Terms of Service

1. About these terms

These Terms of Service ("Terms") govern your use of the Arctic Parade platform ("the Service"), a software-as-a-service system for aesthetic clinics. The Service is operated by Arctic Parade Ltd, a company registered in England and Wales (company number 17033806) ("we", "us", "our").

By creating an account or using the Service, you agree to these Terms. If you do not agree, you must not use the Service.

2. The Service

Arctic Parade provides clinic management software including bookings, patient records, CRM tools, inventory management, and a patient-facing clinic website. Features vary depending on your subscription plan.

We may update, change, or withdraw features at any time, though we aim to give reasonable notice of material changes that affect your operations.

3. Eligibility and accounts

To use the Service you must:

• Be aged 18 or over and legally capable of entering into a binding contract
• Use the Service only for legitimate clinic or healthcare-adjacent business purposes
• Provide accurate information when creating your account

You are responsible for keeping your login credentials confidential and for all activity that occurs under your account. Notify us immediately if you suspect unauthorised access.

4. Free trial

New accounts begin with a 14-day free trial. During the trial you have full access to the features included in your chosen plan. No payment is taken until the trial ends.

If you do not activate a paid subscription before the trial expires, access to the Service may be restricted until payment is set up. We will remind you before your trial ends.

5. Subscriptions and payment

Paid subscriptions are billed on the interval you select (monthly or annual) through Stripe Checkout. By providing payment details you authorise us to charge the applicable fees on a recurring basis.

All prices are shown exclusive of VAT unless otherwise stated. VAT will be added where applicable.

Cancellation: You may cancel your subscription at any time from the billing section of your account. Cancellation takes effect at the end of the current billing period. We do not offer refunds for partial periods except where required by law.

Price changes: We will give at least 30 days' notice of any price increase. Continued use of the Service after the change takes effect constitutes acceptance of the new price.

6. Your data and your patients' data

You remain the data controller for the personal data of your patients and staff that you store in Arctic Parade. We act as a data processor on your behalf. Our obligations as a processor are set out in our Data Processing Agreement and our Privacy and Data Handling page.

You are responsible for:

• Obtaining any necessary consents from your patients before entering their data into the Service
• Providing patients with an appropriate privacy notice
• Complying with all applicable data protection laws in relation to the data you process
• Ensuring that your use of the Service complies with any applicable healthcare regulations

7. Acceptable use

You must not use the Service to:

• Store or process data in a way that violates applicable law
• Attempt to gain unauthorised access to any part of the Service or its infrastructure
• Introduce malware, viruses, or other harmful code
• Resell or sublicence access to the Service without our written consent
• Use automated means to scrape, crawl, or extract data from the Service at scale
• Impersonate another person or entity

We reserve the right to suspend or terminate accounts that breach these restrictions without prior notice in serious cases.

8. Intellectual property

The Service, including its software, design, and content, is owned by Arctic Parade or its licensors and is protected by copyright and other intellectual property laws.

Your data remains yours. We do not claim ownership of any content you upload to the Service. You grant us a limited licence to process your data solely to provide the Service to you.

9. Availability and support

We aim to provide a reliable Service but we do not guarantee any specific uptime or availability. Scheduled maintenance, third-party provider outages, or events outside our control may cause downtime.

Support is provided by email and through the in-app contact form. We aim to respond to queries promptly but do not offer guaranteed response time SLAs at this time.

10. Liability

To the fullest extent permitted by law:

• The Service is provided "as is" without warranties of any kind beyond those implied by law
• Our total liability to you in any 12-month period is limited to the subscription fees you paid to us in that period
• We are not liable for indirect or consequential losses, loss of profit, loss of data, or loss of business opportunity

Nothing in these Terms limits liability for death or personal injury caused by negligence, fraud, or anything else that cannot be limited by law.

11. Termination

Either party may terminate the contract at any time. You may do so by cancelling your subscription. We may terminate or suspend your account if you breach these Terms, fail to pay fees, or for any other reason with reasonable notice.

On termination you should export any data you need before your access ends. We will retain your data for a reasonable period after termination to allow for any disputes or regulatory obligations, after which it will be deleted in accordance with our retention policy.

12. Changes to these Terms

We may update these Terms from time to time. We will notify you of material changes by email or by a prominent notice in the Service. Continued use after the effective date constitutes acceptance.

13. Governing law

These Terms are governed by the law of England and Wales. Any disputes will be subject to the exclusive jurisdiction of the courts of England and Wales.

14. Contact us

If you have any questions about these Terms, please contact us.