Terms & Conditions

These Terms and Conditions, together with any other documents referred to herein, set out the terms of use under which you may use and become a User of Aesori software ("Our Software"). Please read these Terms carefully. You will be required to accept them when creating an Account. If you do not agree, you must not use Our Software.

1. Definitions and Interpretation

In these Terms and Conditions, the following expressions have the following meanings:

"Account"

means an account required to access and use Our Software, as detailed in Clause 4.

"Content"

means any and all text, images, audio, video, scripts, code, software, databases and any other form of information capable of being stored on a computer that appears on, or forms part of, Our Software.

"Contract"

means the contract between Us and you for the purchase and sale of a Subscription to Our Software, as explained in Clause 6.

"Data Protection Legislation"

means the UK GDPR (as defined in section 3(10) of the Data Protection Act 2018), the Data Protection Act 2018 ("DPA 2018"), and all other applicable legislation relating to privacy or data protection as amended from time to time.

"Order"

means your order for a Subscription to use Our Software.

"Subscription"

means a subscription to access Our Software, purchased in accordance with these Terms and Conditions.

"User"

means any individual or entity who has registered an Account and is using Our Software.

"User Content"

means information, data and materials uploaded to, or created within, Our Software by a User, including patient records, clinical notes, consent forms and appointment data.

"We / Us / Our"

means Aesori, the operator of the Aesori platform.

2. Information About Us

Aesori is an aesthetic clinic management software platform designed for aesthetic practitioners, nurses, doctors and cosmetic clinics operating in the United Kingdom. Our Software provides tools including online appointment booking, digital consent forms, patient record management, medical questionnaires, prescription management, payment processing, treatment tracking, and communications.

For all enquiries, please contact us at support@aesori.co.uk.

3. Access and Changes to Our Software

3.1 Access to Our Software requires an active Subscription. Upon purchasing a Subscription, Our Software will be available to you for the duration of that Subscription and any subsequent renewals.

3.2 We may from time to time make changes to Our Software:

• Minor changes may be required to make underlying technical alterations, for example to fix errors or address security issues. We will inform you by email of any such changes.
• Minor changes may be made to reflect changes in applicable law or regulatory requirements.
• We will continue to develop and improve Our Software over time, sometimes making significant changes. You will be kept fully informed of any and all such changes.

3.3 We aim to ensure Our Software is available at all times. We may need to temporarily suspend availability to carry out maintenance or emergency work. If We need to suspend Our Software for longer than 14 days, We will add the corresponding time to the duration of your current Subscription period at no cost to you.

4. Accounts

4.1 An Account is required to access Our Software.

4.2 You must be at least 18 years of age to create an Account.

4.3 When creating an Account, the information you provide must be accurate and complete. It is your responsibility to keep your Account information up to date.

4.4 You are responsible for keeping your password secure. You must not share your Account credentials with anyone else. If you believe your Account is being used without your permission, please contact Us immediately. We will not be liable for any unauthorised use of your Account.

4.5 You must not use anyone else's Account.

4.6 Any personal information provided in your Account will be collected, used, and held in accordance with Data Protection Legislation as set out in Clause 11.

4.7 If you wish to close and delete your Account, you may do so at any time by contacting Us at support@aesori.co.uk. Closing your Account will result in the removal of your information from Our systems in accordance with Our data retention policy. Please ensure you have exported any required User Content before closing your Account.

5. Subscriptions, Pricing and Availability

5.1 We make all reasonable efforts to ensure that all general descriptions of the services available from Us correspond to the actual services that will be provided to you.

5.2 Subscriptions run on a monthly or annual basis as selected at the point of purchase. Your Subscription will automatically renew unless you cancel in accordance with Clause 8.

5.3 All pricing information is correct at the time of publication. Subscription prices are payable in advance.

5.4 We reserve the right to change prices and to add, alter, or remove special offers from time to time. Price changes will not affect Subscriptions already purchased but may affect renewals.

5.5 We may offer free trials at Our discretion. At the end of a free trial, your Subscription will automatically convert to a paid plan unless you cancel before the trial ends.

