Terms of service

Last updated 21 October 2026.

These terms govern every subscription to the Software and form a legally binding contract between the Provider and the Customer.

1. About these terms

1.1 These Terms and Conditions ("Terms") set out the basis on which the Provider supplies the Software to the Customer. By creating an account, paying any fee or logging in to the Software, the Customer accepts these Terms.

1.2 The Provider is Scriptis Software Ltd, a company registered in England and Wales under company number 17535222, with its registered office at 71 Vyse Street, Jewellery Quarter, Birmingham B18 6EX ("Provider", "we", "us"). The Provider's contact email for notices is hello@scriptis.co.uk.

1.3 The Software is supplied to businesses only. By accepting these Terms the Customer confirms it is acting in the course of a trade, business or profession and not as a consumer, so the Consumer Rights Act 2015 and the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013 do not apply.

1.4 These Terms, the Order (the plan and price selected at sign-up or in a written quote) and the Data Processing Schedule (Schedule 1) together form the whole agreement. If they conflict, a signed Order prevails over these Terms, and these Terms prevail over the Schedule.

2. Definitions

• "Software" means Scriptis, the web-based clinic management platform provided by the Provider, including its booking, client records, consent, photo, payment and messaging functions, the back office, any mobile access and all updates to it.
• "Customer" ("you") means the business or practitioner named in the Order that subscribes to the Software.
• "Authorised User" means an employee, contractor or associate of the Customer whom the Customer permits to use the Software under its account, within the user limit of its plan.
• "Client" means a patient or client of the Customer whose details are recorded in the Software.
• "Customer Data" means all data entered into or generated in the Software by or for the Customer, including Client personal data, clinical records, consent forms, photographs and booking and payment records.
• "Fees" means the subscription fees and any other charges set out in the Order or the Provider's published price list.
• "Order" means the plan, user count, term and price the Customer selects at sign-up or in a written quote accepted by both parties.
• "Subscription Term" means the period of the subscription under clause 4.
• "Data Protection Law" means the UK General Data Protection Regulation, the Data Protection Act 2018, the Privacy and Electronic Communications Regulations 2003 and any replacement or supplementing legislation.
• "Business Day" means Monday to Friday excluding bank holidays in England.

3. First-month discount

3.1 There is no free trial. A new Customer on a monthly plan pays 50% of the monthly Fees for its first month.

3.2 The full monthly Fees apply from the start of the second month, without further notice.

3.3 The discount is available once per Customer, applies to monthly plans only and cannot be combined with the annual plan discount.

4. Subscription plans and term

4.1 The Software is offered on two bases:

• Monthly plan – billed monthly in advance; a rolling contract that either party may end on 30 days' written notice.
• Annual plan – billed yearly in advance at 10% off twelve months of the monthly price for the same plan; non-refundable once paid; a fixed 12-month Subscription Term that renews automatically for further 12-month terms unless either party gives written notice of non-renewal at least 30 days before the renewal date.

Each basis is available at two levels, Basic and Pro. At both levels the Customer's booking page sits on the Provider's web address (scriptis.co.uk), booking confirmation and reminder emails are sent, and the booking page can be embedded in the Customer's own website. On Basic, the Customer has one login and the booking page and all emails show "Powered by Scriptis". Pro adds the Customer's own logo on its booking page and emails (Scriptis branding remains on the sign-in page and in email footers), recurring appointments, card payments and deposits through the Customer's own payment provider, further email options, separate logins for each member of staff, more than one location and, on Scriptis Therapy, couples and group bookings. The features of each level are those described on the Provider's website at the time of the Order.

4.2 The Subscription Term starts on the day account access is granted, not the day the Customer first uses the Software.

4.3 Each plan includes the number of Authorised Users and Clients stated in the Order. If the Customer exceeds a limit, the Provider may move the account to the next plan from the start of the next billing period and will notify the Customer by email before doing so.

4.4 Upgrades take effect immediately with a pro-rata charge for the rest of the current billing period. Downgrades take effect from the next billing period and switch off the features that are only on the higher plan. No Customer Data is moved or deleted when changing plan.

