Terms and Conditions of Service

Last Updated: October 1, 2026

Provider: Zenobits Ltd (incorporated in England & Wales) (“Zenobits”, “we”, “us”).

1. Preamble and Acceptance

By creating an account, accessing, or using the Zenobits Roleplay Platform, including the MI Practice Lab and the roleplay authoring platform (together the “Service”), you (“Customer” or “you”) agree to be bound by these Terms. If you are entering into this agreement on behalf of a company or other legal entity, you represent that you have the authority to bind such entity.

2. Definitions

• “Author”: The account holder who creates, configures, and publishes Roleplay Scenarios.
• “End User”: The individual (e.g., student, employee) interacting with the published simulation via the Service or an Embedded Interface.
• “Learner”: An individual practising in the MI Practice Lab, whether they signed up directly, bought practice minutes themselves, or joined through a Trainer’s cohort link.
• “Trainer”: An account holder who enrols Learners through cohort links and funds their practice minutes from a Trainer minute pool.
• “Roleplay Scenario”: The text, prompt logic, character definitions, and assessment criteria created by the Author.
• “Embedded Interface”: The distribution of the Service via iFrame or API into a third-party Learning Management System (LMS) or website as permitted by your Subscription Plan.
• “Transcripts”: The text logs and interaction data generated during a Roleplay session.
• “Audio Recordings”: The audio recording of a Roleplay session (the user’s voice and the AI character’s voice) captured for replay and review.
• “Uploaded Recording”: An audio or video recording of a real conversation that a Learner or Trainer uploads to the MI Practice Lab’s “Analyse a recording” feature, together with the transcript, scored audio and feedback report produced from it.
• “Recorded Person”: Anyone, other than the person uploading, whose voice can be heard in an Uploaded Recording (for example a client or patient).
• “AI Output”: Content generated by the artificial intelligence engines used by the Service (Microsoft Azure OpenAI models and Anthropic Claude models hosted on Microsoft Azure AI Foundry, and, where an Author selects it, synthesised speech from ElevenLabs) in response to user inputs.

3. Access and License Grant

3.1 License to Use

Subject to payment of applicable Fees, Zenobits grants you a limited, non-exclusive, non-transferable right to access the Service for the purpose of creating and deploying educational roleplay simulations.

3.2 Embedded Distribution Rights (The “Reseller” Clause)

If your Subscription Plan includes “Embedded” or “White Label” features, you are granted a limited right to make the Service available to your End Users via an Embedded Interface. Regarding this use:

• Flow-Down Terms: You are responsible for ensuring your End Users agree to terms of use no less protective of Zenobits than those contained herein (specifically regarding Acceptable Use and AI Limitations).
• Liability for End Users: You accept full liability for any breach of this Agreement caused by the acts or omissions of your End Users.
• No Passing Off: You may not market the underlying Service as your own proprietary technology, though you may white-label the interface as permitted by the Service functionality.

4. Intellectual Property Rights

4.1 Your Content (Customer IP)

As stated in our Privacy Policy, we do not claim ownership of the Roleplay Scenarios you publish or the Transcripts generated by your students. You retain all intellectual property rights in your input data, including Uploaded Recordings.

4.2 Zenobits IP

Zenobits retains ownership of the Platform, the underlying code, the interface design, and any aggregated, anonymized analytics data (e.g., “Average completion time across all users”) used to improve service performance.

4.3 AI Training

We warrant that we do not use your Roleplay Scenarios, Transcripts, Audio Recordings or Uploaded Recordings to train Artificial Intelligence models, that Microsoft does not use them to train the models we run on Microsoft Azure (Azure OpenAI and Azure AI Speech), and that Anthropic does not use them to train the Claude models we access through Azure AI Foundry. Where an Author explicitly selects an ElevenLabs voice for a Roleplay Scenario, the AI character’s reply text is sent to ElevenLabs on ElevenLabs’ standard terms, which are outside this warranty; the Author accepts that by selecting the voice. No Audio Recording or user-side Transcript is ever sent to ElevenLabs.

5. Artificial Intelligence Disclaimers

5.1 No Reliance on Accuracy (Hallucinations)

The Service utilizes Generative AI. You acknowledge that AI Output may be factually incorrect, offensive, or unrelated to the scenario (“Hallucinations”). You are solely responsible for verifying the accuracy of all AI Output before relying on it for educational or assessment purposes.

5.2 Educational Purpose Only

The Service is a simulation tool designed for educational and training purposes only. Zenobits makes no representations or warranties regarding the effectiveness of the training or the competence of any End User or Learner following completion of a scenario. The Service must not be used for medical diagnosis or professional certification without independent human verification.

