AI Fair Use Policy
Practice Master Pro AI Licences include generous usage allowances designed to support everyday practice activities, including clinical documentation, consultation transcription and AI-powered assistance.
Our aim is to make AI features readily available without requiring most customers to monitor their usage or worry about additional charges.
What is fair use?
Fair use means using AI features in a reasonable manner consistent with normal practice operations.
We recognise that usage varies between practitioners and that some days will be busier than others. Occasional periods of higher usage are expected and are not, by themselves, a concern.
Our fair use policy is intended to address sustained, unusually high usage rather than normal variations in everyday activity.
How we assess usage
We monitor AI service usage to help maintain reliable and sustainable access for all customers.
We consider factors such as the amount and frequency of AI processing, sustained usage patterns and the resources required to provide the service.
For consultation transcription, we encourage users to record the parts of a consultation that are relevant to their clinical documentation and pause recording when transcription is not required.
What happens if my usage is unusually high?
If your usage consistently exceeds our fair use guidelines, we will contact you by email.
Our initial communication will explain the concern and provide practical suggestions to help reduce unnecessary usage.
We will allow a reasonable period, normally 14 days, for you to make adjustments and will review your subsequent usage.
If your usage returns to within our fair use guidelines, no further action is required.
What if my usage remains high?
If usage remains unusually high after the review period, we will contact you to discuss suitable options.
These may include further assistance with reducing unnecessary processing or arranging an alternative licence with a higher usage allowance, where available.
If a suitable arrangement cannot be reached, we may need to apply reasonable restrictions to excessive AI usage after providing advance notice.
We will not automatically upgrade your licence or apply additional charges without your agreement.
Will normal AI usage be affected?
Our AI Licences are designed to accommodate generous everyday use. Most customers should never need to take any action under this policy.
We want AI to be a practical, dependable part of your daily workflow, and our approach is to work with customers to resolve unusual usage rather than impose unexpected charges or interruptions.
Changes to this policy
We may update this policy as AI capabilities, service costs and usage patterns evolve. We will provide reasonable advance notice of material changes affecting existing customers, in accordance with our Software Subscription Agreement.