Terms of Service

These Terms of Service ("Terms") govern your access to and use of Optical Diary's web dashboard and mobile app (together, the "Service"), operated by Optical Diary ("we", "us", "our"). By creating an account or using the Service, you agree to these Terms on behalf of yourself and, if applicable, the optical business you represent ("Shop").

1. Who can use the Service

The Service is intended for optical businesses and their authorized staff to manage patient prescription records. You must be at least 18 years old and have authority to act on behalf of your Shop to create an account.

2. Accounts & roles

Shop admins may invite staff members and assign roles that control what each user can view or edit. You are responsible for maintaining the confidentiality of your login credentials and for all activity under your account.

3. Patient data responsibility

Your Shop is solely responsible for the accuracy of patient records entered into the Service, for obtaining any consent required from patients to store their information, and for complying with applicable healthcare, consumer-data, and privacy laws in your jurisdiction. We process this data on your behalf as described in our Privacy Policy.

4. Subscriptions, plans & scan credits

• Access to certain features (patient limits, staff seats, prescription scans) depends on your subscription plan.
• Scan credits are consumed each time the AI-assisted prescription scan feature is used and reset or top up according to your plan.
• Fees are billed in advance and are non-refundable except as required by law.
• We may change plan pricing or features with reasonable notice.

5. Acceptable use

You agree not to:

• Use the Service for any Shop or purpose other than legitimate optical practice management
• Access or attempt to access another Shop's data
• Upload content you do not have the right to store (e.g. another business's confidential records)
• Reverse-engineer, scrape, or interfere with the Service's normal operation
• Use the Service to violate any applicable law, including healthcare data protection laws

6. AI-assisted prescription scanning

The Scan Prescription feature uses third-party AI (Google Gemini) to read prescription values from a photographed card. The extracted values are provided as a convenience and may contain errors. Staff must review and confirm scanned values before relying on them for patient care or dispensing decisions. We are not liable for inaccuracies in AI-extracted data.

7. Suspension & termination

We may suspend or terminate accounts that violate these Terms, abuse the Service, or have significant overdue payment. You may cancel your subscription at any time; upon cancellation, we retain your data for a reasonable period to allow export, after which it may be deleted.

8. Service availability

We aim to keep the Service available and reliable but do not guarantee uninterrupted access. The Service is provided "as is" without warranties of any kind, to the extent permitted by law.

9. Limitation of liability

To the maximum extent permitted by law, Optical Diary shall not be liable for indirect, incidental, or consequential damages, or for any clinical decisions made based on data stored in or generated by the Service.

10. Changes to these Terms

We may update these Terms from time to time. Continued use of the Service after changes take effect constitutes acceptance of the updated Terms.

11. Contact us

Questions about these Terms can be sent to hello@opticaldiary.com.