Terms of Service

1. Agreement to Terms

By accessing or using Theralogio ("Service", "Platform", "we", "us", or "our"), you agree to be bound by these Terms of Service ("Terms"). If you disagree with any part of these terms, you may not access the Service.

These Terms apply to all users of the Service, including healthcare practitioners, their staff, and clients who use the booking and intake features.

2. Description of Service

Theralogio is a GDPR-compliant practice management platform designed specifically for Belgian psychotherapists and healthcare practitioners. The Service provides:

• Client scheduling and appointment management
• Client records and document management
• Digital intake forms and assessments
• Convention patient tracking per Belgian healthcare regulations
• Automated email communications and reminders
• Payment processing and billing management
• Secure data storage compliant with healthcare regulations

3. Account Registration

3.1 Eligibility

To create a practitioner account, you must:

• Be at least 18 years old
• Be a licensed healthcare practitioner in Belgium or another EU country
• Provide accurate and complete registration information
• Maintain the security of your account credentials

3.2 Account Security

You are responsible for:

• Maintaining the confidentiality of your login credentials
• All activities that occur under your account
• Immediately notifying us of any unauthorized access
• Ensuring your team members have appropriate access levels

4. Professional Responsibilities

As a healthcare practitioner using our Service:

• You are the data controller for all client data you process through the platform
• You must maintain valid professional licenses and insurance
• You are responsible for the accuracy of client records and clinical documentation
• You must comply with all applicable healthcare regulations and professional codes of conduct
• You must obtain appropriate consent from clients for data processing
• You are responsible for the clinical care provided to your clients

5. Data Processing

5.1 Our Role

Theralogio acts as a data processor. You (the practitioner) are the data controller responsible for:

• Determining the purposes and means of processing personal data
• Ensuring lawful basis for processing client data
• Obtaining necessary consents from clients
• Complying with GDPR and Belgian healthcare data protection laws

5.2 Data Protection Agreement

By using our Service, you agree to our Data Processing Agreement which outlines our respective obligations under GDPR and Belgian law, including:

• Processing data only on your documented instructions
• Implementing appropriate security measures
• Maintaining confidentiality
• Assisting with data subject rights requests
• Retaining data according to legal requirements (30 years for healthcare records)

6. Acceptable Use

You agree NOT to:

• Use the Service for any unlawful purpose
• Violate any applicable healthcare regulations or professional standards
• Attempt to gain unauthorized access to any part of the Service
• Transmit viruses, malware, or harmful code
• Interfere with or disrupt the Service or servers
• Use automated systems to access the Service without permission
• Share your account with unauthorized persons
• Reverse engineer or attempt to extract source code
• Remove or modify any proprietary notices

7. Payment Terms

7.1 Subscription Fees

Access to the Service requires a paid subscription. Subscription fees are:

• Billed monthly or annually in advance
• Non-refundable except as required by law
• Subject to change with 30 days notice
• Automatically renewed unless cancelled

7.2 Payment Processing

Payments are processed securely through Stripe. You authorize us to charge your payment method for all fees. Failed payments may result in service suspension.

7.3 Cancellation

You may cancel your subscription at any time. Cancellation takes effect at the end of your current billing period. Access to client data continues for 90 days after cancellation for data export purposes.

8. Intellectual Property

8.1 Our Rights

The Service, including all software, designs, text, graphics, and other content, is owned by Theralogio and protected by copyright, trademark, and other intellectual property laws.

8.2 Your Data

You retain all rights to the data you input into the Service. You grant us a limited license to host, store, and process your data solely to provide the Service.

9. Service Availability

We strive to maintain high availability but do not guarantee uninterrupted access. We may:

• Perform scheduled maintenance with advance notice
• Implement emergency updates for security or critical issues
• Temporarily suspend service for reasons beyond our control

We will notify you of planned maintenance affecting service availability.

10. Data Backup and Recovery

We maintain regular backups of all data. However:

• You are responsible for maintaining your own backup copies of critical data
• We cannot guarantee recovery of all data in all circumstances
• Data export functionality is available at any time

11. Limitation of Liability

To the maximum extent permitted by law:

• The Service is provided "as is" without warranties of any kind, express or implied
• We are not liable for any indirect, incidental, special, consequential, or punitive damages
• Our total liability shall not exceed the amount you paid us in the 12 months preceding the claim
• We are not responsible for clinical outcomes or professional malpractice
• We are not liable for third-party services or integrations

Nothing in these Terms limits our liability for fraud, gross negligence, or violations of mandatory consumer protection laws.

12. Indemnification

You agree to indemnify and hold harmless Theralogio from any claims, damages, or expenses arising from:

• Your use of the Service
• Your violation of these Terms
• Your violation of any law or regulation
• Your clinical practice and professional conduct
• Claims by your clients related to your services

13. Account Termination

13.1 By You

You may terminate your account at any time through the platform settings or by contacting support.

13.2 By Us

We may suspend or terminate your account if:

• You violate these Terms
• Your payment fails repeatedly
• You engage in fraudulent or illegal activity
• Required by law or regulatory authority

We will provide reasonable notice except in cases of serious violations or legal requirements.

13.3 Effect of Termination

Upon termination:

• Your access to the Service will cease
• You have 90 days to export your data
• We retain data as required by law (30 years for healthcare records)
• Financial obligations remain due

14. Modifications

We reserve the right to modify these Terms at any time. We will notify you of material changes via:

• Email to your registered address
• Prominent notice on the platform

Continued use after changes constitutes acceptance. If you do not agree to changes, you must terminate your account.

15. Governing Law

These Terms are governed by Belgian law. Any disputes shall be resolved in the courts of Belgium. For consumer users, mandatory consumer protection laws of your country of residence may apply.

16. Dispute Resolution

In the event of a dispute, we encourage you to contact us first at support@theralogio.com to seek an informal resolution. If informal resolution fails, disputes may be resolved through:

• Mediation by a neutral third party
• Arbitration under Belgian arbitration rules
• Court proceedings as a last resort

17. Severability

If any provision of these Terms is found unenforceable, that provision shall be modified to reflect the parties' intention, and the remaining provisions shall remain in full force and effect.

18. Contact Information

For questions about these Terms of Service, please contact: