Terms of service

RELENTX LTD is registered in England & Wales (company number 17179152), registered office 128 City Road, London, EC1V 2NX. Contact: hello@managepatients.com.

ManagePatients is online booking and practice-management software for healthcare and wellness businesses, including booking pages, calendars, patient records, consultation forms, reminders, messaging, invoicing and payments (the “service”). The features in each plan are described on our pricing page. We may improve and change the service over time; we will not make a change that materially reduces the core functionality of your paid plan during a billing period without notice.

• You must give accurate information when you sign up and keep it up to date.
• You are responsible for everyone you invite to your account, for the roles and permissions you give them, and for keeping login details secure.
• Tell us promptly at hello@managepatients.com if you suspect unauthorised access.
• The person accepting these terms confirms they have authority to bind the business.

New accounts get a free trial (normally 14 days, or longer under a specific promotional offer). No payment card is needed to start a trial. During the trial you can use the features described on the pricing page, with a limited SMS allowance. A dedicated SMS number is provisioned when you subscribe to a paid plan. When the trial ends, access to the dashboard is paused until you choose a paid plan; your data is kept in line with our privacy policy.

• Paid plans are billed monthly in advance in pounds sterling. Payments are processed by Stripe; by subscribing you also agree to Stripe’s terms as they apply to payment processing.
• Prices are shown on the pricing page. We will give you at least 30 days’ notice of any price increase, which will apply from your next billing period after the notice ends.
• You can upgrade, downgrade or cancel at any time from Dashboard → Billing. Cancellation takes effect at the end of the current billing period and you keep access until then. Fees already paid are non-refundable except where the law requires otherwise or under the SLA.
• If a payment fails we will retry it and let you know. If it remains unpaid, we may restrict access to the service until the balance is paid.
• You are responsible for any taxes applicable to your use of the service.

We do not charge commission or booking fees on the appointments, deposits or payments your patients make. Card payments from patients are processed through your own Stripe account, and Stripe’s own processing fees apply under your agreement with Stripe. You are responsible for your prices, refunds, cancellation policy and any disputes with your patients.

• Each plan includes a monthly SMS allowance, pooled across your account. The allowance resets at the start of each billing period and unused credits do not roll over.
• Additional credits can be bought as one-off top-ups. Top-ups are non-refundable and are intended to be used within the billing period in which they are bought.
• A long message may use more than one credit. When credits run out, SMS messages are not sent until more are available; email messages continue.
• You must only send SMS messages to patients who have given you their number for that purpose and must honour opt-outs (for example replies of STOP). Marketing messages require the consent required by PECR.

You must not use the service to:

• break any law, or infringe anyone’s rights, including data protection and privacy rights;
• send spam, unsolicited marketing or misleading messages;
• upload malware or attempt to probe, disrupt or gain unauthorised access to the service or other customers’ data;
• resell, sublicense or provide the service to third parties except as part of running your own business;
• reverse engineer the service, or scrape it except through features we provide for that purpose;
• store data that is not related to the services you provide to your patients and clients.

You are the controller of the data you store about your patients, and you remain solely responsible for your clinical practice. In particular you are responsible for:

• the accuracy and completeness of clinical notes, forms and records, and for clinical decisions;
• obtaining and recording any consents you need — for treatment, for processing health data and for marketing — and for the content of your consultation and consent forms;
• having a lawful basis and an Article 9 condition for processing health data, and providing your own privacy notice to patients;
• meeting the record-keeping requirements of your professional or regulatory body;
• responding to your patients’ data protection requests (we will help as set out in the DPA).

ManagePatients is an administration tool. It does not provide medical advice and is not a medical device. Automated flags or screening prompts are aids only and do not replace professional judgement.

Our Data Processing Agreement is incorporated into these terms for customers on paid plans and governs how we process patient data on your behalf. Our privacy policy explains how we handle your own account data. You can export your data at any time before cancelling. Patient data is deleted 30 days after your subscription is cancelled or ends.

We aim to keep the service available at all times but cannot guarantee it will be uninterrupted. Pro customers benefit from the uptime target and service credits in our Service Level Agreement. Support is provided by email at hello@managepatients.com.

• We may suspend or restrict your account immediately if you seriously breach these terms (including acceptable use), if your use puts the service or other customers at risk, if payment is overdue, or if the law requires us to. Where reasonable we will tell you first and give you a chance to fix the issue.
• Either party may end the agreement if the other commits a material breach that is not remedied within 14 days of written notice, or becomes insolvent.
• You can cancel at any time as set out in section 5.
• On termination your right to use the service ends. Sections that by their nature should survive (including liability, data protection and governing law) continue to apply.

We own the service and all related intellectual property. You keep ownership of your data and content, and grant us the licence we need to host and process it to provide the service. If you give us feedback, we may use it without obligation to you.

What we do not exclude

Nothing in these terms limits liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or anything else that cannot be limited by law.

Limits

• We are not liable for loss of profits, revenue, business, goodwill or anticipated savings, or for any indirect or consequential loss.
• We are not liable for losses caused by third-party services outside our control (for example mobile networks, email providers or payment processors), by your own systems, or by your failure to follow these terms.
• Our total liability to you in any 12-month period, whether in contract, tort (including negligence) or otherwise, is limited to the fees you paid us in that period.
• Service credits under the SLA are your sole remedy for failure to meet the uptime target.

We may update these terms. We will give you at least 30 days’ notice of material changes by email or in the dashboard. If you do not agree, you can cancel before the change takes effect.

• These terms, together with the DPA, the SLA (where applicable) and any order or plan details, are the entire agreement between us.
• Neither party may assign the agreement without the other’s consent, except that we may assign it to a buyer of our business.
• If any part of these terms is found unenforceable, the rest remains in force.
• Neither party is liable for delay caused by events beyond its reasonable control.
• No one other than you and us has any right to enforce these terms.

These terms and any dispute arising from them are governed by the law of England & Wales, and the courts of England & Wales have exclusive jurisdiction.