Legal

Platform Terms of Service

ICO Registration: Pending. Registration with the Information Commissioner's Office is in progress and will be in place before the first clinic is onboarded. No registration number is stated in this document until it exists.
Version: 1.0
In force from: 20 September 2026
Effective date for your clinic: The date your clinic accepted these Terms. That date, the accepting account and the exact version and wording accepted are recorded by us.
Last updated: 20 September 2026

1. Introduction

These Terms of Service ("Terms") govern your access to and use of the practice management platform ("Platform") operated by Bailey & Prosper Holdings Ltd ("we", "us", "our").

By creating an account or accessing the Platform, you ("Subscriber", "you") agree to be bound by these Terms. If you are accepting these Terms on behalf of a business or organisation, you represent that you have authority to bind that organisation.

If you do not agree to these Terms, do not use the Platform.

2. Definitions

"Platform" means the web-based practice management software provided by Bailey & Prosper Holdings Ltd, including all features, updates, and associated services.

"Subscriber" means the healthcare practitioner, clinic, or business that has registered for and pays for access to the Platform.

"Practitioner" means any individual authorised by the Subscriber to access the Platform as a healthcare professional.

"Patient" means any individual whose personal data is stored on the Platform by the Subscriber.

"Patient Data" means all personal data relating to Patients that is inputted, stored, or processed through the Platform by or on behalf of the Subscriber.

"Subscription" means the paid plan selected by the Subscriber giving access to the Platform.

"Subscription Fee" means the monthly or annual fee payable by the Subscriber for access to the Platform.

3. The Service

3.1 What we provide

We provide a web-based practice management platform designed for healthcare and wellness practitioners. The Platform includes, but is not limited to:

Patient registration and record management
Appointment booking and calendar management
Digital consent form dispatch and completion
Clinical notes (SOAP format)
Automated appointment reminders
Invoice generation
Patient portal for form completion and appointment viewing

3.2 Availability

We target 99.5% uptime measured monthly, excluding scheduled maintenance. We will provide at least 48 hours notice of scheduled maintenance windows except in cases of emergency maintenance required to protect Platform security or integrity.

We do not guarantee uninterrupted access to the Platform. Planned and unplanned outages may occur. We are not liable for losses arising from Platform unavailability.

3.3 Changes to the Platform

We may update, modify, or remove features from the Platform at any time. Where a change materially reduces the functionality of the Platform, we will provide at least 30 days notice. Continued use of the Platform following notice of changes constitutes acceptance of those changes.

4. Account Registration and Access

4.1 Registration

To use the Platform you must create an account by providing accurate and complete information. You are responsible for maintaining the accuracy of your account information.

4.2 Multi-factor authentication

Multi-factor authentication (MFA) is mandatory for all Practitioner and administrator accounts. You must complete MFA enrolment before accessing clinical data. We reserve the right to suspend access to accounts where MFA has not been enabled.

4.3 Account security

You are responsible for maintaining the security of your account credentials. You must notify us immediately at hello@baileyprosper.com if you become aware of any unauthorised access to your account.

We are not liable for losses arising from unauthorised account access where you have failed to maintain adequate security or failed to notify us promptly.

4.4 Authorised users

You are responsible for all activity that occurs under your account, including activity by any Practitioners or staff you authorise to access the Platform. You must ensure that all authorised users comply with these Terms.

5. Subscriptions and Payment

5.1 Plans

There is one product. The Subscription Fee depends only on how many practitioner accounts have a diary; every feature is included at every size, and there is no setup fee.

Solo: £25 per month for one practitioner account, with unlimited reception and administrative logins.
Group: £35 per month for two practitioner accounts, and £10 per month for each additional practitioner account, up to ten.
Enterprise: more than ten practitioner accounts, several sites, or a procurement process, by separate agreement on the same pricing rule.

Prices are exclusive of VAT, which is added at the prevailing rate. When a practitioner account is added or removed, the Subscription Fee changes from the month in which the change is made; there is no minimum term on a practitioner account and no charge for adding one part-way through a month.

Pricing is subject to change under clause 5.4. See our current pricing on our website.

5.2 Billing

Subscriptions are billed monthly in advance, on the same date each month, from the payment method you provide. You may instead pay for twelve months in advance at the price of ten; this is a payment option, not a minimum term, and clause 12.1 applies to it in the same way.

5.3 Free trial

Every new Subscription begins with a free trial of thirty days. The trial begins when your data has been imported and you start using the Platform, not on the day your account is created, and no payment details are required to begin it. At the end of the trial you may continue by providing a payment method, or your account will close and clause 12.3 applies to your data. Nothing you do during the trial creates any charge.

5.3a Failed payments

If a payment fails we will attempt to retry the payment. If payment remains outstanding after 7 days we may suspend access to the Platform. If payment remains outstanding after 30 days we may terminate your account.

You remain responsible for all fees incurred prior to suspension or termination.

5.4 Price changes

We will provide at least 30 days written notice of any price increase. Continued use of the Platform after the effective date of a price increase constitutes acceptance of the new pricing.

5.5 Refunds

Subscription fees are non-refundable except where required by applicable law. We do not provide refunds for partial months.

6. Data Ownership and Processing

6.1 Your data

You retain ownership of all Patient Data inputted into the Platform. We do not claim any ownership over Patient Data.

6.2 Our role

You act as the data controller in respect of Patient Data. We act as a data processor, processing Patient Data solely on your instructions and in accordance with our Data Processing Agreement.

6.3 Data Processing Agreement

Our Data Processing Agreement ("DPA") forms part of these Terms and governs how we handle Patient Data. By accepting these Terms you also accept the DPA. The DPA sets out our obligations as a data processor including security measures, sub-processor arrangements, breach notification, and data return or deletion on termination.

6.4 Your data protection obligations

As data controller you are responsible for:

Holding a valid ICO registration covering the processing of special category health data
Providing patients with a privacy notice before collecting their personal data
Having a lawful basis for processing patient health data (typically Article 9(2)(h) UK GDPR)
Responding to data subject rights requests from your patients
Maintaining records of processing activities

We are not responsible for your compliance with data protection law.

6.5 Restricted data

You must not use the Platform to store data that is outside the scope of healthcare practice management, including but not limited to financial account credentials, government identification numbers unrelated to healthcare, or data relating to individuals who are not your patients or staff.

7. Clinical Records

7.1 Retention requirements

Clinical records stored on the Platform are subject to mandatory retention periods under healthcare regulations. For HCPC-regulated professions this is a minimum of 8 years for adult patients and until the patient's 25th birthday for patients who were under 18 at the time of treatment.

We enforce these retention periods at the database level. You cannot delete clinical records during the mandatory retention period. This is a legal requirement, not a platform limitation.

7.2 Immutability

Clinical notes are locked 24 hours after creation. Amendments to locked notes create a new version; the original is preserved. This is required for clinical record integrity and regulatory compliance.

7.3 Your clinical responsibilities

The Platform is a tool to support your clinical practice. It does not replace your professional judgement or your obligations under your regulatory body's standards of proficiency. You remain solely responsible for the clinical care you provide.

8. Acceptable Use

You must not use the Platform:

For any unlawful purpose or in violation of any applicable law or regulation
To store or process data relating to individuals who have not consented to their data being processed by you
To send unsolicited communications to patients
To attempt to gain unauthorised access to any part of the Platform or its infrastructure
To introduce malware, viruses, or other malicious code
In a way that could damage, disable, or impair the Platform or its availability to other users
To resell or sublicence access to the Platform to third parties

9. Intellectual Property

9.1 Our intellectual property

The Platform, including all software, code, design, documentation, and content created by us, is owned by Bailey & Prosper Holdings Ltd and protected by intellectual property law. Nothing in these Terms grants you any ownership rights in the Platform.

9.2 Licence to use

We grant you a limited, non-exclusive, non-transferable licence to access and use the Platform for your internal business purposes during the term of your Subscription.

9.3 Your content

You retain all rights in content you create using the Platform, including clinical documentation, consent form responses, and patient records. You grant us a limited licence to process this content solely for the purpose of providing the Platform to you.

10. Confidentiality

Each party agrees to keep the other's confidential information confidential and not to disclose it to any third party without prior written consent, except as required by law.

Patient Data is confidential. We will not access, use, or disclose Patient Data except as necessary to provide the Platform or as required by law.

11. Support

We provide support by email at hello@baileyprosper.com. We aim to respond to support requests within 2 business days. We do not guarantee resolution timescales.

