Terms and Conditions

1Introduction

Welcome to WellSync. WellSync is a web-based practice management and appointment booking platform designed for wellness professionals, including physiotherapists, osteopaths, therapists, counsellors, personal trainers, health coaches, nutritionists, and other allied health and wellness practitioners.

The platform enables practitioners to manage their client base, schedule appointments, send automated reminders and notifications via SMS and email, process subscription billing, and coordinate their practice — all from a single unified interface.

These Terms and Conditions (“Terms”) constitute a legally binding agreement between you (“User”, “Practitioner”, or “you”) and WellSync (“we”, “us”, or “our”), governing your access to and use of the WellSync platform, website, and associated services (collectively, the “Service”). By registering an account or using any part of the Service, you confirm that you have read, understood, and agree to be bound by these Terms and our Privacy Policy.

2Acceptance of Terms

By accessing or using WellSync in any way — including by browsing the website, creating an account, or using any feature of the Service — you confirm that you have read these Terms, that you understand them, and that you agree to be legally bound by them. If you do not agree to these Terms, you must discontinue your use of the Service immediately.

If you are using WellSync on behalf of an organisation, business, or practice, you represent that you have authority to bind that entity to these Terms, and your acceptance constitutes the entity's acceptance.

WellSync reserves the right to update or amend these Terms at any time. Your continued use of the Service following notification of changes constitutes acceptance of the revised Terms. See Section 15 for further details.

3Eligibility and Account Registration

To use WellSync, you must be at least 18 years of age and legally capable of entering into binding contracts in your jurisdiction. By creating an account, you represent that you meet these requirements.

When registering, you agree to:

• Provide accurate, current, and complete information and keep it updated at all times.
• Maintain the confidentiality of your login credentials and choose a strong, unique password.
• Accept full responsibility for all activity that occurs under your account, whether or not authorised by you.
• Notify us immediately at support@getwellsync.com if you suspect any unauthorised access to your account.

You must not share login credentials with others, permit multiple individuals to use a single account concurrently, or create accounts for the purpose of impersonating another person. WellSync reserves the right to refuse registration or suspend any account where information provided is inaccurate or in violation of these Terms.

4Acceptable Use Policy

You agree to use WellSync only for lawful purposes and in a manner that does not infringe the rights of others. The following activities are expressly prohibited:

• Unlawful activity — Using the Service for any purpose illegal under local, national, or international law, including fraud, money laundering, or breaches of data protection law.
• Spam and unsolicited communications — Sending unsolicited bulk messages, email spam, or other unwanted commercial communications.
• Unauthorised SMS messages — Sending SMS messages to individuals who have not provided prior express consent, or sending messages in violation of applicable telecommunications regulations including TCPA or PECR.
• Impersonation — Impersonating any person or entity or falsely implying endorsement by WellSync or any third party.
• Platform disruption — Attempting to interfere with, disrupt, or gain unauthorised access to the Service, its servers, networks, or data, including via denial-of-service attacks or SQL injection.
• Malicious content — Uploading or transmitting viruses, malware, ransomware, or any other harmful or disruptive code.
• Client data misuse — Using client data obtained via the platform for any purpose beyond providing legitimate wellness services to those clients, or sharing it without appropriate legal basis and consent.
• Automated scraping — Using bots, crawlers, or scrapers to harvest data from the Service without our express written permission.

WellSync reserves the right to investigate reported abuse and to suspend or permanently terminate any account found to be in violation of this policy, without prior notice and without refund of any prepaid fees. Violations may be reported to relevant law enforcement authorities where required by law.

5SMS Communications and Consent

WellSync facilitates transactional SMS messaging on behalf of practitioners. The platform is designed exclusively for legitimate service-related communications, including:

• Appointment confirmations sent after a booking is made or approved.
• Appointment reminders sent in advance of scheduled sessions.
• Cancellation and rescheduling notices.
• Booking request notifications.

Opt-Out Rights. All clients have the right to opt out of SMS communications at any time by replying STOP, UNSUBSCRIBE, CANCEL, END, or QUIT to any message. Upon receipt of an opt-out keyword, WellSync automatically revokes that client's SMS consent in the system and ceases further SMS communication to that number. Practitioners must honour opt-out requests and must not attempt to circumvent this mechanism.

Message Frequency. Message frequency varies and is determined by the number of appointments scheduled and the notification settings configured by the practitioner.

Message and Data Rates. Message and data rates may apply depending on the client's mobile carrier and plan. WellSync is not responsible for any charges incurred by clients as a result of receiving SMS messages.

Marketing Prohibited. The use of WellSync's SMS infrastructure for promotional, marketing, or advertising purposes is strictly prohibited. Sending bulk promotional messages, discount offers, or any unsolicited commercial content constitutes a material breach of these Terms and may result in immediate account suspension.

