Welcome to Weva! We’re excited to have you here but before you start using Weva, we need you to look through and accept these terms. We’ve done our best to explain it all without using too much jargon, so it’s clear what we expect from you and what you can expect from us.
To make things easier, we’ve included summary paragraphs at the top of each section to give you a heads up on what’s coming up.
These are your legal rights and obligations, so please read everything. If you can’t agree to our terms, then you can’t use our services.
If you still have questions or comments after you’ve read these terms, please go to Weva Hub to get in touch. We’d be glad to help.
In this section we explain how to subscribe to Weva and use our services. When you see a word in bold, it will have the same corresponding meaning every time it’s used within these terms.
When we say you or your, we mean both you and any entity or firm you’re authorised to represent. When we say Weva, we, our or us, we’re talking about the Weva entity you contract with and pay fees to based on the edition of the Weva product you’re using. At the bottom of this document there is a list of which Weva entity you contract with.
Our services consist of all the services we provide now or in the future, including our online and mobile Healthcare data and healthcare products.
If you are a Healthcare Facility and you subscribe to Weva to use our services and accept these terms you become a Weva Healthcare Facility. If you’re the Weva Healthcare Facility you’re the one responsible for paying for your subscription.
If you are a Healthcare Practitioner invited to use Weva by a Weva Healthcare Facility you are a Weva Healthcare Practitioner, you must also accept these terms to use our services.
If you are an organisation that is not a Healthcare Facility that subscribes to Weva to use our services and accept these terms, you become a Weva Corporate User. If you’re a Weva Corporate User you’re the one responsible for paying your subscription and you must also accept these terms to use our services.
If you are a user that is not a Weva Healthcare Facility, a Weva Healthcare Practitioner or a Weva Corporate User and you have created a Weva account or subscribed to use our services and accept these terms, then you are a Weva General User. If you’re a Weva General User you must also accept these terms to use our services.
If you are a Weva general user you will be encouraged to add other Weva Healthcare Practitioners, Weva Healthcare Facilities or Weva Corporate Users to your Weva Healthcare team. It is your responsibility to maintain your Weva Healthcare team and control what they can view by hiding and unhiding items in your Weva medical record. By agreeing to these terms and conditions as a Weva General user you consent to allowing other Weva Healthcare Practitioners, Weva Healthcare Facilities or Weva Corporate Users already on your team to add further team members to your team for the purpose of clinical care and/or research to which you have consented. Not withstanding, you as the Weva General User will always retain the ability to remove anyone from your team at your sole discretion. Check out information about maintaining your Weva team and granting access on Weva Hub.
If you are a Weva general user you will be encouraged to add Weva Healthcare Facilities to your Weva Healthcare team. It is your responsibility to maintain your Weva Healthcare team and control what they can view by hiding and unhiding items in your Weva medical record. By agreeing to these terms and conditions as a Weva General user you consent to allowing each Weva Healthcare Facility on your team to use 3rd party applications, to support your healthcare, from the Weva App Store that adhere to Weva's Developer Policies and that have agreed to fulfil local regulatory requirements regarding how your data is being stored and used. Not withstanding, Weva will retain a copy of your data generated by any Weva approved 3rd party application and store it for you in your Weva account.
When you or your team enter data into Weva, you and they agree to our data visibility terms below that allow you to control who can view it.
Any data you enter into your Weva medical record that has been verified or modified by a team member will remain visible to that team member. This ensures your team maintains access to the data for medico-legal purposes in accordance with the applicable laws and regulations in your jurisdiction.
If you have entered data that has not been verified or altered by any team member, you may choose to hide this data from your team using Weva's data hiding or archiving features. 'Hidden' data can be revealed at any time by you, the user, and will then become visible to your team. Additionally, you may delete any unverified or unaltered data you have entered at any time.
If you verify any data you have entered, you will need to 'deverify' that data in order to make it eligible for deletion.
As a Weva Healthcare Facility that has invited Weva Healthcare Practitioners, you should understand the permissions you’re granting to invited Weva Healthcare Practitioners. Check out information about user roles and levels of access on Weva Hub. In particular, if you’re a Weva Healthcare Practitioner and your Health care facility is the Weva Healthcare facility, you can read more about how that works on Weva Hub.
If you choose to participate in our Weva certification program, read our Weva certification program terms.
If you choose to connect your subscription to Tyro (so you can accept online payments from customers through your Weva invoices) you can find the tyro terms and conditions here.
Whether you’re a Weva Corporate User, Weva Healthcare Facility or a Weva Healthcare Practitioner invited by a Weva Healthcare Facility, we grant you the right to use our services (based on your subscription type, your user role and the level of access you’ve been granted) for as long as the Weva Healthcare Facility continues to pay for the subscription, or until the subscription is terminated, or until your access is revoked by the Weva Healthcare Facility that has invited you.
If you are a Weva general user we grant you the right to use our services, provided you have placed a Weva Healthcare Facility on your “Weva Team” within 6 months of signing up and for as long as you continue to have one financially current Weva Healthcare Facility on your “Weva team” or you become a Weva general user subscriber yourself. If you are a Weva general user and you no longer have a paid Weva Healthcare Facility on your team you can become a Weva general user subscriber to maintain your Weva account. Weva retains the right to restrict your access or delete your data at its sole discretion until you add a paid Weva Healthcare Facility to your team or subscribe as a Weva general user - you can read more about how that works on Weva Hub.
As a Weva Healthcare facility or Weva Corporate User, you take responsibility for fully controlling how your subscription is managed and who can access it. For example:
Whatever your role, when you use Weva you agree to follow the rules in the “More Rules” section of this document. Please read them and make sure you understand what you should and shouldn’t do.
You promise that you’ll keep your information (including a current email address and mobile phone number) up to date. You’re responsible for providing true, accurate and complete information and for verifying the accuracy of any information that you use from our services for your legal, medicolegal and compliance obligations. You’re also responsible for protecting your username and password from getting stolen or misused. You may be asked to re-verify your identity and login details from time to time at our sole discretion. Our service has minimum password standards, you will ensure that passwords are very strong and not easily guessable and never shared. The stronger the password the better. For more on security generally, check out the security section below. Our service has minimum passkey and authentication standards, you will ensure that these security features are also kept secure and never shared.
We are always thinking about how to make Weva the best it can be. We regularly expand our services. For new or updated services, there might be additional terms. We’ll let you know what those terms are before you start using those services.
We own everything we’ve put into our services unless otherwise stated and excluding content owned by others. This includes rights in the design, compilation, and look and feel of our services. It also includes rights in all copyrighted works, trademarks, designs, inventions, and other intellectual property. You agree not to copy, distribute, modify or make derivative works of any of our content or use any of our intellectual property rights in any way not expressly permitted by us.
If you are a Weva Healthcare Facility or Weva Corporate user, unless you’re in a free trial or other offer period, you’ll need to pay for a subscription based on the pricing of your selected plan. We keep it simple with one standard plan for Healthcare Facilities and Practitioners as defined by WEVA (at WEVA’s sole discretion). The standard plan is FREE for unlimited practitioners with fees outlined below:
We make it easy with a simple, transparent fee structure — just $5 per employee, per month. For organisations that do not meet the definition of a Healthcare Facility as defined by WEVA (at WEVA’s sole discretion).
Pricing is bespoke. Please contact us for a tailored solution.
WEVA offers every user a free profile, which will remain free of charge as long as your storage stays under 3GB. Need more space? It's just $0.10 per GB, per month after that. WEVA will also offer a premium subscription, launching in April 2025, which will unlock additional functionality and tools. For more information on the benefits of Weva Premium, please click here.
If you are a Healthcare facility or Corporate user, when you first sign up, you may be able to opt for a free trial, based on the terms specified at the time. If you choose to continue using our services after the trial, you’ll be billed. If you choose not to continue using our services following a trial, you may delete your organisation. This explained in more detail in the pricing plan and on Weva Hub.
If you are a Healthcare facility or Corporate user, your use of our services generally requires you to pay a monthly subscription fee based on your subscription type (the subscription fee). The pricing plan consists of the software as a service, subscription and subscription fees we offered you, including invoicing, payment, auto-renewal and cancellation terms. The pricing plan may vary according to your situation and includes information set out in the offer details and pricing page. We may update or amend the pricing plan from time to time. The terms of the pricing plan form part of these terms. As with any other changes to our terms, changes to the pricing plan won’t apply retrospectively and, if we make changes and you’re a subscriber, we’ll make every effort to let you know (take a look at Changes to these terms section of this document to see how and when we’ll notify you). Check out how to change pricing plans on Weva Hub. Depending on your region, subscription fees may be inclusive or exclusive of transactional taxes where relevant (like VAT and GST), as reflected in the pricing plan.
You’re responsible for paying all other external fees and taxes associated with your use of our services wherever levied. Your responsibility includes withholding tax if it applies, unless we already process that withholding tax. We may collect geographical location information to determine your location, which may be used for tax purposes. This means it is your responsibility that the location information you give us is accurate for your tax residency purposes.
Depending on where you’re based and how you use our services, you may be able to take advantage of additional services that Weva offers. These might incur an additional fee that we’ll let you know about when you sign up for those services.
In order to continue accessing our services, you need to make timely payments based on the pricing plan you selected. To avoid delayed or missed payments, please make sure we have accurate payment information. If we don’t receive timely payments, we may suspend access to your subscription until the payment is made.
Weva uses your data to provide our services to you. Our privacy policy is an important part of these terms and describes in more detail how we deal with personal data, like your name and email address.
When you enter or upload your data into Weva, we don’t own that data but you grant us a licence to use, copy, transmit, store, analyse, segment and back up all data you submit to us through our services, including personal data of yourself and others, to: enable you to use our services; allow us to improve, develop and protect our services; create new services; communicate with you about your subscription; send you information we think may be of interest to you based on your profile and marketing preferences; and disclose to third party service providers and partners to enable and support such purposes.
We respect your privacy and take data protection seriously. In addition to these terms, our privacy policy sets out in detail how we process your own personal data that you enter into Weva, like your name and email address.
Depending on where your contacts are based, our data processing terms may also apply to the personal data of others (such as your contacts, employees, family members and team members) that you enter into Weva.
When you use our services, we may create de-identified statistical data from your data and usage of our services, including through aggregation. Once de-identified, we may use it for our own purposes, such as to provide and improve our services, to develop new services or product offerings, to identify business and healthcare trends, and for other uses we communicate to you.
Where there has been unauthorised access to personal data that you’ve entered into Weva, we’ll let you know and, where possible, give you information about what has happened. Depending on the nature of the unauthorised access, and the location of your affected contacts, you may be required to assess whether the unauthorised access must be reported to the contact and/or a relevant authority. We think you’re best placed to make this decision, because you’ll have the most knowledge about the personal data you have entered in your Weva subscription. Weva will report any data breach if in our opinion there is concern for serious harm. We will also fulfil any notification requirements according to local laws.
We take reasonable precautions to protect your confidential information and expect that you’ll do the same for ours.
While using our services, you may share confidential information with us, and you may become aware of confidential information about us. You and we both agree to take reasonable steps to protect the other party’s confidential information from being accessed by unauthorised individuals. You or we may share each other’s confidential information with legal or regulatory authorities if required legally to do so.
We take security seriously and you should too! To help protect our services and your data, we offer added security features such as multi-factor authentication.
We’ve invested in technical, physical and administrative safeguards to do our part to help keep your data safe and secure. Read more about these measures here. While we’ve taken steps to help protect your data, no method of electronic storage is completely secure and we cannot guarantee absolute security. We may notify you if we have reason to believe that someone has accessed (or may be able to access) your account without authorisation and we may also restrict access to certain parts of our services until you verify that access was by an authorised user.
We may introduce security features to make your account more secure, such as multi-factor authentication. Depending on where you are in the world or what services you’re using, we may require you to adopt some of these features. Where we make the use of security features optional, you’re responsible (meaning we’re not liable) for any consequences of not using those features. We strongly encourage you to use all optional security features.
You have an important part to play by keeping your login details secure, not letting any other person use them, and by making sure you have strong security on your own systems. If you realise there’s been any unauthorised use of your password or any breach of security to your account or email address linked to your account, you need to let us know immediately. You also agree not to use free-form fields in any of Weva’s systems or services to store personal data (unless it’s a field explicitly asking for personal data - like a first name or a last name), credit card details. More information on how to keep your data secure is available on Weva Hub.
To help make your Weva experience even better, the Weva ecosystem includes apps and other products and services made available by trusted partners through the Weva App Store.
Your use of credit card payments is enabled from Tyro from within our services is subject to separate Tyro General Terms and Tyro Electronic Payments Facility Terms.
Along with the use of our services, you may use data, services and apps from other companies (third-party products), for example, those we make available in the Weva App Store. Any third party providing a third-party product is a provider and is independent of us, so be aware that a provider may also charge you fees in addition to what you pay us.
Depending on your region, you may be able to purchase our services or third-party products through the Weva App Store. When you connect your subscription to an app, you’re responsible for paying all fees and taxes associated with your use of that app. You authorise us to process these payments for you using the payment method you provide to us. Learn more about the Weva App Store, including how to manage your connected apps, on Weva Hub.
Third-party products are subject to terms and conditions and privacy notices set by their providers. These include important things like pricing, refund policies, and how the provider will use your data that you make available to them. Be sure to read and make sure you agree to their terms and conditions and understand their approach before you connect to them. The descriptions of third-party products that we publish, and any associated links, have been provided to us by the providers. While we make reasonable efforts to check the accuracy of the descriptions, the providers are solely responsible for any representations contained in those descriptions. We don’t endorse or assume any responsibility for third-party products.
If you or a member of your team choose to connect your subscription to third-party products, we will use your personal data for that connection. Where we receive data as a result of that connection, we will use that data in line with our privacy policy and these terms. If that third-party product is a Weva product, our use of any data received from Weva APIs will also comply with Weva’s Limited Use Requirements.
Just so you know, some third-party providers may pay Weva a fee that may be related to: referrals from Weva; revenue made by the provider; or data that the providers access about you through our services with your consent. One example would be you ordering medical testing using your Weva data.
We really try to minimise any downtime, but sometimes it’s necessary so we can keep our services updated and secure. You also may have occasional access issues and may experience data loss.
We strive to maintain the availability of our services, and provide online support. On occasion, we need to perform maintenance on our services, and this may require a period of downtime. We try to minimise any such downtime. Where planned maintenance is being undertaken, we’ll attempt to notify you in advance but can’t guarantee it.
You know how the internet works – occasionally you might not be able to access our services and your data. This might happen for any number of reasons, at any time.
Data loss is an unavoidable risk when using any technology. You’re responsible for maintaining copies of your data entered into our services. For information on how to do that, check out how to export data out of Weva on Weva Hub.
Except in the case of breach of contract or negligence by us, whatever the cause of any downtime, access issues or data loss, your only recourse is to discontinue using our services.
If you have a problem, we have excellent support articles available through Weva Hub that should help you with most situations. If you’ve tried Weva Hub and still need help, you can contact our support team by scrolling to the bottom of any support article on Weva Hub.
We frequently release new updates, modifications and enhancements to our services, and in some cases discontinue features. Where this occurs, we’ll endeavour to notify you where practical (for example, by email, on our blog, or within our services when you log in).
This section is super important because it outlines how you can (and can’t) use our services. Much of it will be common sense.
We love your feedback and may use it without restriction.
We provide a lot of guidance and support to help you use our services. You agree to use our services only for lawful business purposes and in line with the instructions and guidance we provide.
Some of our services may be subject to limitations and availability.
Occasionally we may offer a service at no charge – for example a beta service, or a time-limited trial account. Because of the nature of these services, you use them at your own risk.
While we can’t cover everything here, we do want to highlight a few more examples of things you mustn’t ever do:
You can easily terminate your subscription with one month’s written notice. We may terminate your subscription as well with the same notice. If you violate these terms, we may terminate your subscription immediately without notice.
Subscription period: Your subscription continues for the period covered by the subscription fee paid or SAAS fees payable. At the end of each billing period, these terms automatically continue for a further period of the same duration as the previous one, provided you continue to pay the subscription fee in accordance with the pricing plan. You may choose to terminate your subscription at any time by providing one month’s written notice in advance. You’ll still need to pay all relevant subscription fees and any outstanding SAAS fees up to and including the day of termination. For more information, check out how to cancel a subscription on Weva Hub.
Weva may choose to terminate your subscription at any time by providing you with one month’s written notice in advance. Weva may also terminate or suspend your subscription or access to all or any data immediately if:
No refund is due to you if you terminate your subscription or Weva terminates it in accordance with these terms.
Once a subscription is terminated by you or us, it is archived and the data submitted or created by you is no longer available to you. We retain it for a period of time consistent with our data retention policy, during which, as a subscriber, you can reactivate your subscription and once again access your data by paying the subscription fees. Find out more about reactivating your Weva subscription on Weva Hub. We retain all data in case you need it as part of our and your record retention obligations or according to the laws in your jurisdiction. If there is no applicable exemption for data destruction in your jurisdiction data will be deleted and destroyed if requested.
This section is important as it outlines liability terms between us and all users so we urge you to read it closely and in full.
You indemnify us against all claims, damages, losses, costs (including legal costs), expenses, demands or liability that we incur arising out of, or in connection with, a third-party claim against us relating to your use of our services or any third-party product (except as far as we’re at fault).
Our services and all third-party products are made available to you on an “as is” basis, subject to the exclusion section of this document. We disclaim all warranties, express or implied, including any implied warranties of non-infringement, merchantability and fitness for a particular purpose.
Other than liability that we can’t exclude or limit by law, our liability to you in connection with our services or these terms, in contract, tort (including negligence) or otherwise, is limited as follows:
This section outlines how disputes may be resolved.
Most of your concerns can be resolved quickly and to everyone’s satisfaction by contacting our support team by scrolling to the bottom of any support article on Weva Hub. If we’re unable to resolve your complaint to your satisfaction (or if we haven’t been able to resolve a dispute we have with you after attempting to do so informally), you and we agree to resolve those disputes through binding arbitration or small claims court instead of in courts of general jurisdiction. You and we agree that any dispute must be brought in the parties’ individual capacity and not as a plaintiff or class member in any purported class or representative proceeding.
Here we set out some additional terms. Take a read as they cover important issues.
No professional advice:
Just to be clear, Weva isn’t a healthcare provider or healthcare facility of any sort, and isn’t in the business of giving any kind of medical advice or other advice. We may provide you with information we think might be useful in your healthcare, but this should not be seen as a substitute for professional medical advice and we aren’t liable for your use of the information in that way.
Weva is a patient-controlled medical record platform designed to store medical data and is not classified as a medical device. We do not provide, nor should the platform be used as a source of, medical advice, diagnosis, or treatment. We are not responsible for the accuracy, completeness, or verification of any data entered into the platform by users. It is the sole responsibility of the user to ensure the accuracy and integrity of any information they input. Users are strongly advised to consult with a qualified healthcare provider prior to making any medical decisions or taking any action based on the data within Weva. By accessing and using this platform, you acknowledge and agree that Weva does not serve as a substitute for professional medical advice, diagnosis, or treatment.
Weva operates as a patient-controlled medical record system, allowing data to be inputted and managed by both medical and non-medical users. As a result, Weva cannot guarantee the accuracy, completeness, or reliability of the data entered into the system by any users. Weva expressly disclaims any responsibility or liability for the accuracy of data provided by users.
Weva strongly advises that healthcare practitioners and all users, prior to acting upon any information contained in the Weva system, independently verify the source and accuracy of such data. Practitioners and all users should exercise due diligence and take all necessary steps to confirm the validity and correctness of any data before using it in medical decision-making or treatment planning.
Events outside our control:
We do our best to control the controllables. We aren’t liable to you for any failure or delay in performance of any of our obligations under these terms arising out of any event or circumstance beyond our reasonable control.
Notices:
Any notice you send to Weva must be sent to legalnotices@weva.ai. Any notices we send to you will be sent to the email address you’ve provided us through your subscription.
Exclusion:
In some places, there may be non-excludable warranties, guarantees or other rights provided by law (non-excludable guarantees). They still apply – these terms do not exclude, restrict or modify them. Except for non-excludable guarantees and other rights you have that we cannot exclude, we’re bound only by the express promises made in these terms. Our liability for breach of a non-excludable guarantee is limited, at our option, to either replacing or paying the cost of replacing the relevant service (unless the non-excludable guarantee says otherwise).
Export limitations:
You must not use our services in violation of any export or trade embargo laws that apply to you.
Excluded terms:
The terms of the United Nations Convention on Contracts for the Sale of Goods and the Uniform Computer Information Transactions Act (UCITA) do not apply to these terms.
Blocking your access, disabling your subscription, or refusing to process a payment:
As our sites are global, different laws may apply in different countries that restrict our relationship with you. We may block your access, terminate your subscription, or refuse to process a payment if we reasonably believe there’s a risk - like a potential breach of a law or regulation - associated with you, your company, your subscription, or a payment. Examples of where we might do this include transactions where the payment is from a sanctioned person or country; or where we reasonably believe there is a legal or regulatory risk or a risk of loss being suffered by us or our customers or partners. You promise that you’re not located in a sanctioned country and are not on a sanctioned persons list. We may also block users from a country if we can’t receive payments from that country. You should check what payment methods are available in your country for making payments. We may take any of these actions without notice.
Relationship between the parties; assignment:
Nothing in these terms is to be construed as constituting a partnership, joint venture, employment or agency relationship between you and us, or between you and any other subscriber or invited user. You’re solely responsible for resolving disputes between you and any other subscriber or invited user. You can find out more about disputes over access on Weva Hub. Weva may assign these terms - or any of our rights or obligations in these terms - to another Weva entity as it deems appropriate. Weva entities are the companies controlled by or under common control with Weva.ai Pte Limited (a Singapore company with registration number Uen 202327533N).
Changes to these terms:
We sometimes will decide to change these terms of use. But don’t worry, changes won’t apply retrospectively and, if we make changes, we’ll make every effort to let you know. You can keep track of changes to our terms by referring to the version and the date last updated at the top of the terms. Generally, we endeavour to provide you with 30 days’ notice of material changes before they become effective, unless we need to make immediate changes according to our policy for urgent term changes including but not limited for reasons we don’t have control over. When we notify you, we’ll do it by email or by posting a visible notice through our services. If a change isn’t material, we may not notify you. If you find a modified term unacceptable, you may terminate your subscription by giving the standard advance notice to Weva.
Enforcement of terms:
If there’s any part of these terms that either one of us is unable to enforce, we’ll ignore that part but everything else will remain enforceable.
Interpretation:
Words like ‘include’ and ‘including’ are not words of limitation and where anything is within our discretion we mean our sole discretion.
Weva contracting entities; law and venue:
Our contracting entities are listed below along with what law and venue apply in any dispute between you and us:
Weva Edition: Australia
Weva entity: Weva Australia Pty Limited
Address: 1/16 Hutt St Adelaide South Australia
ACN: 671 135 630
ABN: 58 671 135 630
Law: South Australia, Australia
Venue: South Australia, Australia
Weva Edition: USA
Weva entity: Weva LLC
Address: 16192 Coastal Highway Lewes Delaware 19958
Registration: 7658170
Law: Delaware, USA
Venue: Delaware, USA
Weva Edition: Singapore/World
Weva entity: Weva.ai Pte. Ltd.
Address: 8 EU TONG SEN STREET #16-82 THE CENTRAL SINGAPORE (059818)
Registration: UEN 202327533N
Law: Singapore
Venue: Singapore
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