Support is available Monday to Friday, 9am to 5pm, excluding English public holidays.

12. Suspension and Termination

12.1 Termination by you

You may cancel your Subscription at any time by contacting us at hello@baileyprosper.com. There is no notice period, no minimum term and no cancellation or exit fee. Cancellation takes effect at the end of the current billing period, and you will retain access to the Platform until the end of the period for which you have paid.

12.2 Termination by us

We may suspend or terminate your account immediately if:

You are in material breach of these Terms and (where the breach is capable of remedy) fail to remedy it within 14 days of written notice
You fail to pay any Subscription Fee within 30 days of it becoming due
We are required to do so by law or regulatory authority
We reasonably believe your use of the Platform poses a security risk or legal liability to us or other users

12.3 Effect of termination

On termination:

Your access to the Platform ceases immediately
We will retain your Patient Data for the applicable mandatory retention period (minimum 8 years for HCPC-regulated clinical records)
You may request an export of your Patient Data within 30 days of termination. We will provide a structured data export in a machine-readable format
After the mandatory retention period expires, we will delete all Patient Data unless you instruct otherwise

12.4 Survival

Clauses 6 (Data Ownership and Processing), 7 (Clinical Records), 9 (Intellectual Property), 10 (Confidentiality), 13 (Limitation of Liability), and 15 (Governing Law) survive termination.

13. Limitation of Liability

13.1 Our liability

To the maximum extent permitted by law, our total aggregate liability to you arising under or in connection with these Terms (whether in contract, tort, negligence, or otherwise) shall not exceed the total Subscription Fees paid by you in the 12 months preceding the event giving rise to the claim.

13.2 Excluded losses

We shall not be liable for:

Loss of profits, revenue, or anticipated savings
Loss of data (other than as a direct result of our negligence)
Loss of goodwill or reputation
Any indirect or consequential loss

13.3 Nothing excluded

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

13.4 Clinical liability

We are not a healthcare provider and are not registered with any healthcare regulatory body. We do not provide clinical advice. We are not liable for any clinical decisions made using the Platform or any patient outcomes arising from your use of the Platform.

14. Indemnity

You agree to indemnify and hold harmless Bailey & Prosper Holdings Ltd and its directors, employees, and agents from and against any claims, liabilities, losses, and expenses (including reasonable legal fees) arising from:

Your breach of these Terms
Your violation of any applicable law or regulation
Your violation of any third party's rights
Any claim brought by a patient or regulatory authority relating to your clinical practice

15. Governing Law and Disputes

These Terms are governed by the laws of England and Wales. Any disputes arising from these Terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.

Before commencing legal proceedings, you agree to attempt to resolve any dispute by contacting us at hello@baileyprosper.com. We will attempt to resolve disputes within 30 days of receiving written notice.

16. Data Protection Complaints

You have the right to raise a data protection complaint with us at any time. To do so, contact us at hello@baileyprosper.com with the subject line "Data Protection Complaint". We will acknowledge your complaint within 30 days and respond without undue delay.

If you are not satisfied with our response you may escalate your complaint to the Information Commissioner's Office at ico.org.uk.

17. General

17.1 Entire agreement

These Terms, together with the Data Processing Agreement and any Order Form, constitute the entire agreement between the parties relating to the Platform and supersede all prior agreements and understandings.

17.2 Severability

If any provision of these Terms is found to be unenforceable, that provision shall be modified to the minimum extent necessary to make it enforceable. The remaining provisions shall continue in full force and effect.

17.3 Waiver

Failure by either party to enforce any right under these Terms shall not constitute a waiver of that right.

17.4 Assignment

You may not assign your rights or obligations under these Terms without our prior written consent. We may assign these Terms to any successor entity in connection with a merger, acquisition, or sale of all or substantially all of our assets.

17.5 Notices

Notices under these Terms shall be in writing and sent to the email addresses provided during account registration, or to hello@baileyprosper.com.

17.6 Changes to these Terms

We may update these Terms from time to time. We will provide at least 30 days notice of material changes by email. Continued use of the Platform after the effective date of updated Terms constitutes acceptance.

Bailey & Prosper Holdings Ltd. Registered in England and Wales.

ICO Registration Reference: pending