Last updated: 6 October 2026
We want to make the use of our digital Information Content and our Online Platform transparent, secure and reliable for everyone involved. These Terms of Use therefore explain which services we provide, how the platform may be used and which rules apply to protect the content, data, Users and Organisations.
These Terms of Use govern the relationship between RI Innovation GmbH, Lehnengasse 20a, 50354 Hürth, Germany (hereinafter the “Provider”) and the Visitors, Users and Organisations in connection with the use of the digital Information Content and the Online Platform provided at the URLs https://reimbursement.institute, https://reimbursement.info and https://app.reimbursement.info. They apply to Visitors, Users and Organisations insofar as they use the services, cause user accounts to be created or have concluded a separate agreement on the Premium Version.
These Terms of Use supplement the Provider’s General Terms and Conditions (GTC). In the event of conflicts, the following order of precedence applies strictly:
- individual contractual agreements,
- data processing agreements (DPA),
- the General Terms and Conditions (GTC),
- these Terms of Use.
The inclusion of deviating, conflicting or supplementary terms and conditions of business or use of Visitors, Users or Organisations is expressly rejected. Such terms shall only become part of the contract if the Provider expressly agrees to their validity in text form (Textform within the meaning of § 126b of the German Civil Code (BGB), e.g. by email).
§ 1 Definitions
The following definitions apply to these Terms of Use:
“Visitor”: Any natural person who uses the Information Content or the Online Platform to a limited extent without registration, without being a Customer within the meaning of the GTC or a registered User.
“Physician, Contact Person and Referrer Data”: Profession-related master, contact, function, specialty, organisation and assignment data of physicians, other healthcare providers, medical contact persons and healthcare institutions.
“Basic Version”: The free use of the Online Platform after registration with a limited range of functions.
“Benchmark Data”: Anonymised and aggregated evaluation results which are generated from Separately Processed Data in accordance with § 7(6) and which do not permit any conclusions to be drawn about individual persons, individual treatment cases or individual Organisations.
“Exports”: Data and analysis results from Platform Components that a User for whom this has been activated in the Premium Version extracts via the download, export, print or output functions provided by the Online Platform.
“Separately Processed Data”: Data and data sets from or about healthcare institutions, in particular hospitals, medical practices and medical care centres, that are transferred into the Online Platform by or on behalf of an Organisation via an import module provided by the Provider for this purpose.
“Information Content”: The digital content on the German healthcare system made publicly available by the Provider at https://reimbursement.institute, in particular glossary, specialist articles, blog posts, overviews, explanations, NUB-, OPS- and DRG-related content, texts, data structures, compilations, representations, graphics, files and other information. The Information Content may be used by Visitors without registration.
“AI Assistant”: An application chosen by the User and not operated by the Provider, through which the User accesses Interfaces.
“Membership”: The assignment of a User to an Organisation Area within the Online Platform. It is active as long as it has neither been set to inactive nor ended, and of indefinite duration if no end date has been specified.
“User”: Any natural person with a registered user account on the Online Platform. When a User joins an Organisation Area, they become an Organisation Member.
“User Content”: Content that a User creates or posts on the Online Platform while logged in and within their Organisation Area.
“Online Platform”: The digital offering operated by the Provider at https://app.reimbursement.info, which is provided as a browser-based software-as-a-service application.
“Organisation”: The legal person, partnership, other entity or natural person not acting as a consumer on whose behalf a User acts or with which a separate agreement on the use of the Premium Version exists; in the GTC, it is referred to as the “Customer”.
“Organisation Area”: The closed area within the Online Platform in which authorised Organisation Members can access organisation-related functions, User Content and Separately Processed Data.
“Organisation Administrator”: A User with administrative rights for the Organisation Area. An Organisation Administrator is always also an Organisation Member. Their rights to User Content are governed by §§ 6 and 12. They obtain access to Separately Processed Data exclusively in accordance with § 7(4).
“Organisation Member”: A User with a Membership in the respective Organisation Area, irrespective of whether this Membership is active or inactive, time-limited or of indefinite duration.
“Platform Components”: All data, data sets, data structures, analysis functions, evaluations, visualisations, software components, user interfaces, documentation, methods, logic and other information provided by the Provider via the Online Platform. User Content and Separately Processed Data are not Platform Components.
“Platform-Internal AI Assistance Function”: An AI-supported function provided by the Provider within the protected Online Platform that supports Users in searching, analysing, summarising, structuring or otherwise processing information and content accessible via the Online Platform.
“Premium Version”: The paid use of the Online Platform with an extended range of functions or full access in accordance with a separate agreement.
“Project-Related Work Results”: Presentations, reports, analyses, evaluations, recommendations for action or other results that a User creates using the Online Platform for their own internal purposes or for specific client, consulting, analysis or strategy projects.
“Interfaces”: The technical access points provided by the Provider for programmatic access to the Online Platform, in particular application programming interfaces (API) and servers based on the Model Context Protocol (MCP), including the associated documentation. Interfaces are Platform Components.
“Support Communication”: Enquiries, messages and content that Visitors, Users or Organisations transmit to the Provider via support chat, helpdesk, contact forms, email, telephone or comparable channels.
