Majestic Scribe Encounter User Agreement
Last updated: June 15, 2026
Provider: Majestic Designs Ltd.
Product: Majestic Scribe Encounter
Contact email: scribe@majesticmanagement.ca
Mailing address: Majestic Designs Ltd., Suite 1010, 299 Victoria Street, Prince George, BC V2L 5B8
This User Agreement is a legal agreement between Majestic Designs Ltd. ("Majestic Designs," "Company," "we," "us," or "our") and the physician, clinic, medical practice, professional corporation, organization, or other authorized user who creates or uses a Majestic Scribe Encounter account ("Customer," "User," "you," or "your").
By creating an account, clicking "I agree," using Majestic Scribe Encounter, submitting audio, uploading transcripts, or otherwise accessing the Service, you agree to this User Agreement. If you are using the Service on behalf of a clinic, medical corporation, partnership, or other organization, you represent that you have authority to bind that organization to this User Agreement.
If you do not agree to this User Agreement, do not use the Service.
1. Definitions
"Service" means Majestic Scribe Encounter, including its web application, dictation tools, audio-processing tools, transcription features, AI-generated draft clinical documentation, patient instructions, action items, review notes, diagnostic-code suggestions, email/direct-audio workflows, FreeSWITCH integration, support tools, and related services.
"Customer Data" means information submitted to, uploaded to, recorded by, processed through, or generated from use of the Service, including audio recordings, transcripts, clinical note drafts, patient instructions, action items, review notes, diagnostic-code suggestions, configuration data, account information, and usage information.
"Patient Information" means any personal information, personal health information, medical information, or other information relating to an identifiable patient or individual.
"Output" means any transcript, clinical note, patient instruction, review item, action item, diagnostic-code suggestion, summary, or other content produced by the Service.
"Authorized User" means a physician, staff member, contractor, associate, locum, assistant, or other individual authorized by Customer to use the Service under Customer's account.
"Agreement" means this User Agreement, together with any referenced policies, pricing terms, privacy terms, data-processing terms, subscription terms, and order forms that apply to Customer's use of the Service.
2. Purpose of the Service
The Service is intended to assist physicians and other authorized healthcare users with documentation workflow by generating draft transcripts, draft clinical notes, draft patient instructions, draft action items, draft review notes, and related documentation support.
The Service is an assistive documentation tool only. It is not a substitute for professional medical judgment, independent clinical review, patient assessment, diagnosis, treatment, or billing judgment.
3. Professional Responsibility and Required Review
You are solely responsible for reviewing, correcting, approving, and using any Output.
You agree that Outputs may contain errors, omissions, hallucinations, transcription mistakes, speaker-identification errors, incorrect context, incorrect medication information, incorrect patient instructions, incorrect diagnostic-code suggestions, or other inaccuracies.
Outputs are drafts only until reviewed and approved by an appropriately qualified healthcare professional. You must verify all clinically relevant information before relying on it. You remain solely responsible for the content of the final medical record and for compliance with professional standards, regulatory requirements, privacy laws, billing rules, and medical-record obligations applicable to your practice.
You must not rely on the Service for emergency care, urgent triage, autonomous diagnosis, autonomous treatment decisions, or any situation where delay or error could create an immediate risk to patient safety.
The Service does not make clinical decisions for you. You must use independent professional judgment at all times.
4. Eligibility and Account Registration
To use the Service, you must provide accurate registration information, use your own valid email address as your user ID unless Majestic Designs Ltd. approves another arrangement, maintain the confidentiality of your password and login credentials, notify Majestic Designs Ltd. promptly at scribe@majesticmanagement.ca if you believe your account has been compromised, and use the Service only for lawful, professional, and authorized purposes.
Self-signup may create an account before full clinical access is enabled. Majestic Designs Ltd. may require email verification, agreement acceptance, subscription payment, administrative approval, or other activation steps before clinical access is granted.
Majestic Designs Ltd. may suspend, restrict, or disable accounts that appear suspicious, unauthorized, unpaid, compromised, abusive, or non-compliant with this Agreement.
5. Email Verification and Password Reset
Majestic Designs Ltd. may require you to verify your email address by entering a code sent to that address. Majestic Designs Ltd. may also use email codes to assist with password reset.
You are responsible for maintaining access to your registered email account. Majestic Designs Ltd. is not responsible for loss of access caused by an incorrect, inactive, compromised, or inaccessible email address.
You must not attempt to use another person's email address or account.
6. Passwords and Security
You must maintain a strong password and keep your login credentials confidential. You are responsible for activity under your account except to the extent caused by Majestic Designs Ltd.'s breach of this Agreement.
You agree not to share your password, permit unauthorized persons to use your account, attempt to access another user's account, attempt to bypass security controls, or use the Service from an insecure device or network where doing so would create an unreasonable privacy or security risk.
If you believe your account has been compromised, you must notify Majestic Designs Ltd. promptly at scribe@majesticmanagement.ca.
7. Authorized Users and Clinic Responsibility
If Customer allows staff, contractors, associates, locums, assistants, or other personnel to use the Service, Customer is responsible for ensuring that all such users are authorized, trained, supervised, and bound by confidentiality and privacy obligations appropriate to their role.
Customer is responsible for all use of the Service by its Authorized Users.
8. Patient Consent, Notice, and Authority
Customer is responsible for determining whether patient consent, notice, clinic signage, professional disclosure, contractual authorization, or any other legal basis is required before using the Service with Patient Information.
Customer represents and warrants that it has all rights, permissions, consents, notices, and legal authority required to submit Customer Data and Patient Information to the Service for processing.
Customer must not submit Patient Information to the Service unless Customer is legally authorized to do so.
9. Privacy and Patient Information
Majestic Designs Ltd. will use Customer Data only to provide, maintain, secure, troubleshoot, support, improve, and administer the Service, and as otherwise permitted by this Agreement or required by law.
Majestic Designs Ltd. will use reasonable administrative, technical, and physical safeguards designed to protect Customer Data against unauthorized access, use, disclosure, alteration, or destruction.
Customer acknowledges that no system can be guaranteed to be completely secure, error-free, uninterrupted, or immune from unauthorized access.
Customer remains responsible for determining whether its use of the Service complies with applicable privacy, medical-record, professional, and health-information laws.
10. Third-Party Service Providers
The Service may use third-party service providers, including cloud hosting providers, email providers, transcription providers, AI model providers, payment processors, analytics providers, security providers, and support tools.
Majestic Designs Ltd. will use reasonable efforts to select service providers that are appropriate for the nature of the Service and to impose confidentiality, security, or data-processing obligations where appropriate.
Customer acknowledges that Customer Data may be processed by third-party providers as necessary to provide the Service.
Where required, Majestic Designs Ltd. may maintain and provide a list of material subprocessors or third-party service providers used for the Service.
11. Data Location and Cross-Border Processing
Customer Data may be processed or stored in Canada, the United States, or other jurisdictions, depending on the configuration of the Service and the third-party providers used.
Customer is responsible for determining whether cross-border processing is acceptable for Customer's practice, patients, contracts, professional obligations, and applicable laws.
If Customer requires Canadian-only processing or storage, this must be separately agreed in writing with Majestic Designs Ltd. before using the Service for Patient Information.
12. Medical Records and System of Record
Unless expressly agreed in writing, the Service is not the official medical-record system, electronic medical record, or long-term record-retention system for Customer.
Customer is responsible for ensuring that final approved documentation is properly entered into Customer's official medical record system and retained according to applicable legal and professional requirements.
Majestic Designs Ltd. is not responsible for maintaining Customer's official medical record unless Majestic Designs Ltd. has expressly agreed in writing to do so.
13. Accuracy of Output
The Service may produce inaccurate, incomplete, inconsistent, or inappropriate Output. Output must be reviewed before use, may require editing, and should not be copied into a medical record without professional review. Patient instructions, diagnostic-code suggestions, billing suggestions, or classification suggestions must be verified before use.
Majestic Designs Ltd. does not guarantee that any Output will be accurate, complete, clinically appropriate, compliant, or suitable for a particular patient.
14. Prohibited Uses
You must not use the Service for emergency medical decision-making, as a substitute for clinical judgment, to generate or approve clinical documentation without professional review, to submit information you are not authorized to disclose, to process information in violation of privacy law or professional obligations, to reverse engineer or misuse the Service, to interfere with security or availability, to upload malicious or unlawful content, to attempt unauthorized access, or to use the Service in a way that creates unreasonable risk to patients, individuals, Majestic Designs Ltd.'s systems, or other users.
15. Subscription, Fees, and Billing
Access to the Service may require an active paid subscription. Fees, billing intervals, renewal terms, taxes, cancellation rules, refund rules, and payment methods will be described at checkout, in an order form, in the billing portal, or in separate pricing terms.
Majestic Designs Ltd. may use third-party payment processors. Majestic Designs Ltd. does not need to receive or store your full credit-card number when payments are handled by a third-party payment processor.
If payment fails, your account may be placed in a past-due, restricted, suspended, or cancelled state.
Majestic Designs Ltd. may change pricing or subscription terms on notice, subject to applicable law and any written agreement then in effect.
16. Customer Portal and Payment Management
Where available, Customer may use a hosted billing portal to update payment methods, view invoices, manage subscriptions, or cancel service. Subscription changes may not take effect immediately and may be subject to the applicable payment processor's rules.
17. Support and Availability
Majestic Designs Ltd. will make reasonable efforts to provide the Service and respond to support requests. However, the Service may be unavailable due to maintenance, upgrades, network issues, provider outages, security events, configuration errors, force majeure events, or circumstances beyond Majestic Designs Ltd.'s control.
Majestic Designs Ltd. does not guarantee uninterrupted availability, response time, transcription speed, finalization speed, email delivery time, or integration performance unless expressly agreed in writing.
Support requests may be sent to scribe@majesticmanagement.ca.
18. Customer Data Retention and Deletion
Majestic Designs Ltd. may retain Customer Data for the period needed to provide the Service, comply with law, maintain security, troubleshoot issues, maintain audit logs, enforce agreements, and operate backups.
Customer may request deletion of certain Customer Data, subject to technical limits, legal obligations, backup retention, audit logs, dispute needs, and legitimate business requirements.
Unless expressly agreed in writing, Customer remains responsible for exporting and preserving any information that must be retained in the official medical record.
19. Audit Logs and Security Logs
Majestic Designs Ltd. may maintain account, access, security, processing, usage, billing, email, and system logs for security, troubleshooting, audit, compliance, abuse prevention, and operational purposes.
Logs may include user IDs, timestamps, IP addresses, browser or device information, request metadata, processing status, error messages, and usage metrics.
Majestic Designs Ltd. will not intentionally include more Patient Information in logs than reasonably needed for operation, support, troubleshooting, or compliance.
20. Privacy Incidents
If Majestic Designs Ltd. becomes aware of unauthorized access to Customer Data under its control, Majestic Designs Ltd. will take reasonable steps to investigate, contain, and remediate the incident.
Where required by law or contract, Majestic Designs Ltd. will provide notice to affected Customers. Customer remains responsible for determining whether it has independent notification, reporting, patient communication, professional, or regulatory obligations.
21. Intellectual Property
Majestic Designs Ltd. and its licensors retain all rights, title, and interest in the Service, including software, code, workflows, user interface, design, templates, documentation, trade names, trademarks, and related intellectual property.
Customer retains rights in Customer Data, subject to the rights granted to Majestic Designs Ltd. to provide and operate the Service.
You may not copy, modify, distribute, sell, lease, reverse engineer, or create derivative works from the Service except as expressly permitted by Majestic Designs Ltd. in writing.
22. Feedback
If you provide suggestions, comments, bug reports, ideas, feature requests, or other feedback, you grant Majestic Designs Ltd. a perpetual, irrevocable, worldwide, royalty-free right to use that feedback to improve, develop, market, and operate the Service without obligation to compensate you.
23. Confidentiality
Each party may receive confidential information from the other. The receiving party must use reasonable care to protect confidential information and must use it only for purposes related to this Agreement.
Confidential information does not include information that is public, independently developed, already known without confidentiality obligation, or lawfully received from a third party without confidentiality obligation.
24. Disclaimers
To the maximum extent permitted by law, the Service and all Output are provided "as is" and "as available."
Majestic Designs Ltd. disclaims all warranties, representations, and conditions, whether express, implied, statutory, or otherwise, including warranties of accuracy, completeness, merchantability, fitness for a particular purpose, non-infringement, availability, reliability, security, clinical suitability, regulatory compliance, and error-free operation.
Majestic Designs Ltd. does not warrant that the Service will meet your requirements, produce accurate Output, prevent all privacy incidents, satisfy professional obligations, or be suitable for any particular clinical, legal, billing, regulatory, or operational purpose.
25. Limitation of Liability
To the maximum extent permitted by law, Majestic Designs Ltd. will not be liable for any indirect, incidental, special, consequential, exemplary, aggravated, or punitive damages, or for loss of profits, revenue, goodwill, reputation, business opportunity, data, records, use, or anticipated savings, even if Majestic Designs Ltd. has been advised of the possibility of such damages.
To the maximum extent permitted by law, if a court, tribunal, arbitrator, regulatory body, or other decision-maker determines that Majestic Designs Ltd. has any liability arising out of or relating to this Agreement, the Service, Customer Data, Output, or any related services, the parties agree that Majestic Designs Ltd.'s total aggregate liability shall be limited to three times the monthly fee paid by Customer to Majestic Designs Ltd. for the Service.
