Terms and Conditions
Sikia UG (limited liability)
Status: December 2025
§ 1 Scope and Contractual Partner
(1) These General Terms and Conditions (hereinafter "GTC") apply to all contracts between Sikia UG (limited liability), Am Friedrichshain 10, 10407 Berlin (hereinafter "Sikia" or "Provider") and the customer (hereinafter "Customer") regarding the use of the AI-based medical documentation software "Sikia" (hereinafter "Software" or "Service").
(2) Customer in the sense of these GTC are exclusively entrepreneurs according to § 14 BGB, in particular licensed physicians, dentists, psychotherapists as well as medical institutions.
(3) Conflicting or deviating conditions of the customer shall not become part of the contract unless Sikia expressly agrees in writing to their validity.
§ 2 Subject Matter of the Contract and Description of Services
(1) Sikia provides the customer with a cloud-based software that transcribes doctor-patient conversations in real-time using artificial intelligence and creates structured medical documentation from them.
(2) The software is solely intended for administrative support in medical documentation. The specific scope of services results from the currently valid service description on Sikia's website as well as the individual contract.
(3) Sikia grants the customer a non-exclusive, non-transferable right to use the software as intended for the duration of the contract.
§ 3 Intended Use and Usage Instructions
3.1 Purpose
The software is exclusively intended for administrative support in the creation of medical documentation by licensed physicians or medical personnel working under their direct supervision. The software assists in the transcription of doctor-patient conversations and the structuring of documentation contents.
3.2 Not a Medical Device
The software is not a medical device within the meaning of Regulation (EU) 2017/745 (MDR). The software is not intended for and must not be used for:
the diagnosis, prevention, monitoring, prediction, prognosis, or treatment of diseases,
the diagnosis, monitoring, treatment, alleviation, or compensation of injuries or disabilities,
the examination, replacement, or alteration of anatomy or a physiological process or condition,
the collection of information through in vitro examinations of samples taken from the human body.
3.3 Clinical Responsibility
The full clinical responsibility remains solely with the treating physician. The software does not replace medical judgment and does not provide medical recommendations. All content generated by the software is suggestions that require medical review and approval.
3.4 Duty to Review
The customer is obliged to fully review and correct all documentation generated by the software before integrating it into the patient file (PVS/KIS). The automatically generated texts may contain errors, omissions, or inaccuracies. The responsibility for the accuracy and completeness of the final documentation lies with the customer.
3.5 Prohibited Uses
The following uses of the software are expressly prohibited:
requesting the AI to create differential diagnoses, treatment recommendations, or therapeutic advice,
using the software for direct patient communication without medical intermediary,
using it as the sole basis for medical decisions,
sharing access data with unauthorized third parties,
use by individuals without appropriate professional qualifications or outside medical supervision.
§ 4 Patient Information
(1) The customer must inform the patient before the initiation of a doctor-patient conversation regarding the audio recording and AI-supported processing. The information can be provided by handing out an information sheet or by clearly visible postings in the practice.
(2) The customer must inform the patient that the conversation is recorded, processed by AI software, and the audio data is deleted immediately after processing.
(3) Sikia provides the customer with sample templates for patient information and postings. The software also offers the option to document the patient information provided in the practice management system (PVS).
§ 5 Data Processing and Data Protection
5.1 Contract Processing
Sikia processes personal data on behalf of the customer. The details of the contract processing are regulated in a separate data processing agreement (DPA) in accordance with Art. 28 GDPR, which is part of the contract.
5.2 Audio Processing
The audio recordings are processed in real-time and deleted immediately after transcription. Permanent storage of audio data does not take place. The typical processing time is 2-10 seconds per speech segment.
5.3 No Use for AI Training
Personal data, and in particular transcription contents of patients, are never used for training AI models. This applies to both Sikia's own systems and the third-party services used. The sharing of patient data for training purposes with third parties is excluded.
5.4 Server Location and Subcontractors
The data processing takes place exclusively on servers within the European Union. A list of the subcontractors used is included in the DPA. Changes will be communicated to the customer in a timely manner.
5.5 Technical and Organizational Measures
Sikia ensures appropriate technical and organizational measures to protect the processed data in accordance with Art. 32 GDPR. The measures are documented in the DPA.
§ 6 Obligations of the Customer
(1) The customer is responsible for complying with all professional, data protection, and other legal regulations in connection with the use of the software, in particular the medical confidentiality according to § 203 StGB.
(2) The customer ensures that only authorized persons have access to the software and that access data is treated confidentially.
(3) The customer uses the software exclusively for the purposes described in § 3 and adheres to the usage instructions mentioned there.
(4) The customer informs Sikia immediately of security incidents, data protection violations, or suspected unauthorized access.
§ 7 Availability and Support
(1) Sikia strives to ensure a high availability of the software. A 100% availability cannot be guaranteed due to the nature of internet services.
(2) Planned maintenance work will be announced to the customer at least 48 hours in advance and will be carried out during low usage times.
(3) The customer has no right to compensation for temporary unavailability of the software, unless Sikia is responsible for the unavailability.
(4) Support can be reached via email at info@sikia.ai. Sikia strives to respond to inquiries within two business days.
§ 8 Compensation and Payment Terms
(1) The compensation is based on the currently valid price list or the individual offer. All prices are exclusive of statutory value-added tax.
(2) The compensation is to be paid annually in advance unless otherwise agreed. Payment is due within 14 days of invoicing.
(3) In case of payment default, Sikia is entitled to temporarily block access to the software after prior reminder.
(4) Sikia reserves the right to adjust prices with a notice period of one month at the end of a contract term.
§ 9 Contract Duration and Termination
(1) The contract is concluded for the minimum duration agreed in the contract. Unless otherwise agreed, the minimum duration is twelve (12) months.
(2) The contract automatically extends by another twelve (12) months unless terminated with a notice period of one (1) month before the end of the respective contract term.
(3) The right to extraordinary termination for good cause remains unaffected. A good cause exists in particular in the case of serious violations of these GTC or the DPA.
(4) The termination must be in text form (email sufficient).
§ 10 Data Export and Termination
(1) The customer can request an export of their data in a common machine-readable format at any time during the contract duration.
(2) Upon termination of the contract, Sikia will provide the customer upon request a complete data export within 30 days.
(3) After a transition period of 90 days after termination of the contract, all customer data will be irrevocably deleted, unless there are statutory retention obligations.
§ 11 Liability and Warranty
(1) Sikia is fully liable for damages arising from injury to life, body, or health as well as for intent and gross negligence.
(2) In cases of slight negligence, Sikia is liable only for the violation of essential contractual obligations (cardinal obligations). In this case, liability is limited to the contractually typical, foreseeable damage, but max. to the compensation paid by the customer in the corresponding contract year.
(3) Sikia is not liable for the material correctness, completeness, or suitability of the documentation generated by the software. The responsibility for the review and approval of all AI-generated contents lies solely with the customer according to § 3.4.
(4) Liability for indirect damages, consequential damages, lost profits, or data loss is excluded unless there is intent or gross negligence.
(5) Liability under the Product Liability Act remains unaffected.
(6) The customer indemnifies Sikia from all claims of third parties arising from a contractual or illegal use of the software by the customer.
§ 12 Confidentiality
(1) The parties undertake to keep all confidential information obtained in the context of the contractual relationship secret and to use it only for the execution of the contract.
(2) This obligation also continues after termination of the contract.
§ 13 Marketing
(1) The customer grants the provider the non-exclusive, revocable right to use the customer's name and logo for reference and marketing purposes (e.g., website, presentations, sales documents). The revocation can be made at any time by email to info@sikia.ai.
§ 14 Changes to the GTC
(1) Sikia is entitled to change these GTC with effect for the future, as far as this is reasonable for the customer. Changes will be communicated to the customer in text form at least six (6) weeks before they come into effect.
(2) If the customer does not object to the change within six (6) weeks after receipt of the notification, the changed GTC shall be deemed accepted. Sikia will inform the customer in the change notification of this legal consequence.
(3) If the customer objects, Sikia has the right to terminate the contract with one month's notice at the time the change comes into effect.
§ 15 Final Provisions
(1) The law of the Federal Republic of Germany applies, excluding the UN Sales Law.
(2) The exclusive place of jurisdiction for all disputes arising from or in connection with this contract is Berlin, unless the customer is a merchant, a legal entity under public law, or a special fund under public law.
(3) If any individual provisions of these GTC are or become ineffective, the effectiveness of the remaining provisions shall not be affected. The ineffective provision shall be replaced by an effective one that comes closest to the economic purpose of the ineffective provision.
(4) Side agreements, changes, and amendments require text form to be effective.