“Verified Healthcare Provider”: A hospital, medical practice, medical care centre or other healthcare institution whose status as a healthcare provider the Provider has verified in accordance with the procedure described in the Online Platform and confirmed for the respective Organisation Area.
“Access Tokens”: The means of authentication used for access via Interfaces, in particular API keys and OAuth tokens.
§ 2 Description of Services and Scope of Services
(1) At the URLs stated above, the Provider makes digital Information Content available and operates an Online Platform for researching, analysing, processing and presenting information and data relating to the German healthcare system. The Online Platform comprises in particular coding, classification, reimbursement, service and structural information as well as service data, structural and patient characteristics and economic indicators of healthcare institutions.
(2) Depending on the range of functions activated in each case, Users can search, filter, link, visualise, evaluate and compare this information and data and use it for market, reimbursement, competition, hospital, structural, potential and geographic analyses. The Online Platform may also provide functions for coding, grouping, reimbursement calculation, service group analysis, outpatient shift analysis, simulation and evaluation of the User’s own data introduced via functions provided for this purpose.
(3) Depending on the respective range of functions of the Basic or Premium Version, Users can use the Online Platform to create Project-Related Work Results and, in particular, create, edit, save and evaluate NUB templates and coding aids and add texts or files to them. Insofar as the respective functions are activated, content and work results can be saved, shared within the Organisation Area or output via the export functions provided.
(4) The Online Platform may also provide Platform-Internal AI Assistance Functions that support the User in particular in searching, analysing, structuring, summarising and editing information and content accessible via the Online Platform. Insofar as activated, the Online Platform may also enable the connection of self-selected AI Assistants via Interfaces in accordance with § 5a. The Platform-Internal AI Assistance Function is in preparation. The provisions of these Terms of Use relating to it shall apply from its activation.
(5) The specific range of functions and services depends on the Basic or Premium Version used in each case, the functions activated for the User and, where applicable, a separate agreement. No software, source code, databases or other Platform Components are provided to Visitors or Users.
§ 3 Registration and User Account
(1) In order to use the Online Platform beyond the limited range of functions available without registration, a Visitor may register at https://app.reimbursement.info; to do so, they must agree to these Terms of Use and the GTC. Upon completion of registration, a free-of-charge user agreement for the Basic Version is concluded between the Provider and the Organisation specified by the Visitor; the Visitor receives a personal user account and becomes a User. In doing so, the User creates an Organisation Area and becomes its Organisation Member and Organisation Administrator, unless they join an existing Organisation Area as an Organisation Member by invitation. Without an active Membership, they can only manage their user account and create their own Organisation Area.
(2) The Online Platform is directed exclusively at businesses and organisations; contracts with consumers within the meaning of § 13 BGB are not concluded. Registration or use for private purposes is excluded. Registration requires a business email address; private email domains are not permitted. Registration is only permitted if the Visitor is acting on behalf of the specified Organisation and is authorised to conclude the user agreement on its behalf; the Visitor assures this upon registration. The Provider may request proof of this and block the user account if such authorisation is lacking; § 179 BGB remains unaffected. Anyone may use the public Information Content without registration; § 4(2) and (3) apply.
(3) Before registration is completed, the Privacy Policy is made available to the Visitor for information. Registration is only completed after the email address provided has been verified in a double opt-in procedure.
(4) All information requested in the course of registration and use (in particular regarding the person, role, organisation and contact details) must be complete, accurate and up to date; this also applies to voluntary information. Deliberately false information or misrepresentation of identity is prohibited and entitles the Provider to block or delete the user account in accordance with § 11.
(5) The user account is neither transferable nor inheritable and may be used exclusively by the registered User. Multiple registrations by one person under different usernames are prohibited.
(6) In addition to the Basic Version, the Organisation may conclude a paid Premium Agreement and acquire personal licences for this purpose, which are assigned to specific user accounts. In Organisation Areas with the Premium Version, the number of active Memberships is limited to the number of licences booked; the activation of a Membership or the approval of an accepted invitation requires a free licence. The Organisation Administrator may assign a licence to another user account within the same Organisation Area if the previous User permanently ceases to use the Online Platform, in particular due to leaving the Organisation or a change of duties, but not to cover a temporary absence. The Provider is automatically informed of this and may ask for the reason and take measures pursuant to § 11(1) in the event of an impermissible reassignment. For the reassignment, the Organisation Administrator first sets the previous User’s Membership in this Organisation Area to inactive; this frees up that User’s licence and ends their access. If a licence is later assigned to them again, the Membership is reactivated. Memberships in other Organisation Areas remain unaffected. If no other active Membership exists, para. 1 sentence 4 applies. User Content and Separately Processed Data are not transferred as a result of the reassignment. User Content is governed by § 6(1)(a) and, upon the end of the Membership, additionally by § 12(1)(a); Separately Processed Data are governed exclusively by § 7(4).
(7) The User must keep their access data (password and email address) secret and protect them from access by unauthorised third parties. In the event of loss or suspicion of unauthorised use, the User must notify the Provider without undue delay and update the access data within their user account or via the password reset function at https://app.reimbursement.info/.
