Therapy Diary App is a practice administration tool. It does not provide therapy, medical advice, diagnosis, emergency assistance or professional clinical guidance.
1. About us
Therapy Diary App is operated by [FULL LEGAL NAME], a sole trader trading as Therapy Diary App.
Our business address is [BUSINESS ADDRESS]. You can contact us at [SUPPORT EMAIL].
In these terms, “we”, “us” and “our” mean [FULL LEGAL NAME]. “You” means the therapist, practitioner or business using the service.
2. Agreement to these terms
By creating an account, starting a free trial or using Therapy Diary App, you agree to these terms and our Privacy Policy.
You should not create an account or use the service if you do not agree to these terms.
3. Eligibility and business use
You must be at least 18 years old and legally able to enter into a contract.
Therapy Diary App is intended for therapists and other practitioners using the service for their professional or business activities. It is not intended for personal or household use.
You are responsible for ensuring that your use of the service complies with the laws, professional standards and regulatory requirements that apply to your practice.
4. Your account
You must provide accurate and current information when creating and maintaining your account.
You are responsible for keeping your login details secure and for activity carried out through your account. You must tell us promptly if you believe that your account has been accessed without permission.
You must not share your account with another person unless the service expressly supports additional authorised users.
5. The service
Therapy Diary App may provide features including:
- appointment and diary management;
- client contact and appointment records;
- therapist availability settings;
- client self-booking;
- public availability pages;
- a client portal;
- email notifications; and
- subscription and account management.
Features may be updated, improved, replaced or removed as the service develops. We will not intentionally remove a core paid feature without reasonable notice where doing so would materially affect your use of the service.
6. Free trial and subscription
New accounts may receive a 14-day free trial. Unless we state otherwise, no payment card is required to begin the trial.
When the trial ends, some or all features may become unavailable until you start a paid subscription.
Any different trial period or promotional offer shown when you register will take priority over the standard trial described here.
Promotional offers may be subject to additional conditions and may only be available once per person, practice or payment method.
7. Prices and payments
The current UK subscription price is £19.99 per month unless a different price is shown on the pricing page or at checkout.
Customers outside the United Kingdom may be shown and charged an equivalent amount in a supported local currency. The final currency and amount will be displayed before payment.
Subscriptions renew automatically each month until cancelled. Payments are processed by Stripe or another payment provider identified at checkout.
You authorise the payment provider to charge the payment method associated with your subscription on each renewal date.
Prices will state whether applicable taxes are included. You are responsible for any taxes that your own business is required to report or pay.
We may change the subscription price by giving reasonable advance notice. A price change will normally apply from a future renewal date rather than partway through an existing paid period.
8. Cancellation and refunds
You may cancel your subscription at any time through the billing portal or by contacting us.
Unless we tell you otherwise, cancellation takes effect at the end of your current paid billing period. You may continue using the paid service until that date.
Subscription payments are normally non-refundable once a billing period has started, except where required by law or where we agree otherwise.
Cancelling a subscription does not automatically delete your account or stored data. Account closure and deletion are covered separately below and in our Privacy Policy.
9. Your professional responsibilities
You remain solely responsible for:
- the therapy or professional services you provide;
- your relationship and agreements with your clients;
- checking appointment and availability information;
- responding to emergencies or safeguarding concerns;
- maintaining any required insurance or registration;
- obtaining appropriate privacy information and consent;
- choosing the lawful basis for processing client data; and
- complying with professional, ethical and record-keeping requirements.
You should maintain appropriate independent records and business continuity arrangements. Therapy Diary App must not be your only means of accessing information required for urgent client care or safeguarding.
10. Client data and confidentiality
You control which client information is entered into your account. You must only enter information that you have a lawful reason to collect and use.
Appointment information may reveal or imply information about a person’s physical or mental health. You are responsible for identifying an appropriate lawful basis and, where relevant, an additional condition for processing special-category data.
Unless a feature expressly allows it, Therapy Diary App is not intended to be used as a full clinical-record or therapy-notes system. You must not enter unnecessary clinical details or other highly sensitive information into general appointment fields.
You are responsible for giving clients appropriate privacy information explaining how their information is used, including your use of Therapy Diary App as a service provider.
11. Data-processing terms
11.1 Our respective roles
For personal data relating to your own account, billing, communications and use of our website, we normally act as a data controller.
For personal data about your clients that you enter into Therapy Diary App, you normally act as the data controller and we act as your data processor.
