Legal
Terms of Service
These terms set out how our platform works and what you can expect from us. By using Therasee, you agree to the terms below.
Company No. 14298758England & Wales
1.
Agreement to Terms
1.1 Introduction: Welcome to the Terms of Service of Therasee. We are glad you are here. By using our services, you are agreeing to our Terms of Service (“Terms”), which form a legally binding contract between you (the “Account Owner”) and Therasee LTD (“we”, “us”, or “our”), a company registered in England with company registration number 14298758, whose registered office is at 1 St. Andrews Road, Studio 8, Montpelier, Bristol, BS6 5EH. If you are allowing others to use our services as part of your account (referred to as “Team Members” or “users”), they are also bound by these Terms. Please read these carefully.
1.2 Acceptance and Team Members:
(a) To use our services, you must accept these Terms. If you don't, neither you nor any associated team members or users can access our platform.
(b) If you are aware of a team member or user violating these Terms, you must immediately revoke their access. If a team member or user loses necessary credentials or is no longer associated with your organisation, you are also responsible for revoking their access without delay.
1.3 Changes to Terms: We may update these Terms at any time, which will take immediate effect once posted on our website. If you continue to use our services after these changes, you are agreeing to the revised Terms.
2.
Account Creation
2.1 Registration Required: To access our services, we require you to create an account.
2.2 Account Information: During registration, we collect certain details from you (“Registration Data”) to set up your account.
2.3 Accuracy of Information: You commit to providing accurate and up-to-date information during registration and maintaining its accuracy.
2.4 Personal Information: The Registration Data may include personal details for you and your team members. We treat this information in line with our Privacy Policy.
2.5 Account Ownership: You will be designated as the Account Owner and assigned an Account Name. Both you and each user will choose a username and password under this Account Name.
2.6 Password Security: You and all users under your account must keep passwords secure and confidential. Sharing login credentials is prohibited and may lead to account suspension or additional charges at our discretion.
3.
Account Usage
3.1 Your Responsibility: You are responsible for all activities under your account, including those of users.
3.2 Lawful Use: You and all users must abide by relevant laws and Therasee's policies when using our services.
3.3 Unauthorised Use: Notify us immediately if you suspect any unauthorised use of your account.
3.4 Breach of Terms: Any breach of these Terms or our policies by you or users can lead to immediate account suspension or termination, with no refunds or compensation.
4.
Fees and Billing
4.1 Service Fees: Therasee provides its services at set rates outlined on our website (“Subscription Fees”).
4.2 Payment of Fees: You are responsible for paying all applicable Subscription Fees for your and your users' use of our services.
4.3 Taxes and Charges: All listed prices exclude applicable taxes and government charges, which you must also pay in addition to the Subscription Fees.
4.4 Changes to Services and Fees: We may introduce new services with additional fees or modify existing service fees. Any changes to existing service fees will be communicated to you with a 30 days' notice, allowing you the option to continue or terminate your use of our services.
4.5 Nonpayment: We reserve the right to suspend or terminate your service if you fail to make payments.
5.
Payment Processing and Billing Services
5.1 Stripe Services: To process payments through our service, you must accept the terms of the Stripe Connected Account Agreement, which will be provided during account setup and accessible through our service. Transactions will not be processed until you accept these terms.
5.2 Stripe Terms:
(a) Therasee may handle certain Stripe Payment Processing Services operations, such as managing transaction information and handling disputes.
(b) There may be fees associated with using Stripe's services.
(c) You agree to adhere to the terms set out in the Stripe Connected Account Agreement.
(d) Stripe may suspend or terminate its services according to their agreement.
(e) Therasee is authorised to interact with Stripe to facilitate the use of Stripe's services with our platform.
(f) If legally required, Therasee or Stripe may send you tax documents electronically, and by using our services, you consent to this method of delivery.
5.3 Trademark Notice: “Stripe” is a trademark of Stripe, Inc.
5.4 User Payments Through Stripe:
(a) Funds may be held for verification purposes before becoming available to you.
(b) You authorise recovery of funds due to chargebacks or other disputes directly from your bank account.
(c) You are responsible for chargeback fees incurred by Therasee.
(d) We may suspend your Stripe Connect service due to excessive disputes or chargebacks.
(e) We reserve the right to withhold funds under review for fraudulent activity.
6.
Service Modifications
6.1 Therasee reserves the right to modify, enhance, or discontinue any aspect of our services at our sole discretion to improve performance, rectify errors, or for any other reason.
7.