Contact
Sikia UG (limited liability)
Am Friedrichshain 10
10407 Berlin
Email: info@sikia.ai
Terms and Conditions
Sikia UG (limited liability)
Status: December 2025
§ 1 Scope and Contractual Partner
(1) These General Terms and Conditions (hereinafter "GTC") apply to all contracts between Sikia UG (limited liability), Am Friedrichshain 10, 10407 Berlin (hereinafter "Sikia" or "Provider") and the customer (hereinafter "Customer") regarding the use of the AI-based medical documentation software "Sikia" (hereinafter "Software" or "Service").
(2) Customer in the sense of these GTC are exclusively entrepreneurs according to § 14 BGB, in particular licensed physicians, dentists, psychotherapists as well as medical institutions.
(3) Conflicting or deviating conditions of the customer shall not become part of the contract unless Sikia expressly agrees in writing to their validity.
§ 2 Subject Matter of the Contract and Description of Services
(1) Sikia provides the customer with a cloud-based software that transcribes doctor-patient conversations in real-time using artificial intelligence and creates structured medical documentation from them.
(2) The software is solely intended for administrative support in medical documentation. The specific scope of services results from the currently valid service description on Sikia's website as well as the individual contract.
(3) Sikia grants the customer a non-exclusive, non-transferable right to use the software as intended for the duration of the contract.
§ 3 Intended Use and Usage Instructions
3.1 Purpose
The software is exclusively intended for administrative support in the creation of medical documentation by licensed physicians or medical personnel working under their direct supervision. The software assists in the transcription of doctor-patient conversations and the structuring of documentation contents.
3.2 Not a Medical Device
The software is not a medical device within the meaning of Regulation (EU) 2017/745 (MDR). The software is not intended for and must not be used for:
the diagnosis, prevention, monitoring, prediction, prognosis, or treatment of diseases,
the diagnosis, monitoring, treatment, alleviation, or compensation of injuries or disabilities,
the examination, replacement, or alteration of anatomy or a physiological process or condition,
the collection of information through in vitro examinations of samples taken from the human body.
3.3 Clinical Responsibility
The full clinical responsibility remains solely with the treating physician. The software does not replace medical judgment and does not provide medical recommendations. All content generated by the software is suggestions that require medical review and approval.
3.4 Duty to Review
The customer is obliged to fully review and correct all documentation generated by the software before integrating it into the patient file (PVS/KIS). The automatically generated texts may contain errors, omissions, or inaccuracies. The responsibility for the accuracy and completeness of the final documentation lies with the customer.
3.5 Prohibited Uses
The following uses of the software are expressly prohibited:
requesting the AI to create differential diagnoses, treatment recommendations, or therapeutic advice,
using the software for direct patient communication without medical intermediary,
using it as the sole basis for medical decisions,
sharing access data with unauthorized third parties,
use by individuals without appropriate professional qualifications or outside medical supervision.
§ 4 Patient Information
(1) The customer must inform the patient before the initiation of a doctor-patient conversation regarding the audio recording and AI-supported processing. The information can be provided by handing out an information sheet or by clearly visible postings in the practice.
(2) The customer must inform the patient that the conversation is recorded, processed by AI software, and the audio data is deleted immediately after processing.
(3) Sikia provides the customer with sample templates for patient information and postings. The software also offers the option to document the patient information provided in the practice management system (PVS).
§ 5 Data Processing and Data Protection
5.1 Contract Processing
Sikia processes personal data on behalf of the customer. The details of the contract processing are regulated in a separate data processing agreement (DPA) in accordance with Art. 28 GDPR, which is part of the contract.
5.2 Audio Processing
The audio recordings are processed in real-time and deleted immediately after transcription. Permanent storage of audio data does not take place. The typical processing time is 2-10 seconds per speech segment.
5.3 No Use for AI Training
Personal data, and in particular transcription contents of patients, are never used for training AI models. This applies to both Sikia's own systems and the third-party services used. The sharing of patient data for training purposes with third parties is excluded.
5.4 Server Location and Subcontractors
The data processing takes place exclusively on servers within the European Union. A list of the subcontractors used is included in the DPA. Changes will be communicated to the customer in a timely manner.
5.5 Technical and Organizational Measures
Sikia ensures appropriate technical and organizational measures to protect the processed data in accordance with Art. 32 GDPR. The measures are documented in the DPA.
§ 6 Obligations of the Customer
(1) The customer is responsible for complying with all professional, data protection, and other legal regulations in connection with the use of the software, in particular the medical confidentiality according to § 203 StGB.
