Terms and Conditions
These terms cover DBX ONE STOCKROOM, DBX ONE INSIGHTS, free trials and any paid continuation agreed with the practice.
Last updated: 28 August 2026
DBX ONE is a business service for organisations. A person starting a trial, inviting users, uploading files or accepting a paid plan confirms that they are authorised to act for that organisation and to provide the relevant business information.
STOCKROOM can receive supplier documents, prepare expected deliveries, maintain configured stock and locations, support physical stock verification and replenishment rounds, track expiry information, surface shortages and keep operational history.
INSIGHTS can receive supported supplier documents, organise supplier information, identify supported exceptions, keep evidence linked to review points and provide management reports, exports and draft follow-up.
Features may change as the service develops. Material changes that affect live client data or contractual scope will be reflected in the service information or agreed separately.
DBX ONE does not replace the practice's accountant, clinical governance or management judgement. Unless separately agreed in writing, DBX ONE does not approve bills, make bank payments, submit VAT or tax returns, run payroll or pensions, complete year-end accounts, or make purchasing decisions on the practice's behalf.
Supplier documents, AI extraction and recorded balances can be incomplete or wrong. STOCKROOM is therefore designed around physical delivery confirmation and physical stock verification. The practice remains responsible for checking physical stock, resolving discrepancies and making operational decisions. DBX ONE may reconcile recorded balances when a physical count differs, but it does not guarantee that stock cannot be lost, damaged, misused or moved outside the recorded workflow.
DBX ONE uses different processing routes for different products. STOCKROOM's automated invoice workflow can use Cloudflare services and, where configured or required by the routing rules, the OpenAI API as a fallback. The current INSIGHTS trial/manual analysis route may use DBX ONE's individual ChatGPT consumer account with model-improvement switched off. The Confidentiality / data handling page explains the live routes in plain English.
AI output is treated as assistance, not final authority. Deterministic code is used for calculations and exact stock/accounting rules where appropriate, and uncertain outputs can require human review.
The Privacy Notice, DPA and Confidentiality / data handling page form part of the service information. Where DBX ONE acts as processor, it processes the client's data on documented instructions and subject to the DPA.
DBX ONE aims to provide a reliable service but does not promise uninterrupted availability. Maintenance, provider outages, internet failures and security incidents can affect access. DBX ONE may make reasonable technical or security changes without reducing the core agreed service.
Unless a different period is agreed in writing, the standard STOCKROOM free trial lasts 30 days and starts with Practice Plus. No charge is taken simply because a practice views a demo or starts the stated free trial. The trial does not automatically convert into a paid subscription. Paid continuation uses the price, plan and billing route shown before the practice agrees. INSIGHTS may use Stripe-hosted payment methods or invoice / bank transfer where offered.
Either party may end a rolling service in line with the accepted plan or written agreement. On termination, DBX ONE will delete or return client data in line with the DPA, retention rules and legal obligations. STOCKROOM includes an owner-admin termination process intended to remove organisation-scoped service data; provider-level backups or logs may remain for their documented retention periods.
DBX ONE retains rights in its software, site, reports, templates, designs and service implementation. The client retains rights in its own data. The client may use outputs delivered to it for its own internal business purposes, subject to any plan-specific terms.
Nothing in these terms excludes liability that cannot lawfully be excluded. Subject to that, DBX ONE is not responsible for losses caused by inaccurate source data, unreviewed AI output, unauthorised use, external supplier/accounting systems, or decisions made without appropriate human review. Any specific liability cap or commercial term agreed in writing takes precedence.
Questions can be sent to [email protected]. These terms are governed by the law of England and Wales, subject to any mandatory law that applies.