Service Interruptions
7.1 In the event of planned service interruptions, we will provide you with advance notice. For unplanned interruptions, we will endeavour to restore services as quickly as possible and keep you informed of the progress. You agree that Therasee is not liable for such interruptions and that you are not entitled to refunds or compensation.
8.
Third-Party Websites
8.1 Our service may link to third-party websites not controlled by Therasee. We are not responsible for the content or practices of these sites. Consult their terms of use and privacy policies.
9.
Personal Information Management
9.1 By using our service, you consent to the collection and use of personal information as detailed in our Privacy Policy.
9.2 You agree to provide all necessary consents for Therasee to access third-party data services required for our service.
9.3 We will only use User Data as allowed by these Terms or applicable law.
9.4 You must comply with privacy laws and ensure all necessary consents are obtained from your clients for the use and access of their data by Therasee and third parties.
9.5 If we are legally compelled to disclose User Data, we will notify you unless prohibited by law.
9A.
Data Processing
9A.1 Roles and Responsibilities: Where you use Therasee to store, manage, or process personal data relating to your clients or other individuals, you act as the data controller and Therasee acts as the data processor in respect of that data, as those terms are defined under UK GDPR and EU GDPR.
As the data controller, you are responsible for ensuring that you have a lawful basis for collecting and processing personal data through the platform, including any special category data such as health and mental health information. You are also responsible for providing appropriate privacy notices to your clients and for obtaining any necessary consents.
9A.2 Data Processing Agreement: A Data Processing Agreement (“DPA”), as required under Article 28 of UK GDPR and EU GDPR, governs the processing of personal data by Therasee on your behalf. The DPA forms part of these Terms and is incorporated by reference.
The DPA sets out:
- The subject matter, nature, and purpose of the processing.
- The types of personal data processed and the categories of data subjects.
- Therasee’s obligations as a data processor, including security measures, confidentiality, breach notification, and sub-processor management.
- Your rights in relation to audits, data subject requests, and data portability.
- Provisions for the deletion or return of personal data on termination.
A copy of the DPA is available on request by contacting privacy@therasee.com.
9A.3 Sub-processors: Therasee engages certain third-party sub-processors to deliver parts of the service on your behalf. A current list of sub-processors, including their purpose, the data they process, and their location, is maintained as part of the DPA and is available on request.
We will give you at least 30 days' notice before engaging any new sub-processor or making material changes to existing sub-processor arrangements. If you object to a new sub-processor on reasonable data protection grounds, we will work with you in good faith to address your concerns. If we cannot resolve the objection, you may terminate your account on written notice.
9A.4 Security: Therasee implements appropriate technical and organisational measures to protect personal data against unauthorised or unlawful processing and against accidental loss, destruction, or damage. These measures include encryption of data in transit and at rest, role-based access controls, multi-factor authentication, audit logging, and regular security reviews. Further details are set out in the DPA.
9A.4A Backups: Therasee maintains regular encrypted backups of all data stored on the platform, securely held within UK-based infrastructure. These backups form part of our business continuity measures to protect against data loss.
9A.5 Personal Data Breaches: In the event of a personal data breach affecting data processed on your behalf, Therasee will notify you without undue delay and in any event within 72 hours of becoming aware of the breach. The notification will include a description of the nature of the breach, the likely consequences, and the measures taken or proposed to address it. We will co-operate with you to investigate, mitigate, and remediate any breach.
9A.6 AI-Assisted Features: Therasee offers AI-powered features to assist with administrative tasks such as form generation and document conversion. AI is only involved in the building and design of forms. When forms are completed by practitioners or clients, or when form responses are edited, no information is exchanged with the AI service. That data remains entirely within our UK-based infrastructure.
Where you use the AI form building features:
- No personally identifiable client information is shared with the AI service. Client data variables (such as names, dates of birth, and contact details) are masked before any content is sent to Google Cloud for processing.
- All AI processing takes place on European servers (EU, Netherlands) under enterprise-tier agreements and is fully compliant with UK GDPR and EU GDPR.
- Data is processed transiently and is not retained by Google beyond the individual request. No data is used to train or improve AI models.
- AI is used solely as an assistive tool. No clinical decisions are made by AI, and all AI-generated content is presented to you for review and approval before being saved or used.
- As a matter of best practice, we recommend using blank or template versions of documents when uploading for conversion, rather than documents containing completed client information.
Speech-to-text functionality within the AI assistant is delivered via Microsoft Azure, hosted on UK-based servers, with no logging and no data retention. Full details of all AI-related processing are set out in our Privacy Policy.
