Published template — completion and adoption required. Publication makes this form available for review; it does not sign it for any clinic, activate a feature, change an existing instruction or confirm that an operational commitment has been tested. Complete the clinic-specific particulars and conditions before execution or use.

Version: 2026-09-28_v8 Published: 28 September 2026

What this template changes. Aligns the intended feature and family-access scope with David's current instructions and corrects the list of unresolved particulars. It carries forward the commercial selections recorded in v7, including monthly billing from confirmed go-live, the 90-day parallel-run refund, the 36-month plan-price lock, the selected liability-cap figure and support hours. Those earlier records are not a customer's execution or Duncan's approval of this revision.

Still to complete before execution: Customer identity and authority; plan, users, usage and VAT treatment; approved features/providers; working-data window; liability aggregation and exclusions; clinical/operational retention justification; technical recovery/export/deletion evidence; and the applicable controller and supplier signatures/acceptance receipts. No blank or proposed option becomes agreed merely by appearing in this template.

1. Parties and service

2. Subscription and payment

An annual arrangement requires an express completed variation stating the annual charge, term, renewal and cancellation rules; a displayed monthly equivalent is not a monthly subscription. Full AI is not offered as a new self-service sale. No optional feature may bypass the release's clinical or privacy restrictions through a higher subscription tier.

3. Termination and continuity

Convenience termination: Customer gives 30 days' written notice effective at the end of the current monthly term, except during the parallel period, when clause 8.2 applies instead (immediate effect; refund as clause 8.2 sets out); Supplier gives 90 days' written notice. Termination for material breach: written notice and 30 days to cure, subject to any lawful need for earlier protective restriction. The DPA's supplier-objection termination remedy applies.

Commercial suspension does not create a new right to retain patient information or prevent fulfilment of data-protection obligations. Agree the authorised export/access route during any suspension or dispute before execution. The parties coordinate an orderly exit; patient care and statutory records requests are not resolved merely by disabling a subscription.

4. Return/deletion on exit

The Controller chooses return or deletion under the DPA. David selected the following periods for this template on 19 September 2026. They require clinic agreement and technical verification before becoming commitments:

The completed schedule must cover database backups and copied storage objects, approved supplier copies and any justified retention exception. Backup copies are restricted from ordinary use; restoration must preserve deletion/restriction decisions. Record the method, evidence and responsible owner. A rolling database backup alone does not establish expiry of object-backup copies. The supplier confirms completion or explains a lawful retention exception with category, basis and duration.

No production patient processing begins under this order until these periods/processes and the record-category schedule below are agreed in writing and can be met.

5. Support, availability and incidents

Ordinary support hours: Monday–Friday 09:00–17:00 Europe/Dublin, excluding Irish public holidays, through the in-product report control or support@askbrigid.com. First-response targets are urgent 15 working minutes, high one working hour, normal four working hours and low 24 working hours. These are contractual first-response targets, not resolution guarantees, adopted on David's confirmation. The clock starts when a request is received during support hours; a request received outside those hours starts at the next opening. Only time within support hours counts: the clock pauses at closing and resumes at the next opening. All times follow Europe/Dublin, including daylight-saving changes. For clarity, 24 working hours means three full eight-hour support days, not 24 elapsed hours. Security-incident handling below is separate and is not paused by this support schedule.

No numerical uptime commitment or service credit applies unless expressly completed in an attached schedule. State planned-maintenance arrangements and measured recovery targets separately.

Security incidents are separate from ordinary support. The DPA's without-undue-delay/24-hour controller-notification commitment applies when the Supplier becomes aware of a covered breach, including outside support hours. Incident lead: David Galvin. Proposed deputy: Mark, subject to confirmation of contact and availability. Attach the tested urgent contact route; do not promise “next business day” as the only incident response.

6. Liability and insurance

The selected inter-party liability cap is the greater of €50,000 and the fees paid in the twelve months before the first event giving rise to the claim, applied to the stated twelve-month aggregation period. David confirmed adoption of this cap on 19 September. The precise aggregation-period operation, exclusions, any separate data-protection limit and treatment of customer-data loss remain to be completed before execution; adoption of the figure does not resolve those unspecified particulars.

Nothing excludes liability that cannot lawfully be excluded or limits a data subject's mandatory rights under Article 82 GDPR. Statutory conditions govern liability between responsible controllers/processors and to data subjects; a contract between these parties does not determine a patient's rights. The DPA's Article 28 duties remain intact. Specify the interaction between those duties and any permitted inter-party monetary limit expressly.

Current insurance position: David reported on 19 September 2026 that the Supplier has no cyber insurance and no technology professional-indemnity insurance currently in place. No insurer, policy, insured limit or coverage certificate is represented. David selected proceeding with launch with this absence of cover disclosed for Mark's review. This records the Supplier's launch preference, not completed legal review of this revision or a Customer's acceptance. The Customer must receive this disclosure in the order before deciding whether to enter the agreement. If cover is subsequently obtained, record the actual insurer, policy reference, limits/excess, exclusions, territory, dates and written confirmation that the intended activity is covered. A quote, application or unsigned template is not evidence that cover is in force.

7. Contract documents and precedence

Enter exact versions of the platform terms, DPA and each schedule. For personal-data processing duties, the DPA prevails over conflicting commercial wording. This order supplies the clinic-specific particulars the DPA expressly leaves to it; it does not reduce mandatory obligations. For other commercial particulars, this order takes precedence over the platform terms to the extent expressly agreed. The parties must resolve remaining conflicts before execution, with legal review and privacy advice as appropriate.

8. The four guarantees

These are the four guarantees published on askbrigid.com on the date of this order, made binding here in the words of this clause 8; the website's wording summarises them and is not incorporated. The liability cap in clause 6 does not reduce a refund due under clause 8.2 or fees waived under clause 8.3. They are commercial terms: for personal-data duties the DPA still prevails (clause 7), and nothing here reduces a mandatory obligation. For commercial particulars they prevail over any conflicting wording in the platform terms.

8.1 Your data leaves free. At any time during the term, and during the export window in clause 4 after it ends, the Customer may ask for a full export of the data the Supplier processes on its behalf, in a structured, commonly used and machine-readable format (DPA clause 10), with stored documents and recordings in their original file formats. The Supplier delivers it within five Business Days of the request. No fee is charged for any export requested within that window, including on exit. This is in addition to the self-service export in the Service. "Business Day" means Monday to Friday, excluding Irish public holidays. Activation condition: a Supplier-run full export of a live clinic, delivered inside five Business Days, must be proven before an order is signed on this clause.

8.2 Run it alongside your current system for 90 days. For 90 days from the go-live date (the parallel period) the Supplier does not require the Customer to switch off, cancel or stop using any existing system, and nothing in the Service does so. The Customer may end this agreement at any time during the parallel period by written notice, with immediate effect — the 30-day notice in clause 3 does not apply. The Supplier then:

• refunds in full every subscription fee paid under this order, and the unused balance of any top-up tokens the Customer bought at the price it paid for them, within 30 days of the notice;
• provides the export in clause 8.1 free of charge; and
• applies clause 4 to return or deletion.

Fees already incurred on patient card payments taken through the Service during the parallel period are not refunded, because they relate to money the practice has already received.

8.3 We move your data, and you don't pay unless you go live. Where the Supplier performs a migration under this order (from HealthOne, Socrates, iMedDoc, a spreadsheet or paper records, under the migration instruction attached to this order, clause 1), the Supplier maps the records out, rehearses the move against representative records, and sets the Service up with the Customer's staff. The Customer checks the moved records before go-live. If anything is missing or wrong when the Customer checks it, the Supplier fixes it before go-live. If the Supplier cannot fix it to the Customer's reasonable satisfaction, the Customer may decline to go live by written notice: this agreement then ends, no fee is payable (billing starts only at go-live, clause 2), and imported copies are deleted under Schedule A.

8.4 The price on your first order is your price for three years. For 36 months from the go-live date, the Customer may subscribe to any plan that was offered for self-service on the date the Customer accepted this order, at the price recorded for it in clause 2 — including on a change of plan — and no price increase applies on any renewal in that period. After 36 months the then-published price applies from the first renewal that begins at least 30 days after the Supplier gives the Customer written notice of it. An annual arrangement is priced under its own variation (clause 2).

Schedule A — processing and retention

The DPA states the ordinary processing operations and data categories. Record the clinic's specific purposes/restrictions and category schedule here. A separate migration instruction is required only if a migration is commissioned; do not demand an extra migration document from a clinic starting with no import.

The Customer's acceptance of this order is the documented instruction. Article 28(3)(a) requires the processor to act only on the controller's documented instructions. The Customer does not need to supply a separate instruction document: accepting this order at signup adopts the periods in this Schedule A as the Customer's documented retention instruction to DJG Media, and the executed copy is the record of it. Where the Customer wants different periods, it states them in this Schedule before acceptance and those override the defaults. Leaving a row unchanged is an instruction to apply it.

Working-data window. Working data that is not filed to the clinical record is deleted from active systems 30 days after it is created (period proposed, not yet selected), and in any case under clause 4 when service ends; backups then expire within the clause 4 backup period.

Two classes, one rule each. Anything filed to the clinical record follows the clinical record's period. Everything else is working data and goes on the shorter working-data window. Filing is a workflow classification, not the legal test for retention. The Controller must assess the purpose, necessity and applicable duties for each category, including correspondence or audio that itself forms part of a care record. This split is DJG Media's proposed standard, selected by David on 19 September 2026. It is a draft until the Customer confirms it and the active-plus-backup deletion sequence is proven end to end; see the release condition at the end of clause 4 and the release review below.

Record legal holds/retention exceptions and the review/release process. Do not classify every professional recommendation as a statutory minimum. The clinic's privacy notice must identify its processing and Brigid's role.

Schedule B — supplier authorisation

Complete only for the routes actually used. The public register includes historical and excluded providers and is not itself this clinic's authorised set. Assess controller versus processor roles per service. In particular, payment processing for the Supplier's own billing and clinic invoice processing need not have identical roles.

The DPA's advance supplier-change notice and objection process applies. Adding a row here does not fill a missing contract or transfer safeguard.

Execution

Before execution: complete the customer particulars, record the authorised signatory, settle every proposed option, attach the applicable schedules and verify the stated operational commitments. Supplier publication approval is not a clinic signature or evidence of solicitor review. The company has authorised publication; external solicitor review of this revision remains pending. Earlier review snapshots retain their own versions and fingerprints.

Additional review notes

The lifetime-plus-eight-years clinical-record proposal is not asserted to be one statutory rule for every specialty. Each clinic must confirm a justified category schedule. Review the very short support targets against actual staffing and the availability of an urgent incident contact. Verify the full export and go-live billing guarantees before execution; a template promise is not operational proof.

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Source: docs/legal/ORDER_FORM_2026-09-28_v8.md