SOPHIA Platform — Terms of Use
SOPHIA Platform — Terms of Use
SOPHIA Platform — Terms of Use
1. About these terms
1. About these terms
1. About these terms
These Terms of Use explain the basis on which you may access and use the SOPHIA platform, operated by Carradale Futures Horizon Limited (company number 13099555), registered at Camburgh House, 27 New Dover Road, Canterbury, Kent, CT1 3DN ("Carradale Futures", "we", "us"). SOPHIA is a cloud-based governance, policy management and operational workflow platform, accessible at uk.sophiaplatform.app, au.sophiaplatform.app and bb.sophiaplatform.app.
These terms apply to end users of SOPHIA — that is, the individual staff members who access and use the platform. If you are accessing SOPHIA as a staff member of an organisation that has deployed the platform, your organisation has entered into a separate contract with Carradale Futures that governs the overall service. These Terms of Use sit alongside that contract and are intended to set out clearly what you can expect from us and what we ask of you as an individual user.
By accepting the use of your Microsoft account to access SOPHIA at first login, or by otherwise accessing the platform, you confirm that you have read and agree to these terms.
These Terms of Use explain the basis on which you may access and use the SOPHIA platform, operated by Carradale Futures Horizon Limited (company number 13099555), registered at Camburgh House, 27 New Dover Road, Canterbury, Kent, CT1 3DN ("Carradale Futures", "we", "us"). SOPHIA is a cloud-based governance, policy management and operational workflow platform, accessible at uk.sophiaplatform.app, au.sophiaplatform.app and bb.sophiaplatform.app.
These terms apply to end users of SOPHIA — that is, the individual staff members who access and use the platform. If you are accessing SOPHIA as a staff member of an organisation that has deployed the platform, your organisation has entered into a separate contract with Carradale Futures that governs the overall service. These Terms of Use sit alongside that contract and are intended to set out clearly what you can expect from us and what we ask of you as an individual user.
By accepting the use of your Microsoft account to access SOPHIA at first login, or by otherwise accessing the platform, you confirm that you have read and agree to these terms.
2. Who We Are and What SOPHIA Does
2. Who We Are and What SOPHIA Does
2. Who We Are and What SOPHIA Does
Carradale Futures Horizon Limited develops and operates SOPHIA. The platform enables organisations to create, manage and distribute standard operating procedures, policies, checklists and governance documentation in a structured digital format. It allows staff to follow the right process every time, complete compliance records, acknowledge policies and access operational guidance relevant to their role and site.
SOPHIA is not a clinical system. It does not connect to electronic patient records, prescribing systems or any other clinical infrastructure in standard deployment. It is a governance and operational workflow tool.
Carradale Futures Horizon Limited develops and operates SOPHIA. The platform enables organisations to create, manage and distribute standard operating procedures, policies, checklists and governance documentation in a structured digital format. It allows staff to follow the right process every time, complete compliance records, acknowledge policies and access operational guidance relevant to their role and site.
SOPHIA is not a clinical system. It does not connect to electronic patient records, prescribing systems or any other clinical infrastructure in standard deployment. It is a governance and operational workflow tool.
3. Access and Your Account
3. Access and Your Account
3. Access and Your Account
Your access to SOPHIA is set up by your employer or the organisation that has deployed the platform. You are allocated to a specific organisation and site, and your permissions within the platform are determined by the role your employer assigns to you. You should not attempt to access areas of the platform outside your assigned role or organisation.
You are responsible for keeping your login credentials secure and must not share them with anyone else. If you use Microsoft Single Sign-On to access SOPHIA, your access is governed by your employer's Microsoft account policies and Carradale Futures never receives or stores your Microsoft password. If you use email and password authentication, you are responsible for choosing a strong password and not reusing it across other services. You should notify your employer's IT team or platform administrator immediately if you believe your account has been compromised.
Carradale Futures reserves the right to suspend access to the platform where there is evidence of unauthorised use, a security risk, or a breach of these terms.
