entitle the Customer to a refund for the remainder of the billing period. If the Customer wishes to reactivate a cancelled subscription, reactivation is available at the standard subscription rate.
If the Customer materially breaches any obligation under this Agreement and fails to cure such breach within 30 days of receiving written notice, Nixi AI may terminate the Agreement immediately upon further written notice. Material breaches include but are not limited to violation of the Acceptable Use Policy (Section 4.3), failure to pay undisputed fees, or unauthorized use of the Service.
Nixi AI may terminate this Agreement immediately for any of the following reasons:
Upon termination:
The following sections shall survive termination of this Agreement: Section 1 (Definitions), Section 5 (Data Protection), Section 7 (Intellectual Property), Section 8 (Limitation of Liability), Section 10 (Confidentiality), and Section 11 (Governing Law).
Both parties agree to maintain mutual confidentiality obligations with respect to proprietary and sensitive information disclosed during the course of the business relationship. Confidential information shall not be disclosed to third parties without prior written consent, except as required by law or legal process.
Nixi AI acknowledges its obligations under § 203 Strafgesetzbuch (German Criminal Code), specifically § 203(3) StGB, which establishes professional secrecy obligations for those in certain professions. While Nixi AI is not itself a licensed healthcare professional, it recognizes and respects the confidential nature of Patient Data and commits to maintaining the highest standards of data confidentiality.
This Agreement is governed by and construed in accordance with the substantive laws of the Federal Republic of Germany, excluding the United Nations Convention on Contracts for the International Sale of Goods (CISG). The parties expressly exclude the application of CISG.
The parties agree that any disputes arising from or relating to this Agreement shall be subject to the exclusive jurisdiction of the courts of Wiesbaden, Hesse, Germany.
Before initiating litigation, the parties commit to a 30-day good-faith negotiation period to attempt to resolve disputes amicably. If negotiations fail, the matter may be brought before the appropriate court in Wiesbaden.
This Agreement, including all incorporated documents (DPA, Order Form, and any amendments), constitutes the entire agreement between the parties and supersedes all prior negotiations, understandings, and agreements, whether written or oral.
If any provision of this Agreement is found to be invalid, illegal, or unenforceable by a court of competent jurisdiction, such provision shall be severed, and the remaining provisions shall continue in full force and effect. If permitted by law, the invalid provision shall be reformed to the minimum extent necessary to make it enforceable.
The Customer may not assign or transfer its rights or obligations under this Agreement without the prior written consent of Nixi AI. Any attempted assignment without consent is void. Nixi AI may assign this Agreement to a successor entity or acquirer without consent, provided such entity agrees to be bound by the Agreement.
All notices required under this Agreement must be in writing and delivered personally, via registered mail, email, or through the Service. Notices to Nixi AI should be sent to the address or email specified in Section 13. Notices shall be deemed received upon delivery or three business days after sending.
The failure of either party to enforce any right or provision under this Agreement shall not constitute a waiver of such right or provision, and shall not prevent the party from enforcing that right or provision at any later time.
Neither party shall be liable for failure to perform its obligations if such failure is caused by force majeure events beyond its reasonable control, including but not limited to natural disasters, war, terrorism, pandemics, severe weather, or government actions. The affected party must notify the other within 15 days of the force majeure event and make reasonable efforts to mitigate the impact.
For all matters related to this Agreement, including inquiries, disputes, and notices, customers may contact:
Nixi AI GmbH
Adolfsallee 14
65185 Wiesbaden
Germany
Email: hello@nixiai.ai
Privacy Inquiries: privacy@nixiai.ai
© 2026 Nixi AI GmbH. All rights reserved.