Terms of service

Draft, last updated 1 November 2026. To be checked by a solicitor before the service is sold. Words in [brackets] still need filling in.

1. The service

Quietly is practice management software for counsellors and therapists, provided by [Company name]. It is a record-keeping and admin tool. It does not give clinical advice, and nothing in it (including risk prompts and outcome measures) replaces your own professional judgement, supervision or your professional body’s requirements.

2. Your account

You must be 18 or over and using the service for your own practice. Keep your password, passphrase and recovery code safe. Because your records are end-to-end encrypted, if you lose both your passphrase and your recovery code we cannot recover your records. Keep regular backups (Settings → Security and backups).

3. Your responsibilities

You are the data controller for your clients’ information, and responsible for having a lawful basis to record it, telling clients how you use it, and keeping it for the right length of time.
You’ll follow your professional body’s ethical framework and the law, including UK GDPR and safeguarding duties.
You won’t misuse the service, try to break its security, or use it to send unsolicited emails.

4. Price and payment

[£X a month or £Y a year], after a free trial of [30] days. You can cancel any time from Settings; you keep access until the end of the period you’ve paid for. We’ll give at least 30 days’ notice of any price change.

5. Availability and support

We aim to keep the service available at all times but can’t promise it will never be interrupted. The app keeps working on your device without a connection, and syncs when it’s back. Support: [support email], usually within [2 working days].

6. Ending

You can close your account at any time. We may suspend or close accounts that break these terms, after warning you where we reasonably can. When an account closes, its data is deleted as described in the privacy notice.

7. Liability

Nothing limits liability that can’t be limited by law. Otherwise, our total liability to you in any year is limited to what you paid us in that year, and we aren’t liable for indirect losses or for losing records you didn’t back up.

8. Data processing

Where we process your clients’ personal data for you, we do so only on your documented instructions, keep it confidential and secure, use only the sub-processors listed in the privacy notice (telling you before adding any), help you with data subject requests and breaches, and delete it when the service ends. This section is our data processing agreement under Article 28 UK GDPR.

9. General

These terms are governed by the law of [England and Wales]. We may update them; we’ll tell you about material changes in advance.