Terms of Service

1. Service Description

DOBS is a digital body mapping and clinical observation recording system designed for UK care homes. The service enables staff to:

• Record and track injuries, wounds, and skin conditions on a digital body map
• Log clinical observations including vital signs (NEWS2), neurological assessments (GCS), and food and fluid intake
• Monitor psychiatric observation levels and generate compliance checks
• Generate safeguarding alerts based on configurable rules
• Export records in PDF format for regulatory inspections and handovers
• Provide read-only family portal access for designated next of kin

DOBS is provided by Copeland Security Group (trading as DOBS).

2. User Responsibilities

• Users must record observations accurately, promptly, and honestly
• Staff must keep their PIN confidential and not share login credentials
• All clinical decisions must be made by qualified healthcare professionals -- DOBS is a documentation tool, not a clinical decision-making system
• Users must follow their care home's own policies and procedures alongside use of DOBS
• Admin users are responsible for managing staff access and ensuring appropriate permissions
• Users must report any suspected data breaches, errors, or security concerns immediately

3. Not a Medical Device

DOBS is a documentation and record-keeping tool. It is not a registered medical device, and it does not provide medical advice, diagnosis, or treatment recommendations.

NEWS2 scores, GCS calculations, and escalation alerts generated by DOBS are provided for reference purposes only and must be verified by qualified healthcare professionals before any clinical action is taken. See our Clinical Disclaimer for full details.

4. Data Ownership

• The care home (or its operating organisation) owns all data entered into DOBS relating to their residents and staff
• Copeland Security Group acts as a data processor on behalf of the care home (the data controller)
• Care homes may request a full export of their data at any time in a structured, machine-readable format
• Upon termination, care homes may request data export before deletion

5. Service Availability

• We will use reasonable efforts to maintain the availability of DOBS
• No guaranteed uptime SLA is provided on the free tier
• We may perform maintenance with reasonable notice where possible
• We are not liable for service interruptions caused by third-party infrastructure providers (Vercel, Neon), internet connectivity issues, or force majeure events
• Care homes should maintain appropriate offline contingency procedures for clinical documentation

6. Acceptable Use

You agree not to:

• Use DOBS for any unlawful purpose
• Attempt to gain unauthorised access to other care homes' data or other users' accounts
• Interfere with or disrupt the service or its infrastructure
• Upload malicious content, viruses, or harmful code
• Use DOBS to store data unrelated to care home operations
• Share, resell, or sublicense access to the service without written permission
• Scrape, data-mine, or reverse-engineer any part of the platform

7. Limitation of Liability

To the maximum extent permitted by law:

• DOBS is provided "as is" without warranties of any kind, express or implied
• Copeland Security Group shall not be liable for any indirect, incidental, special, consequential, or punitive damages arising from your use of the service
• Our total liability for any claim arising from these terms shall not exceed the amount you have paid us in the 12 months preceding the claim
• We are not liable for clinical outcomes, care decisions, or regulatory consequences resulting from the use of or reliance on data recorded in DOBS
• Nothing in these terms excludes or limits liability for death, personal injury caused by negligence, fraud, or any other liability that cannot be excluded by law

8. Termination

• Either party may terminate use of the service with 30 days' written notice
• We may suspend or terminate access immediately if these terms are materially breached
• Upon termination, we will provide a reasonable period for data export (minimum 30 days)
• After the export period, all care home data will be securely deleted unless retention is required by law

9. Governing Law

These terms are governed by the laws of England and Wales. Any disputes shall be subject to the exclusive jurisdiction of the English courts.

10. Changes to These Terms

We may update these terms from time to time. Material changes will be communicated through the application with reasonable notice. Continued use of the service after changes take effect constitutes acceptance of the revised terms.