(8) The Provider reserves the right to reject a Visitor’s registration request without stating reasons. Measures against a user account that has already been activated are governed by § 11, and the termination of the user relationship and its consequences by § 12; special registration requirements pursuant to para. 2 remain unaffected.
§ 4 Copyright and Rights of Use in the Information Content and the Online Platform
(1) The User acknowledges that, in relation to the User, all rights to the Online Platform, the underlying software, the databases, user interfaces, designations and any trademark, patent, copyright, licence or other property rights belong exclusively to the Provider or the respective rights holders.
(2) The Information Content (§ 1) is the intellectual property of the Provider or the respective rights holders and is protected by copyright or other property rights, in particular by the sui generis right of database makers (§§ 87a et seq. of the German Copyright Act, UrhG). Accessing the content does not transfer any rights unless these Terms of Use provide otherwise.
(3) Any permitted use, reproduction, reference, publication or other utilisation of Information Content beyond purely internal perusal is only permitted with a clear indication of the source. The source reference must include at least the provider “Reimbursement Institute – Eine Einrichtung der RI Innovation GmbH”, the URL and the title or name of the content used, as well as the date of access. Statutory limitations of copyright, in particular the right to quote, remain unaffected; in these cases, too, the source must be stated in accordance with the statutory requirements and these Terms of Use.
(4) For the duration of the user relationship, the User receives a non-exclusive, non-transferable right to use the Online Platform, including the activated Platform Components, as intended. The specific scope of services depends on the Basic Version or the separately agreed Premium Version.
(5) The User may use the Online Platform for their own internal purposes and for specific client, consulting, analysis or strategy projects. They may incorporate individual results and extracts, including by manual copying or screenshots, into Project-Related Work Results; this also applies to the Basic Version and does not constitute an Export within the meaning of § 5(3). Such incorporation must not result in the Online Platform or substantial parts of its Platform Components being made available or usable as a data set independently of the platform. Para. 3 applies to the indication of the source, and § 5(3) and (4) additionally apply to Exports.
(6) The User is prohibited from reproducing, editing or making publicly available the software underlying the Online Platform. Any economic or commercial exploitation of the Online Platform, the software or the Platform Components as such – in particular by sale, rental, granting of sublicences or other transfer of rights of use to third parties – is not permitted; this does not affect the exploitation of work results created in the course of permitted projects pursuant to para. 5. The User is not entitled to reverse engineer, decompile or otherwise determine the source code of the software unless this is expressly permitted under the mandatory statutory provisions of copyright law (in particular §§ 69d, 69e UrhG).
(7) The User shall treat as confidential any non-public information about the technical processes, data structures and analytical logic of the Online Platform, insofar as such information has been communicated to them as confidential or its confidentiality is evident from the circumstances. This does not apply to information that is publicly known without any breach of duty, that the User has lawfully obtained from third parties or that they have developed independently. § 5(1) applies to impermissible uses of Platform Components. The duty of confidentiality continues after the end of the user relationship for as long as the respective information is confidential.
§ 5 Restrictions on Use and AI Clause
(1) Unless expressly permitted under these Terms of Use, a separate agreement or by activated platform or export functions, Visitors and Users are prohibited from:
a) systematically retrieving, extracting, reproducing or re-using the Online Platform or Platform Components in whole or in substantial parts (manually or automatically). Automated scraping, crawling and text and data mining are prohibited irrespective of their scope; in this respect, the Provider declares a reservation of rights pursuant to § 44b(3) UrhG, which is also stored in machine-readable form. Permitted individual incorporations (§ 4(5)), Exports (paras. 3 and 4) and Interface access (§ 5a) remain unaffected;
b) training, improving or validating models or AI systems on the basis of the Online Platform, its Platform Components, Information Content, Exports or other data provided by the Provider, or creating training data sets for this purpose; this applies irrespective of the intended purpose and also to purely internal purposes. Likewise prohibited is building, developing or supporting their own or third-party databases, analysis libraries, information systems, classifications, taxonomies, benchmarking, analysis or software solutions or other permanently reusable data sets, insofar as these compete with the Provider’s offerings or are made available to third parties. Project-related use and storage as context in accordance with § 5a(6) remains permitted; the restrictions set out there for cross-project or permanent data sets remain unaffected.
c) making the Online Platform or Platform Components accessible to third parties or passing on raw data from Exports to third parties. Permitted Project-Related Work Results pursuant to § 4(5) remain unaffected;
d) passing on or sharing access data or enabling third parties to use a user account.
(2) Physician, Contact Person and Referrer Data may not be used for mass, untargeted or unlawful sales, customer acquisition or advertising purposes outside the platform, in particular not for email spamming, unsolicited telephone canvassing without a legal basis, automated lead generation or the mass transfer into external CRM, sales or marketing databases. Use within the scope of the activated platform functions remains permitted, including permitted Exports in the Premium Version, insofar as these are used for internal analyses, Project-Related Work Results or the documented follow-up of individual professionally relevant business contacts. The User is solely responsible for the lawfulness of any further use, in particular establishing contact, direct marketing, CRM storage, information obligations, objection management and compliance with the GDPR and the German Act Against Unfair Competition (UWG).
