AI coachPrivacy Notice →

Terms of Use for AI Coach

Last Updated: September 2026 (version 2026-09)

1. Introduction and Acceptance

These are the Terms of Use (“Terms”) of Romion Health B.V., located at San Marinostraat 133, 3541DS Utrecht, and registered with the Chamber of Commerce under number 91978955 (“Romion Health”, “we”, “us”), in relation to AI Coach, an online training platform for healthcare professionals on the responsible use of generative AI (“AI Coach”, “the platform”). We advise anyone using AI Coach (“Users”) to read these Terms.

When you log in to AI Coach for the first time, you will be asked to actively confirm that you have read and agree to these Terms before you can use the platform. AI Coach cannot be used without this confirmation. If you do not agree to any of these Terms, please do not use AI Coach or create an account.

2. Privacy

We use and process your personal data in accordance with the AI Coach Privacy Notice, which forms part of these Terms by reference. Romion Health does not use conversations in AI Coach to assess Users’ professional performance and does not share them with Users’ line managers.

3. Two Ways to Access AI Coach

3.1 Organisation-Provisioned Access

If your organisation gave you access to AI Coach, for example via a domain or named-user whitelist under a licence agreement between your organisation and Romion Health, your use of AI Coach is also governed by that agreement. Pricing, licence terms, and billing are set out there, not in these Terms. If anything in that agreement conflicts with these Terms regarding your use of the platform, that agreement takes precedence.

3.2 Individual or Trial Access

If you signed up for AI Coach yourself, or received a trial or test account directly from Romion Health without your organisation having an agreement in place, these Terms apply to you. AI Coach does not currently offer self-serve purchases of individual modules; access in this category is provided directly by Romion Health at its discretion, free of charge, and may be withdrawn at any time (see also Section 11).

4. Eligibility

AI Coach is intended for use by healthcare professionals and related staff in a professional capacity. To use AI Coach, you must be at least 16 years old. AI Coach is not directed at, and may not be used by, individuals under that age.

5. Your Account

Access to AI Coach uses passwordless, code-based login tied to your email address. Your login credentials are strictly personal; you may not give them to third parties. If you suspect your login credentials have come into the hands of a third party, you must notify us immediately at info@romionhealth.com.

You warrant at all times that you are authorised to use your account and that you will act responsibly and carefully, in accordance with these Terms. You are fully responsible for the use of your account and for the correctness of any personal data you provide.

You may request that we permanently delete your account at any time by contacting info@romionhealth.com. We will delete the account within a reasonable time and confirm this to you.

Once the account data associated with a certificate issued through AI Coach has been deleted or anonymised, Romion Health can no longer verify that certificate. Any certificate you have downloaded remains yours. Users are therefore advised to download and retain their certificates before requesting deletion of their account or before their access to AI Coach ends.

6. Acceptable Use

When using AI Coach, you agree that you will not:

  • Share your login access with anyone else, or use an account you were not given access to
  • Modify, copy, damage, overload, obstruct, or interfere with the use and functioning of AI Coach, including its security, whitelist controls, or licence limits
  • Use AI Coach for unlawful, fraudulent, illegal, misleading, malicious, or discriminatory activities
  • Use the AI chat feature to generate, request, or elicit offensive, hateful, threatening, or harassing content
  • Share confidential information of third parties without consent, enter confidential business information of your own organisation, or enter identifiable patient data, identifiable data relating to colleagues, or other third parties’ personal data into AI Coach, as set out in Section 7
  • Violate the intellectual property or other rights of Romion Health or any third party
  • Reverse engineer, decompile, or attempt to extract the underlying prompts, models, or source code of AI Coach, beyond what is inherently visible through ordinary use
  • Circumvent, or attempt to circumvent, the instructions, safeguards, or configured behaviour of AI Coach, including by means of jailbreaking, prompt injection, or similar techniques
  • Use AI Coach to develop a competing product or service
  • Use AI Coach for commercial purposes or for work unrelated to your training, such as using the AI chat feature to carry out day-to-day work tasks
  • Use automated means (such as bots, scripts, or scrapers) to access AI Coach, or use AI Coach in a manner or volume that clearly exceeds normal individual training use

You agree to use AI Coach only for purposes permitted by these Terms, any agreement with Romion Health, and applicable law.

7. The AI Chat Feature and Patient Data

AI Coach includes a chat environment powered by Claude, an AI model provided by Anthropic. The conversation partner in the chat is an AI model, not a human. Messages entered into the chat are sent to Anthropic in order to generate a response, as further described in the AI Coach Privacy Notice. All case exercises (casuïstiek) built into AI Coach are fictional or anonymised; the platform’s own content never contains real patient data.

The AI chat assistant is configured to decline to process or answer questions involving identifiable patient information. This safeguard cannot fully prevent you from typing such information into a message before it reaches that check.

You agree not to enter identifiable patient data (such as names, dates of birth, patient numbers, or any other information that can be traced back to an individual patient), identifiable data relating to colleagues, confidential business information of your own organisation, or any other third party’s personal data, into the chat. This applies equally where such data is included in a case, example, or scenario, including one presented as fictional. This is not a permitted use of AI Coach. If you do so in breach of these Terms, you are responsible for that data, including for ensuring you have any necessary legal basis or authorisation to share it, and Romion Health does not accept responsibility for personal data entered into the chat in breach of this section.

