Terms of service

1. Who we are and who these terms are for

These terms are between Nodus Studios, a sole trader based in Liskeard, Cornwall, UK (“Nodus”, “we”, “us”) and the business that uses the service (“you”). Nodus Studios is a trading name. Status: Sole trader (not a registered company). We’re based in Liskeard, Cornwall, UK (full postal address on request by email).

Business customers only. The service is sold only to businesses (such as dental practices and private clinics) acting in the course of their business, not to consumers. By signing up, paying or using the service you confirm that you are acting for a business and that you have authority to accept these terms for it.

These terms, our privacy policy, our data processing agreement and our acceptable use policy make up the whole agreement between us.

2. The service

Nodus sets up and runs AI assistants for your business: replies to missed calls by text, website chat, and related messages, follow-ups and bookings, plus a dashboard where you can see and change what they do. What's included in your package is described on our website and in your order or payment link.

3. AI, and clinical and professional limits

• Replies are written by AI from the information and rules you give us. AI can make mistakes, misunderstand a message or give an incomplete answer. Every reply is checked against your rules before it is sent, but we don't promise that every reply will be correct, complete or suitable.
• The service never gives clinical, medical or professional advice, and it is not a substitute for your staff's judgement. Clinical questions, emergencies and anything unclear are handed to your team. You remain fully responsible for all clinical and professional decisions, for patient care, and for your duties to your regulators (for example the GDC or CQC).
• You are responsible for the information you give us (prices, opening hours, treatments, policies, wording) being accurate and up to date, and for approving the wording before it goes live.
• The service is not an emergency service and must not be relied on for urgent or emergency contact.

4. Prices and payment

• Prices are shown on our website and in your order. Payments are taken by Stripe, monthly in advance. There is no setup fee and no minimum term.
• Each package includes a monthly allowance (for example, a number of text conversations). If you regularly go over it, we'll tell you and agree a move to a bigger package or extra usage before charging anything extra.
• You can cancel at any time. Your service runs to the end of the month you've paid for. We don't refund part months, except under the guarantee below or where the law requires.
• We may change prices by giving you at least 30 days' notice by email.
• Prices are in pounds sterling. We are not currently VAT registered, so no VAT is charged.

5. The 60-day money-back guarantee

If, within 60 days of going live, the service hasn't booked patients worth more than the fees you've paid us in that time, we'll refund all the fees you've paid and you can cancel. Value is worked out as the bookings the service made, multiplied by the treatment values you give us in writing at setup. A booking counts when the patient attends, as recorded in your booking records. To claim, email us within 14 days after the 60 days end; we refund to your original payment method within 14 days of agreeing the figures. This is the only refund we offer for performance, and it applies once per business.

6. Your responsibilities

• Have a lawful basis to contact the people the service messages, follow the rules on electronic marketing (PECR), and honour opt-outs.
• Tell your patients and customers that you use an AI assistant, for example in your own privacy notice.
• Any patient or contact list you give us is yours: you confirm you have the right to use it for the purpose you ask us to, and you are responsible for that use.
• Follow our acceptable use policy and the rules of every platform connected to the service (phone networks, Instagram, Facebook and so on).
• Keep your login details secure and tell us straight away if you think they have been misused.

7. Other companies' services

The service relies on other providers, including phone and text networks, AI providers, hosting, payments and the platforms you connect (see our privacy policy for the list). We aren't responsible for their outages, changes, delays or failures to deliver messages, or for their own terms, which also apply to your use of them.

8. No other promises

We provide the service with reasonable care and skill. Apart from that and anything else these terms say expressly, the service is provided “as is” and, to the extent the law allows, we give no other warranties or promises. In particular, we don't promise that the service will be uninterrupted or error-free, that every message will be delivered, or that you will gain any particular number of bookings, patients or revenue.

9. Limits on our liability

• Nothing in these terms limits or excludes liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or for anything else that cannot be limited or excluded by law.
• Subject to that, we are not liable for: loss of profits, revenue, income or business; loss of patients, bookings or opportunities; loss of goodwill or reputation; loss or corruption of data; wasted time or costs; or any indirect or consequential loss, however it arises (including negligence or breach of contract).
• Subject to the first point, our total liability to you for everything arising under or in connection with these terms, in any way, is limited to the total fees you paid us in the 12 months before the event that caused the claim.
• We are not liable for any failure caused by your information, instructions or wording, by your own systems or staff, or by the other providers described in section 7.

10. Your indemnity

You will cover our reasonable losses, costs and legal fees arising from any claim brought against us by a third party (including a patient, regulator or platform) because of the information, wording or contact lists you gave us, your breach of these terms or of the law, or your misuse of the service.

11. Your data

You own your data. We process personal data on your behalf under our data processing agreement, which forms part of these terms. You can ask for a copy of your data at any time, and we delete it when the agreement ends, as the data processing agreement sets out.

12. Suspending and ending the service

• You can end the service at any time; it runs to the end of your paid month.
• We can end it by giving you 30 days' notice.
• We can suspend or end it straight away if you don't pay, break these terms or the acceptable use policy, or put patients, the service or other customers at risk.

13. Events outside our control

We aren't responsible for delays or failures caused by events outside our reasonable control, such as failures of networks or providers, power cuts, cyber attacks, illness or natural events.

14. General

• We may update these terms. We'll email you at least 30 days before a change that affects you; continuing to use the service after that means you accept it.
• If a court finds part of these terms can't be enforced, the rest still applies, and the part is applied as far as the law allows.
• You may not transfer this agreement without our written agreement. We may transfer it to a business that takes over the service (for example, if we form a limited company), and we'll tell you if we do.
• Notices: we'll email the address on your account; you can email tommy@nodusstudios.co.
• Only you and we have rights under these terms; no one else can enforce them.

15. Law

These terms are governed by the law of England and Wales, and its courts have exclusive jurisdiction.