Terms and conditions

1. About these Terms

These Terms and Conditions govern access to and use of the Robinex website, platform, software, and related services.

By accessing our website, creating an account, starting a trial, or using Robinex, you agree to be bound by these Terms.

If you are entering into these Terms on behalf of a business, clinic, salon, practice, or other organisation, you confirm that you have authority to bind that organisation.

2. Business Use Only

Robinex is provided for business use only.

You confirm that you are using the Services in the course of business and not as a consumer.

3. About Robinex

Robinex is appointment rescheduling software designed to help appointment-based businesses manage cancellations, schedule changes, follow-up workflows, and calendar-based availability.

Robinex may connect with third-party calendars, scheduling systems, communication tools, or similar software in order to provide its Services.

We may update, improve, modify, or discontinue features from time to time as part of ongoing development of the Services.

4. Account Registration

To use certain parts of the Services, you may need to create an account.

You agree to:

• provide accurate and complete information;

• keep your login details secure and confidential;

• ensure that all users accessing Robinex through your account are authorised to do so; and

• notify us promptly of any unauthorised access or suspected security breach.

You are responsible for all activity carried out through your account unless caused by our negligence.

5. Free Trial

If we offer a free trial, access will be provided for the stated trial period unless ended earlier in accordance with these Terms.

During the trial:

• access may be limited to certain features;

• we may suspend, restrict, or end the trial at any time;

• any data entered during the trial may be deleted after the trial ends unless you move to a paid plan.

Starting a trial does not guarantee continued access after the trial period.

6. Subscription Plans and Fees

Paid use of Robinex is subject to the subscription plan agreed with us.

You agree to pay all applicable fees in accordance with the plan, proposal, order form, invoice, or pricing page in force at the time.

Unless stated otherwise:

• fees are billed in advance;

• fees are non-refundable;

• fees are exclusive of VAT and any other taxes;

• subscriptions renew automatically for successive billing periods unless cancelled in accordance with these Terms.

We may change our pricing by giving reasonable prior notice. Any pricing change will apply from the next renewal period unless otherwise stated.

7. Customer Responsibilities

You are responsible for:

• ensuring that your calendars, booking systems, and connected tools are accurate and properly configured;

• obtaining all permissions, notices, and lawful bases needed for your use of Robinex;

• ensuring that communications sent through or triggered by Robinex comply with applicable law, regulation, and professional obligations;

• ensuring that your staff use the Services appropriately; and

• maintaining your own internal procedures for appointments, patient/client communications, and recordkeeping.

Robinex supports your workflow, but you remain responsible for your business operations, bookings, communications, and decisions made using the Services.

8. Third-Party Integrations

Robinex may work with third-party services, including calendars, booking tools, messaging tools, and other external software.

We are not responsible for:

• the availability or performance of third-party services;

• changes made by third-party providers;

• outages, data delays, or errors caused by third-party integrations; or

• any fees charged by third-party providers.

Your use of any third-party service may also be subject to that provider’s own terms and privacy policies.

9. Customer Data

You retain ownership of the data, information, appointment details, and other content you submit to or process through Robinex.

You grant us a non-exclusive, worldwide, limited licence to host, use, process, transmit, and display Customer Data only as necessary to provide, maintain, support, and improve the Services and to comply with legal obligations.

You confirm that:

• you have the right to provide the Customer Data to us;

• your use of the Services and your instructions to us will not infringe any law or third-party rights; and

• you are responsible for the accuracy, quality, and legality of Customer Data.

10. Data Protection

Each party will comply with applicable data protection law.

To the extent that we process personal data on your behalf, you are the controller and we are the processor unless otherwise agreed in writing.

Where required, the parties will enter into a separate Data Processing Agreement, which will form part of these Terms.

You acknowledge that you are responsible for giving any required privacy notices to your clients, patients, customers, or contacts whose personal data is used in connection with the Services.

11. Acceptable Use

You must not use Robinex:

• for any unlawful, fraudulent, or misleading purpose;

• to send spam or unauthorised marketing;

• to harass, threaten, or abuse any person;

• in a way that could damage, disable, overburden, or impair the Services;

• to attempt unauthorised access to any system, network, or data;

• to copy, reverse engineer, decompile, or otherwise interfere with the software except where such restriction is prohibited by law;

• to upload or transmit viruses, malicious code, or harmful material;

• in breach of any medical, confidentiality, safeguarding, or professional obligations applicable to your business.

We may suspend access immediately if we reasonably believe you are in breach of this clause.

12. Intellectual Property

All intellectual property rights in Robinex, including the website, software, content, branding, design, features, and documentation, belong to us or our licensors.

We grant you a limited, non-exclusive, non-transferable, revocable right to use the Services during the term of your subscription solely for your internal business purposes and in accordance with these Terms.