AI-generated content is provided on an “as-is” basis and may contain inaccuracies or omissions. Therasee does not warrant the accuracy, completeness, or clinical suitability of any AI-generated output. It is the practitioner's sole responsibility to review, verify, and approve all AI-generated content before use, and to ensure it meets their professional standards, regulatory obligations, and clinical governance requirements. Therasee accepts no liability for any loss, harm, or claim arising from a practitioner's use of or reliance on AI-generated content without appropriate professional review.
9A.7 Data Subject Rights: Therasee will assist you in responding to requests from data subjects exercising their rights under UK GDPR and EU GDPR, including rights of access, rectification, erasure, restriction, portability, and the right to object. If Therasee receives a data subject request directly, we will promptly notify you and will not respond to the request without your authorisation, unless required by law.
9A.8 Optional Integrations: Therasee offers optional integrations with third-party services, such as Google Calendar, to support appointment management and scheduling. These integrations are entirely opt-in and can be enabled or disabled at any time.
Where you enable the Google Calendar integration, we take a data minimisation approach. Only the minimum information necessary is shared with Google Calendar, specifically appointment times and client initials (first name and last name). No full client names, email addresses, or other personally identifiable client information is exchanged with Google.
9A.9 International Data Transfers: The majority of personal data processed through Therasee is stored within the United Kingdom. Where data is transferred to or processed in other jurisdictions, Therasee ensures appropriate safeguards are in place:
- Transfers to the European Union are covered by the UK’s adequacy regulations recognising the EU as providing an adequate level of data protection.
- Transfers to other jurisdictions (such as the United States) are governed by Standard Contractual Clauses or other approved transfer mechanisms.
Full details of international transfers, including a list of sub-processors and their locations, are set out in the DPA and our Privacy Policy.
9A.10 Data Retention and Deletion on Termination: On termination of your account, Therasee will retain your data for 45 days to allow you to export it. After this period, all personal data associated with your account will be permanently deleted from our active systems, in accordance with Section 20.2 of these Terms. Data will be removed from backup systems within 180 days of deletion from active systems. Further details are set out in the DPA.
9A.11 Compliance: Therasee is registered with the Information Commissioner's Office (ICO) under reference ZB610705. We will make available to you, on request, all information reasonably necessary to demonstrate compliance with our obligations under Article 28 of UK GDPR and EU GDPR. You have the right to audit our compliance with the DPA, subject to reasonable notice and confidentiality obligations, as further set out in the DPA.
10.
Data Retention and Deletion
10.1 Upon termination, you must export your User Data before the account is closed. Therasee will delete User Data in accordance with our policies after termination.
11.
User Data Ownership and Responsibility
11.1 Ownership of Data: You affirm that you hold, or have obtained, all necessary intellectual property rights, licences, consents, and permissions to use and allow Therasee to process User Data within our services as set out in these Terms.
11.2 Data Integrity: You are accountable for the accuracy of all User Data entered into the service by anyone under your account, including modifications to client or patient records.
11.3 Data Standards: Unlocking and altering settings related to client or patient information may contravene professional and legal standards. You are obliged to uphold the availability, accuracy, integrity, and confidentiality of such information, as required by applicable laws and regulations.
11.4 Activity Logging: All activities within the service, including changes to records, are logged for security and compliance. Audits may be performed to ensure proper use.
12.
User Data Licensing
12.1 Grant of Licence: By using our service, you grant Therasee a non-exclusive, worldwide, royalty-free licence to use, reproduce, and display User Data solely for providing the service, including for debugging, testing, support, and development.
12.2 Survival of Licence: The User Data License persists beyond account termination, allowing Therasee to retain server copies for back-up, debugging, and testing procedures, as necessary.
12.3 Extended Data Usage Rights: You also grant Therasee the right to access, copy, and use Transaction Data and User Data from payment processors to facilitate service delivery.
13.
Aggregated and Anonymised Data Usage
13.1 Therasee may use and disclose aggregated or anonymised data from the service for improving the service, data analytics, or sales, provided personal information is not identifiable.
14.
User Data and Account Ownership Transfer
14.1 Data Access: You are responsible for managing access to User Data within the service, in accordance with legal requirements.
14.2 Transfer Procedures: If a team member can no longer manage their duties, the Account Owner must ensure the transfer or modification of User Data access complies with applicable laws.
14.3 Account Ownership Transfer: Requests for changing Account Ownership must be initiated with written notice to Therasee. Access to User Data must comply with GDPR and other relevant laws such as HIPAA.
15.
