Terms of Service

These Terms govern your use of Wellspring, provided by Wellspring Scheduling Ltd ([Registered office address]). By creating an account or using the service, you agree to these Terms. If you use Wellspring on behalf of a practice, you confirm you have authority to bind that practice.

1. The service

Wellspring is practice-management software for scheduling, client records, invoicing, online booking, classes and related tools. We may add, change or remove features to improve the service.

2. Accounts

• You must provide accurate details and keep your login credentials secure.
• You are responsible for activity under your account and for your staff users’ use of the service.
• You must be legally able to enter into these Terms.

3. Free trial & subscriptions

• New accounts get a 30-day free trial with no card required.
• After the trial, continued use requires a paid subscription billed monthly in advance via our payment provider.
• Your plan sets limits (e.g. practitioners, locations and file storage). Optional add-ons (such as storage packs and SMS credits) are billed in addition to your plan. If a storage allowance is reached, new uploads pause until space is freed or an add-on is purchased — stored data is never deleted for this reason. Fees may change on reasonable notice.
• Prices are shown and billed in the currency set for your business’s country at signup, plus any tax we are required to charge (such as VAT or GST) at the applicable rate. Taxes on your own invoices to your clients are your responsibility.
• You can cancel anytime; cancellation stops future renewals. Except where required by law, fees already paid are non-refundable.
• If a subscription payment fails, we notify you and payment is retried automatically. Full access continues for a grace period (currently 7 days); after that, certain features (such as online booking and creating new appointments) may be paused until payment is collected. You always retain access to your account, your client records and your billing settings. Continued non-payment may result in cancellation under section 10.

4. Your data & your clients

You retain ownership of the data you put into Wellspring. Where that data is personal data about your clients, you are the data controller and we process it as your processor under our Data Processing Agreement, which forms part of these Terms. You are responsible for having a lawful basis to collect and use your clients’ data, including any health information, and for your own privacy notices to them. This applies wherever your business is located — if you or your clients are based outside the UK/EEA, you are responsible for complying with your own country’s data-protection law (for example, Australia’s Privacy Act 1988) in addition to this Agreement.

5. Acceptable use

You agree not to:

• break the law or infringe others’ rights;
• upload malicious code or attempt to disrupt or gain unauthorised access to the service;
• send unlawful, misleading or unsolicited communications through the service; or
• resell or misrepresent the service.

6. Payments to you

If you enable online payments (e.g. Stripe, PayPal, Square), those are provided by third parties under their own terms. We are not a party to transactions between you and your clients and are not responsible for them.

7. Availability

We work hard to keep Wellspring available but do not guarantee uninterrupted service. We may carry out maintenance and may suspend access where necessary for security or legal reasons.

8. Intellectual property

We and our licensors own the software and all related IP. We grant you a non-exclusive, non-transferable right to use the service during your subscription. You must not copy, reverse-engineer or resell it.

9. Liability

Nothing in these Terms limits liability that cannot be limited by law. Subject to that, we are not liable for indirect or consequential loss, or loss of profit, revenue or data, and our total liability in any 12-month period is limited to the fees you paid in that period. The service is provided “as is” to the extent permitted by law.

10. Suspension & termination

You can close your account at any time. We may suspend or terminate access for material breach, non-payment, or legal reasons. On termination you can export your data for a reasonable period, after which we may delete it per our policies.

11. Governing law

These Terms are governed by the laws of England & Wales, and its courts have exclusive jurisdiction. If you are based outside England & Wales and a mandatory local consumer-protection or data-protection law would otherwise apply and cannot be excluded, that local law applies to the extent it conflicts with this section.

12. Contact

Questions about these Terms? Email hello@wellspring.example.