5. Fees and payment

5.1 Fees are stated in pounds sterling and exclude VAT, which is added at the prevailing rate.

5.2 Fees are paid by debit or credit card through the Provider's payment processor (currently Stripe). By providing card details the Customer authorises the Provider to charge the card for all Fees as they fall due, including renewals and any plan upgrade.

5.3 The Customer must keep a valid card on file. If a payment fails, the Provider will notify the Customer and retry. If payment is still outstanding 7 days after the due date the Provider may suspend access under clause 17 until payment is received.

5.4 Interest accrues on overdue amounts at 8% a year above the Bank of England base rate under the Late Payment of Commercial Debts (Interest) Act 1998, from the due date until payment.

5.5 Fees paid are non-refundable except where these Terms say otherwise. No refund or credit is given for unused time, unused users or non-use of the Software. Annual plan Fees cover the whole 12-month Subscription Term and are not refunded if the Customer stops using the Software or asks to cancel part-way through the term.

5.6 No refund period. No money-back period applies after the first payment, including a first month paid at the discounted rate under clause 3.

5.7 The Customer must raise any billing query in writing within 60 days of the charge. The Customer agrees to contact the Provider before initiating a card chargeback; a chargeback raised without doing so may lead to suspension of the account until the matter is resolved.

6. Price changes

6.1 The Provider may change the Fees for monthly plans by giving at least 30 days' written notice. The Customer may cancel on written notice before the change takes effect; otherwise the new Fees apply from the next billing period after the notice period.

6.2 Annual plan Fees are fixed for the current Subscription Term. Any change applies from renewal and will be notified at least 30 days before the renewal date.

6.3 Optional charges (for example SMS messages, extra storage or professional services) are set out in the Provider's price list and may change on 30 days' notice given through the Software or by email.

7. Set-up, data migration and other services

7.1 Where the Customer orders set-up, data migration from another system, training or custom work, the Fees for those services are stated in the Order, are payable in advance and are non-refundable once work has started.

7.2 The Customer is responsible for the accuracy and completeness of any data supplied for migration and for checking migrated data before relying on it. The Provider will correct any migration errors it caused that are reported within 30 days of delivery.

8. Licence and intellectual property

8.1 The Provider grants the Customer a non-exclusive, non-transferable licence to use the Software during the Subscription Term, solely for the Customer's own internal business of running its clinic and within the limits of its plan.

8.2 The Software, its design, code, databases, templates, forms, documentation and all intellectual property rights in them belong to the Provider or its licensors. Nothing in these Terms transfers any of those rights to the Customer.

8.3 The Customer must not, and must not allow anyone else to:

• copy, modify, translate, adapt or create derivative works of the Software;
• reverse-engineer, decompile or attempt to obtain the source code, except as permitted by section 50B of the Copyright, Designs and Patents Act 1988;
• sell, rent, sublicense, resell or make the Software available to any third party, or use it to run a clinic business on behalf of a third party without the Provider's written consent;
• remove or alter any proprietary notice or branding in the Software;
• use the Software to build a competing product, or copy its features or layout.

8.4 Customer Data belongs to the Customer. The Customer grants the Provider a licence to host, copy, process and display Customer Data only as needed to provide the Software, support and backups.

8.5 If the Customer suggests an improvement or new feature, the Provider may use that suggestion freely without any obligation to the Customer.

8.6 The Provider may use the Customer's business name and logo to identify it as a customer on the Provider's website and marketing unless the Customer opts out in writing.

9. Accounts and security

9.1 The Customer must give accurate registration details and keep them up to date, including the billing email address to which notices are sent.

9.2 Each Authorised User must have their own login. Logins must not be shared, including with web developers, agencies or former staff. The Customer must remove access for anyone who leaves the business.

9.3 The Customer is responsible for everything done under its account and must keep passwords and passkeys confidential, use a strong password and enable any additional security the Software offers.

