Psy Planner

Contents

1. Definitions
2. Customer Eligibility and Access
3. Scope of Services
4. Data Location and Residency
5. Payments
6. Guarantee and Refund Eligibility
7. Acceptable Use
8. Use of Artificial Intelligence and Automated Features
9. Technical Support and Data Migration
10. Regulatory Compliance
11. Service Availability and Maintenance
12. Termination and Suspension
13. Third-Party Services and Integrations
14. 13A. Online Booking and Public Forms
15. Modifications to Services and Terms
16. Intellectual Property Rights
17. Feedback and Customer Submissions
18. Warranties and Disclaimers
19. Limitation of Liability
20. Indemnification
21. Force Majeure
22. Dispute Resolution
23. Governing Law
24. Severability
25. Entire Agreement
26. Communications
27. No Waiver
28. Survival
29. Contact Information

1. Definitions

• Account Data: information linked to your account, such as contact details, credentials, and billing data.
• Customer: an individual or entity subscribing to the Services.
• Customer Data: information entered or uploaded by Customers or Users in the platform.
• Services: features provided by Psy Planner as part of the subscription.
• Client: an individual whose data is managed within the platform by a Customer, including persons who submit information via public booking pages or public form links.
• Session Note: structured clinical documentation created by a Customer within the platform using a note template, including signed and draft notes.
• Built-in Template: a note or form template provided by Psy Planner as part of the Services, which cannot be deleted but may be duplicated and customised by Customers.
• Custom Template: a note or form template created or modified by a Customer, owned by that Customer and stored within their account.
• Public Booking Page: a publicly accessible web page generated by Psy Planner on behalf of a Customer, through which Clients may submit booking requests and complete intake forms.
• Submission: a completed form response submitted by a Client via a Public Booking Page or a public form link.
• Outcome Data: standardised clinical assessment scores (such as PHQ-9, GAD-7, and SRS results) submitted by Clients and stored within the platform for the purpose of clinical outcome tracking.

2. Customer Eligibility and Access

To use the Services, you must be legally able to enter a binding contract, provide accurate registration information, and keep your credentials secure. You are responsible for all activity under your account.

3. Scope of Services

Psy Planner provides cloud-based practice management functionality for therapists, psychologists, and related healthcare professionals. The Services include:

• Scheduling and calendar management: appointment creation, calendar synchronisation, and automated client reminders.
• Client records: secure storage of client profile information, clinical details, and session history.
• Session notes: structured clinical documentation using built-in and custom note templates, including signed and draft notes.
• Forms: creation, distribution, and collection of client-facing forms including intake questionnaires, standardised clinical assessments, and consent forms.
• Online booking: a publicly accessible booking page allowing clients to request appointments, select services, and complete intake forms before their session.
• Outcome tracking: collection and display of standardised assessment scores submitted by clients, presented as longitudinal trend data within the client record.
• Template library: a library of built-in note and form templates provided by Psy Planner, plus the ability for Customers to create and manage custom templates.

Feature availability may vary by region, subscription plan, or product updates.

4. Data Location and Residency

For customers located in the European Economic Area (EEA), personal data is stored and processed within the EEA by default. Where third-party sub-processors are used, appropriate transfer safeguards are applied as described in our Privacy Policy. For details of all sub-processors, see www.psyplanner.app/processors.

5. Payments

Paid subscriptions are billed through Paddle. You authorize recurring charges for active plans unless canceled. You are responsible for keeping payment details current and paying invoices when due.

Free trials, where offered, last for the period stated at signup. At the end of the trial period, access reverts to the free plan unless a paid plan is activated. No charges are made without explicit action by the user.

6. Guarantee and Refund Eligibility

Promotional guarantees or refunds, if offered, are subject to the terms presented at purchase time. Eligibility may be limited where invoices are overdue, accounts are in breach, or pricing terms are abused.

7. Acceptable Use

You must use the Services lawfully and responsibly. Prohibited conduct includes unauthorized access, malware distribution, infringement of third-party rights, and misuse of personal or sensitive data.