6Practitioner Responsibilities

As a practitioner using WellSync, you are an independent professional and bear full responsibility for the lawful and ethical conduct of your practice. Your responsibilities include:

• Appointment management — Maintaining accurate, up-to-date schedules and promptly notifying clients of any changes, cancellations, or delays.
• Client data protection — Safeguarding all client information in accordance with applicable data protection legislation, including UK GDPR, EU GDPR, or equivalent national laws, and limiting access to authorised personnel only.
• Legal compliance — Complying with all applicable healthcare, privacy, telecommunications, and professional conduct laws and regulations in all jurisdictions in which you operate.
• Lawful communications — Ensuring all communications sent to clients through the platform are lawful, appropriate, and made with proper consent where required.
• Professional conduct — Maintaining professional standards appropriate to your discipline, including adherence to any relevant regulatory body guidelines.
• Regulatory registration — Holding and maintaining any licences, certifications, or professional registrations required to practise in your field and jurisdiction.
• Medical advice — All clinical decisions and professional advice remain entirely your responsibility. WellSync provides no clinical guidance or recommendations of any kind.

7Data Handling and Privacy

WellSync stores and processes appointment data, client contact information, communication preferences, and other information you provide or that is generated through your use of the Service. This data is stored securely using industry-standard measures including encryption in transit and at rest, access controls, and regular security audits.

To deliver the Service, your data may be processed by the following sub-processors and third-party providers:

• Supabase — Database hosting and authentication services.
• Stripe — Payment processing and subscription management.
• Twilio — SMS messaging infrastructure and delivery.
• Resend — Transactional email delivery.

Each provider operates under their own data processing agreements and privacy policies. For full details of how we collect, use, and protect your data, and for your rights under applicable law, please refer to our Privacy Policy.

WellSync does not sell personal data to third parties. We do not use client or practitioner data for advertising purposes.

8Subscription, Billing, and Payments

WellSync offers subscription-based access to the platform. The features available depend on the plan selected. Current plans and pricing are available on our Pricing page.

• Billing cycles — Subscriptions are billed monthly or annually depending on the plan selected, commencing from your first payment date.
• Payment processing — All payments are processed securely through Stripe. By providing payment details, you authorise WellSync to charge the applicable fee on each renewal date. WellSync does not store card details directly.
• Free trial — Where a free trial is offered, no charge will be made during the trial period. At the end of the trial, your plan commences and your payment method is charged unless you cancel beforehand.
• Failed payments — Persistent failure to pay may result in restriction of access or account suspension until outstanding amounts are settled.
• Pricing changes — WellSync may modify subscription pricing. We will provide at least 30 days' advance notice of any price increase. Continued use after a change takes effect constitutes acceptance of the new pricing.
• Taxes — Prices are exclusive of applicable taxes such as VAT unless otherwise stated. You are responsible for any taxes applicable in your jurisdiction.
• Refunds — Subscription fees are generally non-refundable except where required by applicable consumer protection law. Pro-rata refunds for unused periods are not provided.

9Cancellation and Termination of Service

Cancellation by you. You may cancel your subscription at any time via your account settings or by contacting support@getwellsync.com. Access continues until the end of the current billing period, after which your account will be deactivated. You will not be charged for subsequent billing periods.

Termination by WellSync. WellSync reserves the right to suspend or terminate your account with or without notice in the event of:

• A material breach of these Terms, including violations of the Acceptable Use Policy.
• Fraudulent, deceptive, or illegal activity associated with your account.
• Persistent failure to pay subscription fees.
• Activity that poses a risk to the security, integrity, or reputation of the platform or its users.

Data after cancellation. Following cancellation or termination, your data is retained for up to 30 days to allow for account recovery. After this period, your data is securely deleted in accordance with our data retention policy. Compliance audit records (such as SMS opt-out logs) may be retained longer where required by applicable law. You may request a data export prior to cancellation by contacting our support team.

10Availability and Service Reliability

WellSync aims to provide a reliable, high-availability service, but does not guarantee uninterrupted or error-free access. The Service may experience periods of downtime due to:

• Scheduled maintenance and system updates, which we will endeavour to conduct during off-peak hours with advance notice where possible.
• Unplanned outages caused by hardware failures, software defects, or infrastructure issues.
• Third-party service disruptions affecting our infrastructure providers.
• Circumstances beyond our reasonable control, including natural disasters, cyberattacks, or telecommunications failures.

We will use commercially reasonable efforts to restore service as quickly as possible following any outage. No formal Service Level Agreement (SLA) is provided unless separately agreed in writing. We encourage you to maintain your own independent records of critical appointment information.

11Intellectual Property

All intellectual property rights in and to the WellSync platform — including the software, source code, algorithms, database schemas, user interface designs, graphics, logos, trademarks, and written content — are and remain the exclusive property of WellSync or our licensors.