Your access to SOPHIA is set up by your employer or the organisation that has deployed the platform. You are allocated to a specific organisation and site, and your permissions within the platform are determined by the role your employer assigns to you. You should not attempt to access areas of the platform outside your assigned role or organisation.
You are responsible for keeping your login credentials secure and must not share them with anyone else. If you use Microsoft Single Sign-On to access SOPHIA, your access is governed by your employer's Microsoft account policies and Carradale Futures never receives or stores your Microsoft password. If you use email and password authentication, you are responsible for choosing a strong password and not reusing it across other services. You should notify your employer's IT team or platform administrator immediately if you believe your account has been compromised.
Carradale Futures reserves the right to suspend access to the platform where there is evidence of unauthorised use, a security risk, or a breach of these terms.
4. Acceptable Use
4. Acceptable Use
4. Acceptable Use
You may use SOPHIA only for the lawful purposes for which your employer has deployed it, in accordance with your employer's policies and any instructions provided during onboarding and training. You must not use the platform to store, share or distribute content that is unlawful, harmful, offensive, discriminatory or in breach of any third-party rights. You must not attempt to gain unauthorised access to any part of the platform, circumvent any security controls, or interfere with the platform's operation. You must not upload malware, attempt to extract data beyond your authorised access, or use the platform in any way that could damage, overload or impair its availability for other users.
You may use SOPHIA only for the lawful purposes for which your employer has deployed it, in accordance with your employer's policies and any instructions provided during onboarding and training. You must not use the platform to store, share or distribute content that is unlawful, harmful, offensive, discriminatory or in breach of any third-party rights. You must not attempt to gain unauthorised access to any part of the platform, circumvent any security controls, or interfere with the platform's operation. You must not upload malware, attempt to extract data beyond your authorised access, or use the platform in any way that could damage, overload or impair its availability for other users.
5. Your Data and How We Use It
5. Your Data and How We Use It
5. Your Data and How We Use It
When you use SOPHIA, Carradale Futures processes certain personal data about you including your name, work email address, job role, site allocation, login activity, and records of SOPs and policies you have completed or acknowledged. We do so as a data processor acting on behalf of your employer, who is the data controller. We process your data only for the purpose of operating the platform for your employer and do not use it for our own commercial purposes. We do not sell your data. We do not use your data to train AI models.
Where SOPHIA uses AI-assisted features — specifically Azure OpenAI Service to help create or enrich SOP content — those features are optional and enabled only where your employer has chosen to activate them. No patient data, patient identifiers or clinical information is submitted to any AI service. AI is used only to assist document authors with drafting and does not make any decisions about you or any patient.
Your employer owns the data held in SOPHIA on their behalf, including all SOPs, policies, completion records and audit logs. Carradale Futures holds that data as a processor under a formal Data Processing Agreement. When your employer's contract with Carradale Futures ends, we will provide an export of all data in open formats and securely delete it from our systems following written confirmation from your employer.
For full information about how your personal data is handled, please read our Privacy Policy. If you have a question specifically about how your employer uses your data in SOPHIA, you should contact your employer's data protection or information governance team.
When you use SOPHIA, Carradale Futures processes certain personal data about you including your name, work email address, job role, site allocation, login activity, and records of SOPs and policies you have completed or acknowledged. We do so as a data processor acting on behalf of your employer, who is the data controller. We process your data only for the purpose of operating the platform for your employer and do not use it for our own commercial purposes. We do not sell your data. We do not use your data to train AI models.
Where SOPHIA uses AI-assisted features — specifically Azure OpenAI Service to help create or enrich SOP content — those features are optional and enabled only where your employer has chosen to activate them. No patient data, patient identifiers or clinical information is submitted to any AI service. AI is used only to assist document authors with drafting and does not make any decisions about you or any patient.
Your employer owns the data held in SOPHIA on their behalf, including all SOPs, policies, completion records and audit logs. Carradale Futures holds that data as a processor under a formal Data Processing Agreement. When your employer's contract with Carradale Futures ends, we will provide an export of all data in open formats and securely delete it from our systems following written confirmation from your employer.