Clinical use obligations

You are solely responsible for the clinical accuracy and appropriateness of all session notes, form content, and assessment data created or managed within the platform. Psy Planner provides tools to assist documentation — it does not provide clinical advice, diagnoses, or treatment recommendations. You must not use the Services as a substitute for professional clinical judgment.

Signed session notes

Once a session note is signed and finalised within the platform, it is locked and forms part of a permanent clinical record. You must not attempt to circumvent, modify, or delete signed notes through technical means. If an error in a signed note requires correction, the appropriate clinical practice is to create an addendum.

Public booking pages and forms

If you use the online booking or public form features, you are responsible for ensuring that the content of your booking page, services listed, and any forms distributed to clients comply with applicable laws including consumer protection, healthcare advertising, and data protection regulations in your jurisdiction. You must not use public booking pages to collect data for purposes unrelated to clinical care.

Built-in templates

Built-in templates provided by Psy Planner (including standardised clinical assessments such as PHQ-9 and GAD-7) are provided for convenience. You are responsible for verifying that their content is appropriate for your clinical context, jurisdiction, and client population. Psy Planner makes no warranty as to the clinical validity or regulatory approval of any built-in template in any specific jurisdiction.

8. Use of Artificial Intelligence and Automated Features

Certain features of the Services use automated processing, including:

• Template auto-suggestion:the platform suggests note templates based on a client's recorded therapy modality and session type. This is a convenience feature and does not constitute a clinical recommendation. You may override any suggestion at any time.
• Outcome trend analysis: where you have configured outcome tracking for a client, the platform automatically processes assessment scores to generate trend charts and clinical alerts. These alerts are informational only and do not replace clinical assessment or crisis protocols.

You remain fully responsible for all clinical decisions, documentation, and actions taken in reliance on any automated output produced by the platform. Automated features do not replace professional judgment and must not be represented to clients as clinical opinions.

9. Technical Support and Data Migration

When you request support or migration assistance, we may access limited data necessary to fulfill that request, subject to confidentiality and security obligations.

10. Regulatory Compliance

Our obligations

Psy Planner implements technical and organisational measures designed to support compliance with applicable data protection and healthcare privacy regulations, including the General Data Protection Regulation (GDPR) where applicable, and the Health Insurance Portability and Accountability Act (HIPAA) for US-based Customers. Where required, we will enter into a Business Associate Agreement (BAA) with Customers who are HIPAA-covered entities. To request a BAA, contact team@psyplanner.app.

Your obligations

You are responsible for ensuring your own use of the Services complies with all laws and professional regulations applicable in your jurisdiction. This includes but is not limited to:

• Obtaining any required client consents before storing personal or health data in the platform.
• Ensuring your use of online booking pages, public forms, and client communications complies with healthcare advertising and telehealth regulations in your jurisdiction.
• Maintaining appropriate clinical records in accordance with the professional and legal standards applicable to your licence or registration.
• Verifying that session note content meets the documentation standards required by your regulatory body, insurer, or employer.
• Complying with any applicable data retention obligations for clinical records — note that Psy Planner's default retention periods may not align with all jurisdictional requirements.

Psy Planner is a software tool and is not a licensed healthcare provider. Use of the platform does not constitute compliance with any clinical, professional, or regulatory standard.

EU customers may request a Data Processing Agreement (DPA) by contacting team@psyplanner.app. For details of your GDPR rights, see our Privacy Policy at www.psyplanner.app/privacy-policy.

11. Service Availability and Maintenance

We aim for reliable operation but do not guarantee uninterrupted service. Maintenance and outages may occur, including for third-party dependencies.

12. Termination and Suspension

We may suspend or terminate access for material breaches, security risks, or non-payment. You may close your account at any time, subject to outstanding fees and applicable data retention rules.

Effect of termination on clinical records

Upon account termination or cancellation, you are responsible for exporting any client records, session notes, and form submissions that you are legally required to retain under applicable professional or regulatory obligations before your account is closed. Psy Planner will provide a reasonable export window following notice of termination. We are not responsible for loss of data that was not exported prior to account closure, except where deletion was caused by our error.

Note that certain jurisdictions require therapists to retain clinical records for a minimum period (commonly 6–10 years). You must independently ensure your record retention obligations are met — account termination does not relieve you of these obligations.

13. Third-Party Services and Integrations

Integrations (for example Google Calendar and payment providers) are optional and governed by those providers' terms and privacy notices. You are responsible for assessing suitability and lawful use of any enabled integration.

Where you enable telehealth video sessions through a third-party provider integrated with Psy Planner, that provider's terms and privacy policy govern the video session itself. Psy Planner does not record, store, or process the content of video sessions. You are responsible for ensuring that your use of any telehealth integration complies with applicable telehealth regulations, including any requirements to obtain client consent for remote sessions.

Where automated reminders or notifications are sent to clients via email through the platform, you are responsible for ensuring you have appropriate consent from those clients to receive such communications.

See our vendor transparency page: www.psyplanner.app/processors.

13A. Online Booking and Public Forms

Public-facing features

Psy Planner provides Customers with the ability to publish a public booking page and distribute public form links that can be accessed by their clients without an account. By enabling these features, you acknowledge that:

• Clients submitting booking requests or completing forms via your public page are providing their personal information directly to Psy Planner's infrastructure on your behalf. You are the data controller for that information. Psy Planner processes it as your data processor.
• You are responsible for ensuring that your public booking page and any forms distributed to clients accurately represent your services, pricing, cancellation policy, and clinical scope.
• You must include appropriate consent language in any intake or assessment form you distribute to clients. Psy Planner provides a consent field type for this purpose but does not mandate its use or verify its legal sufficiency in your jurisdiction.

Booking requests

Booking requests submitted by clients via your public page are not confirmed appointments until you approve them. You are solely responsible for reviewing and actioning booking requests in a timely manner. Psy Planner is not liable for any harm arising from delayed or unanswered booking requests.

Cancellation policy

Any cancellation policy you configure or display on your booking page is a matter between you and your clients. Psy Planner does not enforce cancellation fees or process refunds on your behalf.

14. Modifications to Services and Terms

We may modify the Services or these Terms from time to time. Continued use after updates become effective constitutes acceptance of the updated Terms.

15. Intellectual Property Rights

All platform intellectual property belongs to Psy Planner or its licensors. You retain ownership of your data and grant us a limited license to process it solely to provide and improve the Services.

16. Feedback and Customer Submissions

If you submit feedback, you grant us a non-exclusive right to use it to improve our products and services without compensation.

17. Warranties and Disclaimers

Services are provided on an "as is" and "as available" basis, subject to non-excludable rights under applicable law.

18. Limitation of Liability

To the maximum extent permitted by law, we are not liable for indirect or consequential losses. Our aggregate liability is limited to fees paid for the Services during the 12 months before the claim.

19. Indemnification

You agree to indemnify Psy Planner against claims arising from your breach of these Terms, unlawful use of the Services, or infringement of third-party rights.

20. Force Majeure

We are not responsible for delays or failures caused by events beyond our reasonable control, including major outages, natural disasters, or third-party infrastructure failures.

21. Dispute Resolution

Parties agree to attempt good-faith resolution first by contacting team@psyplanner.app. If unresolved within 30 days, disputes will be referred to the competent courts of the jurisdiction of Psy Planner's place of incorporation, subject to any mandatory local jurisdiction rules applicable to EU and UK consumers. EU consumers may also use the European Commission's Online Dispute Resolution platform at https://ec.europa.eu/consumers/odr

22. Governing Law

These Terms are governed by the laws of the jurisdiction in which Psy Planner is incorporated. For EU consumers, the mandatory consumer protection laws of your country of residence apply in addition to the above and cannot be excluded by these Terms.

23. Severability

If any provision is held unenforceable, remaining provisions stay in effect to the fullest extent permitted by law.

24. Entire Agreement

These Terms, together with referenced legal documents, constitute the entire agreement regarding use of the Services.

25. Communications

You consent to receive electronic communications related to your account, service updates, security notices, and billing.

26. No Waiver

Failure to enforce any provision is not a waiver of the right to enforce it later.

27. Survival

Provisions that should survive termination (including liability, IP, indemnity, and dispute provisions) remain in effect.

28. Contact Information

For support or legal inquiries related to these Terms: