Terms of Service

1. The service

Odyssey Portfolio (“Odyssey”, “the service”, “we”) is a multi-platform clinical portfolio designed for clinicians to record, reflect on and have peer-reviewed their professional work. It is provided on iOS, Android and the web at odysseyportfolio.com.

Odyssey is provided as a tool to support reflective professional practice. It is not a medical record system, an electronic health record (EHR), a clinical decision-support tool, or a substitute for any official portfolio your training body or regulator may require.

2. Eligibility

You must be at least 16 years old and a clinical professional, healthcare student, or trainee to use Odyssey. By creating an account you represent that you meet these criteria and that the information you provide is accurate.

3. Your responsibilities

3.1 Patient confidentiality

You must never enter patient-identifiable data into Odyssey. This includes (but is not limited to): patient names, dates of birth, NHS numbers, hospital numbers, addresses, photographs, voice recordings, or any combination of fields that could reasonably allow a specific patient to be identified. Anonymisation is your responsibility and your responsibility alone.

We reserve the right to suspend or terminate any account where we have a reasonable basis to believe patient-identifiable data has been entered.

3.2 Account security

You are responsible for keeping your sign-in credentials secure. We strongly recommend using a unique password and enabling two-factor authentication where supported by your authentication provider. Notify us immediately of any unauthorised access at contact@hummingbirdlabs.org.

3.3 Acceptable use

You agree not to:

• Use the service for any unlawful purpose or to violate any applicable law or regulation;
• Upload malicious code, attempt to compromise the service or interfere with other users;
• Use the service to harass, defame or impersonate any individual;
• Reverse engineer, decompile or attempt to extract the source code of the application except as expressly permitted by law;
• Reproduce or resell the service or any component of it.

4. Subscription & payments

4.1 Tiers

• Free: up to 20 total entries. All professional features included.
• Pro Monthly: £3.99 / month. Unlimited entries.
• Pro Annual: £24.99 / year. Unlimited entries.

Pricing in your local currency is determined by Apple App Store or Google Play at the point of purchase, and may differ from the pounds-sterling equivalents listed above.

4.2 Billing

Subscriptions are billed and managed entirely by Apple (App Store) or Google (Google Play). Payment is collected by the relevant store under their terms. We never see, store or process your card details.

4.3 Auto-renewal

Subscriptions automatically renew at the end of each billing period unless cancelled at least 24 hours before the renewal date. Renewal is processed by the App Store or Google Play.

4.4 Cancellation

You can cancel at any time from the Subscriptions page on the device you originally subscribed on (iPhone, iPad, or Android). Cancellation takes effect at the end of the current billing period — you retain Pro features until then.

4.5 Refunds

Refund requests must be raised through the platform that processed your payment. For App Store purchases, please use Apple's Report a Problem portal. For Google Play, use the in-store purchase history. Refunds are at the discretion of the store and applicable consumer law.

5. What happens when Pro lapses

If your Pro subscription lapses (cancellation, payment failure or expiry), your account automatically reverts to the Free tier:

• No data is ever deleted. All your entries, narratives, appraisals and reflections remain securely stored, fully readable and exportable.
• Creation may be restricted. If you are over the 20-entry Free limit, you will be unable to create new entries or narratives until you either resubscribe to Pro or delete enough older entries to fall below the threshold.
• Resubscribing instantly restores unlimited creation.

6. Web subscriptions

At present, Pro subscriptions can only be purchased through the iOS or Android app. If you are using the web app on app.odysseyportfolio.com, you will need to download the iOS or Android app to upgrade. Once subscribed on either store, your Pro status is automatically synchronised across all your devices, including the web.

7. Peer review (Magic Link)

When you send an entry for peer review, we generate a one-shot magic link and email it to the address you provide for the supervisor. The supervisor does not need to create an Odyssey account; they can review and countersign the specific entry directly. We process their email solely to deliver the link and record who has signed off the entry. Magic links expire after 30 days.

You are responsible for ensuring that the email address you enter for a supervisor is correct, and that the supervisor has consented to receiving review requests from you.

8. Intellectual property

8.1 Your content

You retain all intellectual property rights in the content you create within Odyssey. By using the service, you grant us a limited, non-exclusive licence to store, transmit and process your content solely for the purpose of providing the service to you.

8.2 Our service

The Odyssey software, brand, logo, designs and visual identity are owned by Odyssey Portfolio Ltd. and protected by intellectual property laws. You may not copy, redistribute or create derivative works without prior written permission.

9. Termination

You may terminate your account and delete your data at any time from Settings → Delete account in the iOS, Android or web app. That process removes your content and authentication record as described in our Privacy Policy. Deleting your Odyssey account does not cancel an App Store or Google Play subscription; those are managed solely by Apple or Google. If you cannot use the app, you may request deletion by emailing contact@hummingbirdlabs.org from the address you use to sign in. We may suspend or terminate accounts that breach these terms — particularly the patient-confidentiality rule — or where required by law.

10. Disclaimers

Odyssey is provided on an “as is” and “as available” basis. To the fullest extent permitted by law, we disclaim all warranties, express or implied, including warranties of merchantability, fitness for a particular purpose, and non-infringement. We do not guarantee that the service will be uninterrupted, error-free or available at all times.

Odyssey is a reflective and administrative tool; it does not provide clinical advice, decision support, or any form of medical guidance, and should not be used for any clinical decision-making purpose.

11. Limitation of liability

To the fullest extent permitted by applicable law, Odyssey Portfolio Ltd.'s total aggregate liability arising out of or in connection with these terms or your use of the service is limited to the greater of (a) the fees you have paid us in the twelve months preceding the event giving rise to the claim, or (b) £100. We will not be liable for any indirect, incidental, consequential or punitive damages.

Nothing in these terms limits or excludes any liability that cannot lawfully be limited or excluded, including liability for death or personal injury caused by negligence, fraud, or fraudulent misrepresentation.

12. Changes to the service

We may add, remove or modify features as the product evolves. Where a change materially reduces functionality available to existing Pro subscribers, we will notify affected users at least 30 days in advance and offer a pro-rata refund where appropriate.

13. Changes to these terms

We may update these terms from time to time. The “Effective date” above will always reflect the most recent revision. We will give at least 14 days' notice of material changes by in-app notice or email. Continued use after the effective date constitutes acceptance.

14. Governing law

These terms are governed by the laws of England and Wales. The courts of England and Wales have exclusive jurisdiction over any dispute arising out of or in connection with them, save that consumers may bring claims in their country of residence where required by law.

15. Contact

All support and legal enquiries: contact@hummingbirdlabs.org