(3) Users for whom the export function of the Premium Version has been activated may also create Exports on a larger scale. They and the associated Organisation may use these for their own internal analyses and Project-Related Work Results. Users of the Basic Version are not permitted to create Exports; § 4(5) and § 6(1)(c) remain unaffected. The limits of para. 1(b) and (c) also apply to Exports.
(4) After the end of the Premium Agreement, the Organisation may store, archive and continue to use permitted Exports internally for an unlimited period within the scope of para. 3. The Provider’s rights to the underlying Platform Components remain unaffected.
(5) Deviating uses are only permitted if the Provider has previously given its express consent in text form or if the use is permitted under these Terms of Use, a separate agreement or mandatory statutory provisions. Mandatory statutory rights remain unaffected.
§ 5a Access via Interfaces and AI Assistants
(1) Access via Interfaces is available exclusively to Users of the Premium Version who have concluded a separate agreement with the Provider on the use of Interfaces. Access via Interfaces does not extend the range of functions. Through them, Users obtain access exclusively to the functions, Platform Components and content that are also activated for them via the user interface.
(2) Access via Interfaces takes place exclusively after authentication with the User’s own user account. Access Tokens are access data within the meaning of § 3(7) and § 5(1)(d). They are personal and may not be shared. An AI Assistant may only be connected if it is operated exclusively by the User themselves. Connection to agents, bots, workflows or other automations that can be used or triggered by several persons is not permitted.
(3) By way of derogation from § 5(1)(a), the User may carry out automated queries via Interfaces, including multi-step queries by an AI Assistant. The prerequisite is that the queries are triggered by a specific work task of the User and serve to complete it. The following in particular remain impermissible:
a) queries aimed at extracting Platform Components in full or in substantial part, for example by systematically iterating through codes, hospitals, regions, time periods or other parameters;
b) scheduled retrievals or retrievals carried out without a specific work task, in particular for mirroring, synchronising or continuously updating external data sets;
c) circumvention of volume limits, access or functional restrictions, including by distributing queries across several user accounts or Access Tokens.
Results retrieved via Interfaces may be used in the same way as results displayed via the user interface in accordance with § 4(5). Exports within the meaning of § 5(3) are only permitted via Interfaces insofar as the Interface expressly provides an export function for this purpose and the export function of the Premium Version has been activated for the User.
(4) The Provider may limit the number, frequency and scope of queries via Interfaces. The limits applicable at any given time are set out in the documentation or in notices within the Online Platform. The Provider may adjust them for reasons of security, stability or prevention of misuse.
(5) The User selects the AI Assistant under their own responsibility. They may transmit content retrieved via Interfaces to the vendor of the AI Assistant. The prerequisite is that the vendor of the AI Assistant does not use the content for training, improving or validating AI models on the basis of a contractual assurance or effectively selected settings. Insofar as the vendor of the AI Assistant processes the content exclusively to provide its service to the User, it is not deemed a third party within the meaning of § 5(1)(c). The AI Assistant and its vendor are neither service providers nor sub-processors of the Provider. Para. 9 applies to User Content.
(6) Platform Components, Information Content and Exports may be provided to an AI Assistant as context for processing a specific work task. They may also be stored in the course of the respective session of the AI Assistant, in a project-related workspace of the AI Assistant (for example a project, workspace, notebook or the knowledge source of an agent) and in files that the User creates or edits with the AI Assistant in the course of the project. A project within the meaning of this paragraph is a specific, time-limited undertaking for a particular internal purpose or for a particular client of the User (§ 4(5)). Storage in a project-related workspace and in files is only permitted as long as
a) the workspace and the files are accessible exclusively to those Organisation Members who are working on this project; organisation-wide storage or knowledge sources, any access by the User’s client or other third parties and the provision to these persons of an agent built on the workspace are not permitted; the workspace may not give other persons access via Interfaces (para. 2);
b) the scope remains limited to what is necessary for the project and no substantial part of a Platform Component is stored;
c) the AI Assistant uses the stored content only for work tasks within this project; cross-project or cross-account memory functions must be configured so that Platform Components are not carried over, insofar as the AI Assistant provides for this, and otherwise be deactivated for the project;
d) the requirements of para. 5 are also met for the stored content.
Upon completion of the project, and at the latest twelve months after the last work task in this project, the stored Platform Components must be removed from the workspace or the workspace must be deleted; the same applies to the files created in the project, insofar as they are not Project-Related Work Results (§ 4(5)). § 5(4) applies to permitted Exports; (a) and (d) also apply to them. Indexing within a permitted project-related workspace does not constitute training, improvement or validation within the meaning of § 5(1)(b) or a data set within the meaning of § 5(1)(b) sentence 2. A cross-project or permanent data set made up of content retrieved or stored via AI Assistants, including searchable indexes, vector databases and agent knowledge sources, remains prohibited. At the Provider’s request, the Organisation shall name the AI Assistants used and confirm compliance with this paragraph in text form.
(7) The requirements of § 5(2) for Physician, Contact Person and Referrer Data also apply without restriction to access via Interfaces. In particular, the use of AI agents, bots or other automations for lead generation, automated contacting and the synchronisation or transfer of these data into external CRM, sales or marketing systems is not permitted.