Subject to your compliance with these Terms, WellSync grants you a limited, non-exclusive, non-transferable, revocable licence to access and use the Service solely for your legitimate business purposes as a wellness practitioner. This licence does not include any right to:

• Copy, reproduce, or create derivative works based on any part of the platform.
• Reverse engineer, decompile, or attempt to extract the source code of the software.
• Resell, sublicense, or distribute the Service to third parties on a commercial basis.
• Use WellSync's name, logo, or trademarks without express written authorisation.
• Remove or alter any copyright notices or proprietary markings on the platform.

You retain ownership of all data you upload to the platform. By uploading data, you grant WellSync a limited licence to store, process, and display that data solely for the purpose of providing the Service.

12Limitation of Liability

To the maximum extent permitted by applicable law, WellSync and its officers, directors, employees, agents, and affiliates shall not be liable for any indirect, incidental, special, consequential, punitive, or exemplary damages arising out of or in connection with your use of or inability to use the Service.

Without limiting the foregoing, WellSync expressly excludes liability for:

• Loss of revenue, profits, business, or anticipated savings arising from any service interruption or data loss.
• Missed, delayed, or cancelled appointments attributable to platform downtime, notification delivery failures, or user error.
• Disputes or claims arising between a practitioner and their clients, including allegations of negligence or inadequate care.
• Data loss resulting from user error, account compromise, or circumstances beyond our reasonable control.
• Outages or failures of third-party services including Stripe, Twilio, Supabase, or Google, even where such services are integral to the platform's functionality.
• Any consequences arising from a practitioner's failure to comply with applicable healthcare, privacy, or communications laws.

Where liability cannot be excluded by law, WellSync's total aggregate liability for all claims shall not exceed the greater of (a) the total subscription fees paid by you in the three months immediately preceding the event giving rise to the claim, or (b) £100 (one hundred pounds sterling).

Nothing in these Terms excludes or limits WellSync's liability for death or personal injury caused by our negligence, fraud, or any other liability that cannot be excluded or limited by applicable law.

13Indemnification

You agree to indemnify, defend, and hold harmless WellSync and its officers, directors, employees, contractors, and agents from and against any and all claims, damages, losses, costs, and expenses (including reasonable legal fees) arising out of or relating to:

• Your use of the Service in violation of these Terms or any applicable law.
• Your failure to obtain valid client consent before sending SMS or other communications.
• Any content you upload, transmit, or make available through the platform.
• Any dispute between you and a client or other third party arising from your use of the Service.
• Your infringement of any intellectual property, privacy, or other rights of any third party.
• Your negligence, wilful misconduct, or fraudulent misrepresentation.

WellSync reserves the right, at your expense, to assume exclusive defence and control of any matter for which you are required to indemnify us. You agree to cooperate with our defence and not to settle any such matter without our prior written consent.

14Third-Party Services

WellSync integrates with a number of third-party services to deliver its functionality. These include:

• Stripe — Payment processing. Subject to Stripe's Services Agreement.
• Twilio — SMS and communication infrastructure. Subject to Twilio's Terms of Service.
• Google Calendar — Optional calendar synchronisation. Subject to Google's Terms of Service.
• Supabase — Database hosting and authentication infrastructure.
• Resend — Transactional email delivery.

Each third-party service operates under its own terms of service and privacy policy. WellSync is not responsible for the practices, availability, or conduct of these services. By using WellSync, you acknowledge that your data may be processed by these providers in connection with the delivery of the Service. We encourage you to review each provider's terms where relevant to your compliance obligations.

WellSync is not affiliated with, endorsed by, or an agent of any of these third-party providers. Issues arising directly from a third-party service should be addressed with that provider.

15Changes to Terms

WellSync reserves the right to update or revise these Terms at any time. When changes are made, we will update the “Last updated” date at the top of this page.

For material changes — those that significantly affect your rights or obligations — we will provide at least 14 days' advance notice by email to the address associated with your account, or by posting a prominent notice within the platform.

Your continued use of the Service after changes take effect constitutes your acceptance of the revised Terms. If you do not agree to the updated Terms, you must stop using the Service before the changes take effect.

The most current version of these Terms is always available at getwellsync.com/terms.

16Governing Law

These Terms and any disputes or claims arising out of or in connection with them, their subject matter or formation (including non-contractual disputes or claims) shall be governed by and construed in accordance with the laws of England and Wales.

The parties irrevocably agree that the courts of England and Wales shall have exclusive jurisdiction to settle any dispute or claim arising out of or in connection with these Terms.

If you are a consumer based in a jurisdiction with mandatory local consumer protection laws that cannot be waived by contract, nothing in this clause affects your rights under those laws.

17Contact Information

If you have any questions, concerns, or requests regarding these Terms and Conditions, or wish to report a violation, please contact us at: