Terms of Service

1. Agreement to Terms

Welcome to PracticeGrow. These Terms of Service ("Terms") govern your access to and use of the PracticeGrow platform, including our website, applications, and services (collectively, the "Service").

By creating an account or using our Service, you agree to be bound by these Terms. If you do not agree to these Terms, you may not use the Service. These Terms constitute a legally binding agreement between you and PracticeGrow.

2. Description of Service

PracticeGrow is a practice management platform designed for therapists, counselors, and mental health professionals. Our Service includes:

• Client management and record-keeping
• Appointment scheduling and calendar management
• Online booking for clients
• Billing, invoicing, and payment processing
• Secure client portal access
• Team management for group practices
• Intake forms and assessments
• Safeguarding logs and notes

3. Eligibility

To use PracticeGrow, you must:

• Be at least 18 years old
• Be a qualified mental health professional or work under the supervision of one
• Hold valid professional registration with a recognized body (e.g., HCPC, BACP, UKCP, BPS)
• Have the legal capacity to enter into binding contracts
• Comply with all applicable laws and professional codes of ethics

By using our Service, you represent and warrant that you meet all eligibility requirements.

4. Account Registration & Security

To access PracticeGrow, you must create an account. You agree to:

• Provide accurate, current, and complete information during registration
• Maintain and promptly update your account information
• Keep your login credentials secure and confidential
• Not share your account with others or allow unauthorized access
• Notify us immediately of any unauthorized use or security breach

You are responsible for all activities that occur under your account. We reserve the right to suspend or terminate accounts that violate these Terms.

5. Professional Responsibilities

As a healthcare professional using PracticeGrow, you acknowledge that:

• You are solely responsible for your clinical decisions and client care
• PracticeGrow is an administrative tool, not a substitute for professional judgment
• You must maintain appropriate professional insurance and registrations
• You are responsible for obtaining informed consent from clients
• You must comply with your professional body's code of ethics and conduct
• You are responsible for data protection compliance in your practice
• Client records entered into PracticeGrow remain your responsibility

6. Acceptable Use Policy

You agree NOT to use PracticeGrow to:

• Violate any laws, regulations, or professional standards
• Store or transmit malicious code, viruses, or harmful software
• Attempt to gain unauthorized access to our systems or other users' accounts
• Interfere with the proper functioning of the Service
• Use automated systems to access the Service (bots, scrapers)
• Impersonate another person or misrepresent your affiliation
• Harass, abuse, or harm other users
• Store illegal content or content that violates third-party rights

7. Payment Terms

Subscription Plans

PracticeGrow offers various subscription plans. By subscribing, you agree to pay all applicable fees according to your chosen plan. Fees are billed in advance on a monthly or annual basis.

Payment Processing

All payments are processed securely through Stripe. By providing payment information, you authorize us to charge your payment method for all fees due. You are responsible for keeping your payment information current.

Refunds

Subscription fees are generally non-refundable. However, we may offer pro-rated refunds at our discretion for annual subscriptions cancelled within 14 days of purchase.

Client Payments

If you use PracticeGrow to collect payments from your clients, you agree to Stripe's terms of service. PracticeGrow is not responsible for disputes between you and your clients regarding payments or services rendered.

8. Data Ownership & Portability

Your Data: You retain ownership of all data you enter into PracticeGrow, including client records, notes, and practice information. We do not claim ownership of your data.

Data Export: You may export your data at any time through our data export feature. Upon account termination, you will have 30 days to export your data before it is deleted.

Our License: You grant PracticeGrow a limited license to use your data solely to provide and improve the Service. We will not access your client records except as necessary for technical support (with your permission) or as required by law.

9. Intellectual Property

PracticeGrow, including its design, features, code, and content, is owned by us and protected by copyright, trademark, and other intellectual property laws. You may not copy, modify, distribute, or reverse-engineer any part of our Service without written permission.

"PracticeGrow" and our logo are trademarks. You may not use our trademarks without prior written consent.

10. Service Availability & Updates

We strive to maintain 99.9% uptime but do not guarantee uninterrupted access to the Service. We may perform scheduled maintenance, updates, or modifications to improve the Service. We will provide advance notice of planned maintenance when possible.

We reserve the right to modify, suspend, or discontinue any feature or the entire Service at any time. For significant changes, we will provide reasonable notice.

11. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, PRACTICEGROW SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING BUT NOT LIMITED TO LOSS OF PROFITS, DATA, USE, OR GOODWILL, ARISING OUT OF OR IN CONNECTION WITH THESE TERMS OR THE SERVICE.

OUR TOTAL LIABILITY FOR ANY CLAIM ARISING FROM THESE TERMS OR THE SERVICE SHALL NOT EXCEED THE AMOUNT YOU PAID US IN THE TWELVE (12) MONTHS PRECEDING THE CLAIM.

This limitation applies regardless of the theory of liability and even if we have been advised of the possibility of such damages. Some jurisdictions do not allow certain limitations, so some of the above may not apply to you.

12. Indemnification

You agree to indemnify, defend, and hold harmless PracticeGrow and its officers, directors, employees, and agents from any claims, damages, losses, liabilities, and expenses (including legal fees) arising out of:

• Your use of the Service
• Your violation of these Terms
• Your violation of any third-party rights
• Your clinical practice or professional conduct
• Any dispute between you and your clients

13. Termination

By You: You may cancel your subscription and terminate your account at any time through your account settings or by contacting support. Cancellation will take effect at the end of your current billing period.

By Us: We may suspend or terminate your account immediately if you violate these Terms, fail to pay fees, or engage in conduct that harms our Service or other users. We may also terminate for convenience with 30 days' notice.

Effect of Termination: Upon termination, your right to use the Service ceases. You will have 30 days to export your data. We may retain certain data as required by law.

14. Dispute Resolution

These Terms are governed by the laws of England and Wales. Any dispute arising from these Terms or the Service shall be subject to the exclusive jurisdiction of the courts of England and Wales.

Before initiating legal proceedings, we encourage you to contact us to attempt to resolve any dispute informally. Most concerns can be resolved through discussion.

15. Changes to Terms

We may modify these Terms from time to time. We will provide notice of material changes by posting the updated Terms on this page and updating the "Last updated" date. For significant changes, we will also send you an email notification at least 30 days before the changes take effect.

Your continued use of the Service after the effective date constitutes acceptance of the modified Terms. If you do not agree to the changes, you should discontinue use of the Service.

16. Miscellaneous

• Entire Agreement: These Terms, together with our Privacy Policy, constitute the entire agreement between you and PracticeGrow.
• Severability: If any provision is found unenforceable, the remaining provisions will continue in effect.
• Waiver: Our failure to enforce any right does not constitute a waiver of that right.
• Assignment: You may not assign these Terms without our consent. We may assign our rights and obligations freely.
• Force Majeure: We are not liable for delays or failures due to circumstances beyond our reasonable control.

17. Contact Information

For questions about these Terms, please contact us: