Terms of Service

Effective and last updated: 27 August 2026

1. About these terms

These Terms of Service (the Terms) form a legal agreement between you and Regspire Ltd concerning your use of the Regspire website, application, software and related services (together, Regspire or the service).

In these Terms, "Regspire", "we", "us" and "our" refer to Regspire Ltd. "You" and "your" refer to the person using Regspire. If you use Regspire on behalf of an organisation, you confirm that you have authority to act for that organisation. You must not use Regspire to process personal data on behalf of an organisation unless we have expressly agreed appropriate written arrangements with that organisation, including a Data Processing Agreement where required.

Our Cancellation and Refund Policy forms part of these Terms. Our Privacy Notice, including its section on cookies and similar technologies, is a separate notice that explains how we process personal information and use those technologies. It should be read alongside these Terms but does not form part of the contractual agreement. If a separate written agreement or Data Processing Agreement has been entered into with an organisation, that agreement will also apply and will take priority to the extent of any direct conflict.

These Terms of Service govern your access to and use of Regspire. By creating an account, purchasing a subscription or otherwise using Regspire, you agree to them. If you do not agree, you must not use the service.

2. Who we are and how to contact us

Regspire is operated by Regspire Ltd, a company registered in England and Wales under company number 17358603, with its registered office at 4 Foley Church Close, Sutton Coldfield, B74 3JX.

You can contact us at admin@regspire.co.uk. If we need to contact you, we will normally use the email address associated with your account, so you must keep your contact details up to date. We aim to acknowledge complaints within five working days and will provide a substantive response as soon as reasonably possible. If more time is required, we will explain why and provide an expected response date.

3. Eligibility and your account

You must be at least 18 years old to create an account or use Regspire. Regspire is intended principally for healthcare professionals, students and people undertaking research, clinical audit, quality improvement or related work in healthcare or academic settings.

When creating an account, you must provide information that is accurate and complete. Your account is personal to you. You must not share your login details, allow another person to use your account or transfer your account without our written permission.

You must take reasonable steps to protect your account, including using a strong password and enabling two-factor authentication where available. You must notify us promptly at admin@regspire.co.uk if you believe your account has been accessed without permission or your login details have been compromised.

You are responsible for activity carried out through your account unless that activity resulted from a failure by us to meet an obligation that applies to us.

4. What Regspire is and your responsibilities

Regspire is software designed to assist users with clinical audits, quality improvement projects and systematic reviews. Depending on the features available to your account, it guides each project through defined stages, organises the information you enter, performs statistical analysis and produces reports, presentations and other outputs.

Regspire is not a medical service. Regspire does not provide medical advice, clinical decision support, diagnosis, treatment or patient care. It is not intended to be used as a medical device or to make decisions about an individual patient's diagnosis, treatment, management or care.

Regspire is a supporting tool. It does not replace your professional or academic judgement, appropriate supervision or institutional governance. You remain responsible for deciding whether Regspire is suitable for your project and for complying with the legal, professional, academic and organisational requirements that apply to your work.

You must independently review and verify outputs before relying on, submitting, publishing, presenting or acting on them. Where appropriate, review must include checking calculations, source material, citations, methodology, interpretation and compliance with applicable guidance.

We do not guarantee that a project or output created using Regspire will be accepted by an employer, university, NHS body, journal, regulator, training programme or professional body. We do not guarantee any particular academic, publication, portfolio, training, employment or career outcome.

Depending on your project, applicable requirements may include:

• clinical governance, audit registration and quality improvement approval requirements;
• research ethics, sponsorship and research governance requirements;
• information governance, confidentiality, data protection and records management requirements;
• university, assessment, authorship and academic integrity rules;
• journal, employer, regulator and professional body requirements; and
• any requirement to obtain consent, permission, supervision or institutional approval.

Regspire does not determine whether a project is an audit, service evaluation, quality improvement project or research study. You must obtain appropriate advice from your organisation or institution where classification or approval is uncertain.

5. Your content and patient information

5.1 Your responsibility for content

You are responsible for all information, data, text, documents and other material that you enter, upload, create, import or share through Regspire (your content). You must have the necessary rights, permissions, approvals and lawful authority to use your content and allow us to process it for the purposes described in these Terms and our Privacy Notice.

If your content comes from an NHS trust, healthcare provider, university, employer or similar body, you must ensure that using it in Regspire is permitted by that body and complies with its policies and information governance requirements.