11.2 Processing instructions
We will process client data only:
- to provide, secure and support the service;
- in accordance with these terms;
- in accordance with your documented instructions; or
- where processing is required by applicable law.
Your use and configuration of the service are treated as documented processing instructions.
11.3 Processing details
| Subject matter | Hosting and managing client, appointment, booking and related account information. |
|---|---|
| Duration | For the duration of your account and the deletion periods described in our Privacy Policy. |
| Nature of processing | Collection, storage, organisation, retrieval, transmission, backup, deletion and other processing needed to provide the service. |
| Purpose | Providing appointment management, client access, self-booking, availability and related functionality. |
| Data subjects | Your clients, prospective clients and authorised users. |
| Data categories | Names, email addresses, appointment details, booking preferences, account identifiers and information you choose to enter into the service. |
11.4 Our processor responsibilities
Where we act as your processor, we will:
- ensure that people authorised to process client data are subject to confidentiality obligations;
- implement appropriate technical and organisational security measures;
- take reasonable steps to assist you with data-subject requests;
- notify you without undue delay after becoming aware of a personal-data breach affecting your client data;
- reasonably assist with security assessments, breach notifications and data-protection impact assessments;
- delete or return client data when the service ends, subject to legal requirements and normal backup-deletion cycles; and
- provide information reasonably necessary to demonstrate compliance with these obligations.
11.5 Sub-processors
You authorise us to use suitable sub-processors to provide the service. These may include hosting, database, email, monitoring and payment providers.
We will require sub-processors that handle client data to protect it under appropriate contractual terms.
Our current sub-processors are listed at [SUB-PROCESSOR PAGE URL] .
11.6 International transfers
Where client data is transferred outside the United Kingdom, we will use an applicable lawful transfer mechanism and appropriate safeguards where required.
11.7 Audits
We will make reasonable compliance information available to you. Any audit must be proportionate, protect the confidentiality and security of other customers, and normally take place no more than once in a 12-month period unless required following a serious incident or by a regulator.
12. Acceptable use
You must not:
- use the service unlawfully or fraudulently;
- access another person’s account without authorisation;
- attempt to bypass security or usage restrictions;
- introduce malware or harmful code;
- interfere with the operation of the service;
- use automated tools to overload or scrape the service;
- copy, resell or reverse-engineer the service; or
- use the service to store content that infringes another person’s rights.
13. Availability and changes to the service
We aim to keep Therapy Diary App available and reliable, but we cannot guarantee uninterrupted or error-free access.
Access may occasionally be interrupted for maintenance, security work, updates, failures affecting third-party suppliers or events outside our reasonable control.
We may release updates that change how a feature looks or works. You are responsible for using a reasonably current supported browser and device.
14. Intellectual property
We or our licensors own the software, design, branding, website content and other intellectual property forming part of Therapy Diary App.
We grant you a limited, non-exclusive, non-transferable and revocable right to use the service for your own professional practice while your account remains active.
You retain ownership of information you enter into the service. You grant us the limited rights necessary to host, process, transmit and back up that information to provide the service.
15. Our liability
Nothing in these terms excludes or limits liability where doing so would be unlawful, including liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation.
Subject to that restriction, we will not be liable for:
- loss of profit, revenue, business or opportunity;
- loss of anticipated savings;
- loss of goodwill or reputation;
- indirect or consequential loss;
- loss caused by inaccurate information entered by you or your clients;
- missed appointments, clinical decisions or professional services; or
- failures caused by your equipment, internet connection or third-party services outside our reasonable control.
Subject to the exclusions above, our total liability arising from or relating to the service will not exceed the subscription fees you paid to us during the 12 months immediately before the event giving rise to the claim.
Nothing in these terms affects any rights that cannot legally be excluded.
16. Suspension and termination
We may suspend or terminate access where:
- you seriously or repeatedly breach these terms;
- a payment remains overdue;
- your use creates a security or legal risk;
- we reasonably suspect fraud or unauthorised access;
- we are required to do so by law; or
- we discontinue the service.
Where reasonably possible, we will give you notice and an opportunity to correct the issue before terminating your account.
You should export any information you need before closing your account. Data will be deleted in accordance with our Privacy Policy and backup-retention procedures.
17. Changes to these terms
We may update these terms to reflect changes to the service, our business or the law.
We will provide reasonable notice of material changes. Continuing to use the service after the new terms take effect means that you accept the updated terms.
18. Governing law
These terms and any dispute or claim arising from them are governed by the laws of England and Wales.
The courts of England and Wales will have exclusive jurisdiction, except where applicable law requires otherwise.