AI-generated responses are intended to support your training and are not medical, legal, or clinical advice, and should not be relied upon as such. AI Coach is not a tool for diagnosis, treatment, or decision-making about patients, and its output must not be used as the basis for any clinical decision.

AI Coach content is compiled with care, but we do not guarantee that AI-generated content is always accurate, up to date, or complete; no rights may be derived from it. AI Coach can give inaccurate information. Users must verify any substantive information provided by AI Coach against a reliable source before relying on it.

8. Violations and Enforcement

If we become aware of a possible violation of these Terms or applicable law, we reserve the right, without prior notice and at our sole discretion, to temporarily or permanently block your account, terminate your access to AI Coach, or remove any content associated with your use of the platform. Where a User fails to comply with these Terms, we reserve the right to recover from that User any damages caused thereby.

9. Intellectual Property

All intellectual property rights in AI Coach, including its underlying software, training modules, system prompts, trade names, logos, and other materials, are owned by Romion Health or included with permission of the relevant rights holder. Subject to these Terms, you are granted a limited, non-exclusive, non-transferable right to use AI Coach for your own professional training purposes.

Without our prior written consent, it is forbidden to publish, reproduce, or otherwise use AI Coach or its content, in full or in part, for commercial purposes.

Where your organisation has commissioned organisation-specific personalisation or casuïstiek, ownership of that customised content is set out in the agreement between Romion Health and your organisation.

“Romion Health”, “AI Coach”, and associated logos are trademarks of Romion Health B.V. In the event of any infringement of these intellectual property rights, we reserve the right to recover all resulting damages in full from the responsible User.

10. Service Availability and Security

We will endeavour to keep AI Coach properly secured, but cannot guarantee this. We do not guarantee that AI Coach can always be used, or that it is continuously accessible, as the platform, by its nature, is not entirely fault-free. We will do all that is reasonably required to remedy malfunctions as soon as possible, insofar as these are not attributable to third parties.

We are entitled at any time, in connection with maintenance and security, to temporarily block access to (parts of) AI Coach or restrict its use.

11. Future Individual Purchases

AI Coach does not currently offer self-serve purchases of individual modules. If this is introduced in future, these Terms will be updated to cover pricing, access duration, refunds, and statutory consumer rights (including the right of withdrawal under Dutch and EU consumer protection law) before that feature becomes available.

12. Disclaimers and Limitation of Liability

AI Coach is provided “as is”. Nothing in these Terms limits or excludes liability that cannot be limited or excluded by law, including liability for damage caused by intent or deliberate recklessness (opzet of bewuste roekeloosheid) and liability resulting from fraud. Your rights as a consumer, where applicable, will be honoured under applicable law.

We are not liable for damages resulting from the use of electronic means of communication through AI Coach, including damages resulting from non-delivery or delay in delivery of electronic messages.

Romion Health is expressly not liable for any acts or omissions of Users, including messages or other content generated through your use of the AI chat feature. Romion Health makes no warranties regarding the accuracy or appropriateness of such content.

Except for the non-excludable liability described above, Romion Health’s total liability arising out of or in connection with these Terms is limited to the fees paid to Romion Health for your individual access to AI Coach (where Section 3.1 applies to you, the fee attributable to your user licence) in the 12 months preceding the event giving rise to the claim. Romion Health is not liable for indirect or consequential loss, including loss of profit, loss of business, or loss of data, except where such loss results from Romion Health’s gross negligence or intentional misconduct.

13. Indemnity

You shall indemnify Romion Health and any third parties for all damages resulting from third-party claims relating to your breach of these Terms, or otherwise related to or arising from your use of AI Coach. This indemnification includes all damages and reasonable legal costs incurred by Romion Health in connection with any such claim.

14. Termination

We may suspend or terminate your access to AI Coach if you breach these Terms, as further set out in Section 8. If Section 3.1 applies to you, your access also ends if your organisation’s licence agreement with Romion Health ends or your organisation removes you from the whitelist. If Section 3.2 applies to you, your access may be withdrawn by Romion Health at any time, as described in that section.

15. Other Provisions

These Terms, together with the AI Coach Privacy Notice and, where Section 3.1 applies to you, the agreement between your organisation and Romion Health, contain all agreements regarding your use of AI Coach. If one or more provisions of these Terms are found invalid, the remaining provisions remain in full force and effect, and we will replace the invalid part with a provision that corresponds as closely as possible to its intended effect.

We reserve the right to unilaterally amend these Terms. The latest version will always be available within the platform, and we will inform you by email within a reasonable time before any material change takes effect. If you continue to use AI Coach after a change takes effect, you are deemed to have accepted it.

16. Governing Law

These Terms are governed by and construed in accordance with the laws of the Netherlands, without regard to its conflict of law provisions. Any disputes arising in connection with these Terms shall be submitted to the exclusive jurisdiction of the competent court in Utrecht, the Netherlands.

17. Contact Information

Romion Health B.V.
Email: info@romionhealth.com
Address: San Marinostraat 133, 3541DS Utrecht, The Netherlands
Chamber of Commerce Number: 91978955

Romion Health B.V. · San Marinostraat 133, 3541DS Utrecht, The Netherlands · Chamber of Commerce 91978955 · info@romionhealth.com