Legal
Terms of Service
Last updated: 7 June 2026
1. Introduction
These terms ("Terms") govern your access to and use of nhslearning.net and the services provided through it ("the Service"). The Service is provided by Best in Class Software Systems Ltd ("we", "us", "our"), a private limited company registered in England and Wales (company number 16369340).
By using the Service, you agree to these Terms. If you do not agree, please do not use the Service.
These Terms work alongside our Privacy Policy, which explains how we handle personal data. The Privacy Policy is incorporated into these Terms by reference.
2. About the Service
The Service is an AI-assisted coaching tool and structured continuing professional development pathway for NHS-employed Diagnostic Radiography Practice Educators. The Service supports your work through an AI coach we call Tendai, accessible via email correspondence and a web application at nhslearning.net.
The Service is intended for use by individual NHS-employed Practice Educators in the United Kingdom, in connection with their professional role.
3. Eligibility and accounts
To use the Service, you must:
- Be at least 18 years of age
- Be employed by an NHS Trust or comparable healthcare provider in the United Kingdom in a role that involves educational responsibilities
- Have authority to use a work email address at the employing organisation
- Provide accurate and current information when registering
You are responsible for keeping your account credentials secure and for all activity that occurs under your account. Notify us promptly if you believe your account has been compromised.
4. Fees, payment, and renewals
4.1 Subscription fees
The Service is provided under an annual licence at the rates published on nhslearning.net. The current annual rate is £333 per user.
4.2 How payment works
The Service is generally funded by your employing NHS Trust through their Continuing Professional Development (CPD) budget. After you sign up, we will help you request approval from your manager and CPD lead. Your Trust may pay by corporate purchasing card or by purchase order and invoice.
You may continue to use the Service during a trial period while approval is being processed, as described on the Service.
4.3 Renewals
Annual subscriptions do not auto-renew. We will contact you before your subscription's anniversary date to discuss renewal. Renewal requires fresh authorisation from your Trust each year.
4.4 Refunds
We offer pro-rata refunds within the first six months of the subscription period, up to a maximum refund of £166.50 (representing half of the annual fee). Refund requests after the first six months are not accepted. Refunds are issued to the original payment source — typically the NHS Trust that paid the invoice.
Refunds do not apply where the subscription has been terminated by us due to your breach of these Terms.
4.5 Non-payment
If a Trust invoice remains unpaid 90 days after issue, we reserve the right to suspend or terminate access until payment is received.
5. Acceptable use
You agree to use the Service in line with these Terms and applicable UK law. In particular, you will not:
- Use the Service for any unlawful, harmful, or fraudulent purpose
- Attempt to gain unauthorised access to any part of the Service or its underlying systems
- Interfere with the proper operation of the Service for other users
- Use the Service to process patient-identifiable clinical data (the Service is not intended for clinical use)
- Use the Service to send unsolicited bulk communications or marketing
- Misrepresent your identity or affiliation
- Attempt to extract, copy, or replicate the underlying intellectual property of the Service (including our prompts, framework structure, or proprietary templates) for use outside the Service
- Share your account credentials with any other person
- Use the Service to generate content that infringes the rights of others or violates UK law
We may suspend or terminate your access if we reasonably believe you are using the Service in breach of these terms.
6. The Service is not professional advice
The Service does not provide:
- Clinical advice, including any advice relating to imaging technique, radiation dose, patient care, diagnosis, or treatment
- Regulated professional advice or guidance, including advice that requires registration with a professional body
- Legal advice
- Financial advice
- Medical, occupational health, or mental health advice
You retain full professional responsibility for your work, your decisions, and the care of any patients, students, preceptees, or colleagues you interact with through your professional role. You should apply your own professional judgement, follow your employing Trust's policies and procedures, and consult appropriate professional bodies (such as the HCPC and the Society of Radiographers) where relevant.
The Service is not a medical device and is not intended to be used as one. Any document, draft, suggestion, or response produced by Tendai is a starting point that you review, edit, approve, and take responsibility for.
If you have a clinical question, contact your modality lead, clinical lead, or appropriate clinical resource. If you have a regulatory question, contact the HCPC, the Society of Radiographers, or your Trust's professional standards function. If you are experiencing a mental health crisis or workplace difficulty that needs urgent support, contact your Employee Assistance Programme, your GP, or the Samaritans on 116 123.
7. AI-generated content
Tendai is an AI coach powered by large language model technology. By nature, AI-generated content may occasionally:
- Be inaccurate, incomplete, or out of date
- Misinterpret your intent
- Reflect biases present in its training data
- Generate confident-sounding text that is nevertheless wrong
You should treat AI-generated content as a draft for your review, not as a finished work product. You are responsible for verifying the accuracy and appropriateness of anything generated by Tendai before relying on it, sharing it, or acting on it.
We work to make Tendai accurate, useful, and aligned with the standards of the Practice Educator role, but we cannot guarantee perfection.
