Terms and Conditions

These terms govern your use of the Practice Voice website and the services provided by Practice Voice Ltd, a company registered in England and Wales ("we", "us", "our"). By submitting an enquiry or entering into a service agreement with us, you agree to these terms.

If you have any questions, please contact us at support@practicevoice.co.uk.

The service

Practice Voice provides a managed AI front desk service for therapy practices. This includes building, installing, and maintaining an AI-powered conversational agent on your practice website. The agent is designed to handle practical enquiries — such as fees, availability, and session booking — and nothing more.

The service does not include the provision of therapeutic, clinical, or medical advice, and is not intended to replace or supplement any clinical relationship. The agent will not engage with clinical or emotional content, and we take reasonable steps to ensure it remains within its defined practical scope.

Your responsibilities

To receive the service, you agree to:

• Provide accurate information about your practice during setup and notify us promptly of any changes
• Ensure your practice website is accessible to us for the purposes of installation and maintenance
• Comply with your own professional obligations, including those relating to data protection, confidentiality, and the conduct of your practice
• Ensure you have appropriate legal bases under UK GDPR for collecting and processing the personal data of your clients, in your capacity as data controller
• Not use the service for any unlawful purpose

Fees and payment

The monthly subscription fee is as stated on our pricing page at the time of your agreement. Fees are charged monthly in advance. Usage charges, where applicable, are charged in arrears and are based on actual consumption.

We will give you at least 30 days' notice of any change to the monthly fee. Continued use of the service after that period constitutes acceptance of the new fee.

If payment is not received within 14 days of the due date, we reserve the right to suspend the service until payment is made.

No contract period

There is no minimum contract term. You may cancel at any time by giving us written notice at support@practicevoice.co.uk. Cancellation takes effect at the end of the current billing month. We do not offer refunds for any portion of a month already paid.

We may also terminate the service by giving you 30 days' written notice, or immediately if you breach these terms in a material way and do not remedy the breach within 7 days of being asked to do so.

Data and confidentiality

Where we process personal data on your behalf as part of delivering the service, we do so as your data processor. The terms of that arrangement are set out in our Data Processing Agreement, which forms part of our service contract with you.

We will keep confidential any information about your practice that is not publicly available and that you share with us in connection with the service. We will not use it for any purpose other than delivering the service.

Intellectual property

The AI agent, its configuration, underlying technology, and any materials we produce in delivering the service remain our intellectual property. You are granted a non-exclusive licence to use the agent on your website for as long as your subscription is active.

Any content you provide to us — such as information about your practice, fees, and availability — remains yours. You grant us a licence to use it solely for the purpose of configuring and operating the agent.

Limitation of liability

We take care in building and maintaining the service, but we cannot guarantee that it will be uninterrupted, error-free, or that the agent will always respond as expected.

To the fullest extent permitted by law, our total liability to you in connection with the service is limited to the fees you have paid us in the three months preceding the event giving rise to the claim.

We are not liable for any indirect, consequential, or special loss, including loss of profit, loss of clients, or reputational harm, even if we have been advised of the possibility of such loss.

Nothing in these terms limits our liability for death or personal injury caused by our negligence, fraud, or any other liability that cannot be excluded by law.

Governing law

These terms are governed by the laws of England and Wales. Any disputes will be subject to the exclusive jurisdiction of the courts of England and Wales.

Changes to these terms

We may update these terms from time to time. If we make material changes, we will give you at least 30 days' notice by email before the changes take effect. Continued use of the service after that date constitutes acceptance.

Contact

Practice Voice Ltd
5 Brayford Square
London E1 0SG
United Kingdom
support@practicevoice.co.uk