Agreement and authority
These Terms govern access to the Porvio website and application (the “Service”). Creating an account alone does not accept these Terms. After identity verification and before workspace access, you accept the displayed version only by checking the unchecked agreement box and selecting “Agree and continue.” Porvio separately records the Terms acceptance and Privacy Notice acknowledgment, including their version, exact rendered fingerprint, method, and time. A Privacy Notice acknowledgment is not consent for a use that legally requires consent. If you use Porvio for a clinic or another organization, you confirm that you are authorized to act for that organization. A workspace creator separately provides a title, attests authority to bind the named organization, and accepts the exact Terms version for it. If you lack authority, do not create the workspace. Its authorized users must follow these Terms.
If you do not agree, do not use the Service. If a separate written agreement applies to your organization, that agreement controls to the extent it conflicts with these Terms.
Eligibility and professional use
The Service is designed for authorized health professionals and staff acting within their role. You must be at least the age of majority where you reside, be legally capable of entering this agreement, and use Porvio only within the permissions granted by your organization.
Porvio is offered only to eligible Ontario-based healthcare organizations for use in Ontario. The person creating a workspace must truthfully confirm that eligibility and provide an Ontario practice postal code. Invitations inherit the workspace jurisdiction. Network location is security telemetry, not the sole basis for eligibility.
Porvio does not verify or confer a professional licence, scope of practice, billing entitlement, or authority to handle a patient’s information. You and your organization remain responsible for those requirements.
What Porvio provides
Porvio helps authorized users record a clinician’s consent attestation for a patient encounter, capture encounter audio, produce an AI-assisted transcript and structured draft, review suggested tasks and codes, and preserve clinician-controlled workflow state. Available features may change as the Service is developed.
An organization may use the clinical workflow with patient information only when that use complies with these Terms, applicable law and professional duties, the organization’s approvals and policies, and any applicable written agreement. Porvio’s workflow controls do not establish a user’s authority, a patient’s capacity, or the legal validity of consent.
Porvio does not provide verified EMR or EHR transfer, prescribing, orders, claims submission, emergency communication, or autonomous clinical decision-making.
The in-app Ask Porvio guide provides general product guidance and bounded product navigation. It cannot access patient or encounter records and must not be used for clinical, legal, or emergency advice. Per-user Toronto calendar-day limits follow the workspace plan: Starter 12, Individual 40, Team 55, and Large team 100. Temporary support access follows the granted plan. Ask Porvio is unavailable in workspaces that require a plan until checkout is confirmed. An explicitly exempt legacy workspace may ask up to eight. The allowance resets at midnight in America/Toronto.
Ask Porvio may propose a limited non-clinical preference change, such as favouriting a template. The proposal identifies the exact change and requires the user’s separate confirmation before Porvio acts. Ask Porvio cannot confirm consent, finalize a clinical note, send a message or referral, make a purchase, change roles or security, delete data, or perform a bulk clinical action.
Accounts and access
- Provide accurate account and professional-profile information.
- Keep passwords, devices, browser sessions, and invitation links secure.
- Enable and maintain email two-factor authentication while you are an active member of a production clinical workspace. Porvio may require verification of the current session before protected clinical information is available and may prevent disabling that protection while the membership remains active.
- Do not share an individual account or use another person’s credentials.
- Porvio conceals the clinical workspace after five minutes without a trusted foreground interaction, with a 30-second warning, and requires a short-lived code sent to the account email to reveal it. A user can also lock the screen immediately. The underlying session ends after 15 minutes of inactivity, with a separate two-minute warning. These are risk-based product safeguards, not a statement that Ontario law prescribes one universal timeout. Save work promptly and lock or sign out sooner when leaving a device unattended.
- Notify support@porvio.app promptly if you suspect unauthorized access.
- Administrators must grant the minimum access required and remove access promptly when a person’s role changes.
- Send a workspace invitation only to an authorized coworker who reasonably expects it. Do not use invitations for unsolicited promotion, purchased lists, or referral marketing, and comply with applicable electronic-messaging and anti-spam law.
Your content and legal authority
You and your organization retain your rights in information you submit to Porvio. You grant Porvio and the service providers disclosed in the Privacy Notice a non-exclusive, limited-term right to host, reproduce, transmit, transform, and create requested drafts from that information solely to provide, secure, support, and maintain the Service and follow lawful instructions, subject to any applicable written clinic agreement.
As between the parties, you retain rights in clinician-authored records and in your submitted content. Subject to third-party rights and applicable law, you may use a generated draft after the required professional review. Porvio does not claim ownership of a patient’s health information. Any applicable written clinic agreement must address the required confidentiality, health-information processing instructions, incident cooperation, return or export, and service levels for the covered clinical use.