If Customer pays annually or for another billing period, the monthly fee for the purpose of this section will be calculated as the recurring subscription amount paid by Customer for the applicable billing period divided by the number of months in that billing period.
If Customer has paid no monthly fee to Majestic Designs Ltd. for the Service, the parties agree that Majestic Designs Ltd.'s total aggregate liability shall be limited to three times the then-current standard monthly fee for the Service, or $300.00 CAD, whichever is less.
The limitations in this section apply regardless of the theory of liability, including contract, tort, negligence, strict liability, statutory liability, equity, or otherwise. Nothing in this Agreement limits liability to the extent such limitation is prohibited by applicable law.
26. Indemnity
Customer will defend, indemnify, and hold harmless Majestic Designs Ltd. and its directors, officers, employees, contractors, agents, service providers, and affiliates from and against any claims, losses, damages, liabilities, penalties, costs, and expenses, including reasonable legal fees, arising out of or relating to Customer's use of the Service, Customer Data or Patient Information submitted to the Service, Customer's breach of this Agreement, Customer's violation of law, Customer's reliance on or use of Output, Customer's clinical care or documentation decisions, or any allegation that Customer lacked authority, consent, or legal basis to submit Patient Information to the Service.
27. Suspension and Termination
Majestic Designs Ltd. may suspend or terminate access to the Service if payment is overdue, Majestic Designs Ltd. reasonably believes an account is compromised, Customer breaches this Agreement, Customer uses the Service in a way that creates legal, privacy, security, operational, reputational, or patient-safety risk, Majestic Designs Ltd. is required to do so by law or provider requirement, or Customer's use threatens the security, integrity, or availability of the Service.
Customer may stop using the Service at any time and may cancel a subscription according to the applicable billing terms. Termination does not relieve Customer of payment obligations incurred before termination.
Sections intended to survive termination will survive, including sections relating to professional responsibility, privacy, confidentiality, intellectual property, disclaimers, limitation of liability, indemnity, payment obligations, governing law, and dispute resolution.
28. Changes to the Service
Majestic Designs Ltd. may modify, update, suspend, discontinue, or replace features of the Service from time to time.
Majestic Designs Ltd. will use reasonable efforts to avoid materially disrupting active Customers, but Majestic Designs Ltd. does not guarantee that any feature, model, provider, integration, workflow, or user interface will remain available indefinitely.
29. Changes to this Agreement
Majestic Designs Ltd. may update this Agreement from time to time. If Majestic Designs Ltd. makes material changes, it will provide notice by email, in-app notice, or other reasonable method.
Continued use of the Service after the updated Agreement becomes effective constitutes acceptance of the updated Agreement. For material changes, Majestic Designs Ltd. may require you to affirmatively accept the updated Agreement before continuing to use the Service.
30. Governing Law and Venue
This Agreement is governed by the laws of British Columbia and the federal laws of Canada applicable in British Columbia, without regard to conflict-of-law rules.
The parties submit to the exclusive jurisdiction of the courts of British Columbia for disputes arising out of or relating to this Agreement or the Service, except where applicable law requires otherwise.
31. Notices
Majestic Designs Ltd. may provide notices by email, in-app message, account notice, billing portal notice, or other reasonable method. You are responsible for keeping your account email address current.
Notices to Majestic Designs Ltd. must be sent to:
Majestic Designs Ltd.
Suite 1010, 299 Victoria Street
Prince George, BC V2L 5B8
Email: scribe@majesticmanagement.ca
32. Entire Agreement
This Agreement, together with any applicable order form, pricing terms, privacy terms, data-processing terms, and policies referenced by Majestic Designs Ltd., forms the entire agreement between the parties regarding the Service and supersedes prior or contemporaneous understandings on the same subject.
If any part of this Agreement is found unenforceable, the remaining parts will remain in effect. No waiver is effective unless in writing and signed by the party granting the waiver.
33. Electronic Acceptance
By clicking "I agree," creating an account, continuing signup, submitting payment, or using the Service, you confirm that you have read and understood this Agreement, agree to be bound by it, have authority to accept it personally or on behalf of the organization you represent, understand that the Service produces draft Output only, understand that you remain responsible for reviewing and approving all clinical documentation before use, and understand that Patient Information must not be submitted unless you have lawful authority to do so.
Accepted by: [User email]
Accepted on: [Timestamp]
Agreement version: June 15, 2026
Agreement hash: [Hash]
Provider: Majestic Designs Ltd.
Provider email: scribe@majesticmanagement.ca
Provider mailing address: Majestic Designs Ltd., Suite 1010, 299 Victoria Street, Prince George, BC V2L 5B8