Terms of use

1. Who We Are

AirNote is operated by Nomad Apps Ltd, a company registered in England and Wales with company number 10131056.

Registered office: Pilgrims Nook Bench Manor Crescent, Chalfont St. Peter, Gerrards Cross, England, SL9 9HL.

Website: https://airnoteai.com

Support and legal notices: support@airnoteai.com

In these Terms, "AirNote", "we", "us", and "our" mean Nomad Apps Ltd. "You" and "your" mean the person or organisation using AirNote.

2. Acceptance of These Terms

These Terms govern your access to and use of:

• the AirNote macOS application;

• AirNote's AI note generation, client document generation, and Ask AirNote features;

• optional integrations such as Google Calendar;

• AirNote's website and support services; and

• any related documentation or updates.

By downloading, accessing, subscribing to, or using AirNote, you agree to these Terms and to our Privacy Policy.

If you use AirNote on behalf of a practice, clinic, company, charity, or other organisation, you confirm that you have authority to bind that organisation to these Terms.

If you do not agree to these Terms, do not use AirNote.

3. Intended Users and Professional Use

AirNote is designed for business/professional use by therapists, counsellors, psychotherapists, clinical psychologists, and other professional users who use AirNote to support therapy documentation workflows.

AirNote is initially offered to users in the United Kingdom only. If you access AirNote from another country, you are responsible for ensuring that your use is lawful in that country and for complying with all applicable professional, privacy, recording, clinical, and data protection obligations.

You must be at least 18 years old to use AirNote.

AirNote is intended for professional use only. It is not intended for personal, household, or consumer use, and is not intended for direct use by therapy clients, patients, children, or consumers seeking clinical advice.

By using AirNote, you confirm that you are using it for business or professional purposes.

4. The AirNote Service

AirNote helps therapists:

• record sessions locally on a Mac;

• transcribe audio locally using the bundled Parakeet MLX runtime;

• store and edit local transcripts, notes, process notes, client context, and client documents;

• generate draft notes and documents using AI when requested by the therapist;

• ask session-specific questions using Ask AirNote;

• optionally connect Google Calendar using read-only access;

• export selected notes/documents and client data packs.

AirNote is local-first. Current code shows local SwiftData storage with CloudKit disabled, local transcription, raw audio deletion after successful transcription, and cloud AI processing only when user-triggered.

AirNote may change, improve, suspend, or discontinue features from time to time.

5. Important Clinical and AI Limitations

AirNote is a documentation support tool. It is not a medical device, electronic health record system, emergency service, clinical decision system, safeguarding system, prescribing system, diagnostic tool, or substitute for clinical judgement, supervision, safeguarding procedures, legal advice, or professional record-keeping obligations.

AI-generated outputs are drafts only. This includes clinical notes, process notes, client documents, Ask AirNote answers, summaries, and any other generated content.

You are solely responsible for:

• reviewing, editing, approving, storing, disclosing, and relying on all AI-generated outputs;

• checking transcripts and generated notes for accuracy;

• ensuring records meet your professional and legal obligations;

• making all clinical, diagnostic, therapeutic, safeguarding, risk, prescribing, referral, billing, legal, and disclosure decisions;

• deciding whether and how to share any output with a client, supervisor, insurer, regulator, court, or third party.

AirNote does not diagnose, assess risk, determine treatment, or make clinical decisions.

AI-generated outputs may contain errors, omissions, inaccuracies, unsupported statements, formatting issues, or content that is incomplete, inappropriate, outdated, inconsistent, or unsupported by the source material. Transcripts may contain errors. You must verify all outputs before use and must not rely on AirNote as the sole basis for any clinical or safety-critical decision.

6. Recording, Consent, and Client Privacy

You are responsible for obtaining all consents, notices, permissions, and legal authority required before recording a session or processing client/session information in AirNote.

This includes responsibility for:

• informing clients or participants that recording, transcription, AI generation, or cloud processing may occur;

• complying with UK GDPR, Data Protection Act 2018, professional confidentiality duties, and any applicable recording/interception laws;

• ensuring special category health data is processed lawfully;

• obtaining appropriate authority for children, young people, vulnerable adults, or participants lacking capacity where relevant;

• deciding whether AirNote is appropriate for your practice area and client population.

AirNote is not responsible for unauthorised recordings, failure to obtain consent, failure to give privacy information, or misuse of client/session records.

