Terms of Service

1. Introduction

Welcome to Practicos. These Terms of Service ("Terms") govern your use of the Practicos practice management software and related services (the "Service") provided by Practicos Software Limited ("we", "us", "our", "Practicos").

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

Please also review our Privacy Policy, which explains how we collect, use, and protect your personal data.

2. Definitions

• "Account" means your registered user account on the Service.
• "Client Data" means any data about your clients that you enter into the Service, including personal information, clinical notes, and appointment records.
• "Practice" means the speech and language therapy practice or organisation you create within the Service.
• "Subscription" means your paid subscription plan for using the Service.
• "User" or "you" means any individual who creates an Account or uses the Service.

3. The Service

3.1 Description

Practicos provides cloud-based practice management software designed for speech and language therapists operating in the United Kingdom. The Service includes features for client management, appointment scheduling, clinical note-taking, and invoicing.

3.2 Service Availability

We aim to provide reliable access to the Service but do not guarantee uninterrupted availability. We may temporarily suspend access for maintenance, updates, or circumstances beyond our control. We will endeavour to provide advance notice of planned maintenance where practicable.

3.3 Changes to the Service

We continuously improve the Service and may add, modify, or remove features at any time. We will notify you of material changes that significantly affect your use of the Service.

4. Account Registration

4.1 Eligibility

To use the Service, you must be at least 18 years of age and have the legal authority to enter into these Terms. If you are registering on behalf of an organisation, you confirm that you have the authority to bind that organisation to these Terms.

4.2 Account Information

You agree to provide accurate, current, and complete information when creating your Account and to update your information to keep it accurate. You are responsible for maintaining the confidentiality of your account credentials.

4.3 Account Security

You are responsible for all activity that occurs under your Account. You must notify us immediately at support@practicos.co.uk if you become aware of any unauthorised use of your Account.

5. Subscriptions and Payment

5.1 Free Trial

We may offer a free trial period for new users. At the end of the trial, you must subscribe to a paid plan to continue using the Service. We will notify you before your trial ends.

5.2 Subscription Plans

Subscription pricing and features are displayed on our website. All prices are in British Pounds (GBP) and exclude VAT unless otherwise stated. VAT will be added where applicable.

5.3 Payment

Payments are processed securely through our payment provider, Stripe. By subscribing, you authorise us to charge your payment method on a recurring basis (monthly or annually, depending on your chosen plan) until you cancel.

5.4 Cancellation

You may cancel your Subscription at any time through your account settings. Cancellation takes effect at the end of your current billing period. No refunds are provided for partial billing periods, except where required by law.

5.5 Price Changes

We may change our prices with at least 30 days' notice. Price changes will apply to your next billing period after the notice period. If you do not agree to a price change, you may cancel your Subscription before the new price takes effect.

6. Your Responsibilities

6.1 Professional Compliance

You are responsible for ensuring your use of the Service complies with all applicable professional standards, including those set by the Health and Care Professions Council (HCPC) and the Royal College of Speech and Language Therapists (RCSLT). Practicos is a tool to support your practice; it does not replace your professional judgement or obligations.

6.2 Data Protection

When you enter Client Data into the Service, you act as a data controller under UK GDPR. You are responsible for:

• Having a lawful basis to collect and process your clients' personal data
• Providing appropriate privacy notices to your clients
• Responding to data subject access requests from your clients
• Ensuring the accuracy of Client Data you enter
• Implementing appropriate security measures in your practice

We act as a data processor for your Client Data and will process it only in accordance with your instructions and our Privacy Policy.

A Data Processing Addendum (DPA) and Standard Contractual Clauses (SCCs) are available on request at privacy@practicos.co.uk.

6.3 Acceptable Use

You agree not to:

• Use the Service for any unlawful purpose
• Share your account credentials with others
• Attempt to gain unauthorised access to any part of the Service
• Interfere with the operation of the Service or its infrastructure
• Upload malicious code, viruses, or harmful content
• Use the Service to store data unrelated to your speech therapy practice
• Resell or redistribute the Service without our permission
• Use automated systems to access the Service without our consent

6.4 Clinical Record-Keeping

You acknowledge that you are solely responsible for the content, accuracy, and completeness of clinical notes and records you create in the Service. We recommend maintaining backup records in accordance with professional guidelines.