(8) Separately Processed Data are retrieved via Interfaces within the framework of the DPA and only within the scope of the access rights pursuant to § 7(4). The transmission takes place on the instructions and under the responsibility of the Organisation. The subsequent processing by the vendor of the AI Assistant is not covered by the DPA between the Organisation and the Provider. The Organisation shall ensure that a legal basis and, where necessary, an agreement with the vendor of the AI Assistant exist for this purpose and that professional and hospital law requirements are complied with. § 8(1) remains unaffected.
(9) The User may access their own User Content and User Content shared with them via Interfaces. Para. 5 applies accordingly to its transmission to an AI Assistant. In the case of User Content that has merely been shared with them, the User must observe existing confidentiality obligations within the Organisation.
(10) The Provider is not responsible for the processing, presentation or alteration of retrieved content by AI Assistants, in particular not for incomplete, distorted or freely generated statements. Outputs of an AI Assistant are not Platform Components; § 9 applies accordingly. Content delivered via Interfaces, including published User Content of other Users, may contain text that an AI Assistant misinterprets as an instruction. The User must monitor the actions of their AI Assistant.
(11) Queries via Interfaces are logged in accordance with § 11(6) to (8). The Provider may change, restrict or discontinue Interfaces in accordance with § 10(5). It may revoke Access Tokens and, where there are specific indications of impermissible use, take measures pursuant to § 11(1) and (2). If the Premium Agreement ends, the assignment of the premium licence pursuant to § 3(6) lapses or the user account reverts to the range of functions of the Basic Version pursuant to § 11(5), access via Interfaces is blocked for this period – existing Access Tokens are revoked and must be set up again after resumption. Results lawfully stored within the scope of para. 6 may continue to be used for the ongoing project; § 5(4) applies to permitted Exports.
§ 6 User Content and Rights of Use
(1) An Organisation Member may create, post, edit, save and manage their own User Content. This includes in particular NUB templates, coding aids, saved areas, filters, analyses and calculations. All rights to this User Content generally remain with the Organisation Member or the respective Organisation, insofar as they are entitled to them. The Provider’s rights to Platform Components incorporated into or reproduced in User Content remain unaffected.
a) User Content can be shared with other active Organisation Members of the same Organisation Area, including those with a time-limited Membership, and transferred to those with a Membership of indefinite duration. In the case of a transfer, the recipient takes the place of the previous Organisation Member; copyright or other underlying rights do not pass. In the case of mere sharing, the recipient may view the content and work with it within the scope of the activated platform functions, but may not share it further, transfer it or delete it.
b) If the Organisation Member and the Organisation are authorised to do so, the Organisation Member may publish certain User Content and thereby make it accessible to Verified Healthcare Providers. The Organisation Member publishes coding aids themselves via the function provided; NUB templates are published upon application to the Provider. A publication may be withdrawn at any time. By publishing, the Organisation agrees that the Provider creates Content Access Analytics pursuant to para. 1(d) and makes them available to third parties.
c) Published NUB templates and coding aids are only accessible to Organisation Members of Verified Healthcare Providers. These may download or export them, including in the Basic Version and together with incorporated Platform Components, adapt them and use them exclusively for their own requests to InEK pursuant to § 6(2) of the German Hospital Remuneration Act (KHEntgG) or for the coding and billing of their own treatment cases, even after the publication has been withdrawn, insofar as they have already been downloaded. Submission to InEK does not constitute disclosure to third parties; any other disclosure or exploitation is not permitted, and § 5(1)(a) and (b) apply. The recipient shall review the content on its own responsibility before use.
d) Verified Healthcare Providers may use published NUB templates and coding aids free of charge. For this purpose, the Provider logs in particular views, downloads and markings, assigning them to the user account and Organisation, and uses them to create Content Access Analytics, which it may also make available to third parties against payment. These contain information on the institution and on usage, but no names, contact details or user identifiers of individual Users.
e) Recipients of Content Access Analytics may only use them for their own purposes within the framework of the statutory requirements and may not pass them on to third parties without an express agreement. Any attempt to identify individual Users, in particular by combining it with other data, is not permitted.
(2) The User and the Organisation grant the Provider a non-exclusive, territorially unrestricted right of use in the User Content, insofar as the operation and functions of the Online Platform require this. The Provider may make published User Content available to Verified Healthcare Providers pursuant to para. 1(c) and use it to develop, train and improve its own AI models. A withdrawal of the publication only takes effect for the future. The Provider may permanently store, use, evaluate and make available to Verified Healthcare Providers NUB templates taken over pursuant to § 12(1)(a). Otherwise, the Provider may only use unpublished User Content in accordance with paras. 5 to 7.
(3) The rights are granted without separate remuneration. In return for the grant of rights, the User receives, within the scope of the respective range of functions, access to the platform functions for editing, evaluating and managing their User Content.
(4) The User has no claim to the posting or retention of User Content on the Online Platform. The Provider may reject, block or remove User Content in particular in the event of technical difficulties, unsuitable formats, legal infringements or violations of these Terms of Use.
(5) Unpublished User Content may be processed by search, analysis, recommendation and AI assistance functions insofar as an authorised User uses the respective function or this is necessary for its technical provision. The processing may in particular include structuring, evaluation, summarisation and the generation of suggestions for this specific use. Any further use of specific User Content for general product development is excluded; para. 2 sentences 2 to 4 remain unaffected.
