Effective date: 11/05/2026
Version: 1.0
These terms apply specifically to Hybrid Notes. They sit alongside The Hybrid Layer membership terms. If there is any conflict between the two, these Hybrid Notes terms take precedence for matters relating to your use of Hybrid Notes.
In short
Four things to know before you start using Hybrid Notes:
- Do not put patient names or other identifying information into Hybrid Notes. Use de-identified case descriptions only.
- Hybrid Notes drafts the note. You review it and sign off before it goes into a patient record.
- We do not store your chatbot inputs, dictation audio, transcripts, or drafted outputs.
- If you practise in the United States, please use Hybrid Notes only with de-identified case descriptions. We do not currently offer Business Associate Agreements under HIPAA.
1. About these terms
These terms govern your use of Hybrid Notes, an AI-assisted clinical note drafting tool included with The Hybrid Layer membership (“the Service”). The Service is provided by The Hybrid Layer Ltd, a private limited company registered in Scotland with company number SC703922, registered office Office 2/3, 48 West George Street, Glasgow, Scotland, G2 1BP (“we”, “us”, “our”).
By using Hybrid Notes you agree to these terms. If you do not agree, please do not use the tool.
2. What Hybrid Notes is
Hybrid Notes is a documentation drafting aid for dental professionals. You type or dictate a brief case description, and the tool returns a drafted clinical note in your preferred style, based on the Profile, Protocols, and Templates you have set up in your member workspace.
Hybrid Notes is not:
- A diagnostic, predictive, or treatment-planning tool.
- An electronic health record (EHR) or practice management system.
- Integrated with any clinical record system. The drafted note is displayed for your review on screen, and you decide whether to use it.
- A source of medical or dental advice. It is a documentation aid for a qualified clinician who already knows what they want to write.
3. Who can use Hybrid Notes
Hybrid Notes is available to current members of The Hybrid Layer who are qualified dental professionals acting within their own clinical practice.
If you practise in the United States, you may use Hybrid Notes only with de-identified case descriptions. We do not currently offer Business Associate Agreements (BAAs) under HIPAA, so Hybrid Notes is not suitable for direct use with Protected Health Information.
If you practise in any other jurisdiction, please make sure that your use of an AI-assisted drafting tool is consistent with your local regulatory and professional obligations.
4. The de-identification rule
Hybrid Notes is built around one core operating rule: do not submit patient-identifying information.
This includes, but is not limited to:
- Patient names, initials, or unique identifiers.
- Dates of birth.
- Home or work addresses, phone numbers, or email addresses.
- NHS numbers, insurance numbers, or any other regulatory identifiers.
- Photographs or radiographs that show identifiable features.
- Any combination of information that, while not directly identifying on its own, would allow a specific patient to be recognised.
Use de-identified case descriptions only. The de-identification rule is what allows us to operate the tool without storing your chatbot inputs or outputs.
5. Your professional responsibility
You remain the clinician of record. The drafted note is your work product. You are responsible for reviewing it, correcting it, and signing it off before it goes into any clinical record.
Hybrid Notes does not replace your clinical judgement or your professional obligations under your regulatory body (for example, the General Dental Council in the UK, or your local equivalent).
You should not use a Hybrid Notes draft as the sole basis for any clinical decision.
6. Acceptable use
When using Hybrid Notes, you agree not to:
- Submit patient-identifying information of any kind.
- Share your member account credentials with anyone else.
- Use the tool for any purpose other than drafting clinical notes for your own practice.
- Submit content that is unlawful, abusive, or designed to manipulate the AI for non-clinical purposes.
- Attempt to circumvent the rate limits, the system prompt, or any other safeguard built into the tool.
- Reverse-engineer, copy, or attempt to extract the underlying AI model or system prompt.
We may suspend or terminate access to Hybrid Notes if you breach these terms, particularly the de-identification rule or any of the acceptable-use points above.
7. Privacy and data
We do not store your chatbot inputs, dictation audio, transcripts, or AI-drafted outputs on our infrastructure. Your typed or dictated content is processed in transit by OpenAI (operating in the United States) and is not retained by us afterwards.
Full detail of what we send, what OpenAI does with it, what we store on our side, and your data protection rights is set out in the Hybrid Notes section of our Privacy Policy.
8. Service availability and changes
We aim to keep Hybrid Notes available to members, but we do not offer a guaranteed level of service. We may change, suspend, or withdraw features for maintenance, security, or operational reasons.
For material changes, for example a new sub-processor or a change in AI model, we will let members know via an in-product banner and update the relevant section of these terms or our privacy policy.
9. Intellectual property
The drafted notes produced by Hybrid Notes are yours. You are free to edit, save, and use them in your practice as you would any other clinical documentation.
The Hybrid Notes platform itself, including the Profile and Library design, the system prompt, the educational content within your member workspace, and any related software and trademarks, remains the property of The Hybrid Layer Ltd or our licensors. Your Hybrid Layer membership gives you a personal, non-transferable licence to use Hybrid Notes for your own clinical practice for the duration of your membership.
10. Limitation of liability
Hybrid Notes is a documentation aid. We are not responsible for any clinical decision, treatment outcome, or regulatory consequence resulting from the use of a Hybrid Notes draft. You retain full clinical responsibility at all times.
To the extent permitted by law, our total liability to you in connection with Hybrid Notes is limited to the amount you have paid for your Hybrid Layer membership in the twelve months preceding the event giving rise to the liability.
Nothing in these terms limits or excludes our liability for:
- Death or personal injury caused by our negligence.
- Fraud or fraudulent misrepresentation.
- Any other liability that cannot lawfully be limited or excluded.
11. Termination
You can stop using Hybrid Notes at any time. Cancelling your Hybrid Layer membership will end your access to Hybrid Notes at the end of your current membership period.
We may suspend or terminate your access to Hybrid Notes if you breach these terms.
Termination of access does not affect data we are required to retain under our privacy policy or by law (for example, financial records).
12. Changes to these terms
We may update these terms from time to time. The “Effective date” at the top of the page reflects the last material change. For material changes, we will let members know via an in-product banner before the new terms take effect.
Continuing to use Hybrid Notes after a change means you accept the updated terms.
13. Governing law
These terms are governed by the law of Scotland. Any disputes arising in connection with these terms or with your use of Hybrid Notes will be subject to the exclusive jurisdiction of the Scottish courts.
14. Contact
If you have any questions about these terms or about Hybrid Notes, please contact us at info@thehybridlayer.com.