Terms of Service

1Who these terms are between

Adaptiwise AI is booking, customer-record, messaging and payment software for small businesses and clinics. It runs at app.adaptiwise.com and is described at adaptiwise.com. In these terms Adaptiwise AI, we and us mean the operator of this deployment — registered legal name, business number and address: for the operator to complete — and you means the business that holds an account.

These terms bind the business. If you reached this page from a booking confirmation, your agreement about that appointment is with the business you booked with, not with us: they set the price, the service and the cancellation policy, and they are the organisation accountable for your record. What we do with that record is in the Privacy Policy.

Using Adaptiwise AI means accepting these terms. If you do not accept them, do not use the service.

2Accounts, workspaces and who may see what

• An account is one email address and a password of at least twelve characters.
• If you forget the password, use "Forgot your password?" on the sign-in page. We email a single-use link to the account address; it works once, expires about an hour after it is sent, and only the most recent link works. Choosing a new password signs out every existing session, on every device. Signed in, you can change the password directly and the same thing happens.
• We email a confirmation link when an account is created. Nothing is locked while the address is unconfirmed — you can use the product immediately — but every recovery message goes to that address, so an address you cannot read is an account you cannot recover.
• Signing in creates a session that lasts thirty days unless you sign out. Signing out ends it immediately.
• A workspace holds one business: its services, staff, customers, bookings and payments. Whoever creates it is its owner.
• The owner decides who else has access and what each person may see or do — whose calendars, clinical notes, revenue figures and refunds are all separate permissions.
• A person invited to a team gets their own account, not a shared one. The invitation is a single-use link emailed to the address the business entered; it expires about a week after it is sent, only the most recent one works, and opening it is where they choose their own password. The business never sees that password. If the address already has an Adaptiwise AI account, the invitation adds the business to it and changes nothing else.
• You are responsible for what the people you invite do with the access you gave them, and for telling us promptly if you believe somebody else has your password.

We may suspend an account being used to break these terms — in particular one used to message people who did not ask to hear from it, or to try to reach another workspace's data.

3What the service does, and what it does not promise

• A public booking page for your business, with your services, staff, hours and rules.
• A calendar, a customer record, and — for clinics that use it — visit notes and intake answers.
• Reminders, confirmations and follow-ups by text message and email.
• Deposits and payments taken through a card processor, and a record of cash, transfer and insurance payments taken elsewhere.
• Reporting on bookings, utilisation and takings.

Everything that leaves the system — a text message, an email, a card charge — goes through an outside provider. A deployment can run those providers in a sandbox, which is the default: the product behaves the same way, but no message is delivered and no card is charged. Screens that report money or delivery say which mode they are describing.

4Your records

• The records you and your customers put into Adaptiwise AI are yours. We do not sell them and we do not use them for advertising.
• We handle them to run the service for you and on your instructions. The Privacy Policy says what is collected, why, and who else touches it.
• You can export what is held about one customer, and erase it when the person it is about asks you to.
• You decide how long to keep your records. We do not run a deletion schedule of our own over your business data.

5Bookings and your cancellation policy

Your booking page applies the rules you set: how much notice you need, how far ahead people may book, your cancellation window, and any late-cancellation fee. A customer has to accept your cancellation policy before a booking is taken, and the fee it authorises is the one you configured.

Adaptiwise AI is not a party to the appointment. We show and apply the rules you configured. The service, the price, any fee charged under your policy and any dispute about them are between you and your customer.

6Money

• Card payments and deposits are processed by Stripe. Card numbers never reach Adaptiwise AI — the browser exchanges them with the processor and only a token reaches us.
• One processor account is configured per deployment, not one per business. How takings reach your business is arranged with the operator; Adaptiwise AI does not run a separate connected account for each business today.
• In sandbox mode no money moves at all, and the Payments screen labels those figures as simulated rather than reporting them as takings.
• Cash, transfer and insurance payments recorded at the desk are your record of money that changed hands somewhere else. We do not move it and cannot reconcile it.
• Refunds are yours to issue, from the console or from the processor.

7Messages we send on your behalf

• Reminders, confirmations, follow-ups and campaigns go out under your business's name, to the people in your records.
• Getting the consent to send them is yours. Do not use Adaptiwise AI to message somebody who has not asked to hear from your business.
• Every text message carries STOP. A STOP suppresses that channel for that person from the moment it lands: reminders already queued for them are cancelled, and later messages on that channel are refused and recorded rather than sent. HELP is answered by the carrier.
• Text messages are held between 21:00 and 08:00 in the booking location’s own timezone and sent when that window closes.
• Standard message and data rates may apply to the people you message.

8What you may not do with it

• Break the law with it, or help somebody else to.
• Message people who have not consented, or keep messaging somebody who has said stop.
• Try to reach data belonging to another workspace, or probe the service for a way to.
• Scrape it, load-test it, or run it at a volume meant to degrade it for others.
• Resell access to it, or present it as your own product, without the operator’s written agreement.
• Upload content you have no right to hold, or use the service to store data it was plainly not built for.

9Suspension, ending the agreement, and what happens to the data

• You may stop using Adaptiwise AI at any time. Export what you need first — the export is in the console, and it is easier to run while the account still works.
• We may suspend or close an account for a serious or repeated breach of these terms, and will say why.
• After an account is closed, the operator removes the workspace’s data on request. Until you ask, it stays: we do not delete a business’s records on a timer, and that cuts both ways.
• Records we are required to keep — an audit trail of who did what, and payment records a processor or a tax authority requires — outlive the account.

10Warranties and liability

Adaptiwise AI is provided as is. To the extent the law allows, we make no warranty that it will be uninterrupted, error-free, or fit for a particular purpose, and we are not liable for lost profits, lost bookings, lost data or indirect loss.

Nothing here limits what may not be limited. Canadian consumer-protection legislation, and liability for fraud, for fraudulent misrepresentation or for personal injury caused by negligence, are unaffected by anything in this section.

The total liability of the operator under these terms is capped at the cap the operator agrees with counsel — to be completed.

11Changes to these terms

We may change these terms. The date at the top of this page changes with them, and a change that materially affects an account holder will be notified to the account holder rather than left to be discovered here. Continuing to use the service after a change means accepting it.

12Governing law

These terms are governed by the law of the province and country the operator settles on with counsel — to be completed, and the courts there have jurisdiction. This is one of the terms the draft notice at the top of this page is about: it has been left unfinished rather than guessed.

13Contact

Questions about these terms go to the operator’s contact mailbox — to be completed. A privacy question is answered in the Privacy Policy, which names where those go.