Terms & Conditions

1. About These Terms

These Terms and Conditions ("Terms") govern your use of practicewize ("the Platform", "we", "us", "our"), a practice management system designed for therapists and counselling professionals.

By creating an account or using the Platform, you agree to be bound by these Terms. If you do not agree, you must not use the Platform.

2. Eligibility & Professional Responsibility

The Platform is intended for use by qualified or trainee therapy professionals and organisations providing therapeutic services.

You remain solely responsible for:

• Your professional conduct
• Compliance with your ethical body
• Clinical decision-making
• The accuracy and legality of any data you upload

We do not provide clinical advice and are not responsible for therapeutic outcomes.

3. Account Registration & Security

You are responsible for:

• Maintaining the confidentiality of your login details
• All activity carried out under your account

You must notify us immediately if you suspect unauthorised access.

4. Data Ownership

4.1 Your Data

You retain full ownership of all client personal data you upload to the Platform, including (but not limited to):

• Names
• Contact details
• Session notes
• Assessments
• Communications
• Documents

We act as a data processor for this data.

5. Platform Usage Data & Analytics

5.1 Anonymised & Aggregated Data

By using the Platform, you grant us permission to collect, analyse, and use anonymised and aggregated usage data for the purposes of:

• Improving the Platform
• Developing new features
• Understanding usage trends
• Producing internal analytics
• Creating industry-level insights

This data does not identify you, your clients, or your practice. Examples of such data may include (but are not limited to):

• Number of sessions per therapist
• Appointment times and durations
• Cancellation and no-show rates
• Platform feature usage
• Average booking patterns

5.2 No Personal or Client Identification

We do not use:

• Client names
• Client contact details
• Session content
• Clinical notes
• Any identifiable personal data

for analytics, benchmarking, resale, or marketing purposes. All usage data is:

• Fully anonymised
• Aggregated across multiple users
• Not traceable back to an individual therapist or client

5.3 Benchmarking & Insights

We may use anonymised data to generate:

• Platform benchmarks
• Usage reports
• General insights shared with users

Any such insights will always be presented at a group or industry level.

6. Data Protection & GDPR

We comply with applicable UK GDPR and data protection legislation.

• Therapists remain the data controller for client data
• We act as a data processor
• Full details are set out in our Privacy Policy

You are responsible for ensuring:

• You have lawful grounds to process client data
• Clients are informed that you use third-party software

7. Availability & Service Levels

We aim to provide a reliable service but do not guarantee:

• Continuous availability
• Error-free operation

Scheduled maintenance or unforeseen outages may occur.

8. Payments & Subscriptions

Subscriptions are billed in advance on a monthly or annual basis. Free trials, if offered, may be withdrawn or modified at any time.

Failure to pay may result in account suspension.

9. Termination & Data Export

You may cancel your account at any time. Upon termination:

• You will have a reasonable opportunity to export your data
• After that period, data may be securely deleted
• Anonymised, aggregated usage data may be retained

10. Intellectual Property

All Platform software, branding, design, and content remain our intellectual property. You may not:

• Copy
• Reverse engineer
• Resell
• Sub-license

any part of the Platform without permission.

11. Limitation of Liability

To the fullest extent permitted by law:

• We are not liable for indirect or consequential losses
• We are not responsible for loss of data caused by factors outside our control
• Our total liability is limited to the amount paid by you in the previous 12 months

12. Changes to These Terms

We may update these Terms from time to time. Material changes will be communicated via the Platform or email.

Continued use constitutes acceptance.

13. Governing Law

These Terms are governed by the laws of England and Wales.