Terms of Service

1. Acceptance

These Terms of Service are an agreement between you and Calyx Clinical Systems Ltd (company no. 17289410, registered in England and Wales), which operates Calyx ("Calyx", "we", "us"). By creating an account on Calyx, you agree to be bound by these terms. If you are agreeing on behalf of a clinic, business, or organisation, you confirm that you have the lawful authority to bind that organisation to these terms.

2. The service

Calyx provides an integrated clinic management platform comprising an Admin Portal, Clinical Portal, and Client Portal, together with an optional companion mobile app, Calyx Tap & Pay, for taking in-person card payments. The service is available via paid subscription tiers and a no-cost free tier. The free tier is subject to a platform transaction fee as described in section 3. We reserve the right to modify, update, or discontinue platform features with reasonable prior notice.

3. Subscriptions and billing

• Free: No monthly subscription. Available to clinics with up to two practitioners and up to 100 active patients.
• Pricing plans: Professional: £249/month, Clinic Pro: £499/month, Enterprise: bespoke pricing.
• Billing cycle: Subscription fees are billed monthly in advance via Stripe.
• Platform transaction fee: Clinics on the free tier are subject to a 1% Calyx platform fee on all card payments processed through Stripe, including online bookings, patient portal deposits, in-person terminal payments, and tap-to-pay. This fee is deducted automatically by Stripe before funds are settled to your connected Stripe account and is separate from Stripe's own card processing fees. Clinics on paid subscription tiers pay no platform transaction fee.
• Free trial: Professional includes a 30-day free trial; card details are entered at signup and are charged after 30 days unless you cancel. Clinic Pro is charged in full from signup and has no trial.
• Cancellation: You may cancel your subscription at any time. Cancellation will take effect at the end of your current active billing period.
• No refunds for unused time: Subscription fees are billed in advance and are non-refundable. We do not offer refunds or credits for partial months, unused periods, or downgrades, including where a plan (for example Clinic Pro) is paid in full at signup and later cancelled.
• Costs already incurred: Where we do provide a refund, whether at our discretion or where required by law, it will be reduced by any third-party costs we have already incurred on your behalf during the relevant period and cannot recover. These include communications sent through the platform (such as email, SMS, and WhatsApp messaging) and usage of AI-powered features. Such costs are non-refundable.

4. Payments processing and the Calyx Tap & Pay app

Calyx includes an optional mobile app, Calyx Tap & Pay, which lets your clinic staff take in-person contactless card payments using a compatible phone as the card reader (Tap to Pay). These terms apply to the app as part of the service.

• Payment processor: All card payments taken through Calyx, whether online, via a card terminal, or via Tap to Pay, are processed by Stripe. To take payments your clinic must connect its own Stripe account, and your use of Stripe is additionally governed by Stripe's own terms, including the Stripe Connected Account Agreement. You are responsible for meeting Stripe's and the card networks' requirements and for keeping your Stripe account in good standing.
• Merchant of record: Each payment is between your clinic and your patient. Your clinic is the merchant of record; funds settle to your clinic's own connected Stripe account on Stripe's payout schedule. Calyx is not a party to that payment and does not hold your funds, other than the free-tier platform fee described in section 3 and Stripe's own fees.
• Card data: Card details are captured and processed entirely by Stripe and are never stored by Calyx or on the device. Calyx does not see or hold card numbers.
• Your responsibilities: You are responsible for the accuracy of the amounts you charge and for handling refunds, chargebacks, and payment disputes with your patients and with Stripe. You must ensure only authorised staff are signed in to Calyx Tap & Pay, keep the devices secure, and use them in line with these terms and Stripe's terms.
• Availability: Tap to Pay requires a supported device, the necessary device permissions (including device location, which Stripe requires in order to process a card-present payment), your clinic's Stripe account having in-person payments enabled, and distribution through the relevant app store. We are not liable for payment failures, delays, or losses caused by Stripe, the card networks, app-store or device platforms, or connectivity outside our reasonable control.

5. Acceptable use

You agree not to use the platform to, or attempt to:

• Store, process, or transmit data outside your lawful authority or without patient consent.
• Access or modify another clinic's data or accounts.
• Reverse engineer, decompile, or copy the source code and design systems of Calyx.
• Use the platform for any unlawful, fraudulent, or malicious purpose.
• Resell, lease, or distribute access to the platform to third parties.

6. Clinical and regulatory responsibility

Calyx is purely a software-as-a-service platform. We are not a healthcare provider, medical device manufacturer, or regulatory body. Clinics are solely and exclusively responsible for:

• All clinical decisions, diagnoses, and treatment plans.
• Compliance with Care Quality Commission (CQC) requirements and standards.
• Compliance with Medicines and Healthcare products Regulatory Agency (MHRA) regulations.
• Compliance with UK prescribing laws and guidelines.
• Obtaining and documenting appropriate patient consent.

The AI consultation scribe and associated charting features are designed strictly as assistive tools. All generated clinical notes, treatment records, and prescription decisions must be fully reviewed, edited, and authorised by a qualified, registered practitioner.

7. Data ownership

Clinics own all right, title, and interest in their data. Calyx will not access, share, or sell clinic or patient data except as required to provide the core services, provide customer support, or as strictly required by law. Upon account closure, you may export your entire database and records within 30 days.

8. Uptime and availability

We target a 99.9% platform uptime. Planned system maintenance will always be communicated to administrators in advance. We are not held liable for downtime caused by upstream third-party infrastructure providers (such as Supabase, Vercel, or Stripe).

9. Limitation of liability

To the maximum extent permitted by law, Calyx is not liable for any indirect, incidental, special, or consequential damages. Our total cumulative liability arising out of or in connection with these terms is strictly limited to the fees paid by you (including subscription and platform transaction fees) in the three months immediately preceding the event giving rise to the claim.

10. Intellectual property

Calyx and all related branding, marks, layout designs, components, and software are the exclusive intellectual property of the company. You may not reproduce, copy, or distribute any part of the platform without our prior written permission.

11. Termination

We reserve the right to suspend or terminate accounts that breach these terms, with or without notice depending on the severity of the breach. You may cancel your subscription at any time via the billing panel inside your account dashboard.

12. Governing law

These terms are governed by and construed in accordance with the laws of England and Wales. Any disputes arising under or in connection with these terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.

13. Contact

For questions regarding these terms, please contact our support team at hello@usecalyx.app.