6. How Contracts Are Formed

6.1 You will be guided through the subscription process when making a purchase. Please check your order carefully before confirming.

6.2 No part of Our Software or any marketing material constitutes a contractual offer capable of acceptance. By purchasing a Subscription, you make Us a contractual offer which We may, at Our sole discretion, accept.

6.3 If We do not accept or cannot process your Subscription purchase, no payment will be taken. If payment has been taken in error, it will be refunded within 14 calendar days.

6.4 Once you have confirmed a Subscription purchase and access has been granted, the Contract is formed. Your right to cancel is governed by Clause 8.

7. Payment

7.1 Payment for Subscriptions is due at the time of purchase. Your chosen payment method will be billed immediately upon confirmation of your Subscription.

7.2 We accept payment via Stripe. By providing payment details, you authorise Us to charge the applicable Subscription fees to your chosen payment method on a recurring basis.

7.3 All payments are processed in pounds sterling (GBP). You are responsible for any currency conversion or transaction fees charged by your bank or card provider.

8. Cancellation and Refunds

8.1 You may cancel your Subscription at any time by contacting Us at support@aesori.co.uk. Cancellation prevents future renewals; you will retain access to Our Software until the end of the current Subscription period.

8.2 If you have purchased a Subscription by mistake, please contact Us within 2 days of the start date of the Subscription. Please note this option is only available if you have not used Our Software during that period.

8.3 You may be entitled to a full or partial refund in the following circumstances:

• We have incorrectly described Our Software or it is materially faulty;
• We have informed you of an upcoming change to Our Software or these Terms that you do not agree to;
• There is a risk that availability of Our Software may be significantly delayed due to events outside of Our control;
• We have suspended, or are planning to suspend, availability of Our Software for more than 14 days; or
• We have breached these Terms and Conditions.

8.4 Refunds due to you will be processed no later than 14 calendar days after the date on which We acknowledge your cancellation. Refunds will be made to your original payment method.

8.5 We reserve the right to cancel your Subscription and/or close your Account if you breach these Terms. In such circumstances, no refund will be provided.

9. Intellectual Property Rights and Licence

9.1 We grant Users a limited, non-exclusive, revocable, non-transferable licence to use Our Software for legitimate business purposes, subject to these Terms.

9.2 Users retain ownership of their User Content. By uploading or creating User Content within Our Software, you grant Us a limited licence to store and process that content solely for the purpose of providing the service to you.

9.3 All other Content included in Our Software, including all underlying code, software and databases, belongs to or has been licensed by Us and is protected by applicable United Kingdom and international intellectual property laws.

9.4 You must not:

• Copy, download or otherwise attempt to acquire any part of Our Software;
• Disassemble, decompile or otherwise reverse engineer Our Software;
• Allow or facilitate any use of Our Software that would constitute a breach of these Terms; or
• Embed or otherwise distribute Our Software to any third party without Our written consent.

10. Acceptable Use

10.1 Our Software must only be used for lawful purposes and in accordance with these Terms. You must not use Our Software:

• In any way that breaches any applicable local, national, or international law or regulation, including the Data Protection Act 2018 and UK GDPR;
• In any way that is fraudulent, or has any fraudulent purpose or effect;
• To transmit or distribute any unsolicited marketing communications;
• To knowingly transmit any data, send or upload any material that contains viruses, Trojan horses, worms, or other harmful or malicious code;
• In any way that is harmful, defamatory, obscene or otherwise objectionable; or
• To collect or harvest any personal data of other Users without their knowledge or consent.

10.2 You are responsible for ensuring that all Users of Our Software through your Account comply with these Terms. You are liable for any breach by those Users.

11. Data Protection and Privacy

11.1 Our Software is designed to assist aesthetic practitioners in managing patient data. You acknowledge and agree that, in doing so, you are the Data Controller in respect of any patient personal data you store or process within Our Software, and We are a Data Processor acting on your instructions.

