Terms of Service

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

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, inventory tracking, scheduling, and analytics. The specific features available to you may vary depending on your subscription plan.

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.

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

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. Termination

Either party may terminate this agreement at any time:

• By you: You may close your account at any time by contacting us. You remain responsible for any fees accrued up to the termination date
• 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. You may request an export of your client data within 30 days of termination, after which data will be scheduled for deletion in line with our retention policy.

11. 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.

12. 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.

13. 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.