Terms of Service - Clinic Insight

1. About These Terms

These Terms of Service ("Terms") form a legally binding agreement between you (the registered clinic or individual practitioner, referred to as "you" or "the clinic") and Clinic Insight ("we", "us", "our") governing your access to and use of the Clinic Insight platform and all associated services.

By creating an account or using the platform, you confirm that you have read, understood, and agree to these Terms in full. If you do not agree, you must not use the platform.

These Terms should be read alongside our Privacy Policy and Data Processing Agreement, which form part of this agreement.

2. Eligibility and Permitted Users

Clinic Insight is intended for use by qualified aesthetic practitioners and registered aesthetic clinics operating lawfully in the United Kingdom. By registering, you confirm that:

You are a qualified practitioner or are supervising a team of qualified practitioners
Your clinic operates in compliance with applicable UK law and any relevant regulatory requirements
You are at least 18 years of age
All information provided during registration is accurate and up to date

You are responsible for ensuring that any staff members who access the platform under your account also comply with these Terms.

3. AI-Assisted Features and Clinical Responsibility

Important — Please read carefully. The AI features within Clinic Insight are clinical decision-support tools only. They do not constitute medical advice and must not be relied upon as a substitute for professional clinical judgement.

Where the platform provides AI-generated treatment suggestions, risk assessments, contraindication checks, aftercare protocols, or other clinical outputs:

These outputs are provided for informational and decision-support purposes only
All clinical decisions remain the sole responsibility of the treating practitioner
AI outputs must be reviewed and validated by a qualified practitioner before use
The platform does not replace a full clinical consultation, patient assessment, or professional medical judgement
You must not use AI outputs as the sole basis for any treatment decision

We make no warranty that AI outputs are accurate, complete, or appropriate for any particular patient or clinical situation. You accept full responsibility for the clinical care you provide.

4. The Service

Clinic Insight provides a cloud-based clinic management platform including features for client records, treatment logging, consultation notes, consent management, scheduling, and analytics. The specific features available to you may vary depending on your subscription plan.

                We reserve the right to modify, add, or remove features at any time. Where changes are material, we will provide reasonable notice.
            

We aim to make the platform available at all times but do not guarantee uninterrupted or error-free access. Planned maintenance will be carried out with minimal disruption where possible.

Consent Form Templates. Where the platform makes consent form templates available, these are provided as a convenience for use at the clinic's sole discretion. Each clinic remains fully responsible for ensuring that the consent forms they use are appropriate for their specific treatments, client circumstances, and applicable regulatory requirements. Clinic Insight accepts no responsibility for the suitability, completeness, or legal sufficiency of any consent form used or adapted through the platform.

5. Your Account

You are responsible for maintaining the security of your account credentials and for all activity that occurs under your account. You must:

Keep your password confidential and not share it with unauthorised individuals
Notify us immediately if you suspect unauthorised access to your account
Ensure that any staff accounts created under your clinic are for legitimate users only
Not share a single account between multiple individuals where separate accounts are available

We are not liable for any loss or damage arising from unauthorised use of your account where you have failed to take reasonable security precautions.

6. Acceptable Use

You agree not to use the platform to:

Store or process data for any purpose other than the legitimate clinical management of your own clients
Attempt to gain unauthorised access to any other clinic's data or account
Introduce malicious software, scripts, or automated tools that interfere with the platform
Violate any applicable law or regulation, including data protection law
Reverse engineer, copy, or redistribute any part of the platform's software or proprietary content
Use the platform to process data for clients you are not actively treating or have no legitimate clinical relationship with

We reserve the right to suspend or terminate access immediately where a serious breach of acceptable use is identified.

7. Your Data

You retain ownership of all client data you input into the platform. We process this data on your behalf as a data processor under UK GDPR, as set out in our Data Processing Agreement.

Your client data is isolated from other clinics and is never shared with third parties except as described in the DPA and Privacy Policy
You are the data controller for your clients' personal data and are responsible for ensuring you have a valid legal basis to process it
Upon termination of your account, you may request an export of your data. We will retain data for a reasonable period before permanent deletion in line with our data retention policy

8. Intellectual Property

The Clinic Insight platform, including its software, design, branding, documentation, and all proprietary features, is owned by Clinic Insight and protected by applicable intellectual property law.

You are granted a limited, non-exclusive, non-transferable licence to use the platform for the purposes described in these Terms. This licence does not grant you any rights to the underlying software or intellectual property.

You retain all rights to the clinical content, notes, and data you create within the platform.

9. Limitation of Liability

To the maximum extent permitted by English law, Clinic Insight shall not be liable for any indirect, incidental, special, or consequential loss arising from your use of the platform.

In particular, we accept no liability for:

Clinical outcomes resulting from treatment decisions made using the platform, including AI-assisted outputs
Loss of data resulting from your failure to maintain appropriate backups or from events outside our reasonable control
Interruptions to service due to maintenance, technical failures, or third-party infrastructure issues
Any regulatory action taken against your clinic relating to your use of the platform

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

10. Payments, Subscriptions & Cancellations

Billing. Clinic Insight is offered on a monthly subscription basis. Fees are charged in advance at the start of each billing period via our payment provider, Stripe. By subscribing, you authorise us to charge your payment method on a recurring monthly basis until you cancel.

Free trial. New accounts receive a free trial period. No payment is required during the trial. At the end of the trial, you will need to subscribe to continue using the platform. We reserve the right to modify or withdraw trial offers at any time.

Pricing. Current pricing is displayed within the platform at the point of subscription. We reserve the right to change subscription fees with at least 30 days' written notice by email. Continued use of the platform after the notice period constitutes acceptance of the new pricing. If you do not accept a price change, you may cancel before the new price takes effect.

How to cancel. You can cancel your subscription at any time from the Billing & Subscription section within your account — no need to contact us. Alternatively, you can email us at hello@clinicinsight.co.uk.

Effect of cancellation. When you cancel, your subscription will not renew at the next billing date. You will retain full access to the platform until the end of the current paid billing period. No access is removed early.

No refunds. Subscription fees are non-refundable. We do not offer refunds or credits for partial months, unused subscription periods, or periods where the platform was not used. This does not affect any statutory rights you may have under applicable UK consumer law.

Failed payments. If a payment fails, we will notify you by email. If payment is not resolved within a reasonable period, your access to the platform may be suspended until the outstanding amount is settled.

Data after cancellation. Following the end of your final billing period, your account will be paused, not deleted. What happens next depends on whether you added any client records:

No client records were ever added (e.g. an unused trial account): your data is retained securely for 30 days, during which you may request a full export. After 30 days, it will be permanently deleted.
Client or treatment records exist: your data is not deleted after 30 days. It is kept securely in a paused state in line with UK medical record-keeping guidance (a minimum of 7 years is recommended for adult records) until you request an export or deletion, or the applicable clinical retention period has passed. You remain responsible as data controller for your own retention obligations — see our Data Processing Agreement.

11. Termination

Either party may terminate this agreement at any time:

By you: You may cancel your subscription and close your account at any time via the Billing & Subscription section in your account, or by contacting us. See Section 10 for the effect of cancellation on access and data.
By us: We may suspend or terminate your access immediately if you materially breach these Terms, or with reasonable notice in other circumstances

Upon termination, your access to the platform will cease. See Section 10 above for how your data is handled after termination, depending on whether client records exist.

13. Changes to These Terms

We may update these Terms from time to time to reflect changes to the platform, applicable law, or our practices. Where changes are material, we will notify you by email or by displaying a prominent notice within the platform.

Continued use of the platform after notification of changes constitutes acceptance of the updated Terms. If you do not agree to the updated Terms, you should stop using the platform and contact us to close your account.

14. Governing Law

These Terms are governed by and construed in accordance with the laws of England and Wales. Any disputes arising under these Terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.

15. Contact

If you have any questions about these Terms or wish to raise a concern, please contact us through your clinic account or via the contact details provided within the platform.

                
                Legal note: These Terms have been prepared for general use and have not been reviewed by a solicitor. We recommend seeking independent legal advice if you have specific concerns about your obligations or rights.
            