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Subscription agreement

Version 1.0 · 24 August 2026. This agreement governs your clinic's use of the AesthetiClinic application. It sits alongside the Data Processing Agreement, which governs how patient data is processed, and the website terms. Draft pending final legal review.

1. Who this is between

This agreement is between MAP001 Ltd, a company registered in Northern Ireland with company number NI739048, trading as AesthetiClinic ("we", "us"), and the clinic that registers for the service ("you", "your clinic"). It applies from the moment you create an account and continues until it ends under section 15.

In this agreement, "the service" means the AesthetiClinic application, its booking pages, its API and any related support we provide. "Patient data" means the personal data of your patients that you process using the service.

2. What we provide

We grant you a limited, non-exclusive, non-transferable right to use the service to run your own clinic for as long as this agreement is in force and your account is in good standing. We provide the service, host it, keep it secure and support it. We do not acquire any ownership of your clinic's data.

3. Your account and your people

You are responsible for everything done under your account, including by your staff and anyone you invite. You must keep credentials secure, give each person their own login, and remove access promptly when someone leaves. You must make sure everyone you give access to is appropriately qualified and authorised for what they can see and do in the service.

4. Free trial

New clinics get a 14-day trial. We take your card details when you sign up, but nothing is charged during the trial: your first payment is taken at the end of it, and you can cancel at any point before then and never be charged. If your account later becomes unpaid or you close it, it goes read-only: you keep access to your data and you can export it in full at any time, but you cannot take new bookings or create new records. We never hold your data hostage to a payment.

5. Fees, seats and payment

Fees are charged per practitioner seat, per month, in advance, at the rates published at aestheticlinic.io/pricing or as otherwise agreed with you in writing. A practitioner seat is a member of staff who is set as bookable, meaning they can hold appointments in the diary. Reception and administrative accounts are free.

All fees are stated exclusive of VAT, which is added at the prevailing rate. Fees are collected by card through our payment provider. If your seat count changes during a billing period, your subscription is adjusted accordingly from the next period.

Every clinic is billed for at least one practitioner seat, even if no member of staff is currently set as bookable.

SMS and bulk marketing email are charged separately as prepaid credits at the published rates, because we pay a per-message cost for both. Credits are consumed as messages are sent and are not refundable once used. Your ordinary appointment emails (confirmations, reminders, aftercare and the like) are included in your subscription and are never charged as credits.

If a payment fails we will tell you and retry. If it remains unpaid, we may make your account read-only after reasonable notice. We will not delete your data for non-payment, and export remains available to you throughout.

6. Your data is yours

Your clinic's data, including patient records, clinical notes, signed documents, images and booking history, belongs to you. We process it to provide the service and for no other purpose.

You may export all of it, at any time, for free, for as long as you have an account and for at least 30 days after this agreement ends. The export is a structured set of data files and it includes your uploaded files, not only a spreadsheet of text. Where a clinic's media library is larger than a single download sensibly holds, we supply the remainder on request, also free. There is no export fee and no exit fee, on leaving or at any other time. This clause is a term of this agreement and we will not amend it to your detriment.

7. Migration

Where we agree to help you move from another system, we will do so with your authorisation and on your instructions. You confirm you are entitled to the data you ask us to bring across and that you have the right to give us access to your existing system for that purpose. We will tell you what we could and could not retrieve, and nothing goes live until you have confirmed the records are right.

8. Your responsibilities as a clinic

You are the clinic. You remain responsible for how you practise, and using our software does not change or reduce any obligation you owe to your regulator, your insurer or your patients. In particular, you are responsible for:

  • your own registration, qualifications, training, indemnity insurance and compliance with your professional regulator;
  • all clinical decisions, including whether a treatment is appropriate for a patient and whether to proceed;
  • obtaining valid, informed consent, and satisfying yourself that the consent and medical-history forms you use are adequate for your practice, whether you write them yourself or start from a template we supply;
  • the accuracy, completeness and clinical adequacy of everything recorded in your account;
  • compliance with the law and with regulatory requirements on prescription-only medicines, including that any such medicine used in your clinic is prescribed by an appropriately registered prescriber who has personally examined the patient where their regulator requires it, and that stock is obtained and stored lawfully;
  • the content of anything you send to patients through the service, and compliance with the rules on advertising prescription-only medicines;
  • your own obligations as a data controller, including your lawful basis, your privacy notice to patients, and your own agreements with any third-party service you connect to your account.

9. What the service is not

The service is clinic-management and record-keeping software. It is not a medical device, it is not clinical decision support, and it does not provide medical, legal, regulatory or tax advice. It does not diagnose, recommend or verify any treatment. Guides, templates and checklists we provide are starting points to save you time; they are not advice and they are not a substitute for your own professional judgement or your own legal advice.

10. Records and statements the service produces

The service holds two different kinds of information, and it treats them differently on purpose.