5.2 Do not enter identifiable patient information

Identifiable patient information is prohibited. Regspire is not designed or intended for storing identifiable patient information. You must not enter identifiable patient information anywhere in Regspire, including project titles, tables, free text fields, uploaded documents, AI prompts or communications with us.

Before entering information, remove or appropriately anonymise or de-identify details that could identify an individual. Such details may include names, NHS numbers, hospital numbers, addresses, full dates of birth, contact details, images and combinations of rare or distinctive information.

Removing a name does not necessarily make information anonymous. Pseudonymised information may remain personal data, particularly where sample sizes are small, values are rare or other information could be used to identify a person.

If you are uncertain whether information may be entered into Regspire, seek advice from your organisation's information governance, data protection, clinical governance or research team before entering it.

If you accidentally enter identifiable patient information or other information you were not authorised to enter, stop using the affected project and contact admin@regspire.co.uk immediately. Do not reproduce the affected information in your email.

5.3 Storage and collaboration

Content that you save in Regspire is stored on infrastructure used to provide the service, allowing you to access your work across supported devices. This may include project settings, data collection tables, uploaded material and other information you choose to save.

Where collaboration or shared data collection is enabled, Regspire applies filtering designed to withhold free text and identifier fields before information is shared, and the collection system rejects values resembling NHS numbers, unusually long entries and structured data. These safeguards reduce risk but are not guaranteed to identify every form of personal information. You remain responsible for checking project settings, collaborator permissions and the information being shared before inviting another person or disclosing project content.

6. Artificial intelligence and external sources

6.1 AI-assisted features

Some Regspire features use artificial intelligence to assist with tasks such as suggesting wording, identifying potentially relevant published material, supporting record screening and drafting sections of project outputs.

Where you choose to use an AI-powered feature, the information required to provide that feature may be sent to our contracted AI service provider, currently Anthropic, for processing in the United States. Our current arrangement provides that information submitted through the relevant API service is not used to train Anthropic's general models. Further information, including the safeguards used for international transfers, is provided in our Privacy Notice.

The restriction on identifiable patient information in Section 5.2 applies to every AI-powered feature. You must also not submit confidential information or material that you are not authorised to disclose.

6.2 AI outputs and external sources

AI-generated material is provided as assistance and may be accepted, edited or rejected. AI outputs and third-party publications, guidance, websites or services may be incomplete, outdated, unavailable, misleading or incorrect. Third-party material remains the responsibility of its owner or publisher and may be subject to separate terms.

Before relying on or citing any AI-generated or third-party material, you must check the original source, publication date and version information and decide whether it is accurate and appropriate for your project. Do not assume that a citation exists or supports a statement merely because it was suggested by an AI feature.

6.3 Statistical calculations

Regspire does not use generative AI to produce statistical results. Statistical calculations, including confidence intervals, run chart calculations, signal rules and pooled estimates, are produced using defined mathematical or statistical methods. You remain responsible for checking that the selected method, inputs, assumptions and interpretation are appropriate for your project.

7. Acceptable use and academic integrity

You must use Regspire lawfully, responsibly and consistently with the professional, academic and organisational duties that apply to you.

You must not:

• use Regspire for an unlawful, fraudulent or harmful purpose;
• fabricate, falsify or deliberately misrepresent project, audit, research or patient data;
• commit plagiarism, conceal the use of AI where disclosure is required or misrepresent the authorship of work;
• use Regspire to breach examination, assessment, academic integrity, research integrity or authorship requirements;
• upload, copy or use material that infringes another person's intellectual property, privacy, confidentiality or other rights;
• attempt to gain unauthorised access to Regspire, its systems, another user's account or another user's content;
• interfere with the operation, availability or security of the service;
• introduce malware, malicious code or other harmful material;
• use automated systems to make excessive requests, scrape the service or place unreasonable demands on our infrastructure;
• reverse engineer, decompile or attempt to extract Regspire's source code, except to the limited extent the law expressly permits;
• copy, resell, sublicense, redistribute or commercially exploit Regspire or a substantial part of it without our written permission; or
• use Regspire in a way that could reasonably harm another person, the service or other users' access to it.

We may investigate suspected misuse, remove affected content or suspend or terminate access in accordance with Section 12.

8. Intellectual property and your work

8.1 Our intellectual property

Regspire, including its software, interface, design, branding, underlying technology and original content, belongs to Regspire Ltd or our licensors. Except for the limited right to use the service in accordance with these Terms, no rights in Regspire are transferred to you.

