Terms & Conditions

Practice Autopilot Terms & Conditions

Welcome to Practice Autopilot. These Terms & Conditions (“Terms”) govern your access to and use of the services offered by Practice Autopilot Ltd (“we”, “us”, “our”), including the web application, software, features such as Aimee, website builder, automations, marketing tools, dashboards, integrations, and support (collectively, the “Services”). By registering for, accessing, or using the Services you agree to be bound by these Terms.

1. Definitions

“Customer”, “you”, “your” — the individual or entity who signs up for or uses the Services.

“Subscription” — the subscription plan you choose (trial, monthly, etc.) for access to the Services.

“Free Trial” — a trial period during which you may test the Services without charge, under the conditions set out here.

“User Data” — data, content, information, documents, files, or other materials you input or generate in or via the Services.

“Confidential Information” — information that is proprietary or confidential to either party, including trade secrets, product roadmaps, business plans, customer lists, technical processes, etc.

2. Services

We will provide the Services in accordance with these Terms, including such features as are described on the website, our documentation, and/or in your subscription plan.

All Services are provided via the cloud or online, and we may modify, update, or improve the Services, provided any such changes do not substantially reduce the functionality of the Services for you.

3. Subscription, Free Trial, Payment & Billing

Free Trial: You may be eligible for a Free Trial (e.g. 14 days). During the Free Trial, you may use the Services free of charge, subject to these Terms. We may require payment details to activate the Free Trial, but you will not be charged unless and until the Free Trial ends and you convert to a paid subscription.

Subscription: After the Free Trial or upon choosing a paid plan, you agree to pay the subscription fees at the rate and frequency specified (for example, monthly).

Payment Methods: Payments will be made via your selected payment methods (credit card / debit card / other online payment providers). You must provide valid payment details.

Renewal & Cancellation: Subscriptions automatically renew at the end of each billing period unless cancelled in accordance with these Terms. You may cancel at any time—cancellation will take effect at the end of the then-current billing period.

Late Payment & Suspension: If payment is overdue, we may suspend or limit your access to the Services.

4. User Obligations & Acceptable Use

You are responsible for all activities that occur under your account. You shall ensure that your account credentials are kept secure.

You shall not use the Services for any unlawful, prohibited or abusive purposes, including but not limited to spam, infringing intellectual property rights, violating privacy laws, transmitting malware, etc.

You shall comply with all applicable laws and regulations relating to data protection, patient confidentiality (if relevant), and other regulatory obligations in your industry (especially health care).

5. Intellectual Property

We (or our licensors) retain all intellectual property rights in the Services, the software, designs, trademarks, etc.

You retain all rights in your User Data, content, and materials you upload or generate. By uploading or generating content, you grant us a license to use, store, transmit, display or backup that content as needed to provide the Services.

6. Data Protection & Privacy

We will process personal data (including health-related data, if applicable) in accordance with our Privacy Policy, relevant data protection laws (e.g., UK GDPR, Data Protection Act 2018).

You are responsible for ensuring that you have obtained any necessary consents from patients or other data subjects whose data you upload, share or process via the Services.

We will implement appropriate technical and organizational security measures to protect User Data.

7. Warranties & Disclaimers

We warrant that we will provide the Services with reasonable skill and care, in accordance with prevailing industry standards.

Except as expressly provided in these Terms, all warranties are excluded. We do not warrant that the Services will be error-free, uninterrupted, or completely secure.

There is no warranty as to outcomes (e.g. how many new patients, or the specific business results) — outcomes depend on many factors outside our control.

8. Limitation of Liability

To the fullest extent permitted by law, our total aggregate liability arising out of or in connection with these Terms or the Services (whether in contract, tort including negligence, or otherwise) will not exceed the total fees you have paid in the preceding 12 months.

We shall not be liable for any indirect, incidental, special, punitive or consequential losses, including loss of profits, loss of business, loss of data, loss of reputation, or any damages you might incur arising out of your use of the Services.

9. Term & Termination

These Terms remain in effect while you are using the Services or until terminated.

Termination by you: you may terminate your subscription at any time as per the cancellation policy; termination takes effect at end of billing period.

Termination by us: we may suspend or terminate your access to the Services immediately for breach of these Terms, non-payment, or for any reason with notice.

Effect of Termination: Upon termination, your rights to use the Services cease. We may delete or archive your data, depending on our data retention policies. You may have opportunity to export your User Data.

10. Fees Refunds & Credits

Generally no refunds will be issued for subscriptions already paid, except where required by consumer law or as otherwise agreed.

If we materially change the Services in a way that degrades functionality, or if we fail to meet a significant service level, you may be eligible for credits or refunds under our service-level or support policies (if any).

11. Support & Maintenance

We provide support as described in the plan you have (e.g. 24/7 live web chat, screen-share support, etc.).

We are not responsible for third-party integrations, hosting outages, or external services beyond our control, but will use reasonable efforts to assist.

12. Third Party Services & Integrations

The Services may integrate with third-party services (e.g., payment processors like Stripe or PayPal, external APIs). Use of such services may be subject to the third party’s terms.

We are not liable for the performance, availability or security of such third-party services.

13. Changes to Terms

We may update these Terms from time to time. If we do, we will notify you (e.g. via email or notice in the application). Continued use of the Services after changes constitute acceptance.

If you do not agree to updated Terms, you may terminate your subscription.

14. Governing Law & Dispute Resolution

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

Any dispute arising under or in connection with these Terms shall be subject to the exclusive jurisdiction of the courts of England & Wales.

15. Miscellaneous

Entire Agreement: These Terms (together with any order forms, your Subscription Plan, Privacy Policy, etc.) constitute the entire agreement between you and us relating to the Services.

Severability: If any provision of these Terms is found invalid or unenforceable, the remaining provisions shall continue in full force and effect.

Waiver: Our failure to enforce any right or provision shall not constitute a waiver of that right.

Assignment: You may not assign your rights under these Terms without our prior written consent. We may assign our rights freely.