Terms of use
Last updated 26 August 2026.
These terms are between you, the practitioner, and Koda Software. The section on losing your password is the one that matters most; please read it before you rely on Paperbark.
What Paperbark is
Software you run on your own devices to keep client records. It is a tool for record keeping: it gives no clinical advice, makes no diagnosis and is not a medical device. The anatomical figure is an illustration, not a diagnostic instrument.
Your records, and your duties
You are the custodian of your clients' records. You decide what is collected, what is kept and for how long, and you answer to your clients and your regulator for it. Where consent or a notice is required before you record something, that is yours to obtain.
Retention is yours too. Health records in Australia carry statutory retention periods, generally seven years for adults and until a child turns 25. Paperbark keeps records on your device and writes encrypted archives you control; it is not an archive service and we do not hold a copy. Keeping your archives safe and lasting is part of your obligations, not ours.
If you lose your password
Read this twice. Your password encrypts your records. It never leaves your device and we never receive it, so we cannot reset it, recover it, or open your records for you. Nobody can.
When you set Paperbark up we show you a recovery code once. It is the second and only other way into your records. Print it and keep it somewhere separate from your devices.
If you lose both the password and the recovery code, your records cannot be recovered by us, by you, or by anyone else. That is a consequence of encrypting them properly, and it is the trade we are making on purpose: it is also why nobody who steals a laptop or breaks into a server can read them. Decide now whether that trade suits your practice.
This is about the software working as designed. It is not a way of avoiding our own mistakes. If your records become unreadable because we wrote a bug, that is our failure and the consumer guarantees below apply to it in full.
One practical thing worth knowing before you start. Your clients can ask you for their own records, and you must keep them for years. If you lose both keys you cannot answer either obligation, and that sits with you rather than with us. It is the reason we ask you to acknowledge this when you set your password, rather than leaving it here to be found later.
Sealed notes
Signing and locking a note makes it permanent. It cannot be edited afterwards; a correction is written as an addendum that references the original and keeps both. This is deliberate, and it is what a clinical record is expected to do.
The beta
Paperbark is in beta and is provided as is. Features may change and bugs are likely. During the beta, do not make it the only copy of a clinical record: keep the archives it writes, and keep your own.
Accounts
An account holds your email address and your name, and you must be 16 or over to hold one. Keep your sign-in secure. We may suspend an account used unlawfully. You can delete your account in Settings; Paperbark exports your key material and an archive before anything is purged, so deleting the account never costs you the records you already hold.
If you ever pay us, and a payment fails
Paperbark is free while it is in beta and we hold none of your records. If we later offer to keep a copy for you and you pay us for it, these promises apply from the day you start paying, and we are writing them down now rather than when it suits us.
We will never delete your records because a card was declined. A card expires or a bank blocks a charge for a hundred reasons that have nothing to do with what you meant, and you still have a seven-year duty to keep those records.
If a payment fails: you keep full service, including restoring, for 90 days, and we will try to reach you at least three times during that window and not only by email. After 90 days the account becomes read-only and export-only, and you can still take every record out, in full, without paying us anything. Getting your own records back is never behind a payment.
Nothing is deleted before a further 90 days, a final notice, and a clear statement of the date. That is at least 180 days from the first failed payment. After that, records are removed only because you told us to or because that entire window passed with no contact from you.
If you are paying us to keep your records, we do not get to disclaim keeping them. The limit on our liability below is not an answer to failing at the one thing you paid for.
Liability
To the extent the law permits, our liability to you for anything arising out of the software is limited to refunding what you paid for it or supplying it again, at our choice.
Nothing in these terms excludes, restricts or modifies the consumer guarantees in the Australian Consumer Law, including the guarantee that services are supplied with due care and skill. Where those guarantees apply, they apply regardless of anything written here.