Porvio’s production-readiness review is an optional, advisory operational tool. It does not grant, suspend, revoke, or determine access to the Service, legal compliance, regulatory approval, or clinical safety. Clinical production processing may begin only when the organization has completed its own required privacy, security, contractual, and clinical-risk steps and any clinic or health-information processing agreement required by applicable law or agreed by the parties is in effect. Accepting these online Terms alone does not establish compliance or satisfy the organization’s legal or professional duties. Any applicable written agreement must identify the parties’ actual roles and address permitted purposes and instructions, custody and control, safeguards, subprocessors, cross-border processing, incident cooperation, access and audit support, retention and deletion, legal holds, return or export, and termination.
You are responsible for ensuring that:
- you have lawful authority to collect, use, upload, and disclose it;
- the content and its use do not infringe intellectual-property, privacy, confidentiality, or personality rights, defame anyone, or otherwise violate law;
- the information is appropriate and limited to the intended workflow;
- patients and other participants receive the notices and choices required by law and professional standards; and
- your use complies with record-keeping, access, correction, retention, and deletion obligations.
Recording and patient consent
Do not start recording until the legally required consent has been obtained from the patient or authorized substitute decision-maker and every other person whose voice may be captured. The explanation must cover audio capture, AI transcription and drafting, disclosures to Porvio and current service providers, possible processing outside Canada, material privacy and reliability risks, retained source and derived records, refusal, withdrawal, and the available non-AI documentation alternative. Microphone permission, attendance at an appointment, or a clinician’s checkbox is not patient consent.
You must follow the rules that apply to capacity, substitute decision-makers, minors, interpreters, remote visits, multiple participants, refusal, and withdrawal. A patient’s care must not depend on agreeing to AI-assisted recording, and an alternative documentation method must remain available.
Source audio is temporary processing material and is not intended to be the organization’s designated legal health record. When an authorized clinician finalizes the connected note, Porvio removes active access to that audio and requests its secure deletion. If the note is not finalized, Porvio does the same 30 days after the audio was successfully uploaded. Replacement audio starts a new 30-day period. A scoped legal hold or applicable law may suspend routine deletion. The organization must confirm that this schedule fits its professional duties and maintain the official patient record in its approved record system.
AI and clinical responsibility
Porvio produces draft transcriptions, notes, tasks, codes, and evidence summaries. They may be incomplete, inaccurate, biased, outdated, or unsuitable for a particular patient or jurisdiction.
Porvio requires an authorized user confirmation, but does not verify professional qualifications. Your organization must ensure that a qualified clinician compares every clinical output with the encounter and available source record, corrects it, and decides what, if anything, enters the official record. Porvio does not diagnose, prescribe, order, bill, provide emergency services, or replace professional judgment. Do not use an output as the sole basis for care, coding, a claim, or a legal record.
Acceptable use
You must not use Porvio to:
- record anyone unlawfully or without the required consent;
- provide autonomous diagnosis, treatment, prescribing, or emergency care;
- submit information you are not authorized to handle;
- access another person’s account, organization, patient, file, or invitation without permission;
- bypass access controls, rate limits, upload limits, or other protective measures;
- introduce malware, probe production systems without authorization, scrape the Service, or disrupt its availability; or
- use workspace communications to harass, threaten, discriminate, defame, impersonate, infringe, or submit unlawful or unauthorized content;
- violate law, professional duties, or another person’s rights.
Workspace chat is not an emergency or patient-communication channel and is not guaranteed to be ephemeral. Your organization is responsible for its acceptable-use notices, investigations, workplace policies, retention, and offboarding. Report threats, impersonation, harassment, suspected unlawful content, or privacy misuse promptly to support@porvio.app so Porvio can preserve available evidence and assess proportionate action.
Third-party services
Porvio relies on third-party infrastructure, authentication, storage, AI-routing, model, and evidence-retrieval services. Their availability and data practices can affect the Service. The Privacy Notice explains the current providers and data flows. A link to an external publication is provided for reference and is not an endorsement or guarantee of its accuracy.
Porvio materials and feedback
Porvio’s software, design, branding, and documentation are protected by applicable intellectual-property laws. These Terms grant only a limited, revocable right to use the Service as intended; they do not transfer ownership of Porvio materials.
If you provide feedback, you permit Porvio to use it to improve the Service without identifying you or including patient information. Never include patient information in ordinary feedback or support email.
Plans, charges, and taxes
Unless stated otherwise, all displayed and charged amounts are in Canadian dollars (CAD). Before payment, checkout shows the subtotal, any applicable taxes, and the total. A paid order exists only when checkout also clearly shows the plan, billing period, renewal terms, and cancellation terms and an authorized user confirms it. Choosing a plan where no checkout or payment method is presented does not by itself create a charge.
Monthly subscriptions renew automatically each month, and annual subscriptions are charged in full and renew automatically each year, until cancelled. An authorized owner, administrator, or billing manager can schedule cancellation from Settings → Billing. A cancellation takes effect at the end of the current paid billing period, prevents the next renewal, and leaves plan access available through the end of that paid term unless access is suspended or terminated under these Terms.
Organization owners are responsible for authorized purchases and accurate billing information. Plan limits and included features are those shown at checkout or in an applicable written order. Porvio will provide any notice of price or renewal changes required by law or the governing order.
Porvio Support may grant a workspace temporary, no-charge plan access for a trial or support purpose. The plan, seat limit, start, and expiry are shown in the workspace service record. A support grant expires automatically, does not renew, does not create a charge, and does not replace or override an active paid subscription. Porvio may revoke a support grant for misuse, error, security, or service-integrity reasons.
Where a current paid plan offers exact-quantity encounter add-ons, the displayed unit price is derived from that plan’s monthly-equivalent per-encounter price, includes at least a 25% add-on premium, and is rounded up to the next five Canadian cents. Encounter add-ons are one-time purchases and do not renew. The exact quantity, unit price, subtotal, applicable taxes, and total must be shown before an authorized user confirms a paid checkout. A pricing display or account setup step does not create a charge or paid entitlement; only a successfully completed and verified checkout does.
Except where required by law or an applicable written order, paid subscription fees and encounter add-ons are non-refundable, and Porvio does not issue prorated credits for unused time, seats, or encounters. Scheduling cancellation prevents future renewals but does not refund the current paid term. Porvio will correct duplicate charges and confirmed billing errors.
Customer-practice referral program
An authorized owner, administrator, or billing manager may share a private referral link with another eligible Ontario practice. When a new practice uses that link and completes the Ontario eligibility setup, the referring workspace receives 20 bonus encounters.
This is a business-customer promotion only. It is not compensation for referring a patient, service, prescription, test, or other clinical business and must not influence care.
Porvio does not authorize unsolicited referral email or text. The sender must have any consent required for a commercial electronic message, identify itself accurately, and honour opt-out requests. Do not use the workspace-invitation feature as a marketing tool.
- Bonus encounters are non-cash, non-refundable, and non-transferable.
- Each new practice can be attributed to only one referral.
- Self-referrals and duplicate clinic claims are not eligible.
- Unused bonus encounters expire ninety days after issue.
- A referring workspace may receive at most twelve customer-practice bonuses in a rolling year.
- Porvio may reverse a bonus connected to fraud, misuse, an ineligible organization, or an account reversal.
After the active plan’s included monthly encounter allowance is used, one bonus encounter is applied automatically to process one additional encounter. This promotional benefit is separate from subscription pricing and is not a generally available overage allowance. Any unused balance remains available until its stated expiry. Bonus encounters are not legal tender and cannot be withdrawn. The bonus-encounter balance shown in Settings is the controlling service record.
Availability, changes, and suspension
The Service is provided on an “as available” basis. To the extent permitted by applicable law, Porvio does not promise uninterrupted operation, preservation of every draft, or error-free AI output. Maintain any records and continuity procedures your organization is legally required to maintain outside Porvio.
Access may be limited or suspended to protect patients, users, the Service, or third parties; investigate misuse; comply with law; or maintain the Service. Porvio may change or discontinue features with reasonable notice where practicable.
A platform support owner or administrator using an individually authenticated account with two-factor protection may lock or unlock an organization’s workspace when reasonably necessary for a documented security, privacy, clinical-safety, legal, contractual, billing, abuse-prevention, or customer-support reason. Porvio records the workspace, decision, reason, administrator, and time. An urgent lock may take effect without advance notice; Porvio will provide notice and review the restriction when practicable. Contact support@porvio.app to question a lock without including patient information.
Unlocking restores only the access permitted by the user’s active role. It does not approve a workspace for production clinical use or bypass account or organization assent, billing, two-factor, patient consent, retention, or other safety controls. A workspace lock does not erase records or prevent a lawful consent withdrawal, source-audio deletion, account or workspace closure request, workspace exit, or other privacy and safety action that Porvio expressly keeps available.
