ReflectRN
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Terms & conditions

Last updated 13 July 2026

Key points summary

  • Operator: ReflectRN is provided by HealthCore LTD (company number 16714575).
  • Account holders: You are responsible for your account, the lawfulness of data you collect, informing respondents, and the accuracy of any NMC revalidation evidence you submit.
  • Respondents: Provide constructive feedback only. Never include patient-identifiable information. Contact the inviting nurse to request removal of your response.
  • No clinical or regulatory advice: ReflectRN is a tooling platform only. It is not endorsed by the NMC and does not provide clinical, legal or regulatory advice.
  • Prohibited: Patient-identifiable data; abusive, defamatory or unlawful content; reverse engineering; unauthorised access; misuse of organisation codes.
  • Liability: To the maximum extent permitted by law, our liability is limited as set out below and you agree to indemnify us for claims arising from your use of the Service.

1. About us and these Terms

These Terms & Conditions (“Terms”) govern access to and use of the ReflectRN website, applications and related services (together, the “Service”).

The Service is operated by HealthCore LTD (“HealthCore”, “we”, “us” or “our”), a private limited company incorporated in England and Wales under company number 16714575, whose registered office is HealthCore LTD, Hucknall Business Hub, Unit 2 The Byron Centre, Ogle Street, Hucknall, Nottingham, NG15 7FQ.

By creating an account, signing in (including via Google or Microsoft), clicking to accept these Terms, or otherwise using the Service, you agree to be bound by these Terms and our Privacy Policy. If you do not agree, you must not use the Service.

If you use the Service on behalf of an organisation, you represent that you have authority to bind that organisation, and “you” includes that organisation.

2. Definitions

  • Account Holder means a registered user of ReflectRN (typically an NMC registrant or nursing professional) who creates and manages a ReflectRN account.
  • Respondent means a person who submits feedback, skills sign-off or related content via an invitation or link created by an Account Holder.
  • Content means all text, files, images, feedback, CPD records, practice hours, skills records, messages and other materials submitted to or stored in the Service.
  • Portfolio Data means Content relating to an Account Holder’s professional portfolio (including feedback responses, skills sign-offs, CPD and practice hours).
  • ReflectRN+ means our optional paid subscription tier and associated features.

3. The Service

ReflectRN is an online platform intended to help nursing professionals collect, organise and export evidence that may support professional development, appraisal and NMC revalidation processes (including 360° feedback, skills sign-offs, CPD and practice hours). Features may change over time.

No advice or endorsement. The Service does not provide medical, clinical, nursing, legal, regulatory or career advice. Nothing on ReflectRN constitutes advice from, or endorsement by, the Nursing and Midwifery Council (NMC) or any employer, university or NHS body. You remain solely responsible for complying with the NMC Code, your employer policies, and any revalidation or appraisal requirements applicable to you.

We do not guarantee that any Content, export pack, checklist or reminder will be accepted by the NMC, an employer, an appraiser, a confirmer or any third party.

4. Eligibility and accounts

You must be at least 18 years old and capable of entering a binding contract under the laws of England and Wales. The Service is directed at professional users in the United Kingdom.

You must provide accurate registration information and keep it up to date. You are responsible for maintaining the confidentiality of your login credentials and for all activity under your account. Notify us promptly at hello@reflectrn.co.uk if you suspect unauthorised access.

If you register or sign in using a third-party identity provider (such as Google or Microsoft), you authorise us to receive basic profile information (typically name and email) from that provider and to create or link your ReflectRN account accordingly. Your use of those providers remains subject to their terms.

We may refuse, suspend or terminate accounts at our discretion where we reasonably believe these Terms have been breached, where required by law, or to protect the Service, other users or third parties.

5. Organisation codes and ReflectRN+

Organisation codes, invites and manager approvals (if offered) are tools to associate accounts with an employer or education provider. We do not verify that a code holder is authorised by that organisation beyond the controls we implement. Organisations and managers are responsible for their own membership decisions and for lawful use of member data they can access through organisational features.

ReflectRN+ is an optional paid subscription that may unlock additional features (for example higher limits, exports or email invites). Core account features may remain available without ReflectRN+. Specific features, pricing and limits are described on the Service and may change.

