These are the terms you agree to when you use Reflectio EM. By creating an account or continuing to use the service you confirm that you accept them.
Reflectio EM ("the Service", "we", "us", "our") is operated by Dr Thomas Porter, an individual sole trader registered with the UK Information Commissioner's Office under reference ZC140250. Contact: privacy@reflectio.io.
What it is. A documentation assistance tool that helps medical professionals structure and format reflective practice entries, Workplace Based Assessments (WPBAs), and similar training record content. A web-based educational productivity tool for UK doctors in postgraduate training and related professional users.
What it is not. The Service is not:
How content is generated. The Service uses a third-party large language model to produce suggested text from information you provide. AI output can contain errors, omissions, inaccuracies, or fabricated information ("hallucinations") that read as plausible but are incorrect. You must review, verify, and edit all output before submitting it to your training record or using it for any purpose. The current AI provider and our other subprocessors are listed in our Privacy Policy; we will notify you if a material change is made.
What the Service stores. The reflective and assessment content you create, only as needed to make it available back to you across your devices and to enable you to export or delete it. It does not retain patient-identifying information because you must not enter any (see §4). See the Privacy Policy for full detail.
You may use Reflectio EM if you are:
You must provide an accurate email address and protect your account password. You are responsible for everything that happens under your account.
You agree not to:
We may suspend or terminate accounts that breach these rules, with or without notice depending on severity.
You own your reflections. We make no claim to ownership of the educational content you create.
You grant us a limited, non-exclusive licence to process your content strictly as needed to deliver the Service: to store cloud-synced reflections, display them back to you, and transmit them to the AI generation service when you click "Generate". This licence ends when you delete your account.
We will not use your content to train AI models, sell it, or share it with third parties except as described in our Privacy Policy.
You are solely responsible for the accuracy, authenticity, and truthfulness of any content you submit to your ePortfolio, training record, or any other professional system. This means:
You acknowledge that submitting content that misrepresents clinical events to a professional training record may constitute professional misconduct and a breach of GMC Good Medical Practice; that we have no ability to verify the accuracy of content you generate or submit; and that we accept no responsibility for any professional, regulatory, disciplinary, legal, educational, or career consequences arising from your use of the Service or from content you submit. Our liability is governed by §8 (Disclaimers and limitation of liability) and §9 (Indemnity).
Intended users. Qualified medical doctors undertaking UK postgraduate medical training (Foundation, core and specialty trainees, GP trainees) and fully qualified doctors and consultants in appropriate educational or CPD contexts. Not intended for medical students. By using the Service you confirm that you fall within one of these categories.
Some features may require a paid subscription. When payment is introduced:
During any free pilot or trial period the Service is provided at no cost, and we reserve the right to change pricing or terms with reasonable notice before a paid phase begins.
Availability and updates. We aim to keep the Service available but do not guarantee uninterrupted or error-free operation. The Service depends on third-party infrastructure providers that may have occasional outages, and we are not liable for downtime caused by circumstances beyond our reasonable control. Reflectio EM is actively developed; we may add, change, or remove features and will give reasonable notice of material changes that affect paid subscribers or your stored data. We may discontinue the Service entirely with at least 30 days' notice, during which you can export your data.
The Service is provided "as is". To the fullest extent permitted by English law:
Nothing in these terms excludes or limits liability for death or personal injury caused by our negligence, for fraud, or for any liability that cannot lawfully be excluded or limited.
You agree to indemnify us against claims, losses, and reasonable costs arising from (a) your breach of these terms, (b) your inclusion of patient-identifiable information in the Service, (c) your misuse of AI-generated content, or (d) your submission of content that misrepresents clinical events to any professional training record or similar system.
You may close your account at any time from Settings. Closure deletes your account, reflections, and usage logs within 30 days (see the Privacy Policy for retention detail).
We may suspend or close your account if you breach these terms, or with 30 days' notice for any other reason, giving you a chance to export your data first.
These terms are governed by the laws of England and Wales. The courts of England and Wales have exclusive jurisdiction over any dispute, except that if you are a consumer you may have the right to bring proceedings in the country you are resident in.
We may update these terms to reflect changes in the Service or the law. The version number and "last reviewed" date at the top of this page will change. If we make a material change we will notify you in the app or by email before it takes effect.
Questions about these terms: privacy@reflectio.io.