Terms of Service

1. Introduction and Acceptance

1.1 Agreement

These Terms of Service ("Terms") constitute a legally binding agreement between you and TherapyVault.ai ("we," "our," or "us"). By accessing or using our therapy session management platform, you agree to these Terms.

1.2 Service Description

TherapyVault.ai provides a comprehensive platform for mental health professionals to:

• Record and transcribe therapy sessions
• Manage client information and documentation
• Track therapeutic progress and outcomes
• Handle administrative tasks and billing

1.3 Eligibility

You must be:

• At least 18 years old
• A licensed mental health professional
• Authorized to practice in your jurisdiction
• Capable of entering binding contracts

2. Account Registration

2.1 Account Creation

To use our services, you must:

• Provide accurate and complete information
• Verify your professional credentials
• Maintain account security
• Update information as needed

2.2 Account Responsibilities

You are responsible for:

• All activities under your account
• Maintaining password confidentiality
• Notifying us of unauthorized access
• Compliance with professional standards

2.3 Account Termination

We may suspend or terminate accounts for:

• Violation of these Terms
• Fraudulent or illegal activity
• Non-payment of fees
• Professional misconduct

3. Service Usage

3.1 Permitted Use

You may use our services for:

• Professional therapy practice
• Client session management
• Clinical documentation
• Practice administration

3.2 Prohibited Activities

You may not:

• Share account credentials
• Use services for illegal purposes
• Violate patient confidentiality
• Attempt to breach security measures
• Reverse engineer our technology
• Resell or sublicense services
• Upload malicious content
• Impersonate others

3.3 Professional Standards

You agree to:

• Maintain professional licenses
• Follow ethical guidelines
• Comply with healthcare regulations
• Obtain necessary consents
• Protect client confidentiality

4. Subscription and Payment

4.1 Subscription Plans

We offer various subscription tiers:

• Solo Practice
• Professional
• Enterprise
• Custom solutions

4.2 Payment Terms

• Monthly or annual billing
• Automatic renewal
• Payment via credit card or invoice
• Prices in GBP (£)
• VAT where applicable

4.3 Refunds and Cancellation

• Cancel anytime before renewal
• No partial month refunds
• Annual plans: pro-rated refund
• 30-day money-back guarantee

4.4 Price Changes

• 30 days notice for increases
• Existing plans honored until renewal
• Promotional pricing may expire

5. Intellectual Property

5.1 Our Property

We retain all rights to:

• Platform technology and software
• Trademarks and branding
• Documentation and content
• AI models and algorithms

5.2 Your Content

You retain ownership of:

• Session recordings
• Clinical notes
• Client information
• Uploaded documents

5.3 License Grant

You grant us license to:

• Process your content for services
• Generate anonymized analytics
• Improve our AI models (with consent)
• Provide technical support

5.4 Feedback

Suggestions and feedback become our property without compensation or attribution.

6. Data Protection and Privacy

6.1 GDPR Compliance

We comply with GDPR requirements:

• Data processing agreements
• Privacy by design
• Security measures
• Breach notification

6.2 Data Roles

• You are the Data Controller
• We are the Data Processor
• Sub-processors listed in DPA

6.3 Client Data

You are responsible for:

• Obtaining client consent
• Data accuracy
• Retention policies
• Subject rights requests

7. Confidentiality

7.1 Mutual Confidentiality

Both parties agree to protect confidential information and use it only for service purposes.

7.2 Exceptions

Confidentiality doesn't apply to information that:

• Is publicly available
• Was known previously
• Is independently developed
• Must be disclosed by law

8. Service Level Agreement

8.1 Availability

• 99.9% uptime target
• Scheduled maintenance windows
• Emergency maintenance possible

8.2 Support

• Email support for all plans
• Priority support for Professional+
• Response time commitments
• Documentation and resources

8.3 Data Backup

• Daily automated backups
• Geographic redundancy
• Disaster recovery plan
• Data restoration available

9. Warranties and Disclaimers

9.1 Service Warranty

We warrant that our services will:

• Function substantially as described
• Be provided with reasonable care
• Comply with applicable laws

9.2 Disclaimers

Services provided "AS IS" without warranties of:

• Uninterrupted operation
• Error-free performance
• Fitness for particular purpose
• Third-party integrations

9.3 Professional Services

We do not:

• Provide medical advice
• Make clinical decisions
• Guarantee therapeutic outcomes
• Replace professional judgment

10. Limitation of Liability

10.1 Liability Cap

Our maximum liability is limited to fees paid in the preceding 12 months.

10.2 Exclusions

We're not liable for:

• Indirect or consequential damages
• Lost profits or revenue
• Loss of data (beyond our control)
• Third-party claims
• Force majeure events

10.3 Exceptions

Limitations don't apply to:

• Gross negligence
• Willful misconduct
• Death or personal injury
• Breach of confidentiality

11. Indemnification

11.1 Your Indemnification

You'll defend and indemnify us against claims arising from:

• Your use of services
• Violation of these Terms
• Professional misconduct
• Client disputes
• Data breaches (your fault)

11.2 Our Indemnification

We'll defend and indemnify you against claims of:

• Patent infringement
• Copyright violation
• Technology defects (our platform)

12. Third-Party Services

12.1 Integrations

We integrate with third-party services:

• Payment processors
• Cloud infrastructure
• AI/ML services
• Communication tools

12.2 Third-Party Terms

You must comply with terms of integrated services you choose to use.

12.3 No Liability

We're not responsible for third-party:

• Service availability
• Data handling
• Security breaches
• Changes or discontinuation

13. Changes to Terms

13.1 Modifications

We may update these Terms with:

• 30 days notice for material changes
• Immediate effect for legal requirements
• Email notification
• Platform announcements

13.2 Acceptance

Continued use after changes constitutes acceptance of new Terms.

14. Dispute Resolution

14.1 Informal Resolution

First attempt to resolve disputes through good-faith negotiation.

14.2 Arbitration

Binding arbitration for unresolved disputes:

• London Court of International Arbitration
• English law governs
• London venue
• English language

14.3 Exceptions

Courts may be used for:

• Injunctive relief
• Intellectual property disputes
• Debt collection

15. General Provisions

15.1 Entire Agreement

These Terms constitute the complete agreement, superseding prior understandings.

15.2 Severability

Invalid provisions will be modified to be enforceable or removed.

15.3 Waiver

No waiver unless in writing and signed by authorized representative.

15.4 Assignment

You may not assign rights without our written consent.

15.5 Force Majeure

Neither party liable for delays due to events beyond reasonable control.

15.6 Governing Law

These Terms are governed by the laws of England and Wales.

15.7 Notices

Legal notices should be sent to:

• Email: legal@therapyvault.ai

16. Contact Information

For questions about these Terms:

Legal Department
Email: legal@therapyvault.ai

By using TherapyVault.ai, you acknowledge that you have read, understood, and agree to be bound by these Terms of Service.