For full information about how your personal data is handled, please read our Privacy Policy. If you have a question specifically about how your employer uses your data in SOPHIA, you should contact your employer's data protection or information governance team.
6. Service Availability
6. Service Availability
6. Service Availability
Carradale Futures uses reasonable endeavours to maintain SOPHIA with a minimum availability of 99.9%, measured across each calendar month. This excludes planned maintenance windows, which are scheduled for no more than four hours per quarter and typically carried out between 20:00 and 07:00 UK time to minimise disruption. At least 48 hours' notice is given where practicable. Emergency maintenance may be carried out where necessary to protect service integrity or security. Support is available during UK business hours, Monday to Friday, 09:00 to 17:00, excluding UK public holidays.
We do not guarantee that the platform will be available at all times or that it will be free from errors or interruptions. Where a significant outage occurs, we will communicate with your organisation's platform administrator as quickly as possible.
Carradale Futures uses reasonable endeavours to maintain SOPHIA with a minimum availability of 99.9%, measured across each calendar month. This excludes planned maintenance windows, which are scheduled for no more than four hours per quarter and typically carried out between 20:00 and 07:00 UK time to minimise disruption. At least 48 hours' notice is given where practicable. Emergency maintenance may be carried out where necessary to protect service integrity or security. Support is available during UK business hours, Monday to Friday, 09:00 to 17:00, excluding UK public holidays.
We do not guarantee that the platform will be available at all times or that it will be free from errors or interruptions. Where a significant outage occurs, we will communicate with your organisation's platform administrator as quickly as possible.
6. Intellectual Property
6. Intellectual Property
6. Intellectual Property
The SOPHIA platform, including its software, design, features, trademarks and underlying technology, is owned by Carradale Futures Horizon Limited. Nothing in these terms grants you any ownership of or licence to the platform beyond the right to use it for the purposes described here.
The content your employer creates within SOPHIA — including SOPs, policies, checklists, process maps and other documents — remains the intellectual property of your employer.
If your role gives you the ability to create or upload content in SOPHIA (for example as a Team Lead or Editor), you are responsible for ensuring that the content you create is accurate, lawful and does not infringe any third-party rights. You must not upload content containing personal data that is not necessary for the governance purpose of the SOP or policy in question. You must not upload patient clinical records, clinical correspondence, identifiable patient data or any other content that goes beyond the operational governance purposes of the platform.
The SOPHIA platform, including its software, design, features, trademarks and underlying technology, is owned by Carradale Futures Horizon Limited. Nothing in these terms grants you any ownership of or licence to the platform beyond the right to use it for the purposes described here.
The content your employer creates within SOPHIA — including SOPs, policies, checklists, process maps and other documents — remains the intellectual property of your employer.
If your role gives you the ability to create or upload content in SOPHIA (for example as a Team Lead or Editor), you are responsible for ensuring that the content you create is accurate, lawful and does not infringe any third-party rights. You must not upload content containing personal data that is not necessary for the governance purpose of the SOP or policy in question. You must not upload patient clinical records, clinical correspondence, identifiable patient data or any other content that goes beyond the operational governance purposes of the platform.
7. Changes to These Terms
7. Changes to These Terms
7. Changes to These Terms
We may update these terms from time to time to reflect changes to the platform, applicable law or our operating practices. Where we make material changes, we will notify platform administrators, who will in turn communicate with their staff. Continued use of the platform following notification of a change constitutes acceptance of the updated terms.
If you have a question about these terms, please contact us at transformation@carradalefutures.com.
Reviewed regularly and updated as needed.
Last updated: May 2026.
We may update these terms from time to time to reflect changes to the platform, applicable law or our operating practices. Where we make material changes, we will notify platform administrators, who will in turn communicate with their staff. Continued use of the platform following notification of a change constitutes acceptance of the updated terms.
If you have a question about these terms, please contact us at transformation@carradalefutures.com.
Reviewed regularly and updated as needed.
Last updated: May 2026.