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Terms of Service

The agreement between ClinicOS and the clinics that run on our platform.

Last updated: 21 August 2026

These Terms of Service are an agreement between ClinicOS Ltd ("ClinicOS", "we", "us") and the business that registers a clinic account on the ClinicOS platform ("you", "your clinic"). By creating an account, or by using the platform once an account exists, you accept these terms on behalf of your clinic. If you are a visitor to this website, or a patient booking with a clinic, the Terms of Use apply to you instead.

1. Definitions

  • Platform: the ClinicOS software and services, including the Clinician Portal, the patient portal, hosted booking pages, the embeddable booking widget, this website, and the systems behind them.
  • Clinic account: the account your clinic registers on the platform, together with the staff accounts you create under it.
  • Plan: a paid subscription to the platform, currently Starter or Clinic, as described in section 4.
  • Message pack: a bundle of 500 message credits used for patient messaging, as described in section 5.
  • Patient data: personal data about your patients that you, your staff or your patients enter into the platform, including identity, contact, appointment, clinical record and payment data.

2. The service

ClinicOS provides practice management software for aesthetics clinics. Depending on your plan and configuration, the platform includes availability-driven online booking with double-booking prevention, deposits and saved cards through Stripe, automated reminders by email and by WhatsApp with SMS fallback, custom forms and consents, treatment records and documents, clinician credential tracking with expiry reminders, invoicing, post-op care emails, support tickets, a patient portal, multiple locations, multi-role staff accounts, an embeddable booking widget and a hosted booking page, and an optional listing in the ClinicOS clinic directory when it is open.

Some capabilities are add-ons that must be requested by your clinic and approved by ClinicOS before they are switched on, including AI patient summaries and text messaging. AI patient summaries are an assistive tool provided with a clinical disclaimer: they do not replace the clinical record and must be checked by a qualified member of your team before being relied on.

3. Account registration and responsibility

  • You must provide accurate information when registering and keep it up to date, including your clinic's trading name, contact details and billing details.
  • You are responsible for keeping sign-in credentials secure, for the staff accounts you create, and for everything done under your clinic account. Assign staff roles and permissions carefully.
  • Tell us promptly at support@clinicos-dev.com if you believe an account has been accessed without authorisation.
  • The person accepting these terms confirms they are authorised to bind the clinic.

4. Free trial and paid plans

New clinics receive a 90-day free trial. After the trial, continued use of the platform requires a paid plan:

  • Starter: £25 per month.
  • Clinic Pro: £50 per month.

Plans are billed monthly in pounds sterling. We may change plan prices from time to time; if we do, we will give you reasonable advance notice and the new price will apply from a future billing period, so you can cancel before it takes effect if you prefer.

5. Payments and message packs

  • Payments to ClinicOS, and payments your patients make through the platform, are processed by Stripe. You may need to keep a valid payment card on file to use paid features.
  • Patient messaging is consumed from message packs of 500 credits, priced at £10 per pack. Credits are consumed by delivery attempts.
  • Where automatic top-up is enabled for your clinic, a new pack is purchased using your saved payment method when your balance falls below the configured threshold. You can see purchases and invoices in the platform.
  • Fees already paid are not refundable except where these terms or the law say otherwise.

6. Your obligations

  • Keep your listing, services, prices and availability accurate. What patients see on your booking pages and in your directory listing comes from what you enter.
  • Hold, and keep current, the professional qualifications, registrations and insurance required to provide your services, and comply with any regulator that oversees them.
  • Obtain and record appropriate patient consent before treatment, and use the platform's forms and consent tools lawfully.
  • Have a lawful basis for every use you make of patient data, including any messages you send through the platform, and respect patient opt-outs.
  • Use the platform only in compliance with applicable law.

7. Patient data: your role and ours

For patient data, your clinic is the data controller and ClinicOS is your data processor. We process patient data only to provide the platform and on your documented instructions, and we do not use it for our own purposes. Patient data is hosted in AWS London (eu-west-2).

We use sub-processors to deliver parts of the service, including Stripe for payments and messaging providers for reminders and patient messages. The platform includes built-in tools for subject access export and erasure so you can meet your obligations to your patients; our Privacy Policy describes our processing in more detail.

8. Acceptable use

You must not, and must not allow anyone using your account to:

  • use the platform for anything unlawful, deceptive or harmful;
  • send unsolicited marketing or any message a recipient has opted out of;
  • upload content you do not have the right to use, or content that is defamatory or infringes anyone's rights;
  • probe, scan or test the security of the platform, or attempt to access data belonging to another clinic;
  • interfere with the operation of the platform or place unreasonable load on it;
  • resell or sublicense the platform without our written agreement.

9. Availability and disclaimers

We use reasonable endeavours to keep the platform available and to fix problems promptly, but the platform is provided as-is and we do not guarantee uninterrupted or error-free operation. Planned maintenance may occasionally make the platform briefly unavailable.

ClinicOS is practice management software. It does not provide medical advice, and nothing in the platform, including AI patient summaries, is a substitute for the professional judgement of a qualified practitioner. Clinical decisions, and the services you provide to patients, remain entirely your responsibility.

10. Intellectual property

ClinicOS and its licensors own the platform, including its software, design and branding. You have a non-exclusive, non-transferable right to use it for your clinic while you have an account in good standing.

You own the content and data you put into the platform. You grant us the licence we need to host, process, display and transmit that content in order to provide the service, including showing your listing in the ClinicOS clinic directory while you are listed.

11. Suspension and termination

  • We may suspend or restrict your account if you materially breach these terms, if fees are unpaid after notice, if we reasonably believe your use creates a security or legal risk, or where the law requires it. Where practical, we will warn you first and give you the chance to put things right. Suspended clinics are not shown in the clinic directory and cannot take new bookings.
  • You may close your clinic at any time from within the platform. Closing your clinic ends your subscription, removes your directory listing and stops your booking pages taking new bookings.
  • Before or after closing, you can use the platform's export tools to take a copy of your data. After closure we retain and then delete data in line with our Privacy Policy and our legal obligations, including obligations that attach to clinical records.

12. Liability

Nothing in these terms limits or excludes liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or for anything else that cannot be limited or excluded under the law of England and Wales.

Subject to that: neither party is liable for indirect or consequential loss, loss of profits, loss of business or loss of anticipated savings; and our total aggregate liability to you arising out of or in connection with the platform in any 12-month period is capped at the fees you paid to ClinicOS in the 12 months before the event giving rise to the claim.

13. Changes to these terms

We may update these terms from time to time, for example when the platform gains new capabilities. If a change is material we will give you reasonable notice before it takes effect. Continuing to use the platform after a change takes effect means you accept the updated terms.

14. Governing law

These terms, and any dispute or claim arising out of them, are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.

15. Contact

Questions about these terms: support@clinicos-dev.com.