Terms of service

The service

Clerkfolio helps UK medical students, foundation doctors, and doctors preparing application material organise their own portfolio entries, anonymised case notes, evidence files, specialty trackers, ARCP capability links, timeline items, exports, and share links.

Clerkfolio displays and organises information that you enter. It does not verify the truth, quality, clinical value, scoring outcome, or professional sufficiency of your entries. Any scoring or curriculum structure shown in the app is for personal organisation only and may not match the requirements that apply to you at the time you use it.

Eligibility and account security

You must be at least 16 years old and able to enter a binding agreement under the law that applies to you. If you use Clerkfolio on behalf of an organisation, you confirm that you have authority to do so. You are responsible for keeping your login credentials secure and for all activity on your account unless caused by our breach of these terms.

You must provide accurate account and billing information, keep it up to date, and tell us promptly if you suspect unauthorised account access.

No patient-identifiable information

Clerkfolio must only be used for anonymised case notes and personal portfolio material. You must not enter, upload, export, or share patient-identifiable information, including names, initials, dates of birth, NHS numbers, hospital numbers, addresses, precise rare-case narratives, images, or documents that could reasonably identify a patient.

You remain responsible for your professional duties of confidentiality, local trust or university policies, GMC guidance, data protection obligations, and any requirement to obtain consent or approval before using information for education, training, reflection, audit, publication, or portfolio purposes.

No advice, predictions, or formal submission

• Clerkfolio does not provide clinical, medical, legal, financial, tax, educational, career, or immigration advice.
• Clerkfolio is not a clinical decision support (CDS) tool. It does not interpret clinical information, suggest diagnoses, recommend treatments, or support clinical decision-making of any kind.
• Clerkfolio does not tell you whether you are competitive, on track, likely to succeed, or likely to receive a particular ARCP or application outcome.
• Clerkfolio does not replace Horus, NHS ePortfolio, ISCP, Royal College systems, deanery systems, university systems, or employer systems.
• Clerkfolio does not provide supervisor sign-off, workplace-based assessment sign-off, formal submission, verification, endorsement, or regulatory record keeping.
• You are responsible for checking official requirements, deadlines, person specifications, scoring rules, evidence standards, and submission instructions from the relevant authority.

Your content

You own the content you enter into Clerkfolio. You grant Clerkfolio a limited licence to host, store, process, display, copy, back up, scan, export, and transmit your content only as needed to provide, secure, support, maintain, and improve the service, comply with law, and enforce these terms.

You are responsible for the accuracy, lawfulness, professional appropriateness, and confidentiality of your content. You must not upload unlawful, harmful, malicious, infringing, discriminatory, abusive, or security compromising material.

Evidence files and upload limits

Evidence uploads are intended for your own certificates, documents, and portfolio evidence. The app currently accepts selected document and image types and applies a per-file size limit, storage quota, and server-side file type and format checks. We may reject, quarantine, remove, or disable files that appear unsafe, unsupported, unlawful, excessive, or contrary to these terms.

Plans, billing, and limits

The price shown is the total price you pay; if VAT becomes chargeable it will be included in the displayed price rather than added on top. Prices, allowances, and features may change, but changes will not reduce the paid term you have already bought without notice or a lawful basis. Subscription billing is handled by Stripe. Paid plans renew until cancelled. You can manage or cancel your subscription through the billing portal where available.

If a paid subscription ends, your account returns to the free tier (plus any verification or referral storage you have earned). Downgrades may block new Pro-only actions, new uploads, exports, share links, or additional specialty tracking, but Clerkfolio will not delete existing user content solely because of a downgrade, and existing files stay readable.

Referrals and rewards

Clerkfolio may offer a referral programme and other rewards, such as additional storage, extra PDF exports or share links, and recognition badges. Earned storage and allowances are computed from your account's status (for example 250 MB of additional storage once you reach 5 rewarded referrals, plus one extra PDF export and one extra share link for each rewarded referral).

Rewards have no cash value, are personal to your account, and are not transferable or exchangeable. We may change, limit, withdraw, or revoke any reward or the programme itself at any time, including where we reasonably believe it is being abused, gamed, or used through fake, duplicate, or inactive accounts. Rewards are granted only once the qualifying conditions shown in the app are met.

Refunds and cancellations

Your 14-day right to cancel. If you are a consumer, you have the right to cancel a new subscription within 14 days of the day after you buy it, without giving a reason, under the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013. By subscribing, you expressly request that we start providing the Pro service immediately, during the cancellation period. If you then cancel within the 14 days, we will refund what you paid minus a proportionate amount for the time the service was supplied before you told us you were cancelling.

How to cancel. You can cancel by emailing admin@clerkfolio.co.uk with any clear statement that you want to cancel, or by using the model form below (its use is not obligatory). To cancel future renewal at any time (inside or outside the 14 days), you can also use the Stripe billing portal in Settings. Refunds are made within 14 days of cancellation using the original payment method.

After the 14 days. You can stop your plan renewing at any time and keep Pro until the end of the period you paid for. Fees for a period already supplied are not otherwise refundable, except where the law gives you a right to a refund (for example where the service is faulty under the Consumer Rights Act 2015).

Model cancellation form. To Clerkfolio ( admin@clerkfolio.co.uk): I hereby give notice that I cancel my contract for the supply of the Clerkfolio Pro subscription, ordered on [date], name of consumer, email address used for the account, date.

Sharing, exports, and public links

You may export your data and create scoped public portfolio share links where your plan allows. You are responsible for choosing what to share, who receives a link, whether to use a PIN, when to revoke a link, and whether the content is suitable for disclosure. Anyone with a valid link and any required PIN may access the shared content until expiry, revocation, or automatic suspension.

You must not use Clerkfolio share links or exports to disclose patient-identifiable information, confidential third-party information, or material you do not have permission to share.

Acceptable use

• Do not attempt to bypass plan limits, security controls, rate limits, storage quotas, authentication, row level security, or access controls.
• Do not probe, scan, scrape, overload, reverse engineer, or interfere with Clerkfolio except where permitted by law and responsibly disclosed under our Security policy.
• Do not use Clerkfolio to store malware, regulated clinical records, patient-identifiable information, illegal material, or content that infringes another person's rights.
• Do not misrepresent Clerkfolio outputs as verified, formally approved, supervisor-signed, or submitted to any training body.
• Do not create accounts or share links for abusive, fraudulent, spam, or unauthorised commercial purposes.

Suspension and termination

You may stop using Clerkfolio at any time and may delete your account through the app where available. We may suspend or terminate access, remove content, disable share links, or refuse service if we reasonably believe you have breached these terms, created risk for patients or other users, infringed rights, failed to pay fees, threatened the security of the service, or used the service unlawfully. Where practical, we will give advance notice; where we cannot, we will explain our decision as soon as reasonably possible.

Third-party services

Clerkfolio relies on third-party services including Supabase, Vercel, Stripe, Resend, and Upstash. Their systems and terms may apply to parts of the service they provide. We are not responsible for third-party outages, policy changes, or failures outside our reasonable control, but we will use reasonable care in selecting and operating providers. See our Subprocessors page for details.

Availability and changes

We aim to provide a reliable service, but Clerkfolio is provided on an as available basis. We may update, suspend, withdraw, limit, or change features for maintenance, security, legal, operational, or product reasons. We may also correct or remove content, templates, specialty structures, or deadline information where we believe it is inaccurate, outdated, unsafe, or contrary to these terms.

Disclaimers

To the fullest extent permitted by law, Clerkfolio does not guarantee that the service, exports, specialty structures, deadline information, scoring fields, templates, importance ratings, or ARCP capability links are complete, accurate, current, accepted by any body, or suitable for your particular purpose. You should verify all official requirements independently.

Liability

Nothing in these terms limits liability that cannot legally be limited, including liability for death or personal injury caused by negligence, fraud, fraudulent misrepresentation, or rights you have under consumer law. Subject to that, Clerkfolio is not liable for indirect or consequential loss, loss of opportunity, application outcome, ARCP outcome, reputation, goodwill, anticipated savings, or loss caused by your decision to enter or share confidential or patient-identifiable information.

Where the law allows a financial cap, Clerkfolio's total liability arising out of or relating to the service is limited to the greater of the amount you paid to Clerkfolio in the 12 months before the event giving rise to the claim or GBP 100.

Indemnity

If your use of Clerkfolio breaches these terms, infringes another person's rights, or results in a claim because you entered, uploaded, exported, or shared patient-identifiable, confidential, unlawful, or unauthorised material, you agree to reimburse Clerkfolio for reasonable losses, costs, damages, and expenses caused by that breach, to the extent permitted by law.

Governing law

These terms are governed by the laws of England and Wales. The courts of England and Wales will have exclusive jurisdiction, except that consumers may also have rights to bring claims in the courts of the part of the UK where they live where applicable under mandatory consumer protection law.

Contact

Questions about these terms, privacy, account access, or data requests should be sent to admin@clerkfolio.co.uk.

Changes to these terms

We may update these terms as Clerkfolio changes or legal requirements develop. We will give notice of material changes by updating the date above and, where appropriate, by in-app or email notice.