You must not copy, modify, distribute, sell, lease, sublicense, or commercially exploit any part of Robinex except as expressly permitted in writing by us.

13. Confidentiality

Each party may receive confidential information from the other.

Each party agrees to keep the other party’s confidential information secure and not disclose it to any third party except:

• to its employees, contractors, or advisers who need to know it and are under confidentiality obligations; or

• where disclosure is required by law, court order, or regulatory authority.

This clause does not apply to information that is public other than through breach of these Terms, was lawfully known before disclosure, or is independently developed without use of the confidential information.

14. Availability and Support

We will use reasonable care and skill to make the Services available.

However, Robinex is provided on an “as available” basis. We do not guarantee uninterrupted or error-free operation.

We may carry out maintenance, updates, upgrades, and emergency work from time to time, which may affect availability.

Any support levels, response times, onboarding commitments, or service levels will apply only where expressly agreed in writing.

15. Changes to the Services

We may change the design, features, functionality, integrations, and technical operation of Robinex at any time.

Where a change materially reduces the core functionality of a paid subscription, we will use reasonable efforts to give notice.

16. Suspension

We may suspend or restrict your access to all or part of the Services if:

• you fail to pay fees when due;

• we reasonably suspect a security incident, misuse, or unlawful activity;

• your use creates risk to the Services, us, other customers, or third parties; or

• we are required to do so by law or a third-party provider.

Where reasonably possible, we will notify you before suspension.

17. Term and Termination

These Terms start when you first accept them or first use the Services and continue until terminated.

You may terminate your subscription by giving notice in accordance with your plan or order terms.

We may terminate or end access immediately if:

• you materially breach these Terms and fail to remedy that breach within 14 days of notice;

• you become insolvent or cease trading; or

• continued provision of the Services becomes unlawful or commercially impracticable.

On termination:

• your right to use Robinex ends immediately;

• any unpaid fees become due;

• we may delete or disable access to Customer Data after a reasonable retention period, unless we are legally required to keep it.

It is your responsibility to export any data you wish to keep before termination.

18. Warranties

We warrant that we will provide the Services with reasonable care and skill.

Except as expressly stated in these Terms, and to the fullest extent permitted by law, Robinex is provided without any other warranties, representations, or guarantees, whether express or implied.

In particular, we do not warrant that:

• the Services will be uninterrupted or error-free;

• the Services will always fill cancelled appointments or increase revenue;

• the Services will be compatible with every third-party system;

• the Services will be suitable for every business model or regulatory setting.

19. Limitation of Liability

Nothing in these Terms limits or excludes liability for:

• death or personal injury caused by negligence;

• fraud or fraudulent misrepresentation; or

• any liability that cannot lawfully be excluded or limited.

Subject to the above, we will not be liable for:

• loss of profits;

• loss of revenue;

• loss of business;

• loss of goodwill;

• loss of anticipated savings;

• loss or corruption of data;

• business interruption; or

• any indirect or consequential loss.

Our total aggregate liability arising out of or in connection with the Services and these Terms, whether in contract, tort, misrepresentation, restitution, or otherwise, will not exceed the total fees paid by you to us in the 12 months immediately preceding the event giving rise to the claim.

If you are using a free trial or free version, our total liability will not exceed £100.

20. Indemnity

You will indemnify and keep us indemnified against losses, claims, liabilities, costs, and expenses arising from:

• your misuse of the Services;

• your breach of these Terms;

• your breach of applicable law;

• any claim that your Customer Data, instructions, or use of Robinex infringes the rights of a third party.

21. Force Majeure

We will not be liable for delay or failure to perform caused by circumstances beyond our reasonable control, including power failure, internet outage, labour dispute, governmental action, epidemic, cyberattack, supplier failure, or interruption of third-party services.

22. Notices

Any notice given under these Terms must be in writing and sent by email to the contact details last provided by the relevant party, unless otherwise agreed.

23. Entire Agreement

These Terms, together with any order form, proposal, Data Processing Agreement, and pricing terms expressly incorporated into them, form the entire agreement between the parties in relation to the Services.

They replace any previous discussions, understandings, or agreements relating to the same subject matter.

24. Severability

If any provision of these Terms is found to be unlawful, invalid, or unenforceable, that provision will be deemed modified to the minimum extent necessary, and the rest of the Terms will remain in full force and effect.

25. No Waiver

If we delay or fail to enforce any right under these Terms, that does not mean we waive that right.

26. Assignment

You may not assign, transfer, charge, or otherwise deal with your rights or obligations under these Terms without our prior written consent.

We may assign or transfer our rights and obligations under these Terms to any group company, successor, or purchaser of our business.

27. Governing Law and Jurisdiction

These Terms and any dispute or claim arising from them or in connection with them shall be governed by the law of England and Wales.

The courts of England and Wales shall have exclusive jurisdiction, unless we choose to bring proceedings in another court of competent jurisdiction.