(6) User Content is only transmitted to external AI service providers if this is necessary for a function used by the authorised User. The transmission of User Content by the User to a self-selected AI Assistant is governed by § 5a(5) and (9).
(7) Unpublished User Content is processed confidentially. The use of unpublished User Content for the development, training or improvement of general AI models or for other Organisations is excluded.
§ 7 Separately Processed Data, Import Module, Access and Benchmark Data
(1) Separately Processed Data, in particular data pursuant to § 21 KHEntgG (“§ 21 data”), other billing, service and case data as well as cost, budget and calculation data, may, irrespective of whether they relate to persons, be uploaded and processed exclusively by Users authorised to do so via the import module. The authorisation may be granted to Users of the Basic or Premium Version in accordance with the activated range of functions and the following requirements. Access, processing, storage and deletion on the Online Platform are governed exclusively by this § 7 and the respective DPA, and transmission to an AI Assistant by § 5a(8).
(2) If the data contain personal data, uploading and processing are only permitted if a valid DPA pursuant to Art. 28 GDPR has previously been concluded between the Provider and the respective Organisation; merely downloading the DPA is not sufficient. The Provider may additionally make upload and processing functions technically dependent on proof or conclusion of a valid DPA.
(3) The Organisation is responsible for ensuring that it is entitled to transmit, upload, process and use the data on the Online Platform. If it itself acts as a processor or other service provider of a third party, it shall ensure that the use of the Provider as a further processor or sub-processor is permissible and has been approved by the respective controller.
(4) Access and management are restricted to the uploading User. Other Organisation Members, including the Organisation Administrator, only obtain access through that User’s sharing or transfer. Sharing is possible with active Organisation Members of the same Organisation Area, including those with a time-limited Membership; they may view the data and work with them, but may neither share them further, transfer nor delete them. A transfer is only possible to active Organisation Members of the same Organisation Area with a Membership of indefinite duration; the recipient takes the place of the uploading User. If the uploading User’s Membership ends or their user account is deleted, data not previously transferred are irrevocably deleted.
(5) Separately Processed Data remain in the protected Organisation Area unless the Organisation transmits them to a self-selected AI Assistant in accordance with § 5a(8). Subject to para. 6, they are not used for general purposes of the Provider, cross-organisational evaluations, general AI training or the development of general AI models that can be used across organisations. Platform-internal AI, search, analysis and assistance functions access them only on behalf of, in accordance with the instructions of and upon active triggering by an Organisation Member of the respective Organisation Area.
(6) Benchmark Data pursuant to § 1 may only be created and used across organisations if the Organisation whose Separately Processed Data are included has concluded a separate benchmark agreement with the Provider. Before any cross-organisational use, the underlying data must be anonymised and aggregated in accordance with the procedures specified therein in such a way that persons, treatment cases and individual Organisations cannot be identified by means reasonably likely to be used. The benchmark agreement governs in particular minimum sizes of comparison groups, the handling of rare cases, the assessment of the remaining re-identification risk, the permitted purposes of use and the group of recipients. Other Organisations do not obtain access to the underlying data.
§ 8 Obligations and Warranties of the User
(1) The User undertakes not to post any unlawful User Content and not to upload, process or share any Separately Processed Data if this violates applicable law, the rights of third parties, these Terms of Use or a DPA concluded pursuant to § 7. User Content must not contain any personal data. Platform Components incorporated by the Provider within the Online Platform, in particular Physician, Contact Person and Referrer Data, are not User Content. Patient data, health data, other special categories of personal data within the meaning of Art. 9 GDPR and Separately Processed Data within the meaning of § 7 may be introduced into the Online Platform exclusively via the import module provided for this purpose pursuant to § 7.
(2) The User warrants that they are entitled to post the User Content and to grant the rights set out in § 6 and that they do not thereby infringe any rights of third parties or binding confidentiality obligations. This applies in particular to posted NUB templates and coding aids. The Organisation shall indemnify the Provider against justified claims of third parties and reasonable costs of legal defence insofar as these are based on a culpable breach of this obligation. The indemnity does not apply insofar as the claim is based on a breach of duty by the Provider itself.
(3) If the Organisation or a User acting on its behalf culpably violates § 7 or the applicable DPA, the Organisation shall indemnify the Provider against justified claims of third parties based thereon and reasonable costs of legal defence. This does not apply insofar as the claim is based on a breach of duty by the Provider itself.
§ 9 Quality of Information, Responsibility and Liability
(1) The Provider creates, maintains and updates the information provided with the greatest possible care. The Information Content, evaluations and Platform Components serve as professional support and orientation. They do not constitute legal, medical, tax, billing or other binding advice and do not replace an independent professional review by the Visitor, User or Organisation. This also applies to content and results generated or prepared by Platform-Internal AI Assistance Functions, which may in particular be incomplete or inaccurate and must be checked for accuracy and suitability for the respective purpose before use.
(2) No guarantee is given for accuracy, completeness, up-to-dateness, availability or fitness for a particular purpose, unless otherwise agreed in § 10(3) or expressly elsewhere.
(3) The respective User and the Organisation are responsible for content published by Users (§ 6(1)(b)). The Provider is not obliged to check such content in advance for accuracy, completeness, lawfulness or up-to-dateness. For NUB templates taken over pursuant to § 12(1)(a), the Provider assumes responsibility for their further provision and use from the time of the takeover.
(4) Insofar as Separately Processed Data are processed or made accessible to other Organisation Members, this is done in accordance with § 7 and the respective DPA. The Provider does not carry out any professional, medical, billing-related or substantive review of these data. Responsibility for the lawfulness, accuracy, completeness and permissibility of the data and of the access authorisations lies solely with the respective Organisation or the uploading or access-granting User.
(5) The Information Content, User Content, platform functions and evaluations are used on the user’s own responsibility. Decisions taken on this basis lie exclusively within the responsibility of the Visitors, Users or Organisations.
(6) The Provider’s liability is governed by the provisions of the GTC (in particular § 3 GTC) as well as any overriding individual agreements and the DPA.
§ 10 Maintenance Windows, Range of Functions and Updates
(1) The Provider makes the Online Platform available in its current version. For provision, maintenance, updating and security purposes, it may be necessary to interrupt access temporarily. Planned maintenance work generally takes place outside core working hours, on working days between 18:00 and 06:00 and at weekends. Deviations from this are possible in particular in the case of urgent security, stability or other technical measures.
(2) Longer planned maintenance work generally does not last longer than two hours per session and is announced in good time, where possible, via a notice within the Online Platform, for example by system banner. No separate individual notification by email is sent.
(3) For Users of the Premium Version, the Provider guarantees an availability of the Online Platform of 99.5% on a monthly average, unless the Premium Agreement provides otherwise. Planned maintenance work and outages outside the Provider’s sphere of influence are not included in the calculation of availability.
(4) No specific technical availability is owed to Users of the Basic Version.
(5) The Provider reserves the right to extend or change the range of functions of the Online Platform or to remove individual functions, provided that this does not materially impair the contractually agreed main services. Mandatory statutory claims remain unaffected
§ 11 Violations, Technical Protective Measures and Usage-Related Evaluation
(1) In the event of violations of these Terms of Use or the GTC, the Provider may, depending on the nature, severity and duration of the violation and taking into account the interests of both parties, take appropriate measures, in particular a warning or a temporary restriction or blocking of the user account or Organisation Area. If there is good cause, the Provider may permanently block the user account or the Organisation Area or terminate the user relationship extraordinarily.
(2) Good cause exists in particular in the case of deliberately false information or misrepresentation of identity (§ 3(4)), impermissible registration (§ 3(2)), passing on or sharing access data (§ 5(1)(d)), systematic data extraction (§ 5(1)(a)), uploading Separately Processed Data without a valid DPA (§ 7(2)), violations of § 5a(2) or (3)(a) to (c) and repeated violations of these Terms of Use or the GTC.
(3) Unless security, misuse-related or other urgent reasons prevent this, the Provider shall inform the affected User in advance in an appropriate manner of a measure pursuant to para. 1, and otherwise without undue delay thereafter. In the event of suspected impermissible automated querying, a scraping attempt or other abusive data extraction, the Provider may take technical protective measures without prior notice, in particular rate limiting, revocation of Access Tokens and blocking of affected IP address ranges or user accounts; in this case, the information is provided subsequently.
(4) Following a permanent block, deletion or termination for good cause, re-registration of the persons concerned is not permitted without the Provider’s prior express consent. The further consequences of a block or termination are governed by § 12(4).
(5) Blocking in the event of default in payment is governed by § 2(2) of the GTC. It only affects the functions of the Premium Version; for the duration of the default, the user account reverts to the range of functions of the Basic Version. § 7 and the respective DPA remain unaffected.
(6) The Provider may log and evaluate the activities of registered Users in a technically appropriate manner in order to ensure use in accordance with the contract and system security, to prevent misuse and to analyse, personalise and improve the Online Platform. This covers in particular function calls, search and filter operations, interactions with content and platform functions, frequency and times of use, technical usage data and information on the User’s organisation, role, function or job description; actions relating to published NUB templates and coding aids are additionally recorded for Content Access Analytics pursuant to § 6(1)(d). Activities of unregistered Visitors are evaluated on a user-related basis only by means of technically necessary server, security and access data and the consent-based audience measurement in accordance with the Privacy Policy.
(7) The data recorded pursuant to para. 6 may be used for the provision, personalisation, security and improvement of the Online Platform. The following applies:
a) User Content is processed exclusively in accordance with § 6; Separately Processed Data pursuant to § 7 are not covered.
b) The data are not used to extract business secrets or customer-specific know-how or for competing offerings. They are not used by the Provider or by service providers engaged by it for training, improving or validating AI models. Their internal evaluation remains permitted in order to assess the use, quality and freedom from errors of the platform functions, including the Platform-Internal AI Assistance Function, and to further develop these functions. The creation and provision of Content Access Analytics pursuant to § 6(1)(d) remain unaffected.
c) Personal usage logs are not used for monitoring the performance or behaviour of employees, nor are they made available to the Organisation or third parties for this purpose.
d) Decisions with legal or similarly significant effects on Users are not taken solely on the basis of automated processing of these logs.
