End-User Licence Agreement (EULA)

Surgery Consent Companion Pty Ltd

Effective Date: 25/10/2026

This End-User Licence Agreement (“Agreement”) is a legal agreement between you (“User” or “you”), being a registered medical practitioner (surgeon or doctor), and Surgery Consent Companion Pty Ltd (“Company”, “we”, “us”, or “our”), an Australian registered company.

By accessing or using our website, platform, and services (collectively, the “Service”), you agree to be bound by the terms of this Agreement. If you do not agree to the terms of this Agreement, you must not access or use the Service.

1. Licence Grant

The Company hereby grants you a non-exclusive, non-transferable, revocable, and perpetual licence to use the Service to generate consent documents for surgical and medical procedures. You may use the Service for your personal practice or in connection with your professional business as a healthcare provider.

2. Permitted Use

You may use the outputs generated by the Service (e.g., consent documents) solely for the purpose of conducting individual consent discussions with your patients. You may not share, distribute, or otherwise use the outputs for any other purpose not expressly permitted in this Agreement.

3. Prohibited Conduct

You agree not to:
- Copy, extract, reverse engineer, decompile, disassemble, modify, or create derivative works from the Service or its components;
- Redistribute, sublicense, sell, lease, rent, or otherwise make the Service available to any third party;
- Remove or alter any proprietary notices or labels on the Service;
- Use the Service to create a competing product or service.

Only the outputs generated by the Service for each individual patient encounter may be used as part of your clinical practice.

4. Ownership and Intellectual Property

All content, materials, software, algorithms, user interfaces, and data integrated into or collected through the Service are and shall remain the sole and exclusive property of Surgery Consent Companion Pty Ltd.

Library content you enter into the Service (such as procedure names, benefits, risks and additional consents) becomes the property of the Company and may be integrated into the Company's databases and used for ongoing development, research or product enhancement. This does not include patient information, which is handled as described in clause 11.

Despite the paragraphs above, procedure descriptions you write stay yours. If you share one, you give the Company the permission set out in the sharing conditions you accept at the time, and you remain responsible for what it says.

You may access the data you enter but may not reproduce, extract, or repurpose it for use outside the Service.

5. Updates and Support

The Company reserves the right to update, modify, or upgrade the Service at its sole discretion. Technical support will be provided to users as part of the Service. This Agreement may be updated to reflect changes in the Service or applicable law, and continued use of the Service constitutes acceptance of any updates.

6. Termination

You may terminate this Agreement at any time by ceasing to use the Service. Upon termination:
- You must immediately discontinue all use of the Service;
- You forfeit any rights to access or control the data you have previously entered;
- All data you entered remains the property of the Company and will continue to be used in accordance with this Agreement.

You can also ask us to close your account by emailing admin@surgery-consent.com. When an account is closed, we delete your account details, letterheads and consent sets, your own library items and suggestions that are not in the shared library, and your saved procedure descriptions (shared ones are removed from the public pages). A paid subscription is cancelled. Content already in the shared library stays (see clause 4), saved label layouts stay without your name (they contain no personal details), and the consent activity log keeps its records, which contain no patient details.

7. Jurisdiction and Governing Law

This Agreement shall be governed by and construed in accordance with the laws of Australia. Any disputes arising in connection with this Agreement shall be subject to the exclusive jurisdiction of the courts of Australia.

If you use the Service outside Australia, you must also comply with the laws and professional rules that apply where you practise. Nothing in this Agreement excludes rights you have under laws that cannot be excluded.

8. No Legal Representation or Contract of Consent

The outputs generated by the Service are intended solely as aids to facilitate the informed consent discussion between you and your patients. They do not constitute a legally binding contract between you and the patient.

The Service is not a substitute for your professional judgement or for direct, personal communication with your patient. It does not serve as legal or medical documentation of consent.

9. User Responsibility

You, the User, are solely responsible for ensuring that:
- Proper and legally valid informed consent is obtained from patients;
- The consent process meets all professional, legal, and ethical obligations that apply where you practise (in Australia, including the standards of the Medical Board of Australia and Ahpra; elsewhere, those of your medical regulator and local law).