Ending use and data requests
You may stop using Porvio at any time. A workspace member can request to leave; an owner must approve the request so access and record responsibilities are not abandoned without oversight. A workspace owner can request permanent workspace deletion through the protected confirmation flow. Account deletion is available separately in Settings.
Closure does not mean every clinical record, audit event, backup, or provider copy can always be erased immediately. Retention and deletion depend on lawful clinic instructions, professional record duties, security and backup lifecycles, legal holds, and any written agreement. Contact support@porvio.app for privacy or closure assistance.
Provisions that by their nature should continue after access ends, including ownership, confidentiality, payment obligations, disclaimers, liability limits, indemnity, dispute terms, and lawful record-retention duties, survive termination. Any supported export or transition period must be stated in the applicable written order; these Terms do not promise an indefinite post-termination workspace.
Disclaimers
To the maximum extent permitted by law, the Service and all generated output are provided “as is” and “as available.” Porvio disclaims implied warranties of merchantability, fitness for a particular purpose, non-infringement, uninterrupted availability, and accuracy. Porvio does not warrant that an AI output, code suggestion, evidence summary, or transcription is complete, current, clinically correct, or suitable for a legal health record without qualified human review.
Limitation of liability
To the maximum extent permitted by law, Porvio will not be liable for indirect, incidental, special, exemplary, punitive, or consequential loss; lost profits, revenue, goodwill, or data; interrupted care or business; or the cost of substitute services arising from the Service.
Porvio’s aggregate liability arising from the Service will not exceed the amount paid to Porvio for the affected organization during the twelve months before the event giving rise to the claim, or CAD $100 if no amount was paid. This section does not limit liability that cannot lawfully be limited, including liability caused by fraud or wilful misconduct where applicable law says it cannot be excluded.
Organization responsibility
To the extent permitted by law, an organization using Porvio will defend and indemnify Porvio from third-party claims, penalties, and reasonable costs caused by that organization’s unlawful recording, lack of authority or consent, submitted content, misuse of the Service, or breach of these Terms. This obligation does not apply to the extent a claim was caused by Porvio’s negligence, breach, or wilful misconduct.
Porvio will give reasonably prompt notice and reasonable cooperation. The organization may control the defence with competent counsel, and Porvio may participate at its own cost. A settlement may not admit fault by Porvio, impose an obligation on Porvio, or restrict the Service without Porvio’s written consent, not to be unreasonably withheld. Delay in notice reduces the duty only to the extent it materially prejudices the defence.
Governing law and disputes
These Terms are governed by the laws of Ontario and the federal laws of Canada applicable there, without regard to conflict-of-law rules. The courts located in Ontario have exclusive jurisdiction, subject to any mandatory right you have to bring a claim elsewhere.
Before starting a formal claim, contact support@porvio.app and allow thirty days for a good-faith attempt to resolve it. This does not prevent either party from seeking urgent relief or meeting a legal limitation period.
General terms and non-waivable rights
These Terms and any applicable written order or signed agreement form the service contract. A signed written agreement controls over these online Terms, followed by its order form and then these Terms, unless that agreement says otherwise. The Privacy Notice describes information practices and is not incorporated as a warranty or source of additional contractual remedies, except where a written clinic agreement expressly says otherwise. Nothing in this paragraph reduces rights or remedies that applicable law provides. If a provision is unenforceable, it will be limited to the minimum extent necessary and the remaining provisions continue. A failure to enforce a provision is not a waiver. You may not assign your account or these Terms without Porvio’s consent; Porvio may assign them as part of a merger, financing, reorganization, or sale of the relevant business, subject to applicable privacy obligations.
Neither party is responsible for delay caused by events beyond its reasonable control, except for payment obligations and duties that cannot lawfully be excused. These Terms do not create rights for a third party. Electronic notices may be sent to the account email or displayed in the Service; formal legal notices under a clinic agreement must follow that agreement.
Applicable law may give you rights that cannot be limited by contract. Nothing in these Terms excludes or limits those rights. Questions can be sent to support@porvio.app.
Changes to these Terms
Porvio may update these Terms as the Service and legal requirements evolve. The updated version will show a new date and will not apply retroactively unless law requires it. When Porvio publishes a new assent version, workspace access and new AI processing remain locked until the user reviews the current Terms and Privacy Notice and makes the recorded choice. When a material update requires renewed organization acceptance, an active owner or administrator must also provide their title, attest authority to bind the named organization, and accept the exact current Terms for it before clinical workspace access resumes. Material changes receive advance notice where practicable and any additional consent required by law is requested separately. Urgent legal or security changes may take effect sooner with notice as soon as reasonably practicable.