PracticePath pilot

Terms and Conditions

PracticePath · Orbicus Limited
Version 2026-10-26-v1 · Effective 26 October 2026

1. Who we are and who these terms cover

PracticePath is operated by Orbicus Limited (registered as ORBICUS LTD), a company registered in England and Wales, number 09842379. Our registered office is Flat 21 Mistral Sceaux, London, United Kingdom, SE5 7DR. Contact us at hello@pharmacistweb.com about these terms, support, complaints or your account.

“We”, “us” and “our” mean Orbicus Limited. “You” means the individual using PracticePath and, where they have authority to enter a contract for an organisation, that organisation. These terms apply to pharmacists, learners, DPPs, assessors, university or organisation staff and administrators. An organisation's separately signed agreement takes priority only where it expressly varies these terms; it cannot remove an individual's mandatory legal rights.

2. Your agreement and account

By actively selecting the acceptance box and creating an account, you agree to these terms. We record the terms version and the time of account creation. You can save this page or print it for your records. Please ask us about anything you do not understand before agreeing. If you do not agree, do not register.

You must be at least 18, give accurate details, use your own professional identity and keep your information up to date. Keep your password and invitation links secure; do not share an account or impersonate another person. Tell us promptly if you suspect unauthorised access. Registration does not itself grant approval, an assessor role, learner access or institutional access. Relevant checks, permissions and accepted invitations still apply.

3. Purpose and professional responsibilities

PracticePath provides tools for learning plans, portfolios, reflections, practice records, reviews and related professional development. It is not a clinical record system, prescribing system, emergency service, regulator, university or awarding body. It does not provide patient-specific medical advice or professional legal advice.

You remain responsible for clinical decisions, patient care, prescribing, safeguarding, indemnity, confidentiality, accurate evidence and meeting your regulator's, employer's and course provider's requirements. Check requirements, dates, hours, mappings and exports against the original sources. Evidence counts, AI suggestions and readiness indicators do not establish competence. An assessor's recorded decision does not replace any other assessment, authorisation or approval required by law, a regulator, an employer or a course provider. We do not promise a qualification, course acceptance, registration, employment or a particular clinical or financial outcome.

4. DPPs, assessors and organisations

DPPs and assessors must work within their competence and authority, meet applicable supervision requirements, obtain necessary approvals and make their own assessment decisions. Organisation staff must have authority for their role and access only the learners and cohorts they are permitted to oversee. Do not disclose another user's records without a lawful basis and the permissions required for that disclosure.

Directory profiles and availability are supplied by users. A listing, registration check or introduction is not a recommendation or guarantee of suitability, availability or course-provider approval. Verify these matters independently. Unless we expressly agree otherwise in writing, any supervision, employment, payment or training arrangement between users is their separate agreement, not an agreement with Orbicus Limited. We remain responsible for our own contractual obligations and acts for which the law makes us responsible.

5. AI and other assistance

AI features may produce incorrect, incomplete, outdated or invented material. Use them as draft assistance only. Check every suggestion, source, mapping, date and imported field before saving or relying on it. Do not present invented activity or unperformed learning as your own evidence. AI does not approve competence or make clinical decisions. These limits on the purpose of AI do not remove our duty to provide the service with reasonable care and skill.

6. Your content, confidentiality and data protection

You retain ownership of your original content. You give us a non-exclusive permission to store, process, display and transmit it only as needed to provide and secure PracticePath, carry out your sharing instructions and meet our legal obligations. This permission does not transfer ownership to us or authorise sale of your portfolio.

Only upload material you are entitled to use. Anonymise clinical text, files and images before uploading or sending them to AI. Do not include patient names, NHS numbers, contact details, identifiable photographs or other information that could reasonably identify a patient, including in combination. Changing a name alone may not anonymise a record. Do not upload unlawful, defamatory or infringing content.

Both parties must comply with applicable data-protection law, including the UK GDPR and Data Protection Act 2018, as amended. These terms do not waive your privacy rights, constitute consent to marketing or replace a privacy notice or any data-processing agreement an organisation requires. Contact us for information about personal-data handling or to exercise your rights. Sharing and access permissions must be set through the platform's relevant controls; accepting these terms alone does not authorise a DPP or organisation to access a learner's portfolio.

7. Permitted use and intellectual property

We grant you a limited, non-exclusive, non-transferable right to use PracticePath for its intended purpose while your account is authorised. We and our licensors retain rights in the software, branding and other platform materials. Frameworks, source documents and third-party materials remain subject to their owners' rights. Do not copy or resell the platform, bypass access restrictions, access others' data without permission, introduce malware, disrupt the service or use automated extraction without our written permission or a legal entitlement.

8. Free pilot and future fees

The current pilot is free, but free access is not promised indefinitely. We intend to introduce fees for access to PracticePath or specified features. We may offer different arrangements for different user types; a feature or role being free now is not a promise that it will always be free.

Before a free feature becomes chargeable, we will normally give at least 30 days' notice to your account email. We will explain the price, applicable taxes, features, billing period, start date, renewal arrangements and cancellation rights before asking you to agree. Creating an account or accepting these terms does not authorise future payments, automatic conversion or backdated charges. Payment requires a separate, explicit agreement. No paid subscription starts under these terms alone.

You may decline and stop using the chargeable service without paying a conversion or cancellation fee. We will provide a reasonable opportunity of at least 30 days to export your existing records before withdrawing free access, unless a legal or urgent security restriction prevents this; contact support if export is unavailable. Any future paid offer will explain applicable statutory cooling-off, cancellation and refund rights. These terms do not waive those rights.

9. Availability, records and changes

The pilot is being tested and may contain defects, interruptions or incomplete features. We will use reasonable care and skill in providing the service, but cannot promise uninterrupted availability, compatibility with every device or that every defect will be prevented. Maintenance, security work and events genuinely outside our reasonable control can affect access. We will take reasonable steps to reduce disruption and tell you about significant interruptions where practicable.

Check that important work has saved and keep regular exports or backups. Do not use PracticePath as the only copy of a patient record, statutory record or time-critical submission. This backup advice does not exclude our responsibility for loss caused by our breach or negligence. Let us know promptly about faults so we can investigate and put things right.

We may make proportionate changes for security, legal compliance or service improvement. We will normally give 30 days' notice of material changes to these terms or a material reduction in the service and explain your options. Urgent legal or security changes may take effect sooner with notice as soon as practicable. We will seek fresh agreement where required, will not apply changes retrospectively to accrued rights, and will not use a change to impose payment without your explicit agreement. You can leave without a new exit fee if you do not accept a material change.

10. Suspension, closure and ending use

You may stop using PracticePath and request account closure by emailing us. Export important records first. Account closure does not necessarily erase audit, assessment or other records we lawfully need to retain; statutory data rights still apply.

We may restrict or suspend access where reasonably necessary to investigate suspected fraud, impersonation, serious misuse, unlawful disclosure, a material breach of these terms, a security threat or a legal requirement. We will act proportionately, explain the reason and give you a reasonable chance to respond or remedy a breach where appropriate, unless doing so would be unlawful or create a material risk. Contact us to challenge a decision.

If we end the pilot or withdraw the service for commercial or operational reasons, we will normally give at least 30 days' notice and an opportunity to export records. Immediate action may be necessary for serious legal or security reasons. Ending the agreement does not remove accrued rights, liabilities, applicable refunds or statutory remedies. Clauses about intellectual property, confidentiality, responsibility and resolving disputes continue where relevant.

11. Our responsibility and limits on liability

Liability means legal responsibility for loss or damage. Nothing in these terms excludes or limits liability for death or personal injury caused by our negligence, fraud or fraudulent misrepresentation, or any other liability which the law does not allow us to exclude or limit. Your statutory rights and rights to data-protection remedies are not removed by these terms.

If you are a consumer (acting wholly or mainly outside your trade, business, craft or profession), we are responsible for loss or damage you suffer that is a foreseeable result of our breach of contract or failure to use reasonable care and skill. Loss is foreseeable if it was an obvious consequence or was contemplated by you and us when you registered. We do not exclude your legal remedies for defective services or digital content. We are not responsible for loss that is not caused by our breach, that was not reasonably foreseeable, or that you could reasonably have avoided after receiving appropriate instructions or warnings. We do not exclude responsibility simply because a third-party supplier was involved.

If you use PracticePath for business or professional purposes, subject to the first paragraph of this section and any liability the law does not permit us to limit, our total aggregate liability arising out of or in connection with the service in any 12-month period, whether in contract, tort (including negligence), breach of statutory duty or otherwise, is limited to the greater of £1,000 and the fees you paid us for the service in that period. For those business users, we exclude liability for loss of profit, revenue, business, contracts, anticipated savings or goodwill, and for indirect or consequential loss. This business limitation does not apply to consumers, override a separately agreed higher liability limit or restrict mandatory data-protection compensation rights. Each business exclusion and limit applies only where it satisfies applicable legal requirements, including reasonableness under the Unfair Contract Terms Act 1977.

We are not responsible for independent clinical or assessment decisions made by users, or for another user's separate supervision or payment obligations, except to the extent that a loss is caused by our own breach or an act for which the law makes us responsible. There is no blanket exclusion of responsibility for our own fault.

12. Law, complaints and other terms

These terms and any non-contractual obligations arising from them are governed by the law of England and Wales. The courts of England and Wales have jurisdiction; if you are a consumer living elsewhere, this does not take away mandatory protections under the law of your home country or your right to bring proceedings in your local courts where the law allows. Consumers in Scotland and Northern Ireland may bring proceedings in their home courts.

Please send complaints to hello@pharmacistweb.com. We will investigate and respond within a reasonable time. Contacting us does not prevent legal action or suspend a statutory deadline. We do not require compulsory arbitration.

If a provision is unlawful or unenforceable, the remaining provisions continue to apply where they can do so fairly. A delay in enforcing a right does not waive it. Neither party may transfer this agreement in a way that reduces the other's legal rights without any consent required by law. No other person has a right to enforce these terms under the Contracts (Rights of Third Parties) Act 1999, without limiting rights available independently under law.

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