Terms & Conditions
1. Introduction
These terms and conditions govern your use of the Documenti website (documenti.co.uk) and the Documenti clinic management platform (the "Platform"). Documenti is a trading name of Apavai Ltd, registered in England & Wales (Company No. 17036797), with its registered office at 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ. By accessing or using our services, you agree to be bound by these terms. If you do not agree, please do not use our services.
2. Definitions
In these terms: "we", "us", and "our" refer to Apavai Ltd trading as Documenti; "you" and "your" refer to the user of our website or services; "Platform" refers to the Documenti clinic management software, including all features for patient records, treatment mapping, clinical notes, consent forms, and related tools; "Website" refers to documenti.co.uk; "Data" refers to any information, patient records, clinical notes, images, or other content you enter into the Platform.
3. The Platform
Documenti provides a cloud-based clinic management platform designed for aesthetic practices. The Platform includes tools for managing patient records, treatment notes, consent forms, treatment mapping, and related clinical documentation. The Platform is a tool to assist you in managing your practice — it does not provide medical advice, clinical guidance, or regulatory compliance on your behalf.
4. Your Account
You are responsible for maintaining the confidentiality of your account credentials and for all activity that occurs under your account. You must notify us immediately of any unauthorised use of your account. We reserve the right to suspend or terminate accounts that we reasonably believe are being used in breach of these terms.
5. Your Responsibilities
As a user of the Platform, you acknowledge and agree that:
- You are solely responsible for the accuracy, completeness, and legality of all Data you enter into the Platform, including patient records and clinical notes.
- You are responsible for ensuring your use of the Platform complies with all applicable laws and regulations, including the UK GDPR, Data Protection Act 2018, and any requirements set by the Care Quality Commission (CQC) or equivalent regulatory bodies.
- You are responsible for obtaining all necessary patient consents before entering their data into the Platform.
- The Platform does not replace your professional clinical judgement. All treatment decisions, diagnoses, and patient care remain your sole responsibility.
- You must maintain your own independent records and backups as required by your professional obligations and regulatory requirements.
- You will not use the Platform for any unlawful purpose or in a manner that could damage, disable, or impair the service.
6. Data Ownership and Processing
You retain ownership of all Data you enter into the Platform. We do not claim any ownership rights over your Data. We process your Data solely to provide the Platform services to you and in accordance with our Privacy Policy.
For the purposes of data protection law, you are the data controller for patient data entered into the Platform, and we are the data processor. We will process such data only on your instructions and in accordance with applicable data protection legislation.
Upon termination of your account, we will make your Data available for export for a period of 30 days, after which it may be permanently deleted.
7. Service Availability
We aim to provide a reliable and available service but do not guarantee uninterrupted access to the Platform. We may occasionally need to perform maintenance, updates, or experience downtime due to circumstances beyond our control. We will endeavour to provide reasonable notice of planned maintenance where possible.
We are not liable for any loss or damage arising from temporary unavailability of the Platform, including any inability to access patient records during periods of downtime.
8. Limitation of Liability
The Platform is provided on an "as is" and "as available" basis. To the fullest extent permitted by law:
- We make no warranties or representations, express or implied, regarding the Platform's suitability for any particular clinical, medical, or regulatory purpose.
- We are not liable for any clinical decisions made using information stored on or retrieved from the Platform.
- We are not liable for any loss, damage, or adverse outcome arising from inaccurate, incomplete, or missing Data entered by you or your staff.
- We are not liable for any regulatory non-compliance, including CQC requirements, arising from your use of the Platform.
- Our total aggregate liability to you for any claims arising from or related to the Platform shall not exceed the total fees paid by you in the 12 months preceding the claim.
- We are not liable for any indirect, incidental, special, consequential, or punitive damages, including loss of profits, data, business, or goodwill.
Nothing in these terms shall limit or exclude our liability for death or personal injury caused by our negligence, fraud or fraudulent misrepresentation, or any other liability that cannot be excluded or limited by law.
9. Indemnification
You agree to indemnify and hold harmless Apavai Ltd, its directors, employees, and agents from any claims, damages, losses, or expenses (including reasonable legal fees) arising from your use of the Platform, your breach of these terms, or any claim that Data you entered into the Platform infringes the rights of a third party.
10. Intellectual Property
All content on the Website and Platform, including text, graphics, logos, icons, software, and the underlying technology, is the property of Apavai Ltd and is protected by UK and international copyright laws. You may not reproduce, distribute, reverse-engineer, or create derivative works from any part of the Platform without our prior written consent.
11. Subscription and Payment
Access to the Platform requires a paid subscription. Fees are as published on our Website or as agreed in writing. We reserve the right to change our fees upon reasonable notice. All fees are exclusive of VAT unless otherwise stated. Failure to pay fees may result in suspension or termination of your access.
12. Termination
Either party may terminate the subscription by providing 30 days' written notice. We may terminate or suspend your access immediately if you breach these terms or if we are required to do so by law. Upon termination, your right to use the Platform ceases and you should export your Data within the 30-day window provided.
13. Changes to These Terms
We may revise these terms from time to time. Material changes will be communicated to you via email or through the Platform. Continued use of the Platform after changes take effect constitutes acceptance of the revised terms.
14. Governing Law
These terms are governed by and construed in accordance with the laws of England and Wales. Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.
15. Cookie Policy
What are cookies?
Cookies are small text files placed on your device when you visit a website. They help the website function properly and provide information to the site owners.
Cookies we use
We use the following types of cookies on our Website and Platform:
- Essential cookies: Required for the Website and Platform to function, including authentication and session management.
- Analytics cookies (Google Analytics): We use Google Analytics to understand how visitors interact with our Website. These cookies collect aggregated, anonymous data about page visits and usage patterns. Google Analytics cookies include
_ga,_ga_*, and_gid. - Marketing cookies (Mailchimp): When you submit forms on the Website, Mailchimp may set cookies to track form submissions and email campaign engagement.
Managing cookies
Most browsers allow you to refuse or delete cookies via your browser settings. Blocking all cookies may affect the functionality of the Website and Platform.
Google Analytics opt-out
You can opt out of Google Analytics tracking by installing the Google Analytics opt-out browser add-on.
16. Contact
If you have any questions about these terms, please get in touch.