Paid subscriptions are billed via our payment processor (currently Stripe). By starting a paid subscription you authorise recurring charges until you cancel. Cancellation takes effect at the end of the then-current billing period unless stated otherwise. Fees already paid are non-refundable except where required by law or where we expressly agree otherwise.

Taxes, currency conversion and payment-provider fees may apply. Failed payments may result in suspension of paid features.

6. Your responsibilities (Account Holders)

You agree that you will:

  • use the Service only for lawful professional development and portfolio purposes;
  • obtain any consents and provide any privacy notices required for collecting Respondent personal data;
  • ensure Respondents understand why they are being asked for feedback and how their responses may be used;
  • not upload or request patient-identifiable information, special category health data about patients, or any Content that identifies service users;
  • not use the Service to harass, discriminate against, defame or unlawfully monitor any person;
  • ensure exported packs and submissions to the NMC or employers are accurate, complete and appropriate;
  • delete or anonymise Portfolio Data when it is no longer needed for your stated purpose; and
  • comply with all applicable laws, including UK data protection law and professional confidentiality obligations.

You are the data controller of Portfolio Data you collect through the Service. We act as your data processor for that Portfolio Data, except where we determine purposes for account, security, billing and service-improvement data (as described in our Privacy Policy).

7. Respondents

If you are a Respondent, you agree to provide honest, constructive and lawful feedback; not to include patient-identifiable or confidential clinical information; and not to submit abusive, discriminatory or defamatory content. Requests to access, correct or delete your response should generally be directed to the inviting Account Holder, who controls that Portfolio Data. You may also contact us and we will assist where appropriate.

8. Acceptable use and prohibited conduct

You must not:

  • attempt to gain unauthorised access to the Service, other accounts, systems or networks;
  • probe, scan, reverse engineer, decompile or circumvent security or access controls except to the limited extent permitted by law;
  • transmit malware, scrape the Service at scale, or impose an unreasonable load on our infrastructure;
  • misrepresent your identity, professional status, organisation affiliation or authority;
  • use organisation codes, invites or admin features without entitlement;
  • upload unlawful, harmful, infringing or offensive Content; or
  • use the Service to build a competing product using our confidential materials or non-public features.

We may remove Content, restrict features, or suspend accounts without prior notice where we reasonably consider it necessary to address risk, abuse, legal obligations or Terms breaches.

9. Content and intellectual property

You retain ownership of your Content. You grant HealthCore a worldwide, non-exclusive, royalty-free licence to host, store, process, transmit, display, back up and otherwise use your Content solely as needed to operate, secure, improve and provide the Service, and to comply with law.

If you opt in to homepage photo display, you additionally grant us a licence to display your name and photo on public ReflectRN marketing pages until you withdraw that opt-in.

The Service (including software, design, branding, text and documentation) is owned by HealthCore or its licensors and is protected by intellectual property laws. Except for the limited right to use the Service under these Terms, no rights are granted to you.

Feedback and suggestions you provide about the Service may be used by us without obligation or compensation to you.

10. Third-party services

The Service may integrate with or rely on third parties (including hosting providers, Stripe, email delivery, Cloudflare, analytics, and Google or Microsoft sign-in). Those services are subject to their own terms and privacy policies. We are not responsible for third-party outages, acts or omissions beyond our reasonable control, except to the extent we cannot exclude liability by law.

11. Availability, changes and beta features

We aim to keep the Service available but do not guarantee uninterrupted, secure or error-free operation. We may modify, suspend or discontinue any part of the Service (including free or paid features) with or without notice. We may offer experimental or beta features “as is” without warranties.

Scheduled maintenance, security incidents, force majeure events and upstream provider failures may affect availability.

12. Disclaimers

To the maximum extent permitted by applicable law, the Service and all Content are provided on an “as is” and “as available” basis, without warranties of any kind, whether express, implied or statutory, including implied warranties of merchantability, fitness for a particular purpose, accuracy, non-infringement and quiet enjoyment.

Without limiting the above, we do not warrant that: (a) the Service will meet your professional, employer or NMC requirements; (b) any export, reminder or checklist is complete or sufficient for revalidation; (c) Respondent feedback is accurate or fair; or (d) the Service will be free of defects or harmful components.