(8) Personal or pseudonymised data are processed exclusively in accordance with the Privacy Policy, the applicable data protection laws and a required legal basis. Analysis, personalisation and improvement evaluations are carried out in aggregated, anonymised or pseudonymised form wherever possible. Data are only passed on to third parties insofar as permitted by law, in particular to service providers engaged, to recipients of Content Access Analytics pursuant to § 6(1)(d), to fulfil legal obligations, for the pursuit or defence of legal claims or on the instructions of the User concerned.
§ 12 Term of Use and Termination of User Accounts and Organisation Areas
(1) A User may delete their user account themselves at any time. Upon deletion of the user account, their Organisation Memberships in all Organisation Areas end at the same time. If the User is the Organisation Administrator in one or more Organisation Areas, deletion of the user account requires that they first transfer the respective administrator role to another User with an active Membership of indefinite duration in the same Organisation Area. If they are the sole Organisation Member of an Organisation Area, a transfer of the administrator role is not required; in this case, the Organisation Area is deleted together with the user account. All User Content and Separately Processed Data assigned to the Organisation Area are irrevocably deleted along with it; restoration pursuant to para. 1(a) is excluded. Para. 1(a) sentence 4 applies to published NUB templates.
a) If a User’s Membership ends or their user account is deleted, their User Content that has not been transferred is removed from active use. The Provider informs the Organisation Administrator of this in text form, referring to the restoration period and the takeover of published NUB templates. The Organisation Administrator may restore the content within 30 days and transfer it to themselves or to another active Organisation Member of the same Organisation Area with a Membership of indefinite duration; content not restored is irrevocably deleted thereafter. By way of derogation, after expiry of the period the Provider takes over NUB templates that have not been restored and that are published pursuant to § 6(1)(b) at the end of the Membership, unless the Organisation Member deleted them before the end of the Membership; if an Organisation Area is deleted, the Provider takes over the NUB templates published at that time immediately upon deletion. Unpublished NUB templates are treated like other User Content and are at no time made accessible to other Organisations or taken over by the Provider.
b) The user relationship for the free Basic Version runs for an indefinite period. The Provider is entitled to temporarily block or permanently delete accounts of the free Basic Version if the Basic Version is discontinued or materially changed, if security reasons so require or if there is good cause pursuant to § 11(2). Permanent deletion shall at the same time be deemed termination of the user relationship. Para. 1(a) applies to posted User Content and § 7(4) to Separately Processed Data.
(2) Paid Premium Version: The contract term, renewal and ordinary termination are governed by the GTC or the respective separate Premium Agreement. Upon termination of the main contract, the premium rights of use end automatically.
(3) The right to extraordinary termination and permanent blocking for good cause is governed by § 11(1) and (2).
(4) In the event of effective termination or other ending of the user relationship, the Provider implements this on the system side by restricting or deleting the user account and, where the entire Organisation is affected, also the Organisation Area, unless statutory retention obligations, legitimate interests of the Provider or separate agreements prevent this. In the event of a block, access to the affected user account or Organisation Area is restricted or blocked for the duration of the block; the block alone does not result in deletion. Para. 1(a) applies to User Content, and § 7 and the respective DPA to Separately Processed Data; permitted Exports remain unaffected pursuant to § 5(4). Project-Related Work Results remain unaffected.
§ 13 Data Protection
(1) The Provider processes personal data of Visitors, Users and contact persons or other contacts of Organisations in accordance with the Privacy Policy at https://reimbursement.info/en/privacy-policy/. § 7 and the respective DPA apply to Separately Processed Data, and § 6 to User Content.
(2) Support chat, helpdesk, contact forms, email and comparable communication channels are not intended for the transmission of patient data, health data, § 21 data or other Separately Processed Data.
§ 14 Amendments to the Terms of Use
(1) The Provider may amend these Terms of Use with effect for the future if there is an objective reason for doing so, in particular due to changes in the law, technical developments, changes in the range of functions or new or changed security or misuse risks. Amendments may not unreasonably disadvantage Users or Customers, taking into account the respective reason for the amendment.
(2) For unregistered Visitors, the version of the Terms of Use published at the time of use applies. Registered Users must agree to amended GTC and/or Terms of Use before continuing to use the platform, unless the amendments are amendments pursuant to para. 4.
(3) Amended GTC and/or Terms of Use are presented to registered Users for their consent at their next login and before further use of the Online Platform.
(4) Amendments that merely clarify, specify or technically safeguard existing provisions and neither materially extend existing restrictions on use nor materially restrict rights of use already granted or material main services may be made with effect for the future without separate consent.
(5) For Users of the Premium Version, prices, contract terms, notice periods and the agreed scope of services are governed by the respective Premium Agreement concluded and are not affected by amendments to these Terms of Use.
(6) Amendments may also be made during an ongoing contract period insofar as they are necessary due to mandatory statutory or security-related requirements or for technical reasons for the proper operation of the Online Platform. If, as a result, a material service under a premium contract is changed to the Customer’s disadvantage in a manner that is not merely insignificant, the Customer may terminate the premium contract with immediate effect within four weeks of receipt of the information.