8.2 Your ownership

Your work remains yours. You retain ownership of your content and the projects, reports and other outputs you create using Regspire, subject to any rights belonging to third parties in source materials or other content included in your work.

You grant Regspire a limited, non-exclusive licence to host, store, copy and process your content only to the extent reasonably necessary to provide, secure, maintain and support the service, comply with legal obligations and exercise our rights under these Terms. This licence ends when the content is deleted from our active systems, subject to reasonable backup retention periods and any legal obligations requiring retention.

You confirm that you own your content or have the necessary permission and authority to use it and grant this limited licence.

8.3 Training and service improvement

We do not use your project content to train general artificial intelligence models.

We may use aggregated and anonymised information about how Regspire is used to understand performance, improve the service, maintain security and develop features. We will not intentionally attempt to identify an individual from information that has been properly anonymised and aggregated for these purposes.

9. Subscriptions, payments and renewal

9.1 Subscription price

The Founding Clinician Programme costs GBP 5.00 per month. The checkout page will show the total price payable and whether any applicable VAT or other tax is included before you place your order.

The Founding Clinician Programme is limited to fifty founding members at any one time. If a founding member cancels, the place they held may be offered to someone else, so places may become available again after the programme has first filled.

If you join as a founding member, the founding price will continue for as long as your subscription continues without interruption, subject to any qualifications clearly disclosed when you joined. If you cancel and later rejoin, the founding price is not guaranteed and the price available at that time will apply.

9.2 Formation and renewal

Your paid subscription begins when we accept your payment and send you confirmation by email or through the service. Your subscription renews automatically each month unless you cancel it before the next renewal payment is taken.

Payments are processed by Stripe. We do not store your full payment card details. Stripe's own terms and privacy information may also apply to its processing of your payment information.

Where required by law, we will provide renewal reminders and other subscription information in a clear and timely manner.

9.3 Failed payments

If a payment fails, we may attempt to collect it again and may restrict or suspend access to paid features. We will not charge a separate failed payment fee unless it has been clearly disclosed and is permitted by law.

9.4 Price changes

We may change prices for new subscriptions at any time. If we propose to change the price of an existing subscription, we will provide reasonable advance notice, explain when the change takes effect and tell you how to cancel. Any specific founding member price commitment will be governed by the offer presented when you joined.

9.5 Starting the service

Regspire normally provides access to paid features immediately after a subscription is purchased.

If you are a consumer, we do not currently ask you at checkout to request that the service begins during the statutory cancellation period, and we do not ask you to acknowledge any effect on your cancellation rights. Your statutory cancellation right therefore applies in full, as explained in the Cancellation and Refund Policy. If we introduce such a request in future, it will be made during the checkout process and the position explained in that policy will apply.

After purchase, we will provide confirmation of the contract in a form that you can retain, such as by email.

10. Cancelling your subscription

You may cancel your subscription through your account or by emailing admin@regspire.co.uk. You must cancel before the next renewal payment is taken to avoid being charged for the next subscription period.

Cancellation stops future renewals but does not automatically delete your account or project content. Access to paid features will normally continue until the end of the subscription period for which you have already paid.

Your statutory cancellation rights and our approach to refunds are explained in the Cancellation and Refund Policy at the end of this document. That policy forms part of these Terms.

11. Availability and changes to Regspire

We work to keep Regspire available, secure and reliable, but we do not guarantee that it will always be available, uninterrupted or completely free from errors. We may suspend access temporarily for maintenance, security updates, technical problems or other operational reasons.

Some parts of Regspire depend on third party services outside our control. We do not guarantee that every feature will be compatible with every device, browser, operating system or third party service.

Regspire is actively developed. We may improve, replace, add to or withdraw features. If a change materially reduces the core functionality of a paid subscription, we will provide reasonable advance notice where practicable. If such a change takes effect during a period for which you have already paid, we will consider whether a refund, price reduction or alternative arrangement is required by law or appropriate in the circumstances.

Keep your own copies. You should export important projects, underlying data and reports regularly. Do not rely on your Regspire account as the only place where important work is stored.

We are not responsible for a failure or delay caused by an event outside our reasonable control. We will take reasonable steps to reduce the effect of the event and restore the service.

