Terms & Conditions

1. Introduction

These terms and conditions ("Terms") constitute a legally binding agreement between you ("User", "you", or "your") and PsycheMeta Ltd ("we", "us", or "our"), a company registered in England and Wales (Company Number: 16586115), with its registered office at F23, 18 Foregate Street, Worcester, WR1 1DN.

By accessing or using our website (www.homecareos.co.uk), software platform, and any related services (collectively, the "Service"), you agree to be bound by these Terms. If you do not agree to these Terms, you must not use the Service.

These Terms should be read in conjunction with our Privacy Policy, which explains how we collect and process your personal data.

2. Definitions

In these Terms, the following definitions apply:

• "Service" means the homecareOS website, software platform, applications, APIs, and all related services provided by PsycheMeta Ltd
• "User" means any individual or entity that accesses or uses the Service, including account holders and authorised users
• "Account" means the user account created to access and use the Service
• "Content" means any data, text, files, information, documents, or materials uploaded to, created within, or transmitted through the Service
• "Subscription" means the paid plan selected by the User to access premium features of the Service
• "User Data" means any data entered, uploaded, or generated by the User within the Service, including client records, care plans, schedules, and related information

3. Account Registration

3.1 Eligibility

To create an account and use the Service, you must be at least 18 years of age and have the legal authority to enter into these Terms. If you are registering on behalf of an organisation, you represent that you have the authority to bind that organisation to these Terms.

3.2 Accurate Information

You agree to provide accurate, current, and complete information during the registration process and to keep your account information up to date. We reserve the right to suspend or terminate accounts that contain inaccurate or misleading information.

3.3 Account Security

You are responsible for maintaining the confidentiality of your account credentials and for all activities that occur under your account. You must notify us immediately of any unauthorised access to or use of your account. We are not liable for any loss arising from your failure to protect your account credentials.

4. Subscription & Payments

4.1 Free Tier

We offer a free tier of the Service with limited features and usage allowances. The free tier is provided at our discretion and may be modified or discontinued at any time with reasonable notice.

4.2 Paid Plans

Paid subscriptions are billed on a monthly basis. Your subscription will automatically renew at the end of each billing period unless you cancel before the renewal date. All fees are quoted in pounds sterling (GBP) and are exclusive of VAT, which will be added where applicable.

4.3 Payment Methods

We accept payment by credit card, debit card, and direct debit. Payment is processed securely through our third-party payment provider. By providing payment information, you authorise us to charge the applicable fees to your chosen payment method.

4.4 Price Changes

We may change our subscription fees from time to time. We will give you at least 30 days' notice of any price increase. If you do not agree to the new pricing, you may cancel your subscription before the change takes effect.

4.5 Refund Policy

Subscription fees are generally non-refundable. However, if you cancel within 14 days of your initial subscription purchase, you may request a full refund in accordance with your statutory rights under the Consumer Contracts Regulations 2013. Refund requests should be directed to our support team at billing@homecareos.co.uk.

5. Acceptable Use

You agree to use the Service in compliance with all applicable laws and regulations. You must not:

• Use the Service for any unlawful, fraudulent, or malicious purpose
• Attempt to gain unauthorised access to any part of the Service, other accounts, computer systems, or networks
• Upload or transmit viruses, malware, or any other harmful code
• Interfere with or disrupt the integrity or performance of the Service
• Use the Service to store or transmit content that is defamatory, obscene, or otherwise objectionable
• Reverse engineer, decompile, or disassemble any part of the Service
• Use automated systems (bots, scrapers, crawlers) to access the Service without our express written permission
• Resell, sublicense, or commercially exploit the Service without our prior written consent
• Violate the privacy or rights of any third party

We reserve the right to suspend or terminate your access to the Service if we reasonably believe you have violated these acceptable use provisions.

6. Intellectual Property

6.1 Our Intellectual Property

The Service, including all software, designs, text, graphics, logos, trademarks, and other content created by PsycheMeta Ltd, is owned by us and protected by copyright, trademark, and other intellectual property laws. You are granted a limited, non-exclusive, non-transferable licence to use the Service in accordance with these Terms.

6.2 Your Data

You retain full ownership of all User Data you upload to or create within the Service. By using the Service, you grant us a limited licence to host, store, process, and display your User Data solely for the purpose of providing and improving the Service. We will not use your User Data for any other purpose without your consent.

