1. About the service
DBX ONE prepares supplier invoice review reports for practices and clinics. The service organises invoice information into a clearer administrative report covering areas such as supplier spend, delivery charges, VAT, repeated items, category totals and custom review points requested by the practice.
DBX ONE is an administrative invoice-review service. It is not a clinical service, accounting service, tax service, legal service, regulated financial service or procurement advisory service.
2. Authority to submit files
By submitting files or asking DBX ONE to prepare a report, you confirm that you are authorised by the relevant practice, clinic or organisation to submit those files and request the report.
You also confirm that your organisation has considered any internal approval requirements that may apply, such as review by a practice manager, partner, finance lead, procurement lead, information governance lead, DPO or Caldicott Guardian equivalent where relevant.
3. Files that should and should not be sent
DBX ONE is intended for supplier, consumables and invoice-related files only. You must not intentionally submit patient records, clinical notes, prescription information, safeguarding material, employee HR records, special category data that is not needed for the report, or unrelated documents.
If patient-identifiable or unrelated personal data is sent by mistake, you should contact DBX ONE promptly at [email protected]. DBX ONE may delete, reject or avoid processing files that appear outside the intended scope of the service.
Redaction is optional. If your practice wants extra reassurance, unnecessary details such as bank details, account numbers, staff names, handwritten notes or unrelated attachments can be removed before sending where practical.
4. Report limitations
DBX ONE reports are prepared from the invoice files and information provided. Invoice extraction, categorisation, AI-assisted review and human review can still contain errors, omissions or misread information.
The report is intended to highlight useful administrative review points. It does not guarantee savings, supplier suitability, price accuracy, tax treatment, VAT treatment, stock accuracy, contract compliance or that every unusual item will be identified.
5. Practice responsibility for decisions
The practice remains responsible for checking the report before relying on it. The practice also remains responsible for all purchasing, supplier, stock, finance, tax, accounting and procurement decisions.
DBX ONE does not make decisions on behalf of the practice and does not give financial, tax, accounting, legal or procurement advice. Any action taken after reading a report is for the practice to review, approve and decide.
6. Free first report and paid services
DBX ONE may offer a free first report so a practice can assess whether the service is useful. DBX ONE does not ask for card details, bank details or payment information for the free first report.
There is no obligation to continue after the free first report unless a paid service is separately agreed in writing.
If a paid service is agreed, the price, scope, reporting period and retention period should be confirmed in writing before the paid work starts.
Summer Sale discounts, where offered, apply only to standard monthly plans for practices that join by 22 September 2026 and remain continuously subscribed, unless otherwise agreed in writing.
7. Liability limit
To the fullest extent permitted by law, DBX ONE’s total liability for any claim connected with a report or service is limited to the amount paid to DBX ONE for the specific report or service giving rise to the claim.
For a free first report, DBX ONE’s total liability is limited to £100 to the fullest extent permitted by law.
Nothing in these terms excludes or limits liability where it cannot legally be excluded or limited, including liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation.
8. Data handling and confidentiality
Files are handled through DBX ONE’s documented confidentiality, privacy and DPA process. The Privacy Notice, Confidentiality page and Data Processing Agreement page explain data handling, AI-assisted processing, sub-processors, retention and deletion.
DBX ONE uses Zoho Mail / Zoho EU for [email protected]. Practice enquiries and invoice-related correspondence sent to that address may be processed by Zoho as the business email provider.
If DBX ONE becomes aware of a personal data incident affecting submitted files, DBX ONE will take reasonable steps to assess the issue, limit further risk, preserve relevant information and notify the affected organisation where required.
9. Security responsibilities
The submitting organisation is responsible for ensuring that files are sent from an appropriate authorised email address or upload route, and that unnecessary unrelated material is not included.
DBX ONE is responsible for applying reasonable organisational and technical measures to the files it receives, including access control, purpose-limited use and retention/deletion controls described on the data pages.
10. Changes to reports
If a report format, category, supplier grouping or custom metric needs changing, the practice can ask DBX ONE to adjust it where the invoice data supports the requested change.
DBX ONE may decline requests that fall outside the service scope, require specialist professional advice, require unrelated data, or cannot be supported by the invoice information provided.
11. Stopping use of the service
A practice can stop using DBX ONE after the free first report or at the end of any agreed paid reporting period. DBX ONE may also stop or refuse work where files appear unsuitable, outside scope, unsafe to process, or where required information or authority is unclear.
12. Governing law
These terms are intended to be governed by the laws of England and Wales, unless a different written agreement is made with the practice or organisation.
Agreement before upload
Before submitting invoice files through the website, the practice must confirm that it agrees to these Terms of Service. The upload form uses one checkbox for this agreement, and the detailed confirmations are contained on this page.
Return to upload form