11.2 As a Data Controller, you are solely responsible for ensuring that:

• You have an appropriate legal basis under UK GDPR for processing patient personal data;
• You have provided patients with appropriate privacy information;
• Patient data is accurate and kept up to date; and
• You comply with all applicable Data Protection Legislation, including the UK GDPR and Data Protection Act 2018.

11.3 We will process personal data only in accordance with your instructions and our Data Processing Agreement, which forms part of your Subscription agreement. We implement appropriate technical and organisational security measures to protect personal data.

11.4 We will not sell, rent or share your personal data or your patients' personal data with any third party except as necessary to provide the service, comply with legal obligations, or where you have given explicit consent.

11.5 Our Privacy Policy, which is incorporated into these Terms by reference, sets out full details of how We collect, use, and store personal information. By using Our Software, you consent to the processing described therein.

12. User Content and Data

12.1 You are solely responsible for all User Content that you upload, create, or manage within Our Software. You must ensure that your User Content does not infringe any third-party rights and complies with all applicable laws.

12.2 We do not routinely review User Content but reserve the right to remove any content that violates these Terms or is otherwise objectionable.

12.3 You should regularly back up your User Content. While We take reasonable steps to maintain the availability and integrity of data stored in Our Software, We do not guarantee that data will not be lost or corrupted.

12.4 Upon termination of your Subscription, We will retain your User Content for a period of 30 days during which time you may request an export. After this period, your data will be permanently deleted unless We are required by law to retain it for longer.

13. Third-Party Services

13.1 Our Software integrates with third-party services including, but not limited to, Stripe (payment processing), email delivery providers, and SMS providers. Use of these third-party services is subject to their respective terms and privacy policies.

13.2 We are not responsible for the availability, accuracy, or content of any third-party services. Any issues with third-party services should be reported directly to the relevant provider.

13.3 Our Software may contain links to external websites. We have no control over these sites and accept no responsibility for their content or privacy practices.

14. Disclaimers and Limitation of Liability

14.1 Our Software is provided as a practice management tool only. It does not constitute medical advice, clinical guidance, or a substitute for professional clinical judgement. You are solely responsible for the clinical care of your patients.

14.2 We make no warranty that Our Software will be uninterrupted, timely, secure, or error-free, although We will use reasonable endeavours to ensure availability.

14.3 Subject to Clause 14.4, Our total liability to you in respect of any losses arising under or in connection with these Terms shall not exceed the total Subscription fees paid by you in the 12 months preceding the relevant claim.

14.4 Nothing in these Terms excludes or limits Our liability for:

• Death or personal injury caused by Our negligence;
• Fraud or fraudulent misrepresentation; or
• Any other liability that cannot be excluded or limited under applicable UK law.

14.5 We will not be liable for any indirect, consequential, special, or punitive losses, including but not limited to loss of profits, loss of revenue, loss of data, or loss of business opportunity.

15. Indemnification

You agree to indemnify Us and hold Us harmless from and against any and all claims, costs, proceedings, demands, losses, damages and expenses (including reasonable legal fees) arising out of or in connection with: (a) your use of Our Software; (b) any breach by you of these Terms; (c) any infringement of a third party's rights by you; or (d) any breach of Data Protection Legislation by you in your capacity as Data Controller.

16. Changes to These Terms

16.1 We reserve the right to update these Terms and Conditions at any time. We will notify you of any material changes by email to the address associated with your Account, and by publishing the updated Terms on Our Software with a revised "Last updated" date.

16.2 Your continued use of Our Software after being notified of changes constitutes your acceptance of the updated Terms. If you do not agree to the updated Terms, you must cancel your Subscription in accordance with Clause 8.

17. Governing Law and Jurisdiction

17.1 These Terms and Conditions and the Contract shall be governed by and construed in accordance with the law of England and Wales.

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

17.3 If you are a consumer, you may also have rights under consumer protection legislation applicable in your country of residence within the United Kingdom, including the Consumer Rights Act 2015.

18. Contact Us

If you have any questions about these Terms and Conditions, please contact us: