Terms of Use
These terms govern the relationship between VoicePro and the customers who use the VoicePro web dictation platform. They do not apply to the VoicePro phone assistant, which is provided under a separate contract.
1. Provider information
As required by Art. 4 of the Bulgarian Electronic Commerce Act:
- Provider: VoicePro [legal form]
- Company ID (ЕИК): [company ID], entered in the Commercial Register and Register of Non-Profit Legal Entities kept by the Registry Agency
- Registered office and address: [address]
- Correspondence address: [address]
- Email: info@voicepro.bg
- Phone: [phone]
- VAT number: [VAT number / “not VAT-registered”]
- The provider’s activity is not subject to licensing or authorisation.
2. Definitions
- “Service” — the VoicePro web platform that turns a doctor’s dictation into a structured outpatient sheet.
- “Customer” — the doctor, healthcare provider or other medical professional who enters into a contract with VoicePro to use the Service.
- “User” — a doctor or other person to whom the Customer has given access to its account.
- “Customer Content” — audio recordings, dictation texts, generated outpatient sheets and any other data the Customer or its Users enter into the Service.
- “Hour” — one hour of processed dictation audio.
3. Entering into the contract
3.1. The contract is concluded when the Customer signs in to the platform after these terms have been made available to it via a link on the sign-in page. By signing in, the Customer accepts these terms.
3.2. The Service is intended for professional use only — by doctors and healthcare providers using it in the course of their professional activity. By accepting these terms the Customer confirms that it is not acting as a consumer within the meaning of the Bulgarian Consumer Protection Act.
3.3. A person accepting these terms on behalf of a healthcare provider declares that they are authorised to represent it.
3.4. These terms, together with the Data Processing Agreement (section 7) and the selected plan, form the entire contract between the parties. A separate written contract with a specific Customer prevails over these terms.
4. Description of the Service
4.1. The Service recognises the doctor’s speech and, using artificial intelligence systems, prepares a structured draft outpatient sheet.
4.2. The Service is a documentation aid. It is not intended as, and is not placed on the market as, a medical device, does not diagnose, gives no medical advice and does not replace the doctor’s professional judgement.
4.3. Speech recognition and artificial intelligence systems can make mistakes: they may omit, distort or add information, including drug names, dosages, values and diagnoses.
5. The doctor’s responsibility for every outpatient sheet
5.1. The doctor must review, correct where needed and approve every generated outpatient sheet before using, signing, handing it to a patient or entering it into medical records or an information system.
5.2. The doctor and the Customer are solely responsible for the content of every outpatient sheet they use and for all medical decisions.
5.3. VoicePro is not liable for damage arising from the use of an outpatient sheet that the doctor has not reviewed and corrected.
6. Account and security
6.1. The Customer is responsible for keeping its account details accurate and for deciding who gets access.
6.2. The Customer and its Users keep their login details confidential and notify VoicePro immediately at info@voicepro.bg if they suspect unauthorised access.
6.3. The Customer is responsible for actions taken through its account, unless they result from a breach by VoicePro.
7. Patients’ personal data
7.1. Dictations contain data concerning patients’ health — a special category of personal data under Art. 9 of the General Data Protection Regulation (GDPR).
7.2. For this data the Customer is the controller and VoicePro is the processor under Art. 28 GDPR. VoicePro processes the data only on the Customer’s documented instructions and for the purpose of providing the Service.
7.3. A Data Processing Agreement forms part of these terms: [link to the Data Processing Agreement]. Where it conflicts with these terms on data protection matters, it prevails.
7.4. The Customer is responsible for having a legal basis for the processing, for informing patients and for its other obligations as controller.
7.5. VoicePro’s processing, as controller, of the personal data of the Customer and its Users (account data, correspondence, invoicing) is described in the Privacy Policy [to be supplemented for account data].
8. Where data is processed. Speech-to-text and AI providers
8.1. The Service is hosted on Google Cloud, region europe-west1 (Belgium).
8.2. Speech-to-text and language model (AI) providers are configured separately for each Customer.
8.3. EU-only configuration. Where the Customer uses an EU-only configuration, Customer Content is stored in the Service’s database in the EU and processed by the configured speech-to-text and AI providers only in the European Union — for example Soniox (EU region), BgGPT (INSAIT, Bulgaria) and Mistral (France). Operational application logs, which may contain dictation text, are kept in Google Cloud Logging with storage location [location] (section 10.3).
8.4. Providers outside the EU (for example Anthropic or OpenAI, United States) are used only if the Customer has expressly enabled them for its account. In that case Customer Content may be transferred outside the EU under the conditions and safeguards set out in the Data Processing Agreement.
8.5. The current list of sub-processors is available at [link to the sub-processor list]. VoicePro notifies the Customer in advance of any addition or replacement of a sub-processor, as set out in the Data Processing Agreement.
9. Audio recordings
9.1. Storing audio recordings of dictations is the Customer’s choice and is configured per Customer.
9.2. During initial setup and quality evaluation we recommend keeping recordings, so that VoicePro can, at the Customer’s request, tune and check the accuracy of the Service. Recordings from this period are kept until the Customer deletes them or setup ends.
9.3. In regular use, if the Customer has chosen to store recordings, they are kept only for [number of days] for technical support and then deleted.
9.4. The Customer may allow its Users to delete their own recordings.
10. Retention and deletion of texts
10.1. Dictation texts and generated outpatient sheets are kept in the Customer’s account.
10.2. When a User clears a dictation (“Clear” button), it is no longer visible to them. The text remains stored in the Customer’s account until the contract ends or the Customer instructs its deletion under the Data Processing Agreement. Usage records (such as duration and cost) are kept for billing.
10.3. Application logs may contain dictation text. They are kept in Google Cloud Logging with storage location [location] for [period] and are accessible only to authorised VoicePro staff for support and security purposes.
10.4. When the contract ends, VoicePro returns or deletes Customer Content as set out in the Data Processing Agreement.
11. Plans and prices
11.1. At the date of these terms the following plans are offered (prices in euro per month, [incl./excl. VAT]):
| Plan | Price | Hours included per month |
|---|---|---|
| Free | €0 | 1 hour (approx. 15 outpatient sheets) |
| Basic | €36 | 10 hours (approx. 150 sheets) |
| Pro | €69 | 20 hours (approx. 300 sheets) |
| Ultra | €167 | 50 hours (approx. 750 sheets) |
| Custom | on request | contact sales |
11.2. Top-up hours: a 5-hour pack for €25 [incl./excl. VAT]. [Validity period of top-up hours.]
11.3. Custom processing setup: €275 one-time [incl./excl. VAT].
11.4. The number of outpatient sheets is an estimate and depends on the length of the dictations.
11.5. The price list on the website is for information. The price that applies to the Customer is the one shown when the plan is ordered.
12. Subscription, payment and cancellation
12.1. Paid plans will be offered online in the future. This section applies to each paid plan from the moment it is offered and ordered by the Customer.
12.2. Paid plans are a monthly subscription that renews automatically each month until cancelled. The fee is paid [in advance for each month] by [payment method]. VoicePro issues [an invoice] for each payment.
12.3. Unused included hours [do not carry over] to the next month.
12.4. The Customer may cancel the subscription at any time. Cancellation takes effect at the end of the month already paid for. Until then the Customer keeps its plan; afterwards the account continues on the Free plan (1 hour per month). Amounts paid for the current month are not refunded.
12.5. VoicePro may change plan prices on [number of days] days’ notice. New prices apply from the next subscription month. A Customer who does not agree may cancel before they take effect.
12.6. If payment is not made, VoicePro may, after a reminder, move the account to the Free plan.
13. Offer: “the first 100 doctors get 10 hours free”
13.1. The first 100 doctors who attend the free training session on using the Service get 10 hours of free usage on top of the Free plan hour. The first 100 are determined in the order in which the training sessions took place.
13.2. The offer is limited to one per doctor. The hours cannot be exchanged for money, transferred to another person or combined with another offer [to be confirmed].
13.3. The free hours are valid for [validity period] from when they are granted.
13.4. VoicePro may end the offer once 100 doctors have been reached. Hours granted before then remain valid for the stated period.
14. Acceptable use
The Customer and its Users must not:
- use the Service in breach of the law or of the rights of patients or third parties;
- enter content they have no right to use;
- attempt to circumvent security measures or plan limits, or to access other Customers’ data;
- copy, decompile or resell the Service, unless expressly agreed;
- load the Service in a way that impairs its operation for other Customers.
15. Intellectual property
15.1. Customer Content belongs to the Customer. VoicePro uses it only to provide the Service, as set out in the Data Processing Agreement.
15.2. All rights in the software, design, trade mark and documentation of the Service belong to VoicePro or its licensors. The Customer receives a non-exclusive, non-transferable right to use the Service for the term of the contract.
16. Availability and support
16.1. VoicePro makes reasonable efforts to keep the Service available and working correctly but does not guarantee uninterrupted or error-free operation. The Service may be temporarily unavailable due to maintenance, updates or outages at providers.
16.2. Where possible, VoicePro gives advance notice of planned maintenance.
16.3. Support is provided at info@voicepro.bg [support hours].
17. Liability
17.1. VoicePro is liable for damage caused by its culpable failure to perform its obligations under the contract.
17.2. To the extent permitted by law, VoicePro is not liable for lost profits, for lost data that the Customer could have kept itself, for indirect damage, or for damage resulting from failure to comply with section 5.
17.3. VoicePro’s total liability to the Customer is limited to the fees paid by the Customer in the 12 months before the event giving rise to the damage [to be confirmed].
17.4. The limitations in this section do not apply in cases of intent or gross negligence, or in other cases where limiting liability is not permitted by law.
18. Suspension and termination
18.1. VoicePro may temporarily suspend access to an account in the event of a material breach of these terms, a risk to the security of the Service or other Customers, or an order of a competent authority, and will notify the Customer promptly.
18.2. Either party may terminate the contract on [number of days] days’ written notice by email. VoicePro may terminate without notice in the event of a material or repeated breach by the Customer.
18.3. Cancellation of a paid subscription is governed by section 12.4.
19. Changes to these terms
19.1. VoicePro may amend these terms. Customers are notified by email at least [number of days] days before material changes take effect.
19.2. A Customer who does not agree with the changes may terminate the contract before they take effect. Continued use after that date counts as acceptance of the changes.
20. Governing law and disputes
20.1. Matters not covered by these terms are governed by Bulgarian law.
20.2. The parties will try to resolve disputes amicably. Disputes that cannot be resolved this way are referred to the competent Bulgarian court in [city].
20.3. These terms are drawn up in Bulgarian and English. If the two texts differ, the Bulgarian text prevails.
20.4. If any provision proves invalid, the remaining provisions remain in effect.
21. Contact
VoicePro, company ID [company ID], [address] Email: info@voicepro.bg