7. Intellectual Property

7.1 Our Rights

The Service, including its design, features, code, and content (excluding your data), is owned by Practicos Software Limited and protected by copyright, trademark, and other intellectual property laws. These Terms do not grant you any rights to our intellectual property except the limited right to use the Service as described herein.

7.2 Your Data

You retain ownership of all Client Data and other content you upload to the Service. By using the Service, you grant us a limited licence to store, process, and display your data solely to provide and improve the Service.

7.3 Feedback

If you provide feedback, suggestions, or ideas about the Service, we may use this feedback to improve the Service without any obligation to compensate you.

8. Data Export and Portability

We support your right to data portability. You may export your Client Data at any time through the Service's export features. Upon account termination, we will provide a reasonable period (at least 30 days) for you to export your data before deletion.

9. Limitation of Liability

9.1 Service Provided "As Is"

The Service is provided on an "as is" and "as available" basis. To the maximum extent permitted by law, we disclaim all warranties, express or implied, including warranties of merchantability, fitness for a particular purpose, and non-infringement.

9.2 Limitation of Damages

To the maximum extent permitted by law, Practicos Software Limited shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including loss of profits, data, or goodwill, arising from your use of the Service.

9.3 Cap on Liability

Our total liability for any claims arising from these Terms or your use of the Service shall not exceed the amount you paid us in the twelve (12) months preceding the claim.

9.4 Exceptions

Nothing in these Terms excludes or limits our liability for death or personal injury caused by our negligence, fraud or fraudulent misrepresentation, or any other liability that cannot be excluded by law.

10. Indemnification

You agree to indemnify and hold harmless Practicos Software Limited, its officers, directors, and employees from any claims, damages, or expenses (including reasonable legal fees) arising from your breach of these Terms, your use of the Service, or your violation of any applicable law or regulation.

11. Termination

11.1 Termination by You

You may terminate your Account at any time by cancelling your Subscription and deleting your Account through the Service settings, or by contacting us at support@practicos.co.uk.

11.2 Termination by Us

We may suspend or terminate your Account if you breach these Terms, fail to pay fees when due, or engage in conduct that we reasonably believe harms the Service or other users. We will provide notice where practicable.

11.3 Effect of Termination

Upon termination, your right to use the Service ends immediately. We will retain your data for a limited period (at least 30 days) to allow export, after which it will be deleted or anonymised, typically within 30 days, in accordance with our Privacy Policy.

12. Changes to These Terms

We may update these Terms from time to time. We will notify you of material changes by email or through the Service at least 30 days before they take effect. Your continued use of the Service after changes take effect constitutes acceptance of the new Terms.

If you do not agree to the updated Terms, you may terminate your Account before the changes take effect.

13. Governing Law and Disputes

13.1 Governing Law

These Terms are governed by and construed in accordance with the laws of England and Wales. You agree to submit to the exclusive jurisdiction of the courts of England and Wales for any disputes arising from these Terms or your use of the Service.

13.2 Dispute Resolution

If you have a dispute with us, please contact us first at support@practicos.co.uk. We will attempt to resolve the matter informally. If we cannot reach a resolution within 30 days, either party may pursue formal legal remedies.

14. General Provisions

14.1 Entire Agreement

These Terms, together with our Privacy Policy, constitute the entire agreement between you and Practicos Software Limited regarding the Service.

14.2 Severability

If any provision of these Terms is found to be unenforceable, the remaining provisions will continue in full force and effect.

14.3 No Waiver

Our failure to enforce any right or provision of these Terms does not constitute a waiver of that right or provision.

14.4 Assignment

You may not assign or transfer your rights under these Terms without our consent. We may assign our rights to an affiliate or successor without restriction.

15. Contact Us

If you have any questions about these Terms, please contact us: