Terms & Conditions

Software as a Service Agreement · Documenti by Apavai Ltd · Effective date: June 2026

This Software as a Service Agreement (the "Agreement") is between Apavai Ltd, trading as Documenti ("we", "us", "our") and the clinic or business subscribing to the Documenti platform ("you", "your", "Client"). By using our website or Platform, you agree to these terms. If you do not agree, do not use our services.

Website: documenti.co.uk · Contact: contact form

1. Definitions

In this Agreement:

• "Platform" means the Documenti clinic management software, including web interfaces, APIs, and tools for patient records, treatment maps, clinical notes, digital consents, and related clinical documentation.
• "Website" means documenti.co.uk and related marketing pages.
• "Subscription" means your recurring paid plan for access to the Platform.
• "Data" or "Patient Data" means information you enter, upload, or generate on the Platform, including patient records, clinical notes, images, and consent records.
• "End Users" means your staff, employees, contractors, or others you authorise to access the Platform.
• "Tenant" means your clinic's dedicated environment within the Platform.

2. The service

Documenti provides a cloud-based platform for UK aesthetic clinics to manage patient records, treatment documentation, and digital consents. The Platform is a tool to assist your practice — it does not provide medical advice, clinical guidance, or regulatory compliance on your behalf.

We will use commercially reasonable efforts to make the Platform available 99.5% of the time each month, excluding scheduled maintenance. We will notify you at least 48 hours in advance of planned maintenance where practicable.

We may update, modify, or enhance the Platform from time to time. We will endeavour to notify you of material changes that affect your use at least 14 days in advance.

The Platform is provided on a multi-tenant basis. Your Tenant is logically separated from other clients, and we implement appropriate technical measures to maintain data isolation between tenants.

3. Account and access

Upon subscribing, we will provision a Tenant for your clinic. You must be 18 or over and have authority to enter this Agreement on behalf of your business.

You are responsible for maintaining the confidentiality of account credentials and for all activity under your account. Notify us immediately of any unauthorised access or security breach.

You may grant access to End Users and are responsible for ensuring they comply with this Agreement. You may revoke End User access through the Platform.

We may suspend or terminate accounts that we reasonably believe breach these terms or pose a security risk.

4. Subscription and payment

Access to the Platform requires a paid Subscription. Fees are published on our Website or agreed in writing. All fees are in GBP and exclusive of VAT unless stated otherwise.

Subscription fees are billed monthly in advance via the payment method you provide. Payments are processed securely through Stripe. We do not store full card numbers on our servers — cardholder data is handled by Stripe.

Your Subscription renews automatically each billing period unless cancelled under section 12.

We may adjust pricing with at least 30 days' written notice. Changes take effect at the start of your next billing cycle after the notice period. If you do not agree, you may cancel before the new pricing applies.

If payment fails, we will notify you and attempt to collect again. If payment remains outstanding for 14 days, we may suspend access. If outstanding for 30 days, we may terminate your Subscription.

Failure to pay does not relieve you of liability for fees already due.

5. Your responsibilities

You acknowledge and agree that:

• You are solely responsible for the accuracy, completeness, and legality of all Data you enter into the Platform.
• You must ensure your use complies with applicable laws, including UK GDPR, the Data Protection Act 2018, and requirements relevant to your practice (including CQC expectations where applicable).
• You must obtain all necessary patient consents before entering patient data, including health data and clinical images.
• The Platform does not replace professional clinical judgement. Treatment decisions and patient care remain your sole responsibility.
• You must maintain independent records and backups as required by your professional obligations.
• You will not use the Platform unlawfully or in any way that could damage, disable, or impair the service.
• You will keep billing information accurate and up to date.

6. Data protection and privacy

Both parties will comply with UK GDPR and the Data Protection Act 2018.

For Patient Data, you are the data controller and we are the data processor. We process Patient Data only on your instructions, this Agreement, and our Data Processing Agreement, which forms part of this Agreement.

We implement appropriate technical and organisational measures to protect Data, including encryption in transit and at rest, access controls, backups, and monitoring.

Patient and clinic Data is hosted on Google Cloud Platform in the europe-west1 region (Belgium). We will not transfer Patient Data outside the UK without appropriate safeguards (such as the UK International Data Transfer Agreement or UK Addendum to EU Standard Contractual Clauses).

If we become aware of a personal data breach affecting your Patient Data, we will notify you without undue delay and, where feasible, within 72 hours, with information to help you meet your obligations under data protection law.

You may export your Data during your Subscription using Platform export features where available. Upon termination, we will make Data available for export for 30 days, then securely delete it unless retention is required by law.

Our Privacy Policy explains how we handle personal data more broadly.

7. Data ownership

You retain all rights in your Data. We do not claim ownership of Data you enter into the Platform. By using the Platform, you grant us a limited licence to host, store, process, back up, and display your Data solely to provide the service to you.

8. Service availability

We aim to provide a reliable service but do not guarantee uninterrupted access. We are not liable for loss arising from temporary unavailability, including inability to access patient records during downtime, except as limited in section 9.

9. Liability and warranties

The Platform is provided on an "as is" and "as available" basis. To the fullest extent permitted by law:

• We make no warranties regarding suitability for any particular clinical, medical, or regulatory purpose.
• We are not liable for clinical decisions made using information on the Platform.
• We are not liable for loss arising from inaccurate, incomplete, or missing Data entered by you or your staff.
• We are not liable for regulatory non-compliance arising from your use of the Platform.
• Our total aggregate liability shall not exceed the fees paid by you in the 12 months preceding the claim.
• We are not liable for indirect, incidental, special, consequential, or punitive damages, including loss of profits, data, business, or goodwill.

Nothing in this Agreement excludes liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any liability that cannot be excluded by law.

10. Indemnification

You agree to indemnify and hold harmless Apavai Ltd, its directors, employees, and agents from claims, damages, losses, or expenses (including reasonable legal fees) arising from your use of the Platform, your breach of this Agreement, or any claim that Data you entered infringes third-party rights.

11. Intellectual property

All intellectual property in the Platform, Website, branding, and underlying technology remains our property. You receive only a limited right to use the Platform during your Subscription.

You may not copy, modify, reverse-engineer, decompile, or create derivative works from the Platform without our written consent.

12. Cancellation and termination

You may cancel your Subscription by giving 30 days' written notice via email or contact form. Access continues until the end of the current billing period unless we agree otherwise.

We may terminate or suspend immediately if you materially breach this Agreement, fail to pay fees after reasonable notice, use the Platform in a way that poses a security risk, or engage in unlawful activity through the Platform.

Upon cancellation or termination, you have 30 days to export Data. After that period, we will securely delete Data in accordance with section 6, except where retention is required by law.

Cancellation does not affect accrued fees or liabilities before the cancellation date.

13. Confidentiality

Each party will keep confidential any confidential information received from the other in connection with this Agreement. This obligation survives termination for two years.

Confidential information does not include information that is public, independently developed, or lawfully received from a third party without restriction.

14. Force majeure

Neither party is liable for failure or delay caused by circumstances beyond reasonable control, including natural disasters, government action, pandemic, internet or telecommunications failures, cyber-attacks, or utility outages.

15. Complaints

If you are dissatisfied with the Platform or our service, please contact us. We aim to acknowledge complaints within 3 working days and provide a full response within 14 working days.

16. Changes to these terms

We may update these terms from time to time. Minor administrative changes may be posted on the Website without notice.

For material changes affecting your rights or obligations, we will provide at least 30 days' written notice by email. If you do not agree, you may cancel your Subscription before the changes take effect without penalty.

17. Governing law

This Agreement is governed by the laws of England and Wales. Disputes are subject to the exclusive jurisdiction of the courts of England and Wales. Nothing excludes statutory rights under applicable UK law.

18. Cookie policy

What are cookies?

Cookies are small text files placed on your device when you visit a website. They help the website and Platform function and may provide information to site owners.

Cookies we use

• Essential cookies: Required for the Website and Platform to function, including authentication, session management, security tokens, and tenant identification.
• Analytics cookies (Google Analytics): Used on our marketing Website when you accept cookies in our banner. These collect aggregated usage data. Cookies may include _ga, _ga_*, and _gid.
• Marketing cookies (Mailchimp): May be set when you submit forms on the Website to track signups and email engagement.
• Payment cookies (Stripe): May be set when you subscribe or manage billing to process payments securely and prevent fraud.

Managing cookies

Our cookie banner lets you choose Essential only or Accept on the marketing Website. Blocking essential cookies may prevent you from logging in or using the Platform correctly.

You can also control cookies through your browser settings. You can opt out of Google Analytics via the Google Analytics opt-out add-on.

19. Contact

Questions about these terms: contact us or write to Apavai Ltd, 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ.

By subscribing to Documenti, you confirm that you have read, understood, and agreed to these Terms & Conditions and our Data Processing Agreement.