7. Controller and Processor Roles

For client and session records, you are normally the controller. You decide why and how your client/session data is processed.

AirNote acts as processor when it processes client/session content on your behalf through AirNote cloud-enabled features such as AI note generation, client document generation, or Ask AirNote.

AirNote acts as controller for its own business data, including subscription administration, support, security, incident response, vendor management, and legal compliance.

Our Data Processing Agreement applies where AirNote processes personal data as your processor. If there is a conflict between these Terms and the DPA about data processing obligations, the DPA prevails for those data processing obligations.

8. Your Content and Data

"Your Content" means data, text, audio, transcripts, notes, context, documents, prompts, questions, calendar selections, exports, and other material that you enter into, record with, generate through, or store in AirNote.

You retain ownership of Your Content.

You grant AirNote a limited licence to process Your Content only as needed to:

• provide AirNote features you request;

• perform AI generation you trigger;

• verify subscription entitlement before providing cloud AI features;

• troubleshoot, secure, and maintain the service;

• comply with law;

• respond to support requests or incidents where you have authorised access or where access is legally required.

AirNote will not sell Your Content.

AirNote will not use identifiable client/session clinical content for advertising.

AirNote will not use identifiable client/session clinical content to train general AI models.

Local practice analytics are stored locally by default and are not included in client data pack exports.

9. Your Responsibilities

You are responsible for:

• using AirNote lawfully, ethically, and professionally;

• ensuring that your use complies with the rules of your professional body, insurer, employer, supervisor, clinic, and regulator;

• verifying all transcripts and AI-generated outputs;

• maintaining appropriate clinical records outside AirNote where required;

• selecting an appropriate retention period;

• deleting records when no longer needed;

• securing your Mac, Apple account, Google account, passwords, backups, and exported files;

• enabling FileVault or equivalent device protection where appropriate;

• ensuring exported files are sent only to intended recipients;

• maintaining your own backups where needed;

• ensuring information you provide to AirNote is accurate and lawful.

AirNote is not intended to be your only system of record. You should maintain records in accordance with applicable professional, legal, contractual, insurer, and regulator requirements.

10. Local Storage, Audio, and Retention

AirNote stores client/session records locally on your Mac.

The default local session retention period is 180 days. Available retention settings are 30, 90, 180, 365, and 730 days.

Raw audio is handled as follows:

• after successful transcription, raw session audio is deleted;

• after transcription failure or app crash, retry audio may be retained for up to 7 days so you can retry transcription;

• after 7 days, retained retry audio is deleted;

• dictation audio is deleted after transcription, or after up to 7 days if interrupted or orphaned;

• exporting a client data pack deletes retained raw audio for the selected client where eligible.

You are responsible for exported files, copied text, emailed content, backups, screenshots, and any other copies outside AirNote's local app storage.

11. Google Calendar

Google Calendar integration is optional.

If you enable it, you authorise AirNote to use Google OAuth with read-only calendar access to display upcoming events and create AirNote sessions from selected events.

AirNote stores Google OAuth tokens in macOS Keychain. You can disconnect Google Calendar in the app, which removes stored tokens and cached calendar preferences.

You are responsible for ensuring that calendar event titles, locations, meeting links, and other event data are suitable for use in AirNote and comply with your privacy obligations.

You must comply with Google's applicable terms when using Google Calendar.

12. App Store, Subscriptions, and Payment

AirNote is distributed through Apple's App Store and uses Apple StoreKit for subscriptions.

Payments, billing, cancellation, renewal, trials, refunds, taxes, and App Store account management are handled by Apple under Apple's applicable terms.

Subscriptions may renew automatically unless cancelled through your Apple account settings before renewal.

Refunds are subject to Apple's refund rules and applicable law.

We may change subscription pricing or plans. Where required, changes will be handled through Apple or notified to you in accordance with applicable law.

Loss of subscription entitlement may limit or disable paid features, including cloud AI generation.

13. Licence to Use AirNote

Subject to these Terms and your active entitlement where required, AirNote grants you a limited, non-exclusive, non-transferable, non-sublicensable, revocable licence to install and use AirNote for your own professional practice or the organisation on whose behalf you use AirNote.

AirNote is licensed, not sold.

You may use AirNote only on Apple-branded products that you own or control, and as permitted by the Apple Media Services Terms and Conditions, Family Sharing, or volume purchasing rules where applicable.