12. Suspension and termination

We may suspend access, remove affected content or terminate an account where reasonably necessary because of:

• a serious or repeated breach of these Terms;
• unlawful, fraudulent or harmful activity;
• non-payment;
• a security, confidentiality or data protection risk;
• a legal or regulatory requirement; or
• conduct that could materially harm Regspire, another user or a third party.

Where reasonably possible, we will explain the reason and provide an opportunity to correct the issue. We may act immediately where the matter is serious, urgent, unlawful or creates a material risk.

We may terminate a paid subscription for operational reasons by giving at least 30 days' notice. If the subscription ends before the end of a period for which you have paid, we will refund the unused portion unless termination resulted from your material breach of these Terms.

When an account ends, your right to use Regspire ends. Provisions concerning intellectual property, liability, governing law and outstanding obligations will continue where their nature requires them to do so.

13. Our responsibility to you

13.1 Rights that are not affected

Nothing in these Terms excludes or limits liability where doing so would be unlawful. This includes liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, and any other liability that cannot legally be excluded or restricted.

Nothing in these Terms affects the statutory rights available to you as a consumer, including any rights that apply where digital content or services are not of satisfactory quality, fit for purpose or provided with reasonable care and skill.

13.2 Professional and academic consequences

As explained in Section 4, you remain responsible for reviewing your work and complying with the requirements that apply to it.

To the extent permitted by law, we are not responsible for professional, academic, disciplinary, publication or career consequences resulting from your failure to review an output, follow applicable requirements or use Regspire in accordance with these Terms. This includes a project being rejected, a portfolio receiving a particular score or an application, publication or training opportunity being unsuccessful.

13.3 Prohibited information

We are not responsible for consequences caused by your decision to enter information that these Terms clearly prohibit or that you were not authorised to use. This does not exclude responsibility for any failure by Regspire to meet legal obligations that apply directly to us, including applicable data protection and security obligations.

13.4 Financial limit on liability

Subject to Section 13.1 and to the extent permitted by law, our total liability to you arising out of or in connection with Regspire will not exceed the greater of:

• the total amount you paid to us during the 12 months immediately preceding the event giving rise to the claim; or
• GBP 100.

This financial limit does not apply to liability that cannot lawfully be limited. Any exclusion or limitation in these Terms applies only to the extent that it is fair and enforceable under the applicable law and in the circumstances of the claim.

If you use Regspire wholly or mainly for business purposes, then, to the extent permitted by law, we will not be responsible for loss of profit, revenue, business, anticipated savings, goodwill or business opportunity, or for indirect or consequential loss that was not reasonably foreseeable when the contract was made.

14. Privacy and cookies

Our Privacy Notice explains how we collect and use personal data relating to account holders, website visitors and other individuals. Its cookies and similar technologies section explains the essential cookies, security tokens and browser storage used by Regspire.

The Privacy Notice is separate from, but should be read alongside, these Terms. Where Regspire processes personal data on behalf of an organisation under a separate Data Processing Agreement, the terms of that agreement will also apply.

15. Changes to these Terms

We may update these Terms to reflect changes to the service, the law, regulatory requirements, security practices or our business operations.

If a change materially affects your rights or obligations, we will normally give at least 30 days' notice by email or through the service. A shorter period may be used where an earlier change is reasonably necessary for legal, regulatory, security or urgent technical reasons.

We will tell you when updated Terms take effect. Your continued use after that date constitutes acceptance only where legally permitted. Where the law requires express agreement, we will ask you to provide it. Changes will not apply retrospectively to disputes or events that occurred before the updated Terms took effect.

16. Governing law and courts

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

If you are a consumer living in Scotland or Northern Ireland, you may also rely on any mandatory rights that apply where you live and may bring proceedings in your local courts where the law permits. If you are a consumer living elsewhere, nothing in these Terms prevents you from relying on mandatory consumer protection or jurisdictional rights that apply to you.

17. General legal terms

17.1 Entire agreement

These Terms, together with the policies and documents expressly incorporated into them, form the agreement between you and Regspire concerning your use of the service. Nothing in this provision excludes liability for fraud or fraudulent misrepresentation.

17.2 Severability

If any provision of these Terms is found to be unlawful or unenforceable, that provision will be treated as modified to the minimum extent necessary or removed, and the remaining provisions will continue to apply.

17.3 No waiver

If we delay or fail to enforce a provision, this does not mean that we have waived the right to enforce it later.

