Platform Terms of Use
Version 1.0 | Effective Date: March 2026
Front Foot MI Ltd (trading as Fit to Care)
These terms apply to all users of Fit to Care's digital platforms: Insight Genie, Dynamic Genie, Meeting Genie Board, and Return on Heartbeats. By accessing any platform, you agree to these terms and the product-specific schedule applicable to the platform you are using.
1. Who We Are
Front Foot MI Ltd (trading as Fit to Care) operates the digital platforms described in these terms. We are registered in England and Wales (Company No. 05457319, VAT No. 861978082).
Registered Office: Park House, 2 Park View, Gatley, Stockport, Cheshire, SK8 4BL
Data Protection Contact: Anthony Lawton | anthony.lawton@fittocare.co.uk
2. About These Terms
2.1 These Terms of Use (Terms) govern your access to and use of our digital platforms. They apply alongside our Privacy Policy, Cookie Policy, and Acceptable Use Policy.
2.2 Your organisation has a separate commercial agreement with us for the provision of services. These Terms govern your individual use of our platforms as a participant, board member, or contributor.
2.3 Your continued use of any platform constitutes acceptance of these Terms of Use. Consent for the processing of your personal data is obtained separately via the in-app consent screen, which requires your explicit opt-in before you can access any platform. If you do not agree with these Terms, please do not use the platform.
3. AI-Assisted Services Disclosure
3.1 All Fit to Care platforms use artificial intelligence tools to assist with analysis, synthesis, and reporting. AI is used as a support tool — it does not make autonomous decisions about individuals or replace professional human judgement.
3.2 AI-generated outputs are provided on an “as is” basis. We do not warrant that AI outputs will be accurate, complete, or error-free. Users and their organisations retain full responsibility for decisions made using information generated with AI assistance.
3.3 We use commercially available AI services (including but not limited to OpenAI, Anthropic, and Google AI) as sub-processors. Data shared with these services is governed by our Data Processing Agreements and is not used by AI providers to train their models where we have opted out of such use.
4. Your Responsibilities
4.1 You must not use any platform to do anything illegal or in breach of applicable laws or regulations.
4.2 You must not input any personally identifiable data — including names, NHS numbers, dates of birth, addresses, or any details that could identify a patient, colleague, or member of the public — unless the specific product schedule below expressly states otherwise.
4.3 You must not input commercially sensitive information that is not relevant to the agreed engagement.
4.4 You are solely responsible for the legality, reliability, integrity, accuracy, and quality of the information you input via any platform.
4.5 You must not transfer or assign your access to another person, or attempt to access areas of the platform not intended for your use.
5. Intellectual Property
5.1 All intellectual property rights in our platforms, including software, design, trademarks, and proprietary methodologies, belong to Front Foot MI Ltd or our licensors.
5.2 By contributing content through any platform, you grant us a worldwide, non-exclusive, royalty-free licence to use, process, analyse, and incorporate your contributions for the purposes of delivering the agreed services to your organisation. We may also use anonymised, aggregated data for benchmarking and service improvement.
5.3 We reserve the right to remove or modify content that violates these Terms, infringes intellectual property rights, or threatens the security or integrity of our platforms.
6. Data Protection and Privacy
6.1 We are committed to protecting your privacy. Our processing of personal data is governed by our Privacy Policy and, where applicable, a Data Processing Agreement between Fit to Care and your organisation.
6.2 Where your organisation is the data controller, we act as a data processor on their behalf. Your GDPR rights (access, correction, erasure, objection) should be exercised through your organisation's Data Protection Officer in the first instance, or by contacting us directly.
6.3 Where we are the data controller (e.g., for website visitors or direct service users), you may exercise your rights by contacting anthony.lawton@fittocare.co.uk.
6.4 You have the right to complain to the Information Commissioner's Office at www.ico.org.uk.
7. Limitation of Liability
7.1 Our platforms are provided on an “as is” basis. We do not guarantee uninterrupted, timely, secure, or error-free operation.
7.2 You assume sole responsibility for results obtained from the use of any platform and for conclusions drawn from such use.