9.4 The Customer must tell the Provider immediately at hello@scriptis.co.uk if it suspects any unauthorised access to its account, and must change affected passwords.

9.5 The Software records an audit trail of user actions. The Provider may review account activity to investigate suspected misuse or a security incident.

10. Acceptable use

10.1 The Customer must use the Software only for lawful purposes and in line with these Terms. The Customer must not use the Software to:

• store or process data it has no lawful basis to hold;
• send marketing messages to anyone who has not consented or who has opted out, in breach of the Privacy and Electronic Communications Regulations 2003;
• upload malware, attempt to gain unauthorised access to the Software or its infrastructure, or interfere with its operation;
• upload content that is unlawful, defamatory, obscene or infringes anyone's rights;
• scrape, bulk-export or systematically extract data from the Software other than through its export tools.

10.2 The Customer is responsible for all content and data it and its Authorised Users enter into the Software, and warrants it holds every consent and right needed to do so.

10.3 The Provider may remove content or suspend an account under clause 17 where it reasonably believes this clause has been breached.

10.4 The Customer will indemnify the Provider against any claim, fine, loss or cost (including reasonable legal fees) arising from the Customer's breach of this clause or of Data Protection Law.

11. Customer responsibilities and clinical use

11.1 The Customer confirms that it, and every practitioner using the Software to record treatments, holds the qualifications, registrations, licences and insurance required by law and by any relevant regulator (including the CQC, the JCCP, the GMC, the NMC, the GPhC or a local authority licensing scheme where applicable) to carry out the treatments it records.

11.2 The Software is an administrative and record-keeping tool. It does not provide medical advice, diagnosis or treatment recommendations, and it is not a medical device within the meaning of the Medical Devices Regulations 2002. All clinical decisions, treatment plans, consent conversations, suitability checks and record content are the sole responsibility of the Customer and its practitioners.

11.3 The Customer is responsible for the content of its own consent forms, medical questionnaires, aftercare documents and treatment templates, whether written by the Customer or adapted from templates supplied in the Software, and for checking they meet its regulator's and insurer's requirements.

11.4 The Customer must verify each Client's identity and age before treatment. The Software's age or ID fields are a recording aid and do not replace the Customer's own checks, including compliance with the Botulinum Toxin and Cosmetic Fillers (Children) Act 2021.

11.5 The Customer must keep its own records policy and retain Client records for the period required by law, its regulator and its insurer, and must export or arrange retention of records before its subscription ends (see clause 13).

11.6 The Customer must ensure it has suitable internet access and devices, keeps its browsers and operating systems up to date and follows any minimum system requirements published by the Provider.

11.7 Where the Customer uses the Software to take payments or booking fees from Clients, the Customer is the merchant. The Customer's own agreement with the payment provider governs those transactions, and the Customer alone is responsible for its refund, deposit and cancellation policies and for complying with consumer law in relation to its Clients.

12. Data protection

12.1 For Client personal data held in the Software, the Customer is the controller and the Provider is the processor. The Provider processes that data only on the Customer's documented instructions, which are these Terms and the Customer's use of the Software's functions. The full processing terms required by Article 28 UK GDPR are in Schedule 1.

12.2 Much of the Customer Data is special category data (health data). The Customer confirms it has identified a lawful basis under Article 6 and a condition under Article 9 UK GDPR for recording it, has given Clients the privacy information required by Articles 13 and 14, and will keep an appropriate policy document where the Data Protection Act 2018 requires one.

12.3 The Provider is the controller of the Customer's own account details (name, business, contact and billing information) and processes them under its Privacy Policy at https://scriptis.co.uk/terms.html.

12.4 Both parties will comply with Data Protection Law. The Customer is responsible for registering with the Information Commissioner's Office and paying the data protection fee where required.

12.5 The Provider will tell the Customer without undue delay, and in any event within 48 hours of becoming aware, of any personal data breach affecting Customer Data, and will give the Customer the information it reasonably needs to meet its own reporting duties.

12.6 Customer Data is hosted on servers in the United Kingdom. The Provider will not transfer Customer Data outside the UK unless an adequacy regulation or other transfer safeguard under UK GDPR is in place.

13. Data export, retention and deletion

13.1 The Customer may export its Client list, bookings, invoices and records at any time using the Software's export tools, in the formats the Software provides. The Customer is responsible for checking that its exports are complete.

13.2 Deleting or deactivating an account. If the Customer deletes or deactivates its account, or the Subscription Term ends for any reason, all Customer Data is permanently deleted and cannot be recovered or restored. The Customer must download its records using the Software's export tools before deleting or deactivating its account or before the Subscription Term ends.

13.3 Export by the Provider. If the Customer asks the Provider to export its Customer Data and send it to the Customer, the Provider charges a fee of £600, payable in advance. This applies whether the request is made before or after the account is deleted or deactivated. After deletion or deactivation, an export is only possible while the Provider's backups still hold the data, which is no more than 30 days, and the Provider does not guarantee that a complete export can be made. Customer Data is deleted from live systems straight away and from backups within 30 days, unless the Provider is required by law to keep it.

13.4 Clinical records retention remains the Customer's responsibility. The Provider does not warrant that it will hold records for the periods a regulator or insurer may require (commonly 8 years for adults, or until a child's 25th birthday). The Customer must export records before deletion under clause 13.2.

13.5 If no Authorised User logs in for 6 months and no Fees are being paid, the Provider may treat the account as abandoned. It will email the registered address with 30 days' notice before deleting the account and its data.

13.6 The Provider takes daily backups of Customer Data and keeps them for at least 30 days. Backups are for service recovery and are not a substitute for the Customer's own exports.

13.7 On the Customer's written instruction the Provider will delete an individual Client's record, or all Customer Data, before the periods above, subject to any legal obligation to keep it.

14. Availability and support

14.1 The Provider aims to make the Software available 24 hours a day, 7 days a week, and targets 99.5% monthly availability excluding planned maintenance. Planned maintenance will be scheduled outside UK business hours where practicable and announced in the Software or by email at least 24 hours in advance.

14.2 Support is provided by email at hello@scriptis.co.uk and through the Software's help centre on Business Days between 10:00 and 17:00 UK time. The Provider aims to acknowledge support requests within one Business Day. Support covers use of the Software; it does not cover the Customer's own devices, internet connection, website or third-party services.

14.3 The Provider may update, add to or change features of the Software at any time. It will not remove a core function (bookings, client records, consent, photos or payments) during a Subscription Term without at least 60 days' notice.

14.4 The Software relies on third-party services, including hosting, email and SMS delivery and card processing. The Provider is not responsible for their availability or performance, but will use reasonable endeavours to restore service promptly after any third-party failure.

15. Warranties

15.1 The Provider warrants that it will supply the Software with reasonable skill and care and that the Software will perform substantially as described in its documentation.

15.2 If the Software does not comply with clause 15.1, the Customer's sole remedy is for the Provider to correct the fault within a reasonable time or, if it cannot, to allow the Customer to terminate and receive a pro-rata refund of any Fees paid in advance for the period after termination.

15.3 The warranty does not apply to faults caused by the Customer's misuse, by devices, browsers or connections that do not meet the minimum requirements, by changes made by anyone other than the Provider, or by third-party services.

15.4 Except as stated in this clause, all warranties, conditions and terms implied by statute or common law, including satisfactory quality and fitness for a particular purpose, are excluded to the fullest extent permitted by law. The Provider does not warrant that the Software will be uninterrupted or error-free, or that it will meet any particular regulatory or insurance requirement of the Customer.

16. Limitation of liability

16.1 Nothing in these Terms limits or excludes either party's liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or for any other liability that cannot lawfully be limited or excluded.

16.2 Subject to clause 16.1, the Provider is not liable to the Customer, whether in contract, tort (including negligence), breach of statutory duty or otherwise, for any:

• loss of profit, revenue, business, contracts or anticipated savings;
• loss of goodwill or reputation;
• loss or corruption of data, except as set out in clause 16.4;
• costs of procuring substitute software or services;
• indirect or consequential loss of any kind.

16.3 Subject to clauses 16.1 and 16.4, the Provider's total liability to the Customer in any 12-month period, for all claims arising under or in connection with these Terms, is limited to the Fees paid by the Customer in that 12-month period, or £1,000 if greater.

16.4 Where Customer Data is lost or corrupted because of the Provider's breach of these Terms, the Provider's liability is limited to restoring the data from the most recent backup. If restoration is not possible, the Provider's liability is limited to the Customer's reasonable, documented cost of recreating the data, capped at the amount in clause 16.3.

16.5 The Provider is not liable for any loss arising from the Customer's clinical decisions, treatments, consent processes or record content, from the Customer's breach of Data Protection Law, or from the Customer's failure to export its data before deletion under clause 13.

16.6 The parties agree that these limits are reasonable having regard to the Fees, the nature of the Software and the Customer's ability to insure against its own risks, and that they satisfy the requirement of reasonableness under the Unfair Contract Terms Act 1977.

17. Suspension and termination

17.1 The Customer may cancel a monthly plan at any time by giving 30 days' notice from its billing page or in writing to hello@scriptis.co.uk, and Fees remain payable until the notice period ends. An annual plan cannot be cancelled part-way through its Subscription Term and its Fees are not refunded; the Customer may stop it renewing by giving at least 30 days' written notice before the renewal date. Cancellation does not entitle the Customer to any refund of Fees already paid, except under clauses 15.2, 17.5, 18.2 or 19.2, which apply only where the Provider is at fault, withdraws the Software or changes these Terms to the Customer's disadvantage.

17.2 Notice must be given from the Customer's billing page or in writing by email from the registered account holder. Stopping card payments, deleting users or ceasing to log in does not cancel the subscription, and Fees continue to accrue until valid notice has been received and the notice period has run.

17.3 The Provider may suspend the Customer's access, on notice, if:

• any Fees are more than 7 days overdue;
• the Provider reasonably believes the Customer has breached clause 8, 9 or 10, or Data Protection Law;
• suspension is needed to protect the security or integrity of the Software or other customers' data; or
• the Provider is required to do so by law or a regulator.

Access will be restored once the issue is resolved. Fees remain payable during suspension.

17.4 Either party may terminate immediately by written notice if the other party commits a material breach that is not remedied within 14 days of a written request to do so, or becomes insolvent, enters administration or liquidation, or ceases to trade.

17.5 The Provider may also terminate on 90 days' written notice if it decides to withdraw the Software. In that case it will refund any Fees paid in advance for the period after termination.

17.6 On termination for any reason:

• the Customer's licence and all access end immediately;
• all Fees due up to the date of termination remain payable;
• Customer Data is deleted under clause 13, and any export by the Provider is charged under clause 13.3;
• clauses 8, 10.4, 12, 13, 16, 17.6, 20 and 21 and Schedule 1 continue to apply.

18. Events beyond our control

18.1 Neither party is liable for failure or delay in performing its obligations (other than payment) caused by events beyond its reasonable control, including failure of hosting, telecoms or power suppliers, internet outages, cyber-attack, fire, flood, epidemic, industrial action, or act of government.

18.2 The affected party will notify the other as soon as practicable and use reasonable efforts to resume performance. If the event continues for more than 30 days, either party may terminate on written notice, and the Provider will refund any Fees paid in advance for the period after termination.

19. Changes to these Terms

19.1 The Provider may update these Terms by giving at least 30 days' notice by email to the registered address and by notice in the Software. The updated Terms apply from the date stated in the notice. Continued use after that date is acceptance.

19.2 If a change materially reduces the Customer's rights or increases its obligations or cost, the Customer may terminate by written notice before the change takes effect and will receive a pro-rata refund of any Fees paid in advance for the period after termination.

19.3 Changes required by law or to address a security risk may take effect immediately on notice.

20. General

20.1 Notices. Notices must be in writing and sent by email: to the Provider at hello@scriptis.co.uk, and to the Customer at the billing email on its account. A notice is deemed received on the next Business Day after sending, unless a bounce or error message is received.

20.2 Assignment. The Customer may not assign or transfer these Terms without the Provider's written consent, not to be unreasonably withheld. The Provider may assign these Terms to a buyer of its business or to a group company on notice to the Customer.

20.3 Entire agreement. These Terms, the Order and Schedule 1 are the entire agreement between the parties and replace any earlier discussions or representations. Each party confirms it has not relied on any statement not set out in them, but nothing in this clause limits liability for fraud.

20.4 Third parties. No one other than the parties has any right under the Contracts (Rights of Third Parties) Act 1999 to enforce these Terms.

20.5 Severance. If any clause is found unenforceable, it will be modified to the minimum extent needed to make it enforceable, and the rest of these Terms continue in force.

20.6 Waiver. A delay or failure to enforce any right is not a waiver of that right or any other right.

20.7 Relationship. Nothing in these Terms creates a partnership, agency or employment relationship between the parties.

20.8 Confidentiality. Each party will keep the other's non-public business information confidential and use it only for the purposes of these Terms, except where disclosure is required by law.

20.9 Complaints. The Customer should raise any concern with the Provider first at hello@scriptis.co.uk. The Provider will acknowledge it within 2 Business Days and aim to resolve it within 14 days.

21. Governing law and jurisdiction

21.1 These Terms and any dispute or claim arising out of or in connection with them (including non-contractual disputes) are governed by the law of England and Wales.

21.2 The courts of England and Wales have exclusive jurisdiction over any such dispute or claim.

Schedule 1: Data Processing Schedule

This Schedule sets out the terms required by Article 28(3) UK GDPR and applies to all personal data the Provider processes on the Customer's behalf.

1. Details of processing

2. Provider's obligations. The Provider will:

• process personal data only on the Customer's documented instructions, unless required by UK law to do otherwise, in which case it will inform the Customer first where the law allows;
• ensure that staff with access to personal data are bound by confidentiality obligations;
• implement appropriate technical and organisational security measures, including encryption in transit and at rest, access controls, per-user logins, audit logging, automatic session lock, account lock after repeated wrong passwords, a required password change every 60 days, daily backups and UK-based hosting;
• engage sub-processors only under the conditions in paragraph 4;
• assist the Customer, by appropriate technical and organisational measures, in responding to data subject requests (access, rectification, erasure, portability, restriction and objection);
• assist the Customer with security, breach notification, data protection impact assessments and consultation with the ICO, taking into account the nature of the processing and the information available to the Provider;
• notify the Customer without undue delay, and within 48 hours, after becoming aware of a personal data breach affecting Customer Data;
• at the end of the Subscription Term, delete or return all personal data as set out in clause 13, unless UK law requires it to be kept;
• make available the information needed to show compliance with Article 28 and allow for audits by the Customer or its appointed auditor, on at least 30 days' notice, no more than once a year unless a breach has occurred, during Business Days and in a way that does not disrupt the Provider's business; and
• inform the Customer immediately if, in its opinion, an instruction breaches Data Protection Law.

3. Customer's obligations. The Customer will ensure it has a lawful basis and Article 9 condition for all personal data it enters, has given Clients the required privacy information, gives only lawful instructions, and does not enter data it is not entitled to process.

4. Sub-processors. The Customer authorises the Provider to use the sub-processors listed below. The Provider will give at least 30 days' notice by email of any new sub-processor. The Customer may object on reasonable data protection grounds within that period; if the objection cannot be resolved, the Customer may terminate the affected service with a pro-rata refund of Fees paid in advance. The Provider remains fully liable for its sub-processors' performance.

5. International transfers. The Provider will not transfer personal data outside the United Kingdom unless the destination is covered by UK adequacy regulations or an approved transfer mechanism (such as the International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses) is in place.

Card payments that a clinic takes from its own clients go through the clinic's own Square, Stripe or SumUp account under the clinic's agreement with that provider (clause 11.7); those providers are not Scriptis sub-processors.