17.4 Transfer

We may transfer our rights and obligations under these Terms as part of a sale, merger, reorganisation or transfer of the Regspire business. We will notify you if the transfer materially affects your rights. You may not transfer your account or your rights under these Terms without our written permission.

17.5 Third party rights

These Terms are between you and Regspire Ltd. No other person has a right to enforce them, except where the law expressly provides otherwise.

17.6 Notices

Notices from us may be provided by email, through your account or by a prominent notice within the service. Notices from you concerning these Terms should be sent to admin@regspire.co.uk unless we specify another method.

Cancellation and Refund Policy

Effective and last updated: 27 August 2026

About this policy

This policy explains how to cancel a Regspire subscription and when a refund or other remedy may be available. It forms part of the Regspire Terms of Service.

1. Your statutory 14-day cancellation right

If you are a consumer, you will normally have the right to cancel your subscription within 14 days after the contract is entered into without giving a reason.

To cancel, use the cancellation option in your account or email admin@regspire.co.uk. You may use the model cancellation wording in Section 6, but you do not have to use it.

Regspire normally provides access to paid features immediately after purchase. We do not currently ask you at checkout to request that the service begins during the 14 day cancellation period, and we do not ask you to acknowledge any effect on your cancellation rights.

Your statutory cancellation right therefore applies in full during that period. We will not deduct or charge an amount for the service provided before you told us you wished to cancel.

If we introduce such a request in future, it will be made during the checkout process and this policy will be updated to explain what it means for your cancellation rights.

Where you are entitled to a refund, we will provide it without undue delay and normally within 14 days after receiving your cancellation. Unless agreed otherwise, the refund will be made using the payment method used for the original transaction.

2. Cancelling after the 14-day period

You may cancel your subscription at any time through your account or by emailing admin@regspire.co.uk.

You must cancel before your next renewal payment is taken to avoid being charged for the next subscription period. Access to paid features will normally continue until the end of the period for which you have already paid.

Cancelling after the statutory cancellation period does not automatically provide a refund for a subscription period that has already begun, except where required by law or where we agree to a discretionary refund under Section 3.

3. Faults, service problems and refunds

Your statutory rights are not affected by this policy.

If Regspire experiences a significant technical fault or materially fails to provide the functionality described when you purchased your subscription, contact us. We will investigate and, where appropriate, offer assistance, repeat performance, a price reduction, a refund or another remedy.

A change of mind after the statutory cancellation period does not automatically entitle you to a refund. However, we may provide a discretionary refund where we consider it fair and reasonable.

We may refuse a discretionary refund where an account has been used in serious breach of the Terms of Service. This does not affect any remedy that you are legally entitled to receive.

If we discontinue Regspire or end your paid subscription for reasons other than your material breach, we will refund the unused portion of any subscription period for which you have already paid, as described in Section 12 of the Terms, unless a different remedy is required by law or agreed with you.

4. Your account and projects after cancellation

Cancelling a paid subscription does not automatically delete your account. Your account and the projects in it remain in place after the subscription ends, so that you can sign in, access your work and export it. During this period, editing, collaboration and other paid features may be restricted.

We recommend exporting anything you want to keep before your subscription ends, rather than relying on continued access as your only method of retaining important work.

We do not delete accounts or projects automatically after a fixed period. They are deleted when you ask us to delete them, as described in Section 10 of our Privacy Notice, which also explains how to make that request and what happens to work you have shared with colleagues.

You may request earlier deletion of your account and personal data, although we may retain limited information where required by law or reasonably necessary for the establishment, exercise or defence of legal claims.

Regspire may provide export options for Word, PowerPoint and PDF reports and table based data exports. Available export formats may vary by feature and subscription.

5. Problems and complaints

If you experience a problem, believe a payment was taken incorrectly or wish to complain, contact admin@regspire.co.uk. Complaints are handled in accordance with the process described in Section 2 of the Terms.

If you remain dissatisfied, you may have rights under consumer protection legislation, including the Consumer Rights Act 2015, and may seek independent advice from Citizens Advice or another appropriate adviser.

6. Model cancellation wording

You may copy and send the model form below by email. You do not have to use this form, but your cancellation request must clearly identify you and state that you wish to cancel the subscription.

Cancellation notice

Email: admin@regspire.co.uk

I formally give notice that I wish to cancel my contract for the supply of a Regspire subscription.

Subscription purchased on: [date]

Name of consumer: [name]

Account email address: [email]

Date: [date]