Facts the service generates. Dates and times of actions taken in the service, which account took them, what was submitted, delivery receipts for messages we send on your behalf, and the audit trail. We produce these records and we stand behind them as an accurate record of what happened in the service.

Statements you make. Anything you or your staff enter or confirm, including clinical findings, consent, and confirmations that a consultation or examination took place. Where the service reproduces such a statement in a document, whether on screen, in an export or in a document sent to a third party such as a pharmacy, it does so as a record of what your clinic stated and when, attributed to your clinic. We do not verify, and are not responsible for, whether the statement is true.

We do not make clinical or regulatory judgements on your behalf. The service does not assess whether a treatment was appropriate, whether a record is clinically adequate, or whether your clinic meets its regulatory obligations.

Two things follow from a statement your staff make, and it is worth being explicit about them. Where you have enabled a no-show fee, marking an appointment as a no-show charges the patient's stored card on your own payment account: that is your charge, made on your instruction, off a status one of your team set. And where the service labels a patient review as coming from a verified patient, it means your own records show that person attended, not that we have independently verified anything.

11. Availability, support and changes

We aim to keep the service available at all times and to fix problems quickly, but we do not promise it will be uninterrupted or error-free. We may need to take it down for maintenance and will give notice where we reasonably can. We do not commit to a stated uptime percentage or to guaranteed support response times.

We improve the service continually and may change features. We will not make a change that materially reduces the core functionality you subscribe to without telling you first.

12. Confidentiality

Each of us may learn confidential information about the other. Each of us will keep it confidential, use it only for this agreement, and not disclose it except to people who need it and are under equivalent obligations. This does not apply to information that is public through no fault of the recipient, or that must be disclosed by law.

13. Intellectual property

The service, including its software, design, interface, workflows and document templates, belongs to us or is licensed to us. Using the service does not transfer any of it to you. The restrictions in the website terms on copying, reverse-engineering and competitive use apply to the application as well as the website. Your clinic's own data and the documents you create in the service belong to you.

14. Data protection

For patient data you are the controller and we are your processor. Our respective obligations are set out in the Data Processing Agreement, which forms part of this agreement. Where you connect a third-party service to your account, that service acts on your instructions and is your own processor, not our sub-processor.

Separately, we are the controller of your own account data: the details you give us when you sign up, your billing records, your support correspondence, and the technical records we keep to run and protect the service. That includes limited anti-abuse checks at signup, such as recording a fingerprint of the payment card used, so that the same card cannot open repeated free trials. Where an account is closed and its data erased, we keep a minimal record of the closure and of those anti-abuse signals, which we use for no other purpose.

15. Term, suspension and ending this agreement

This agreement runs monthly and renews automatically until ended. You may cancel at any time, effective at the end of the period you have paid for. There is no minimum term and no cancellation fee.

We may suspend or end the agreement if you materially breach it and do not put it right within 14 days of us asking, if you do not pay after reasonable notice, or immediately where we reasonably believe continued access presents a risk to patient safety, to other clinics, or to the security of the service. We will tell you why.

16. What happens when it ends

Your account becomes read-only and you keep the ability to export everything in full for at least 30 days. After that period, and at your choice, we will return or delete your data, and delete our copies except where we must keep them by law. Data may persist in our encrypted backups for a period after deletion from the live system; those copies are not used for any purpose and are overwritten in the ordinary course. We will confirm deletion in writing if you ask.

17. Liability

Neither of us excludes liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or for anything else that cannot be excluded by law.

Subject to that, we are not liable for loss of profit, loss of business, loss of goodwill or reputation, or any indirect or consequential loss. We are not liable for loss arising from your clinical decisions, from regulatory or disciplinary action against you or your staff, from the content or adequacy of your records, or from a statement you made that the service recorded under section 10.

Subject to the above, our total liability under this agreement in any 12-month period is limited to the greater of the fees you paid us in the 12 months before the claim and £1,000.

18. Indemnity

You will cover us against claims brought against us by a third party, including a patient or a regulator, arising from your clinical practice, your regulatory compliance, the content of your records, or your use of the service in breach of this agreement. [TO CONFIRM with your solicitor: whether a mutual indemnity is more appropriate for a product at this stage.]

19. Changes to this agreement

We may update this agreement. If a change materially affects you, we will give you at least 30 days' notice by email or in the application, and you may cancel before it takes effect if you do not accept it. Section 6 is excluded from this: we will not weaken it.

20. General

You may not transfer this agreement without our consent. We may transfer it to a company that acquires our business, and will tell you if we do. If any part of it is unenforceable, the rest stands. Nothing here creates a partnership or agency between us. Notices go to the email address on your account and to hello@aestheticlinic.io. This agreement, the DPA and the website terms are the whole agreement between us. It is governed by the law of Northern Ireland and the courts of Northern Ireland have exclusive jurisdiction.

Questions, or to request a signed counterpart: hello@aestheticlinic.io.