6.3 Feedback

If you provide us with feedback, suggestions, or ideas regarding the Service, you grant us a royalty-free, worldwide, perpetual licence to use, modify, and incorporate such feedback into the Service without obligation to you.

7. Data & Privacy

Your privacy is important to us. Our collection and use of personal data is governed by our Privacy Policy, which forms part of these Terms.

Where you use the Service to process personal data of your clients or employees, you act as the data controller and we act as the data processor. In such cases, a Data Processing Agreement (DPA) will apply, which sets out the terms under which we process personal data on your behalf in accordance with UK GDPR.

You are responsible for ensuring that you have obtained all necessary consents and have a lawful basis for processing any personal data you enter into the Service.

8. Service Availability

8.1 Uptime

We aim to provide a reliable and available Service with a target uptime of 99.9%. However, we do not guarantee uninterrupted or error-free access. Planned maintenance will be scheduled outside of core business hours (9am-5:30pm GMT, Monday to Friday) wherever possible.

8.2 Maintenance

We may need to perform scheduled or emergency maintenance that temporarily affects availability. We will provide reasonable advance notice of planned maintenance via email or an in-app notification.

8.3 Force Majeure

We are not liable for any failure or delay in performing our obligations where such failure or delay results from circumstances beyond our reasonable control, including but not limited to: natural disasters, acts of government, power failures, internet or telecommunications failures, cyberattacks, pandemics, or industrial action.

9. Limitation of Liability

9.1 General Limitation

To the maximum extent permitted by law, PsycheMeta Ltd's total aggregate liability to you for any claims arising out of or relating to these Terms or the Service shall not exceed the total fees paid by you in the 12 months preceding the claim.

9.2 Exclusions

To the maximum extent permitted by law, we shall not be liable for any:

• Indirect, incidental, special, consequential, or punitive damages
• Loss of profits, revenue, data, business opportunities, or goodwill
• Cost of procuring substitute services
• Damages resulting from unauthorised access to or alteration of your data

9.3 Statutory Rights

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 by English law. Your statutory rights as a consumer are not affected by these Terms.

9.4 Indemnification

You agree to indemnify and hold harmless PsycheMeta Ltd, its directors, officers, employees, and agents from any claims, damages, losses, or expenses (including reasonable legal fees) arising out of your use of the Service, your violation of these Terms, or your infringement of any third-party rights.

10. Termination

10.1 Termination by You

You may cancel your subscription and close your account at any time through your account settings or by contacting our support team. Cancellation will take effect at the end of your current billing period.

10.2 Termination by Us

We may suspend or terminate your access to the Service immediately if you breach these Terms, engage in prohibited activities, or fail to pay outstanding fees. We may also terminate the Service (or any part of it) with at least 90 days' written notice.

10.3 Effects of Termination

Upon termination:

• Your right to access and use the Service will cease immediately
• Any outstanding fees will become due and payable
• We will retain your User Data for a period of 30 days to allow you to export it. After this period, your data will be permanently deleted in accordance with our data retention policies.

10.4 Data Export

You may request an export of your User Data at any time during your subscription or within 30 days of termination. Data will be provided in a commonly used, machine-readable format (e.g. CSV or JSON). Data export requests can be made through your account settings or by contacting support@homecareos.co.uk.

11. Dispute Resolution

These Terms, and any dispute or claim arising out of or in connection with them (including non-contractual disputes or claims), shall be governed by and construed in accordance with the laws of England and Wales.

The courts of England and Wales shall have exclusive jurisdiction to settle any dispute or claim arising out of or in connection with these Terms. However, if you are a consumer, you may also bring proceedings in the courts of the country in which you are domiciled.

Before initiating formal legal proceedings, we encourage you to contact us to attempt to resolve any dispute informally. We are committed to resolving complaints fairly and promptly.

12. Changes to Terms

We reserve the right to modify these Terms at any time. When we make material changes, we will:

• Update the "Last updated" date at the top of this page
• Notify you via email at least 30 days before the changes take effect
• Provide a summary of the key changes

Your continued use of the Service after the effective date of any changes constitutes your acceptance of the revised Terms. If you do not agree with the updated Terms, you should stop using the Service and cancel your subscription before the changes take effect.

13. Contact

If you have any questions or concerns about these Terms, please contact us:

• Email: legal@homecareos.co.uk
• Post: PsycheMeta Ltd, F23, 18 Foregate Street, Worcester, WR1 1DN
• Phone: 01905 674704

For general support enquiries, please visit our Contact page or email support@homecareos.co.uk.