Surgery Consent Companion Pty Ltd assumes no responsibility or liability for the consent process, or for any decisions made or actions taken in reliance on the outputs provided by the Service.

10. Acknowledgement

By using the Service, you acknowledge that:
- You have read and understood this Agreement;
- You agree to be bound by its terms;
- You have the authority to enter into this Agreement.

11. Privacy and How We Handle Information

This clause explains what the Service keeps, for how long, and what we may share.

Your account. We keep the details you give us when you register or update your profile: your name, title, qualifications, specialty, practice name, website, email addresses, phone number, letterhead images (on the paid plan, also practice and hospital letterheads, with your confirmation that you have permission to use them and when you gave it, and a smaller copy of your own letterhead that is used if you go back to the free plan), and the country (and, in Australia, the state or territory) where you practise. We also keep your practitioner registration details (see clause 12). Your registration number is stored in encrypted form and is used only to confirm that the Service is used by registered practitioners, for example by comparing it with the relevant public register, and to manage accounts. When you register or update your account, we also record the time zone your device reports; we use it to show times in your own time zone and to compare it with the country you chose. Your password is stored only in scrambled (hashed) form. We use these details to run your account, to show your details on consent documents, and to contact you about the Service.

Paid plan. If you subscribe to the paid plan, payments are made through Stripe. Your card details go to Stripe and never reach us. We keep your Stripe customer and subscription references, your plan, its status and renewal date, and the version of the subscription terms you accepted and when. Stripe handles your payment details under its own privacy policy.

Patient information. The Service is designed not to keep patient information.
- When a consent is printed, or signed on screen, the patient's details are used to make the PDF and send any emails you choose, and are then discarded. We do not keep the PDF or the signatures.
- When a consent is sent to the patient to sign remotely, the patient's details are kept in encrypted form for up to 7 days so the patient can open and sign it. The key is made from the patient's link and date of birth. We store neither, so the information cannot be read without them, including by us. It is deleted as soon as the consent is signed, or when it expires.
- The patient's hospital number (URN or MRN), if you enter it, is handled in the same way: it is printed in the PDF and not kept.
- On the paid plan you can fill in the patient's details from a photo of their label or a picture of your screen. The text is read on your own device; the picture and the details are never sent to us or saved. If you correct where the reader looks for each detail, we keep the positions of its boxes and the label's printed headings (such as "URN" or "DOB"), so labels of the same design are read better next time, for you and for other users. These saved layouts contain no patient details.
- Consent PDFs sent by email are password-protected (AES-256). The password is the patient's date of birth.
- Emails to patients are sent from noreply@surgery-consent.com and give your consent email address as the reply address, so a patient's reply goes to you, not to us.
- You are responsible for keeping the completed consent in the patient's medical record. We do not keep a copy.

Consent activity log. For each consent we keep a permanent record. It contains no patient details and none of the text you type freely. It records: the date and time; the surgeon and specialty; the library procedures, codes and sides; the benefit and risk codes; the additional consents used, and any the patient declined when signing remotely; the procedure descriptions and procedure names you chose; how the consent was completed and who signed (the patient or an authorised person); remote-signing times and PIN attempts; the type of device used; whether the emails were sent; a reference number; and a digital fingerprint of the PDF. The fingerprint lets us confirm whether a PDF is an unaltered copy. The PDF cannot be recreated from it.

Procedure searches. When a procedure search finds nothing, we record the search words, your account, your specialty and the date, so we can add missing procedures to the library. Reviewers (see below) may see the search words, but not who searched. Please do not type patient details into the search box.

Library content you create. Procedure names, benefits, risks and additional consents that you add or change are kept, and may be used to improve the shared library (see clause 4). You can use them in your own consents straight away. While they wait for review, they may be seen, with your name, by the administrator and by reviewers (registered practitioners we ask to help review the library). Please do not include patient details in them.

Procedure descriptions. Descriptions you save are kept for your future consents. If you share one, it is published on our public procedure pages with your title and name, your practice name and website, the date it was written and how often other surgeons have used it, and other surgeons can include it in their consents. If you add an image, it is loaded from your own website by the browser of each person who views the page, so your website may see their IP address. If someone reports a description, we keep the name, email address and reason they give so we can deal with the report.

Sharing. We may share de-identified information from the consent activity log with third parties, such as researchers, professional bodies, healthcare or industry partners, advertisers and sponsors. We do this for research, quality improvement, development of the Service, and advertising and sponsorship (for example, the number of consents by specialty). Shared information never includes patient details, your name, consent reference numbers or PDF fingerprints. Procedure search records are not shared.

Advertising and sponsorship. The Service may show advertising or sponsored content to registered users, for example from medical device, pharmaceutical or other healthcare companies. Sponsored content will be labelled. Advertising is shown only on pages for registered practitioners. It is never placed on the patient signing page, in consent documents or in emails to patients, and patient information is never used for advertising. We may choose which advertising to show you based on your specialty and the country in your account, and we may show different advertising, or none, in different countries. Advertising will follow the rules for advertising to health professionals that apply where it is shown. We do not give advertisers your name, contact details or registration number. Accounts on the paid plan do not see sponsor content.

Backups. So that the Service can be restored if something goes wrong, the database is backed up regularly. Each backup is encrypted so that only the Company can open it, is emailed to the Company's own mailbox and is kept on the server for about three months. Backups contain account details, the library and the consent activity log. They never contain patient information: consents waiting for remote signing are left out. Our host may also keep its own backups of the server.

Cookies and technical logs. Our error logs contain no patient details and are deleted after 14 days. The site uses cookies to keep you signed in and secure. The sign-in cookie ends when you close the browser, unless you choose "Stay logged in on this device" when you log in; then it keeps you logged in on that device for 30 days. Your browser may also keep a few settings on your device, such as the letterhead you last chose and, on the paid plan, the text-recognition files, so pages load faster. On pages for registered practitioners we may also use analytics and advertising cookies, or let advertising partners use them, to understand how the Service is used and to show and measure advertising. These are never used on the patient signing page. Advertising partners handle information collected by their cookies under their own privacy policies. You can block or delete cookies in your browser settings, although the site needs its sign-in cookies to work. Some page parts (fonts and scripts) load from public content networks such as Google Fonts and Cloudflare. These networks receive your device's IP address when they load.

Where information is held. The Service is hosted by GoDaddy on servers in the United States, and emails are sent through GoDaddy's mail servers. Payments for the paid plan are processed by Stripe, which may store and process information in the United States and other countries. Images in shared procedure descriptions are loaded from the surgeon's own website. By using the Service, you agree to your information being stored and processed in these places, wherever you live.

Access and correction. You can view and update your account details in Settings. You can also email admin@surgery-consent.com to ask for a copy of your information or a correction. We do not hold patients' information, so patients should contact their surgeon.

We handle personal information in line with the Australian Privacy Principles in the Privacy Act 1988 (Cth). If the privacy laws where you live give you further rights (for example, to have your information deleted), contact us and we will respond in line with those laws where they apply.

12. Who May Use the Service

The Service is for registered medical practitioners only. When you register you must give your practitioner registration details: if you practise in Australia, your Ahpra registration number; if you practise elsewhere, the country, the name of your registering body or identifier, and your registration number.

You confirm that these details are correct and that you are currently registered, and you agree to update them in My Account if they change. Users who registered before these details were required will be asked for them when they next update their account or reset their password. We may suspend or close an account if we reasonably believe the details are incorrect or the user is not a registered practitioner.

13. Free Service, Limits and the Paid Plan

The core Service is free. To keep running costs down, free accounts have usage limits, for example on the number of consents per day (including consents made in Edit my consents), consents sent for remote signing per day, new procedures, benefits and risks added per day, and new procedure descriptions saved per day. The current limits are shown on our website under Frequently asked questions, and may change from time to time.

We offer, or may offer, an optional paid plan with higher limits and extra features, such as consent sets, filling in the patient's details from a label or the screen, your consent report, more recent procedures, and practice and hospital letterheads. The paid plan is offered on separate subscription terms, which you accept when you subscribe, and you will never be charged without your agreement. Paid features and limits may be added, changed or removed over time, as set out in those terms. The core Service of creating, signing and sharing consents will remain free.

Contact Information

For questions or support, please contact:
Surgery Consent Companion Pty Ltd

admin@surgery-consent.com
ABN: 661520627