Terms of Service

1.1. These Terms of Service ("Terms") govern your use of the Fyllio ePortfolio platform, mobile and web applications, and related services ("Service").

1.2. By creating an account, accepting an invitation, or otherwise using the Service, you agree to these Terms. If you do not agree, do not use the Service.

1.3. We may update these Terms. We will provide reasonable notice of material changes (for example by email or in-product notice). Your continued use after the effective date of a change constitutes acceptance. If you are a consumer, see section 17 for your rights to cancel.

2.1. Fyllio provides a secure, role-based, UK-hosted ePortfolio for doctors in training and their assessors/supervisors (including features for evidence, WBAs, PDP, CPD, reflections, MSF, dashboards, email invitations and tokenised sign-off links).

2.2. Fyllio is independent of the GMC, Royal Colleges, deaneries and employers. We do not guarantee ARCP/CCT outcomes or acceptance of evidence by any third party.

2.3. The Service does not provide medical advice and must not be used to deliver clinical care or make clinical decisions.

3.1. You must be at least 18 and a healthcare professional or invited participant (e.g., supervisor/assessor/MSF rater) to use the Service.

3.2. You are responsible for your account, devices, and keeping your login details secure. You must promptly notify us of suspected unauthorised access.

3.3. External assessors/supervisors may access tokenised links without creating a full account. Keep such links confidential; anyone with the link may be able to act as if they were you.

4.1. Role-based access: The Service limits what each role can see/do. You must only access data you are authorised to access.

4.2. Tokenised sign-off & e-signatures: Completing a sign-off via a tokenised link or in-app approval constitutes your electronic signature. We maintain audit logs (timestamps, actor, method, metadata).

4.3. Uploads & sharing: You can upload evidence, reflections, CPD, WBAs and other materials and control who can see them. Carefully check visibility settings before sharing.

4.4. AI-assistance features (if enabled): AI outputs may be incorrect or incomplete and are for drafting/organising only. Do not input patient-identifiable information into AI prompts. You remain responsible for reviewing any AI-assisted content.

4.5. Beta features: Some features may be labelled beta or preview. They are provided "as is" and may change or be withdrawn.

5.1. Upload illegal, defamatory, discriminatory, harassing, infringing or otherwise unlawful content.

5.2. Upload or disclose patient-identifiable information unless lawful, strictly necessary, and permitted under your professional/organisational policies; you must minimise and anonymise wherever possible.

5.3. Circumvent security, probe or test our systems, or interfere with the Service.

5.4. Share tokenised links or credentials in an unsafe way; publish them or store them in public places.

5.5. Misrepresent your identity or authority; submit false sign-offs or forge approvals.

5.6. Copy, reverse engineer, or create derivative works from the Service except as permitted by law.

We may suspend or remove content, or suspend/terminate access, where we reasonably believe these Terms or law are breached (see section 15).

6.1. You own the content you upload ("User Content"). You grant Fyllio a worldwide, non-exclusive, royalty-free licence to host, process, display and transmit your User Content to provide and improve the Service, operate safety and security features, and as required by law.

6.2. You confirm that you have all rights needed for us and authorised viewers to use your User Content as intended, and that your uploads comply with law and professional obligations.

6.3. You can delete your User Content in the Service. Back-ups and logs may persist for a limited period consistent with our data retention and security practices.

6.4. Feedback: If you provide feedback or suggestions, you grant us a perpetual, worldwide, royalty-free licence to use them without obligation.

7.1. We and our licensors own all intellectual property in the Service, including software, designs, databases, and branding.

7.2. Except for the rights expressly granted in these Terms, no rights are transferred to you.

8.1. Fyllio processes personal data in accordance with UK GDPR and the Data Protection Act 2018. See our Privacy Notice for full details of personal data we process, purposes, legal bases, your rights, and how to contact our privacy lead.

8.3. Special category data: Your portfolio may include data about your professional practice. You must not upload patient-identifiable data unless lawful and strictly necessary. Our default reflective practice tools support anonymisation.

8.4. Emails & communications: We use email to send invitations, notifications, receipts and service messages. Marketing communications are only sent with a lawful basis (e.g., consent); you can opt out at any time.

8.5. We use UK-based hosting. A current list of sub-processors is available on request. We implement appropriate technical and organisational security measures proportionate to risk.

9.1. You may export your portfolio data in commonly used formats from within the Service (or by contacting support).

9.2. On account closure (by you or us), we will retain your User Content for 90 days to enable export on request, then delete or irreversibly anonymise it unless we must retain it by law or legitimate interest (e.g., security logs, audit, legal claims).

10.1. We aim to provide a reliable Service but do not guarantee uninterrupted access. Planned maintenance will be scheduled where reasonable.

10.2. Support is available at support@fyllio.co.uk during business hours (UK public holidays excluded).

11.1. The Service may integrate with third-party services (e.g., email delivery, identity, document viewing). Your use of those services may be subject to their own terms and privacy policies.

11.2. We are not responsible for third-party services we do not control.

12.1. Plans and pricing: Details of subscription plans, features, and pricing are set out at fyllio.co.uk/subscription.

12.2. Billing: Fees are payable in advance, non-refundable except as set out in these Terms or required by law. If your Organisation pays, its contract governs billing.

12.3. Auto-renewal: Unless stated otherwise, subscriptions renew automatically for successive periods of the same length. We will send renewal reminders in a clear, timely way.

12.4. Taxes: Fees are exclusive of VAT unless stated.

13.1. If you are an individual consumer purchasing directly from us, you have a 14-day legal right to cancel from the day after purchase.

13.2. If you ask us to start providing the Service within the 14-day period, you consent to immediate supply and acknowledge that you may lose your right to cancel once full performance begins. If you cancel within 14 days after performance has begun, we may deduct a proportionate amount for the period used.

13.3. To cancel: email support@fyllio.co.uk with your order details. Refunds (if any) are made to the original payment method.

14.1. We may modify features, introduce new features, or discontinue features. If a change materially reduces functionality for a paid plan, affected users may cancel and receive an appropriate pro-rata refund.

15.1. You may close your account at any time.

15.2. We may suspend or terminate your access if you breach these Terms or law, pose a security risk, or if required by law or a regulator. Where reasonable, we will give prior notice and a chance to remedy.

15.3. On termination: your licence ends and access stops. Section 9 (export), 16 (liability), 18 (governing law), and any other terms intended to survive will continue.

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

16.2. We are not liable for: (a) loss of profits or revenue; (b) loss of data (subject to section 9); (c) loss of goodwill; (d) indirect or consequential loss; or (e) failures caused by events outside our reasonable control.

16.3. For paid plans, our total liability for all claims in any 12-month period is limited to the fees you paid to us for the Service in that period. For free use, our total liability is £100.

16.4. The Service is a portfolio and workflow tool; it does not guarantee any training outcome, accreditation, ARCP/CCT decision, visa/immigration outcome, or employment decision.

17.1. If you are a consumer, you have statutory rights that cannot be excluded, including under the Consumer Rights Act 2015 and the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013. These Terms apply only to the extent permitted by law.

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

18.2. If you are a consumer resident in Scotland or Northern Ireland, you may bring proceedings in your local courts.

19.1. Questions or complaints: support@fyllio.co.uk.

19.2. We aim to respond within 5 working days. If we cannot resolve your complaint, we will explain next steps.