Terms of Service

These terms are the agreement between you and PothosCare for using the PothosCare platform at app.pothos.care. We have kept them as short and clear as we can. Please read them, because by creating an account you accept them. [TODO: legal review before these terms are relied on]

Who these terms are with

PothosCare is provided by [TODO: legal name of the company, registry code and address] (“PothosCare”, “we”, “us”). “You” means the person or organisation that creates a PothosCare account. If you accept these terms on behalf of an organisation, you confirm that you are allowed to do so, and the organisation is bound by them.

PothosCare is built for professional use. It is not intended for consumers acting outside their trade or profession.

The service

PothosCare helps you run your practice: scheduling and reminders, client, sponsor and group profiles, notes, files and tasks, packages and programs, worksheets, contracts, invoicing and payments, reports, and integrations with Google Calendar and Meet, Zoom and Microsoft Outlook.

We improve PothosCare continuously, so features may change. If we remove a feature that is essential to your plan, we will tell you in advance. Features marked as beta or preview may change or end without notice.

Your account and your team

• Give accurate information when you sign up and keep it up to date.
• Keep your login details secure and tell us at support@pothos.care if you suspect someone has accessed your account.
• You decide who you invite as practitioners, staff, clients and sponsors, and which role each person has. You are responsible for their use of PothosCare under your account.
• Each user seat is for one person. Seats cannot be shared.

Plans, free period and payment

PothosCare is offered in plans (currently Sprout, Bloom and Canopy), billed monthly or yearly. Each plan has limits, such as the number of clients, user seats and storage, shown on our pricing page.

• Free period. During the free period you add a payment method to get started, but nothing is charged until the free period ends. [TODO: exact end date of the free period and how users are notified before the first charge]
• Automatic renewal. After the free period, your plan renews automatically at the start of each billing period until you cancel.
• Prices and taxes. Prices are shown in euros. [TODO: are prices inclusive or exclusive of VAT]
• Payment. Subscription payments are processed by Stripe or PayPal. If a payment fails, we will let you know and may limit access to paid features until it is resolved.
• Price changes. We will tell you at least [TODO: e.g. 30 days] before a price change takes effect. The new price applies from your next billing period, and you can cancel before then.

Cancellation and refunds

You can cancel your subscription at any time from Licence & Billing in the app. Your plan stays active until the end of the period you have paid for, and you can resume it before then. [TODO: refund policy, e.g. no refunds for partial periods, or a refund window for yearly plans]

Your content and your clients’ data

Everything you and your team add to PothosCare, including client records, notes, files and worksheets, remains yours. You give us permission to store and process it only as needed to provide and improve the service for you, and for no other purpose.

For personal data about your clients, you are the controller and we act as your processor, as described in our Privacy Policy and the Data Processing Agreement. [TODO: link to the Data Processing Agreement] You are responsible for having a lawful basis for the data you record, including any consent required for health information, and for informing your clients.

You can export your data while your account is active. After your account is closed, we keep it for [TODO: e.g. 30 days] so you can change your mind, then delete it, except where the law requires us to keep records such as invoices.

Your professional responsibility

PothosCare is a tool for organising your practice. It does not provide medical, psychological or other professional advice, and it is not an emergency service. You remain responsible for your professional decisions, for meeting the rules of your profession, including confidentiality and record keeping, and for the services you provide to your clients.

Payments you collect from your clients

When you invoice clients or sell packages through PothosCare, payments are processed through your own connected Stripe or PayPal account. You are the seller to your clients. PothosCare is not a party to those transactions and does not hold your funds. Fees charged by Stripe or PayPal are agreed between you and them. You are responsible for your prices, taxes, invoices and refunds to your clients.

Acceptable use

When using PothosCare you agree not to:

• break the law or anyone’s rights, including privacy and confidentiality;
• upload malware or anything designed to harm PothosCare or its users;
• try to access accounts or data that are not yours, or test our security without our written permission;
• copy, resell or reverse engineer the service, or overload it with automated requests.

If an account puts other users or the service at risk, we may suspend it. Where possible, we will tell you first and give you a chance to fix the problem.

Third-party integrations

PothosCare may allow you to connect third-party services, including Google Calendar and Zoom. These integrations are optional and require your authorization.

By connecting a third-party service, you authorize PothosCare to access and use that service only as needed to provide the requested functionality, such as creating meeting links, syncing appointments, or updating related calendar events.

Your use of Google, Zoom, or any other third-party service remains subject to that provider’s own terms and policies. PothosCare is not responsible for outages, changes, errors, or limitations caused by third-party services.

You are responsible for ensuring that you have the right to connect your Google or Zoom account and to use these integrations for your organization’s appointments and users.

You may disconnect third-party integrations at any time from your account settings. Disconnecting an integration may stop future calendar sync, meeting creation, or related functionality.

How we handle data from these services is described in our Privacy Policy.

Availability and support

We work to keep PothosCare available and secure around the clock, but we cannot promise it will never be interrupted. We plan maintenance for quiet hours where we can. For help, use Help & Support in the app or write to support@pothos.care.

Our intellectual property

PothosCare, including its software, design and brand, belongs to us. These terms give you the right to use the service during your subscription, not ownership of it. If you send us ideas or feedback, we may use them to improve PothosCare without any obligation to you.

Ending the agreement

You can stop using PothosCare and close your account at any time. We may end or suspend your access if you seriously or repeatedly break these terms, or if payment remains outstanding after we have reminded you. When the agreement ends, your right to use PothosCare ends, and your data is handled as described in “Your content and your clients’ data”.

Liability

[TODO: limitation of liability, to be written with a lawyer: e.g. the service is provided “as is”, our total liability is limited to the fees you paid in the 12 months before the claim, no liability for indirect losses, and nothing limits liability that cannot be limited by law, such as for intent or gross negligence.]

Changes to these terms

We may update these terms as PothosCare and the law change. If a change is significant, we will tell you by email or in the app at least [TODO: e.g. 30 days] before it takes effect. If you do not agree, you can cancel before the change applies.

Governing law

[TODO: governing law and courts, e.g. the laws of Estonia and the courts of Tallinn, once the company’s seat is confirmed]

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