7.3 We will not be liable for: loss of profit, goodwill, opportunity, data, or business reputation; business interruption; or indirect or consequential losses of any kind.
7.4 Our aggregate total liability under these Terms is limited to £100 in any 12-month period, except where it would be unlawful to limit liability (including fraud or fraudulent misrepresentation). This cap does not apply to liability arising from breach of UK GDPR or data protection obligations, which is determined in accordance with UK GDPR Article 82.
7.5 Implied terms, conditions, warranties, and representations are excluded to the fullest extent permitted by law. Nothing in these Terms excludes liability for fraud, gross negligence, or breach of data protection law.
8. Termination and Suspension
8.1 We may terminate or suspend your access if we believe your use violates these Terms. We are not obliged to notify you in advance.
8.2 We reserve the right to change, suspend, or discontinue any platform at any time. We will not be liable for the effect of any such changes.
9. Changes to These Terms
9.1 We may update these Terms at any time. The “Effective Date” at the top of these Terms will be revised to reflect changes.
9.2 Your continued use of any platform after changes constitutes acceptance of the updated Terms.
10. Governing Law and Jurisdiction
These Terms are governed by the laws of England and Wales. Any disputes will be subject to the exclusive jurisdiction of the courts of England.
Product-Specific Schedules
The following schedules set out additional terms specific to each platform. They supplement (and in the event of conflict, take precedence over) the general terms above.
Schedule A: Insight Genie
Applicable to stakeholders invited to contribute insights via the Insight Genie platform.
A1. Nature of Participation
Your participation is completely voluntary and anonymous. There is no requirement to register or sign up. You may withdraw at any time without consequence.
A2. What You Are Sharing
You are sharing your professional perspective on organisational themes defined by the engagement your organisation has commissioned. Your responses are analysed using AI tools to identify patterns and insights at an organisational level.
A3. Anonymity
Your individual responses are not attributed to you in any report. Responses are aggregated before being shared with your organisation's leadership. If you choose to record a voice response, the audio is used solely to generate a text transcript — the audio is never saved and is discarded immediately after transcription. Only the text transcript is retained.
A4. Data You Must Not Include
Do not include: names, NHS numbers, patient details, clinical information, or any details that could identify another person. Do not include commercially sensitive information.
A5. Data Retention
Individual response data is retained until the project completion report is delivered to your organisation and deleted within 30 days thereafter. Anonymised, aggregated data may be retained for benchmarking purposes.
A6. Data Controller
Your organisation is the data controller for Insight Genie engagements. Fit to Care acts as data processor. Contact your organisation's Data Protection Officer to exercise your data rights, or contact us directly at anthony.lawton@fittocare.co.uk.
Schedule B: Dynamic Genie
Applicable to all named human participants (personas) taking part in a Dynamic Genie facilitated strategy workshop.
B1. Nature of Participation
You are a named participant in a collaborative strategy workshop facilitated by Dynamic Genie. Your contributions are attributed to your persona within the workshop context and are visible to other participants and the facilitating consultant.
B2. What Data We Process
We process: your name, job title, and organisational role; your strategic perspectives, contributions, and responses during the session; your review and sign-off of outputs attributed to your persona; and your cognitive contribution profile (where a 6Q Leadership assessment has been completed). This is professional and managerial data — not clinical or special category data.
B3. How Your Data Is Used
Your contributions are used solely to facilitate the strategy workshop and generate the document agreed with your organisation. AI tools assist in synthesising contributions — they do not make autonomous decisions about you. Your review and sign-off of outputs is recorded as confirmation of participation and endorsement. This does not constitute automated decision-making under GDPR Article 22.
B4. Who Sees Your Data
Your contributions are visible to other participants in your session and to the facilitating consultant. Outputs are shared with your organisation as agreed. We do not share your data with any third party beyond secure cloud infrastructure used to operate the platform.
B5. Data Retention
Session data is retained for the duration of the engagement and for up to 12 months thereafter, to support follow-up or quality assurance. It is then securely deleted. Your organisation may retain outputs as part of their own governance records.