5.3 Analysis of Uploaded Recordings

The analysis of an Uploaded Recording is AI-generated feedback on the practitioner’s communication skills, intended to support reflection and supervision. It is not a clinical record, an assessment of the client, or an accredited or certified fidelity rating, and it must not be relied on for decisions about a client’s care or about a practitioner’s employment or professional standing without independent human review. Transcription may mis-hear words or attribute them to the wrong speaker; you should check the transcript and the speaker roles before you analyse it.

5.4 CPD Records

The MI Practice Lab lets a Learner issue a CPD record summarising their practice time over a period. A CPD record is evidence of self-directed practice generated from the Learner’s own session history and the details the Learner enters. It is not an accredited or endorsed CPD activity, does not certify competence, and is not “participatory” learning in the sense used by the Nursing and Midwifery Council. Any written reflection on a CPD record is the Learner’s own work: Zenobits does not write, pre-fill or suggest reflection text. Learners are responsible for confirming that a record meets the requirements of their own regulator or employer.

6. Acceptable Use Policy (AUP)

You agree not to use the Service to generate content that is illegal, harmful, or promotes terrorism or self-harm.

6.1 Simulation Exception

Notwithstanding the above, you may generate content depicting “difficult” or “abusive” interpersonal interactions only where such content is a strictly defined parameter of a training scenario designed to educate users on the management of such behavior (e.g., “Handling Abusive Customers”), provided such content is clearly labeled as a simulation and does not violate applicable laws.

6.2 Uploaded Recordings

If you upload a recording, you confirm on each upload, and warrant to us, that:

• Explicit consent: every Recorded Person has given their explicit consent to the recording being uploaded to Zenobits and processed (transcribed and analysed by AI) as described in these Terms and our Privacy Policy. Where a Recorded Person is under 18 or cannot give consent themselves, consent has been given by someone with the legal authority to give it, in line with your organisation’s policies.
• You are entitled to share it: you made the recording lawfully and openly, and sharing it with us does not breach any duty of confidentiality, professional or regulatory obligation, or policy of your employer or the organisation responsible for the client’s care.
• Records of consent: you, or your organisation, will keep a record of each Recorded Person’s consent and give it to us on request.
• Minimum necessary: when you confirm the speakers, you will exclude anyone whose speech is not needed for the analysis.

You must not upload a recording made covertly or one you are not entitled to share, and you must not upload a recording that is not of a conversation between a practitioner and a client. You are responsible for any claim by a Recorded Person arising from your breach of this clause, and we may suspend the feature, or delete an Uploaded Recording, if we reasonably believe this clause has been breached.

6.3 Fair Usage

To prevent abuse of our cloud resources, your use of the Service is subject to our Fair Usage Policy regarding storage limits and API calls. We reserve the right to throttle or charge overage fees for usage significantly exceeding the parameters of your Subscription Plan.

7. Subscription, Renewal, and Cancellation (DMCC Compliance)

7.1 Auto-Renewal

Your subscription will automatically renew at the end of each billing period (Monthly or Annual) unless cancelled. This applies to authoring platform subscriptions, Trainer subscriptions and Learner practice subscriptions alike.

7.1a Practice Minutes and Minute Packs

Practice in the MI Practice Lab is metered in minutes. Minutes granted by a Trainer, a promotional or demo allocation, a one-time minute pack or a practice subscription have an expiry date that is shown to you at the point of allocation or purchase (for example, 90 days for a one-time pack and the length of the billing period for a subscription). Unused minutes expire at that date and are not carried over or refunded. A subscription grants a fresh allocation each billing period. Minutes are deducted for the duration of each session in which a conversation took place; a session in which no audio was exchanged in either direction is not charged. The analysis of an Uploaded Recording is charged as a fixed number of minutes per analysis, whatever the recording’s length, which is shown before you upload. It is charged only once the report has been produced; an analysis that fails is not charged. A Trainer’s own uploads are charged to their Trainer minute pool.

7.2 Renewal Notices (Annual Plans)

For annual subscriptions, Zenobits will send you a reminder notice 14 days prior to the renewal date, stating the renewal price and providing a direct link to cancel.

7.3 Waiver of Cooling-Off Period (Digital Content)

Important Notice for Consumers: By signing up and immediately accessing the Service (e.g., creating or launching a roleplay), you expressly request immediate access to the digital content and acknowledge that you thereby lose your statutory 14-day right to cancel for a full refund under the Consumer Contracts Regulations and DMCC Act 2024.

8. Data Protection

8.1 Roles

The parties acknowledge that for the data contained in Scenarios and Transcripts, You are the Data Controller and Zenobits is the Data Processor.

For the personal data of Recorded Persons in an Uploaded Recording, you, or the organisation on whose behalf you made the recording, are the Data Controller and Zenobits is the Data Processor. Zenobits is the Data Controller for your account data and for the consent confirmation recorded with each upload.

8.2 Processing Terms

We process personal data in accordance with our Privacy Policy and, where applicable, the UK Data Protection Act 2018. Your data is stored in Sweden (EU) and the Service runs on servers in Germany (EU). Our AI services are Microsoft Azure resources in Sweden, with an overflow resource in France (EU) that is used when Swedish capacity is full; because these are Microsoft “Global Standard” deployments, live AI inference may be processed in Microsoft data centres outside the EU under Microsoft’s data protection terms, as described in our Privacy Policy. By using the Service, you consent to this processing and warrant that you have obtained all necessary consents from your End Users and Learners (including explicit consent for any biometric voice processing, if applicable).

8.3 Session Recording and Retention

Every Roleplay session is recorded: an Audio Recording is captured and a Transcript is produced. Users are informed of this, and must acknowledge it, before a session starts. You must not introduce a third party’s personal data, or any real patient or client information, into a practice session. Real conversations may only be analysed through the Uploaded Recording feature, subject to clauses 6.2 and 8.5.

• Audio Recordings are automatically deleted 90 days after the session ends. After that date the recording cannot be replayed or recovered by anyone, including Zenobits.
• Transcripts, feedback and scores are retained for as long as the account exists so that practice history and progress remain available, and are deleted in accordance with our Privacy Policy and clause 10.2.

8.4 Trainer Access to Learner Sessions

A Trainer can see that a Learner in their cohort has practised, when, and for how long. A Trainer cannot open a Learner’s Transcript, Audio Recording, score or feedback for a session unless the Learner has released that session to the Trainer. A Learner may release or withdraw a session at any time. Trainers must not require Learners to release sessions as a condition of access to training minutes.

8.5 Uploaded Recordings

Where Zenobits acts as your Data Processor for an Uploaded Recording, we will:

• process it only to provide the analysis you request, and on your documented instructions given through the Service;
• ensure that our staff who can access it are bound by confidentiality, and restrict that access to support, safety and security purposes;
• use only the subprocessors listed in our Privacy Policy (which you authorise; we will update that list before adding or replacing one) and bind them to equivalent data protection terms;
• keep it secure as described in our Privacy Policy, and notify you without undue delay after becoming aware of a personal data breach affecting it;
• help you respond to requests from Recorded Persons exercising their rights, and with any data protection impact assessment you need to carry out; and
• delete it in accordance with the retention periods below, and make available the information you reasonably need to show compliance with this clause.

How it is processed and retained:

• The original file is deleted as soon as its audio has been extracted. Video is never kept.
• Speech from anyone you exclude is transcribed with the rest of the recording but never analysed, and is deleted when the analysis completes. If you exclude anyone, no audio is kept with the report.
• The full transcript and extracted audio are deleted when the analysis completes, or 14 days after upload if it is never completed.
• The audio of the scored part is deleted 90 days after the analysis. The scored transcript and report are kept until you delete the analysis, which you can do at any time, or until your account is deleted.
• The consent confirmation (the wording accepted, when, and from which IP address and browser) and basic upload details are kept for up to six years after the analysis is deleted, as evidence that consent was confirmed. They do not include the recording, transcript or report.

An Uploaded Recording is visible only to the person who uploaded it (and to Zenobits administrators for support, safety and security), and to their Trainer only if they release it under clause 8.4. It cannot be shared by link, is not counted as practice time, and is excluded from CPD records.

9. Limitation of Liability

9.1 Standard of Care

We provide the Service with reasonable skill and care. However, we do not warrant that the Service will be error-free or uninterrupted.

9.2 Liability Cap

To the maximum extent permitted by law, Zenobits’ total aggregate liability arising out of or related to this Agreement shall not exceed the total amount paid by you hereunder in the twelve (12) months preceding the incident.

9.3 Exclusions

We shall not be liable for any indirect, special, or consequential damages, or for any “Failure to Learn” claims where an End User fails to achieve a desired learning outcome.

10. Term and Termination

10.1 Termination for Cause

We may terminate this Agreement immediately if you breach the AUP or fail to pay Fees when due.

10.2 Effect of Termination

Upon termination, your right to access the Service ceases. We will retain your data for a grace period of 30 days to allow for retrieval, after which Scenarios, Transcripts, Uploaded Recordings and any remaining Audio Recordings will be permanently deleted in accordance with our data retention policy, except for the consent confirmations described in clause 8.5. Audio Recordings are in any case deleted 90 days after their session, whether or not the account remains open.

11. General

11.1 Governing Law

This Agreement is governed by the laws of England and Wales. The courts of England shall have exclusive jurisdiction.

11.2 Trade Compliance

You represent that you are not located in a country subject to UK or US government sanctions (e.g., Russia, Belarus) and will not use the Service for the benefit of any sanctioned parties.