Nothing in these Terms excludes or limits any warranty or right that cannot be excluded or limited under applicable law (including rights under the Consumer Rights Act 2015 where you are a consumer).

13. Limitation of liability

Nothing in these Terms excludes or limits our liability for: death or personal injury caused by our negligence; fraud or fraudulent misrepresentation; or any other liability that cannot be excluded or limited under English law.

Subject to the preceding paragraph, and to the maximum extent permitted by law:

  • we shall not be liable for any indirect, incidental, special, consequential, punitive or exemplary loss; loss of profits, revenue, business, goodwill, data, opportunity or anticipated savings; or cost of substitute services, whether arising in contract, tort (including negligence), breach of statutory duty or otherwise, even if foreseeable; and
  • our total aggregate liability arising out of or in connection with the Service or these Terms in any 12-month period shall not exceed the greater of (i) the total fees you paid to us for ReflectRN+ in that 12-month period, and (ii) one hundred pounds sterling (GBP 100).

You acknowledge that the Service is a low-cost software tool and that these limitations are a fair allocation of risk.

14. Indemnity

To the maximum extent permitted by law, you agree to indemnify, defend and hold harmless HealthCore LTD and its directors, officers, employees, contractors and agents from and against any claims, demands, proceedings, losses, damages, costs and expenses (including reasonable legal fees) arising out of or related to: (a) your Content; (b) your collection or use of Respondent data; (c) your breach of these Terms or applicable law; (d) your professional practice, revalidation submissions or employer processes; (e) infringement of third-party rights by you; or (f) unauthorised use of your account where you failed to keep credentials secure.

We may, at our expense, assume exclusive defence of any matter subject to indemnification; you agree to cooperate reasonably. You will not settle any claim that imposes obligation on us without our prior written consent.

15. Suspension, termination and deletion

You may stop using the Service and request account deletion via the account tools or by contacting us. We may suspend or terminate access immediately for breach, risk, non-payment of ReflectRN+, legal compulsion, or prolonged inactivity.

Upon termination we may delete or anonymise your account and Content in accordance with our Privacy Policy and retention practices, subject to legal retention requirements and residual backup copies for a limited period.

Sections that by nature should survive (including intellectual property, disclaimers, liability limits, indemnity, and governing law) survive termination.

16. Privacy

Personal data is processed as described in our Privacy Policy. Where we process Portfolio Data as your processor, you instruct us to do so only to provide the Service and related support, security and compliance functions.

17. Changes to these Terms

We may update these Terms from time to time. The “Last updated” date will change when we do. Material changes may be notified via the Service or email. Continued use after changes take effect constitutes acceptance of the updated Terms, except where applicable law requires a different process.

18. General

Entire agreement. These Terms and the Privacy Policy (and any order or subscription confirmation for ReflectRN+) constitute the entire agreement between you and us regarding the Service and supersede prior understandings on that subject.

Severability. If any provision is held invalid or unenforceable, the remaining provisions remain in full force, and the invalid provision shall be modified to the minimum extent required to make it valid and enforceable.

No waiver. Failure to enforce a provision is not a waiver of the right to do so later.

Assignment. You may not assign these Terms without our consent. We may assign them to an affiliate or successor in connection with a corporate reorganisation, merger or sale of assets.

Force majeure. We are not liable for delay or failure caused by events beyond our reasonable control, including internet or cloud-provider failures, strikes, epidemics, war, terrorism, natural disasters and governmental actions.

Third-party rights. Except for indemnified persons under section 14, no third party has rights under the Contracts (Rights of Third Parties) Act 1999 to enforce these Terms.

Governing law and jurisdiction. These Terms are governed by the laws of England and Wales. The courts of England and Wales have exclusive jurisdiction, except that if you are a consumer you may also bring proceedings in your local courts where mandatory consumer law allows.

19. Contact

HealthCore LTD, Hucknall Business Hub, Unit 2 The Byron Centre, Ogle Street, Hucknall, Nottingham, NG15 7FQ.
Email: hello@reflectrn.co.uk or hello@reflectrn.co.uk.