14. Apple Required Terms

These Terms are between you and Nomad Apps Ltd, not Apple. Nomad Apps Ltd is solely responsible for AirNote and its content, subject to these Terms and applicable law.

Apple has no obligation to provide maintenance or support for AirNote.

To the maximum extent permitted by law, Apple has no warranty obligation for AirNote. If AirNote fails to conform to any applicable warranty, you may notify Apple, and Apple may refund the purchase price if applicable under Apple's rules. Any other claims relating to AirNote are our responsibility, not Apple's, to the extent required by Apple's terms and applicable law.

We, not Apple, are responsible for addressing claims relating to AirNote, including product liability claims, legal or regulatory compliance claims, consumer protection claims, privacy claims, or intellectual property claims.

You must comply with applicable third-party terms when using AirNote, including Apple and Google terms where relevant.

You represent and warrant that you are not located in a country subject to a U.S. Government embargo or designated by the U.S. Government as a terrorist-supporting country, and that you are not listed on any U.S. Government list of prohibited or restricted parties.

Apple and Apple's subsidiaries are third-party beneficiaries of these Terms and may enforce these Terms against you as they relate to AirNote.

15. Acceptable Use and Restrictions

You must not, and must not allow anyone else to:

• use AirNote unlawfully or in breach of professional duties;

• record anyone without required consent or legal authority;

• use AirNote for emergency, crisis, safeguarding, diagnostic, prescribing, or clinical decision-making without independent professional review;

• use AirNote as a substitute for clinical judgement or required clinical records;

• upload, input, record, or process data that you do not have the right to process;

• attempt to bypass subscription, entitlement, rate limit, security, or access controls;

• reverse engineer, decompile, disassemble, modify, or attempt to derive source code, models, prompts, or underlying systems except as permitted by law;

• copy, resell, sublicense, rent, lease, distribute, host, outsource, or commercially exploit AirNote except as expressly permitted;

• scrape, crawl, benchmark, stress test, or use automated systems against AirNote or its Worker in a way that harms, disrupts, or overloads the service;

• introduce malware, harmful code, or security vulnerabilities;

• interfere with or disrupt AirNote, Cloudflare, OpenAI, Apple, Google, or other providers;

• use AirNote to infringe intellectual property, privacy, confidentiality, publicity, or other rights;

• use AirNote to create, transmit, or store abusive, defamatory, fraudulent, discriminatory, exploitative, or unlawful material;

• misrepresent AI-generated content as independently verified or clinically approved when it has not been reviewed.

16. Beta, Trial, and Preview Features

We may offer beta, trial, preview, or experimental features.

These features may be incomplete, inaccurate, unavailable, changed, or withdrawn at any time. They are provided for evaluation and feedback and may have additional limitations.

You should not rely on beta, trial, or preview features for critical clinical or operational workflows.

17. Support, Maintenance, and Updates

Support is available at support@airnoteai.com.

We may provide updates, bug fixes, security fixes, or changes. Some updates may be required for continued operation or security.

We do not guarantee uninterrupted availability, permanent availability of any feature, compatibility with every macOS version, or error-free operation.

18. Third-Party Services

AirNote uses or integrates with third-party services, including Apple, Cloudflare, OpenAI, and optional Google Calendar.

Third-party services may be subject to their own terms, privacy policies, availability, security practices, and outages.

We are not responsible for third-party services except to the extent required by applicable law or our DPA when they act as our subprocessors.

19. Intellectual Property

AirNote, including its software, design, workflow, prompts, templates, documentation, trademarks, logos, and other materials, is owned by Nomad Apps Ltd or its licensors.

Except for the limited licence granted in these Terms, no rights are transferred to you.

You must not remove copyright, trademark, or proprietary notices.

20. Feedback

If you send us ideas, suggestions, bug reports, or feedback, you grant us a perpetual, worldwide, royalty-free licence to use that feedback to improve AirNote without payment or restriction.

Do not include confidential client/session content in feedback unless strictly necessary and you have authority to share it.

21. Privacy and Data Protection

Our Privacy Policy explains how AirNote processes personal data.

Our DPA applies where AirNote processes personal data as your processor.

You are responsible for your own privacy notices, lawful basis, special category condition, consent records, data subject request handling, retention decisions, and client communications as controller for client/session records.

22. Confidentiality

Each party may receive confidential information from the other.

Neither party may use the other party's confidential information except as needed to perform these Terms, comply with law, exercise legal rights, or as otherwise authorised.

AirNote treats client/session content as confidential. However, no system is perfectly secure, and you remain responsible for device security, account security, exports, and your own disclosure choices.

23. Suspension and Termination

You may stop using AirNote at any time. To cancel a subscription, use your Apple account subscription settings.

We may suspend, restrict, or terminate your access to AirNote or cloud AI features if:

• you breach these Terms;

• your subscription entitlement cannot be verified;

• your use creates a security, legal, regulatory, or operational risk;

• we are required to do so by law, Apple, a regulator, or a court;

• continued service provision becomes impractical or unlawful.

Termination does not automatically delete local records from your Mac. You remain responsible for deleting local records, exports, and backups.

Sections that by their nature should survive termination will continue to apply, including ownership, licence restrictions, confidentiality, privacy/data protection obligations, disclaimers, liability limits, indemnity, payment obligations, and governing law.

24. Disclaimers

AirNote is provided on an "as is" and "as available" basis to the fullest extent permitted by law.

We do not guarantee that:

• AirNote will be uninterrupted, error-free, secure, or available at all times;

• transcripts or AI outputs will be accurate, complete, current, clinically appropriate, legally compliant, or suitable for your purposes;

• AirNote will meet all professional, regulatory, insurer, employer, NHS, clinic, or legal record-keeping requirements;

• AirNote will detect or prevent clinical risk, safeguarding issues, wrong-client notes, hallucinations, or user errors;

• data will never be lost, corrupted, misdirected, accessed without authorisation, or exposed.

Nothing in these Terms excludes or limits liability that cannot lawfully be excluded or limited, including liability for death or personal injury caused by negligence, fraud, fraudulent misrepresentation, or any other liability that cannot be excluded under applicable law.

25. Limitation of Liability

Nothing in these Terms excludes or limits liability for:

• death or personal injury caused by negligence;

• fraud or fraudulent misrepresentation;

• liability that cannot legally be excluded or limited;

• your payment obligations.

Subject to those uncapped liabilities, AirNote will not be liable for indirect, consequential, special, incidental, punitive, or exemplary losses, or for loss of profit, revenue, goodwill, business opportunity, anticipated savings, data, records, clinical time, or business interruption.

Subject to the uncapped liabilities above, AirNote's total aggregate liability for all claims arising out of or related to AirNote is capped at the greater of:

• the fees you paid for AirNote in the 12 months before the claim; or

• GBP100.

Subject to the uncapped liabilities above, AirNote's total aggregate liability for data protection and confidentiality claims is separately capped at the greater of:

• 3x the fees you paid for AirNote in the 12 months before the claim; or

• GBP250.

26. Indemnity

This indemnity is intentionally narrow.

To the extent permitted by law, you are responsible for third-party claims arising from:

• your unlawful use of AirNote;

• processing data that you do not have authority to process;

• using outputs without clinical or professional review;

• breach of your own professional, legal, or regulatory obligations.

27. Changes to These Terms

We may update these Terms from time to time.

If we make material changes, we will provide notice where required, such as through the website, the app, Apple subscription flow, or email where available.

Your continued use of AirNote after updated Terms take effect means you accept the updated Terms.

28. Governing Law and Courts

These Terms are governed by the laws of England and Wales.

The courts of England and Wales have jurisdiction over disputes arising from or relating to these Terms or AirNote, subject to any mandatory legal rights that cannot be excluded.

29. General Terms

You may not assign or transfer these Terms without our prior written consent.

We may assign or transfer these Terms as part of a merger, acquisition, reorganisation, sale of assets, change of control, or by operation of law, provided this does not unlawfully reduce your rights.

If any part of these Terms is invalid or unenforceable, the rest will remain in effect.

Failure to enforce a term is not a waiver.

These Terms, the Privacy Policy, the DPA where applicable, and any Apple subscription terms form the agreement between you and AirNote for use of the service.

Nothing in these Terms creates a partnership, employment relationship, agency relationship, or joint venture between you and AirNote.

Except for Apple and Apple's subsidiaries as described above, no third party has rights to enforce these Terms unless expressly stated.

30. Contact

Questions, complaints, notices, and support requests should be sent to:

support@airnoteai.com

Nomad Apps Ltd
Pilgrims Nook Bench Manor Crescent
Chalfont St. Peter
Gerrards Cross
England
SL9 9HL