Terms & Conditions

1. Agreement to these terms

These terms govern your use of Doxia's website, dashboard, and enquiry widget (together, the "Service"). By creating an account, you agree to these terms and to our Privacy Policy. If you don't agree, please don't use the Service.

2. What Doxia does

Doxia captures patient enquiries submitted through a widget embedded on your clinic's website, uses AI to read and score how ready each enquiry is to book and flag anything needing careful review, and presents them in a dashboard for your team to action. Doxia is a complement to your existing booking system, not a replacement for it — we don't handle appointment scheduling, payments to your clinic, or clinical records.

3. Accounts

You must provide accurate information when signing up and keep your login credentials confidential. You're responsible for activity that happens under your account. Doxia is intended for genuine UK aesthetics and med-spa businesses.

4. Free trial, billing & cancellation

This section reflects the policy Doxia currently applies. It's the section most likely to be refined once we've reviewed it with a solicitor and as our billing setup matures — see the draft notice above.

• Free trial: new subscriptions include a 14-day free trial. You are not charged anything until the trial ends. You can cancel at any time during the trial and you will not be billed.
• Billing: after the trial, your subscription renews and is billed automatically each month at the rate for your chosen plan (Solo, Established, or Multi-Practitioner), until you cancel.
• Cancellation: you can cancel at any time from Settings in the dashboard — either through the "Manage subscription" billing portal, or by deleting your account entirely (which automatically cancels any active subscription first, so you're never left being charged for a deleted account). Once cancelled, you keep full access to the Service until the end of your current paid billing period; your subscription then ends and is not renewed.
• Refunds: because you retain access for the remainder of the period you've already paid for, we don't provide prorated refunds for the unused portion of a billing period when you cancel. If you believe you've been charged in error, contact us at smartbiz1607@gmail.com and we'll look into it.

5. AI-assisted qualification

Doxia uses Anthropic's Claude AI model to read incoming enquiries and suggest a priority status and safety flags. This is a suggestion, not an automatic decision — your team always reviews and confirms the final status of an enquiry. You're responsible for how your clinic acts on that information, including any enquiry that mentions a medical condition or other sensitive detail.

6. Your data protection responsibilities

As explained in our Privacy Policy, your clinic is the data controller for the patient enquiry data Doxia processes on your behalf. You're responsible for having a lawful basis to collect that data from your patients (e.g. your own website's privacy notice covering the enquiry widget) and for complying with your own obligations under UK GDPR.

7. Acceptable use

Don't use Doxia to collect data unlawfully, to send spam, to attempt to disrupt or reverse engineer the Service, or in any way that breaches applicable law.

8. Service availability

We aim to keep Doxia available and reliable, but we don't guarantee uninterrupted access. We may occasionally need to change, suspend, or discontinue parts of the Service, including for maintenance.

9. Limitation of liability

The Service is provided on an "as is" basis. To the fullest extent permitted by law, Doxia is not liable for indirect or consequential losses arising from your use of the Service, including lost bookings or revenue. Nothing in these terms limits liability that cannot lawfully be excluded, such as liability for fraud or death or personal injury caused by negligence.

10. Termination

You may stop using the Service and delete your account at any time. We may suspend or terminate accounts that breach these terms.

11. Changes to these terms

We may update these terms as the Service evolves or once formal legal review is complete. Material changes will be reflected by updating the "Last updated" date above.

12. Governing law

These terms are governed by the laws of England and Wales.

13. Contact us

Questions about these terms? Email smartbiz1607@gmail.com.