Therasee's Intellectual Property Rights
15.1 Ownership: Therasee holds all rights to the service, including software, websites, servers, and branding, separate from your User Data rights.
15.2 Limited Licence: Subject to these Terms, we grant you a limited, revocable licence to access and use the service. You are prohibited from unauthorised use, copying, or alteration of any part of the service.
16.
Warranty Disclaimer
16.1 Service “As Is”: Therasee provides the service on an “as is” basis. We disclaim all warranties, express or implied, to the fullest extent permitted by law, including any warranties of merchantability, fitness for a particular purpose, or non-infringement.
16.2 Operational Integrity: While we strive to provide a high-quality service, we cannot guarantee that it will be free of errors or interruptions and cannot be held liable for any service disruptions. However, we commit to addressing issues promptly and efficiently within the scope of our capabilities.
17.
Limitation of Liability
17.1 Exclusion: To the fullest extent permitted by law, Therasee excludes liability for indirect or consequential losses, or for unauthorised use of your account.
17.2 Liability Cap: Our total liability arising from or related to these Terms is limited to the amount you paid us in the 12 months prior to the claim, irrespective of the nature of the claim.
18.
Indemnification
18.1 Your Commitment: You agree to defend, indemnify, and hold harmless Therasee from any claims, liabilities, damages, losses, and expenses, including reasonable solicitors' fees, arising from your use of the service, any data breaches, or violations of these Terms by you or your users.
18.2 Control of Legal Matters: You may not settle any claims implicating Therasee without our prior written consent. Therasee reserves the right to assume control of the defence of any claim for which you are required to indemnify us.
19.
Account Termination and Suspension
19.1 By You: You may terminate your account and these Terms at any time. Following termination, we are under no further obligations to you.
19.2 By Therasee: We may suspend or terminate your account if you breach these Terms, subject to a notice period of at least 14 days for remedy, except in cases of severe violations where immediate action is required.
19.3 Effects of Termination: Upon termination, you will not be entitled to refunds, and all provided services will cease immediately.
20.
Post-Termination
20.1 End of Licences: All licences granted under these Terms will terminate concurrently with your account.
20.2 Data Deletion: User Data will be retained for 45 days post-termination, after which it will be permanently deleted from our systems.
21.
Outstanding Fees
21.1 Unpaid Fees: You are responsible for any fees owed at the time of account termination. No refunds will be provided.
22.
Survival of Provisions
22.1 Enduring Terms: Certain provisions will survive the termination of these Terms, including, but not limited to, obligations concerning account use, indemnification, and limitations of liability.
23.
Dispute Resolution
23.1 Informal Resolution: We encourage you to contact us directly to resolve disputes informally before pursuing formal proceedings.
23.2 Formal Proceedings: Should informal resolution not be possible, disputes will be resolved through binding arbitration, in accordance with the governing laws of the United Kingdom.
24.
General Terms
24.1 Assignment and Transfer: These Terms, and any rights and licences granted hereunder, may not be transferred or assigned by you without our express consent. Therasee may assign these Terms without restriction.
24.2 Entire Agreement: These Terms constitute the entire agreement between you and Therasee and supersede all prior agreements and understandings, whether written or oral.
24.3 Severability: If any provision of these Terms is deemed invalid or unenforceable, the remaining provisions will continue in full force and effect.
24.4 Notices: Notices to you may be made via posting to the website, email, or by mail. Notifications to Therasee must be delivered through official contact channels provided by us.
24.5 Independent Parties: Nothing in these Terms is to be construed as creating a partnership, joint venture, or any other form of joint enterprise between you and Therasee.
24.6 Governing Law: These Terms are governed by the laws of the United Kingdom, without regard to its conflict of law principles.
Updates and Changes to Terms
24.7 Right to Update: Therasee reserves the right to update, modify, or amend these Terms at any time to reflect changes in our services, legal compliance, or business practices.
24.8 Notification of Changes: We will endeavour to notify you of significant changes to the Terms through our platform or other appropriate communication channels.
24.9 Review of Updated Terms: Regular review of these Terms is recommended. Continued use of the service after changes have been made constitutes acceptance of those changes.
24.10 User Feedback and Consultation: Feedback is valued and will be considered in the modification of these Terms, although Therasee retains final decision-making authority.
Contact Us
For questions or concerns about our Terms of Service or the use of your personal information, you can contact us via either of the methods below:
Address
Therasee Ltd, 1 St. Andrews Road, Studio 8,
Montpelier, Bristol, BS6 5EH, United Kingdom