(2) The customer ensures that only authorized persons have access to the software and that access data is treated confidentially.
(3) The customer uses the software exclusively for the purposes described in § 3 and adheres to the usage instructions mentioned there.
(4) The customer informs Sikia immediately of security incidents, data protection violations, or suspected unauthorized access.
§ 7 Availability and Support
(1) Sikia strives to ensure a high availability of the software. A 100% availability cannot be guaranteed due to the nature of internet services.
(2) Planned maintenance work will be announced to the customer at least 48 hours in advance and will be carried out during low usage times.
(3) The customer has no right to compensation for temporary unavailability of the software, unless Sikia is responsible for the unavailability.
(4) Support can be reached via email at info@sikia.ai. Sikia strives to respond to inquiries within two business days.
§ 8 Compensation and Payment Terms
(1) The compensation is based on the currently valid price list or the individual offer. All prices are exclusive of statutory value-added tax.
(2) The compensation is to be paid annually in advance unless otherwise agreed. Payment is due within 14 days of invoicing.
(3) In case of payment default, Sikia is entitled to temporarily block access to the software after prior reminder.
(4) Sikia reserves the right to adjust prices with a notice period of one month at the end of a contract term.
§ 9 Contract Duration and Termination
(1) The contract is concluded for the minimum duration agreed in the contract. Unless otherwise agreed, the minimum duration is twelve (12) months.
(2) The contract automatically extends by another twelve (12) months unless terminated with a notice period of one (1) month before the end of the respective contract term.
(3) The right to extraordinary termination for good cause remains unaffected. A good cause exists in particular in the case of serious violations of these GTC or the DPA.
(4) The termination must be in text form (email sufficient).
§ 10 Data Export and Termination
(1) The customer can request an export of their data in a common machine-readable format at any time during the contract duration.
(2) Upon termination of the contract, Sikia will provide the customer upon request a complete data export within 30 days.
(3) After a transition period of 90 days after termination of the contract, all customer data will be irrevocably deleted, unless there are statutory retention obligations.
§ 11 Liability and Warranty
(1) Sikia is fully liable for damages arising from injury to life, body, or health as well as for intent and gross negligence.
(2) In cases of slight negligence, Sikia is liable only for the violation of essential contractual obligations (cardinal obligations). In this case, liability is limited to the contractually typical, foreseeable damage, but max. to the compensation paid by the customer in the corresponding contract year.
(3) Sikia is not liable for the material correctness, completeness, or suitability of the documentation generated by the software. The responsibility for the review and approval of all AI-generated contents lies solely with the customer according to § 3.4.
(4) Liability for indirect damages, consequential damages, lost profits, or data loss is excluded unless there is intent or gross negligence.
(5) Liability under the Product Liability Act remains unaffected.
(6) The customer indemnifies Sikia from all claims of third parties arising from a contractual or illegal use of the software by the customer.
§ 12 Confidentiality
(1) The parties undertake to keep all confidential information obtained in the context of the contractual relationship secret and to use it only for the execution of the contract.
(2) This obligation also continues after termination of the contract.
§ 13 Marketing
(1) The customer grants the provider the non-exclusive, revocable right to use the customer's name and logo for reference and marketing purposes (e.g., website, presentations, sales documents). The revocation can be made at any time by email to info@sikia.ai.
§ 14 Changes to the GTC
(1) Sikia is entitled to change these GTC with effect for the future, as far as this is reasonable for the customer. Changes will be communicated to the customer in text form at least six (6) weeks before they come into effect.
(2) If the customer does not object to the change within six (6) weeks after receipt of the notification, the changed GTC shall be deemed accepted. Sikia will inform the customer in the change notification of this legal consequence.
(3) If the customer objects, Sikia has the right to terminate the contract with one month's notice at the time the change comes into effect.
§ 15 Final Provisions
(1) The law of the Federal Republic of Germany applies, excluding the UN Sales Law.
(2) The exclusive place of jurisdiction for all disputes arising from or in connection with this contract is Berlin, unless the customer is a merchant, a legal entity under public law, or a special fund under public law.
(3) If any individual provisions of these GTC are or become ineffective, the effectiveness of the remaining provisions shall not be affected. The ineffective provision shall be replaced by an effective one that comes closest to the economic purpose of the ineffective provision.
(4) Side agreements, changes, and amendments require text form to be effective.
Contact
Sikia UG (limited liability)
Am Friedrichshain 10
10407 Berlin
Email: info@sikia.ai