8. Intellectual property
8.1 Our intellectual property
The Service, including the website, software, AI prompts and instructions, framework structure (including the five-stage Practice Educator pathway and associated descriptions), templates, designs, and branding (including the name "Tendai"), is owned by Best in Class Software Systems Ltd and is protected by intellectual property law.
You receive a limited, non-exclusive, non-transferable, revocable licence to use the Service for your personal professional development during the term of your subscription. You may not copy, modify, distribute, reverse-engineer, or create derivative works of the Service except as expressly permitted by these Terms.
8.2 Your content
You retain ownership of any content you provide to the Service — including emails you forward, messages you send to Tendai, and information you enter into the system.
You grant us a limited licence to use this content only as necessary to deliver the Service to you. This includes processing through our infrastructure and sub-processors (as set out in our Privacy Policy) and generating responses, documents, and other outputs in response to your requests.
We do not use your content to train AI models, sell it to third parties, or use it for any purpose beyond delivering the Service.
8.3 Generated outputs
You may freely use the documents, drafts, and other outputs Tendai generates for you in your professional work. Where such outputs incorporate our templates or framework structure, you may use them in the course of your educational role but may not redistribute them outside that purpose or as a standalone product.
9. Service availability and changes
We aim to keep the Service available and functioning correctly at all times, but we do not guarantee uninterrupted availability. The Service may be unavailable from time to time due to maintenance, technical issues, or factors outside our reasonable control.
We may modify, suspend, or discontinue features of the Service at any time. Where changes are likely to materially affect users, we will give reasonable advance notice by email.
10. Liability
10.1 Our liability to you
To the fullest extent permitted by law:
- Our total aggregate liability to you under or in connection with these Terms is capped at the fees you (or your Trust on your behalf) have paid for the Service in the 12 months preceding the event giving rise to the claim — currently £350.
- We are not liable for any indirect, consequential, or incidental losses, including loss of profit, loss of opportunity, loss of goodwill, or loss of business.
- We are not liable for losses arising from your failure to back up your own data or maintain your own records.
10.2 What we do not exclude
Nothing in these Terms limits our liability for:
- Death or personal injury caused by our negligence
- Fraud or fraudulent misrepresentation
- Breach of UK data protection law where caused by our fault
- Any liability that cannot lawfully be excluded under UK law
10.3 Force majeure
We are not liable for any failure or delay in performance caused by events outside our reasonable control, including but not limited to acts of God, internet outages, third-party infrastructure failures, or interruptions caused by our sub-processors.
11. Indemnification
You agree to indemnify and hold harmless Best in Class Software Systems Ltd from any third-party claims arising from your breach of these Terms, your misuse of the Service, or your violation of any law or third-party rights.
This indemnification is reciprocal in spirit — we will likewise take reasonable steps to protect your interests where claims arise from our actions, subject to the liability limits in section 10.
12. Termination
12.1 Your right to cancel
You may cancel your subscription at any time. Cancellation takes effect at the end of your current paid period, subject to the refund terms in section 4.4 if applicable.
12.2 Our right to terminate
We may terminate or suspend your access:
- Immediately, for material breach of these Terms (including breach of the Acceptable Use provisions in section 5)
- Immediately, in the event of fraud or attempted fraud
- After 90 days of unpaid invoices, as described in section 4.5
- With 30 days' written notice, for any other reason at our discretion
12.3 Effect of termination
On termination, your access to the Service ends. For 30 days after termination, you may request an export of your data, including documents generated by Tendai and your reflective records. After this 30-day window, your data is purged in accordance with the retention periods set out in our Privacy Policy.
The sections of these Terms that are intended to survive termination (including sections on intellectual property, liability, indemnification, and governing law) continue to apply after termination.
13. Changes to these Terms
We may update these Terms from time to time to reflect changes in our practices, the Service, or the law. Where changes are material, we will notify active users by email at least 30 days before the changes take effect.
Continued use of the Service after the effective date constitutes acceptance of the updated Terms. If you do not accept the updated Terms, you may cancel your subscription.
14. Governing law and disputes
These Terms are governed by and construed in accordance with the laws of England and Wales. Any disputes arising from or relating to these Terms or the Service are subject to the exclusive jurisdiction of the courts of England and Wales.
Before resorting to court proceedings, we encourage you to contact us directly so we can attempt to resolve the matter informally. Most issues can be resolved through good-faith conversation.
15. General
15.1 Entire agreement
These Terms, together with our Privacy Policy, constitute the entire agreement between you and us in relation to the Service. They supersede any previous agreements or understandings.
15.2 No waiver
Failure by us to enforce any provision of these Terms does not constitute a waiver of that provision or our right to enforce it later.
15.3 Severability
If any provision of these Terms is found to be unenforceable, the remaining provisions continue in full force and effect.
15.4 Assignment
You may not assign or transfer your rights under these Terms without our prior written consent. We may assign or transfer our rights and obligations to a successor in the event of a merger, acquisition, or sale of business, subject to giving you reasonable notice.
15.5 Contact
For any questions about these Terms:
Best in Class Software Systems Ltd
8 Yateley Drive
Barton Seagrave, Kettering
NN15 6BN, United Kingdom