B6. Data Controller
Your organisation is the data controller. Fit to Care acts as data processor. Please raise data rights requests with your organisation in the first instance, or contact us directly.
Schedule C: Meeting Genie Board
Applicable to all board members and governance participants who access Meeting Genie Board.
C1. Nature of Participation
You are a named participant in formal governance proceedings facilitated by Meeting Genie Board. Your contributions form part of the board's governance record.
C2. What Data We Process
We process: your name, role, and organisational position; your contributions, questions, and votes during board proceedings; attendance records and declarations of interest; and AI-generated summaries of agenda items that reference your contributions. This data constitutes governance records. While not clinical or special category data, it is professionally sensitive and subject to the rights of data subjects under UK GDPR.
C3. AI Assistance Disclosure
Meeting Genie Board uses AI tools to assist with agenda management, minute drafting, and governance reporting. AI-generated outputs are reviewed and approved by the board secretary or designated officer before being recorded as formal minutes. AI does not make governance decisions autonomously.
C4. Governance Records and Subject Access Requests
Board minutes and records generated by Meeting Genie Board may be subject to Subject Access Requests (SARs) from named individuals. Your organisation is responsible for managing SARs in line with its data retention and governance policies. Fit to Care will assist your organisation in fulfilling any SAR that relates to data held on our platform.
C5. Data Retention and Deletion
Board governance records are retained for as long as required by your organisation's retention policy and applicable statutory obligations (typically a minimum of six years for NHS board records). We will delete data from our platform upon written instruction from your organisation, subject to any legal hold obligations.
C6. Security
All data is encrypted in transit and at rest. Access is restricted to authenticated users within your organisation's defined user group. We operate in accordance with Cyber Essentials and DSPT requirements applicable to NHS suppliers.
C7. Data Controller
Your organisation (the Trust, ICB, Multi-Academy Trust, or local authority) is the data controller. Fit to Care acts as data processor. Please contact your organisation's Data Protection Officer in the first instance.
Schedule D: Return on Heartbeats
Applicable to all frontline staff who use Return on Heartbeats to capture their lived experience of operational flow, failures, and bottlenecks.
D1. Nature of Participation
Your participation is entirely voluntary and your responses are used to improve the systems you work within. You may stop at any point during a session without consequence.
D2. What You Are Sharing
You may share: descriptions of operational bottlenecks, delays, or failures you have personally experienced; your views on what is and is not working in your team or service area; and voice recordings or typed responses. Do not include patient names, NHS numbers, clinical details, or any information that could identify a patient or colleague.
D3. Anonymity and Voice Data
Your responses are processed to identify systemic patterns, not to evaluate individuals. Outputs are aggregated and reported at team or service level. Individual responses are not attributed to you. If you choose to record a voice note, the audio is used solely to generate a text transcript — the audio is never saved and is discarded immediately after transcription. Only the text transcript is retained.
D4. How Your Data Is Used
Your responses are analysed using AI tools to map operational flow, identify recurring bottlenecks, and sequence improvement priorities. This analysis is provided to your organisation's leadership to inform transformation planning. Your data is never sold, shared with third parties for commercial purposes, or used for any purpose other than service improvement within your organisation.
D5. Data Retention
Individual response data is retained for the duration of the improvement programme and for up to 12 months thereafter. Anonymised aggregated data may be retained for longer to support benchmarking and service improvement research. You may request deletion of your individual responses at any time.
D6. Your Right to Withdraw
You may stop at any point during a session without consequence. To withdraw consent or request deletion of responses already submitted, email anthony.lawton@fittocare.co.uk. Withdrawal takes effect within 5 working days.
D7. Data Controller
Your organisation (the NHS Trust, ICB, or public sector body) is the data controller. Fit to Care acts as data processor.
Front Foot MI Ltd (trading as Fit to Care) | Company No. 05457319 | VAT No. 861978082 | Park House, 2 Park View, Gatley, Stockport, Cheshire, SK8 4BL
Return On Heartbeats™ and Heartbeating™ are registered trademarks of Front Foot MI Ltd.