Terms of Service Beta

Effective date: March 4, 2026

1. Acceptance of Terms

By accessing or using WellnessDesk ("the Service"), operated by WellnessDesk ("we," "our," or "us"), you ("you" or "User") agree to be bound by these Terms of Service ("Terms"). If you do not agree to all of these Terms, you may not access or use the Service. These Terms constitute a legally binding agreement between you and WellnessDesk.

2. Description of Service

WellnessDesk is a software-as-a-service (SaaS) platform designed for wellness coaches, life coaches, holistic practitioners, and similar non-licensed wellness professionals to manage and grow their practices online. The Service includes:

  • Customizable booking pages and website builder
  • Appointment scheduling and calendar management (including Google Calendar integration)
  • Client engagement management and session notes
  • Secure messaging between providers and clients
  • Resource and file sharing
  • After-session activities and assignments
  • Video conferencing for virtual sessions
  • Client portal for client self-service
  • Automated booking confirmations, reminders, and notifications
  • Subscription billing and plan management through Stripe

3. Beta Service

WellnessDesk is currently in beta. By using the Service during the beta period, you acknowledge and agree that:

  • The Service is under active development. Features may be incomplete, contain bugs, or behave unexpectedly.
  • We may add, modify, or remove features at any time without prior notice.
  • While we take reasonable measures to protect your data, data loss is possible during the beta period. You are encouraged to maintain your own backups of critical information.
  • Service uptime and performance are not guaranteed. Scheduled and unscheduled maintenance may occur more frequently than in a production release.
  • Beta features are provided "as is" without any warranty, express or implied, beyond those already disclaimed in these Terms.
  • Your feedback, bug reports, and feature suggestions during beta are appreciated and may be used to improve the Service without any obligation or compensation to you.

The beta period will end when we publicly announce general availability. We will notify you via email when the Service exits beta. These beta-specific terms will no longer apply after general availability, though all other Terms will remain in effect.

4. Healthcare Disclaimer

WellnessDesk is NOT a healthcare platform. The Service is designed exclusively for non-licensed wellness professionals such as wellness coaches, life coaches, mindfulness guides, nutrition coaches, fitness coaches, and similar practitioners. The Service is not intended for use by licensed therapists, psychologists, psychiatrists, physicians, counselors, or any other licensed healthcare providers in the delivery of clinical or medical services.

WellnessDesk does not provide medical advice, diagnosis, or treatment. The platform is not designed to be compliant with the Health Insurance Portability and Accountability Act (HIPAA), and must not be used to store, transmit, or process Protected Health Information (PHI) as defined by HIPAA.

If you are a licensed healthcare provider, you use this platform at your own risk and acknowledge that it does not meet the regulatory requirements applicable to your profession. We expressly disclaim any liability arising from such use.

Providers using WellnessDesk are solely responsible for understanding and complying with the scope-of-practice laws applicable in their jurisdiction.

5. Account Registration

  • You may create an account using Google OAuth or email and password authentication.
  • You are responsible for maintaining the confidentiality and security of your account credentials.
  • You must provide accurate, current, and complete information during registration and keep it updated.
  • You must be at least 18 years old to use the Service.
  • You may not share your account or allow others to access the Service through your credentials.
  • You are responsible for all activity that occurs under your account, whether or not you authorized it.

6. Free Trials and Subscriptions

  • Beta access: During the beta period, the Service is available at no cost. This is a limited-time offer. When the beta period ends and general availability is announced, you will be required to select a paid subscription plan to continue using the Service. We will provide at least 30 days' notice before billing begins.
  • Subscription plans: Paid subscriptions are billed in advance on a monthly or annual basis through Stripe. By subscribing, you authorize recurring charges to your payment method.
  • Add-ons: Certain features (such as courses, custom domains, or advanced capabilities) may be available as paid add-ons to your subscription plan.
  • Auto-renewal: Subscriptions automatically renew at the end of each billing cycle unless you cancel before the renewal date. You may cancel at any time through your account settings or by contacting us.
  • Price changes: We may change subscription prices with at least 30 days' written notice. Price changes take effect at the start of your next billing cycle following the notice period.
  • Refunds: Subscription fees are non-refundable except where required by applicable law. If you believe you are entitled to a refund, contact us at support@wellnessdesk.pro and we will review your request in good faith.
  • Taxes: You are responsible for all applicable taxes. Prices displayed may not include taxes, which will be added at checkout where required.

7. Acceptable Use

You agree not to:

  • Use the Service for any unlawful, fraudulent, or deceptive purpose
  • Use the Service to store or transmit Protected Health Information (PHI) or any data subject to HIPAA
  • Provide medical advice, clinical diagnoses, or licensed healthcare services through the platform
  • Upload content that infringes on third-party intellectual property rights
  • Transmit malware, viruses, spam, or other harmful or disruptive content
  • Attempt to gain unauthorized access to the Service, other user accounts, or our infrastructure
  • Misrepresent your identity, professional qualifications, or certifications
  • Use automated scripts, bots, or scraping tools to access the Service
  • Resell, sublicense, or redistribute the Service without our written consent
  • Use the Service in any manner that could damage, disable, or impair its functionality

8. Provider Responsibilities

As a wellness provider ("Provider") using WellnessDesk, you acknowledge and agree that:

  • Scope of practice: You are solely responsible for ensuring your coaching or wellness services comply with applicable laws and scope-of-practice regulations in your jurisdiction.
  • No clinical services: You will not use the platform to deliver services that require professional licensure (e.g., psychotherapy, medical treatment, clinical counseling) unless you independently ensure compliance with all applicable regulations outside of this platform.
  • Client consent: You are responsible for obtaining all necessary consents from your clients before collecting, storing, or processing their personal information through the platform.
  • Data controller: With respect to client data you enter or collect through the platform, you are the data controller (as defined under applicable data protection laws). WellnessDesk acts as a data processor on your behalf. You are responsible for lawful collection and use of your clients' data.
  • Accurate information: You are responsible for the accuracy of all information published on your booking page, including service descriptions, pricing, qualifications, and availability.
  • Booking commitments: You are responsible for managing your availability and honoring confirmed bookings. Repeated no-shows or cancellations may result in account restrictions.
  • Content responsibility: You are solely responsible for all content you publish, share, or transmit through the Service, including website content, resources, session notes, messages, and activity assignments.

9. Client Portal Terms

Clients of Providers may access certain features of the Service through the Client Portal. By using the Client Portal, clients agree that:

  • The Client Portal is provided to facilitate the coaching or wellness relationship between the client and their Provider.
  • WellnessDesk is not a party to the provider-client relationship and has no responsibility for the quality, safety, or legality of services provided.
  • Client accounts are created in connection with a specific Provider and are governed by both these Terms and any separate agreement between the client and Provider.
  • Messages, resources, and activities shared through the Client Portal may be visible to the Provider.

10. Intellectual Property

Our property: The Service, including its design, source code, features, trademarks, and documentation, is owned by WellnessDesk and protected by intellectual property laws. Nothing in these Terms grants you any right to use our trademarks, logos, or branding.

Your content: You retain all ownership rights to content you upload, create, or transmit through the platform ("Your Content"). By uploading Your Content, you grant WellnessDesk a limited, non-exclusive, worldwide, royalty-free license to host, store, display, and transmit Your Content solely for the purpose of providing and improving the Service. This license terminates when you delete Your Content or close your account.

Feedback: If you provide suggestions, feature requests, or other feedback about the Service, we may use such feedback without obligation to you.

11. Data and Privacy

Your use of the Service is governed by our Privacy Policy, which is incorporated into these Terms by reference. We implement technical safeguards including encryption in transit, tenant data isolation, and access controls to protect your data. However, you acknowledge that no system is completely secure.

As between you and WellnessDesk, you are responsible for the personal data you collect from your clients through the platform. You agree to comply with all applicable data protection laws (including GDPR and CCPA where applicable) in your collection and use of client data.

12. Third-Party Services

The Service integrates with third-party services to provide certain features. Your use of these integrations is subject to the respective third party's terms:

  • Stripe: Payment processing is provided by Stripe, Inc. and subject to the Stripe Services Agreement.
  • Google: Google OAuth authentication and Google Calendar integration are subject to Google's Terms of Service.
  • Video conferencing: Virtual sessions are facilitated through third-party video infrastructure and subject to their respective terms of service.

WellnessDesk is not responsible for the availability, accuracy, or practices of third-party services.

13. Service Availability

We strive to maintain high availability but do not guarantee uninterrupted, error-free, or secure access to the Service. We may perform scheduled maintenance with reasonable advance notice. We are not liable for service interruptions caused by factors beyond our reasonable control, including but not limited to internet outages, third-party service failures, natural disasters, or government actions.

14. Termination

  • By you: You may cancel your subscription and close your account at any time. Cancellation takes effect at the end of your current billing period. You will not receive a refund for the remaining period.
  • By us: We may suspend or terminate your account immediately if you violate these Terms, engage in fraudulent activity, or if required by law. We may also terminate inactive accounts with 30 days' notice.
  • Data export: Upon termination, you may request an export of your data within 30 days by contacting support@wellnessdesk.pro. After 30 days, we will delete your data in accordance with our Privacy Policy.
  • Survival: Sections regarding intellectual property, limitation of liability, indemnification, dispute resolution, and any accrued payment obligations shall survive termination.

15. Indemnification

You agree to indemnify, defend, and hold harmless WellnessDesk, its officers, directors, employees, and agents from and against any claims, liabilities, damages, losses, costs, and expenses (including reasonable attorneys' fees) arising out of or related to: (a) your use of the Service; (b) your violation of these Terms; (c) your violation of any applicable law or regulation; (d) the wellness, coaching, or other services you provide to your clients; or (e) any dispute between you and your clients.

16. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, WELLNESSDESK SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING BUT NOT LIMITED TO LOSS OF PROFITS, DATA, BUSINESS OPPORTUNITIES, OR GOODWILL, RESULTING FROM: (A) YOUR USE OF OR INABILITY TO USE THE SERVICE; (B) ANY CONDUCT OR CONTENT OF ANY THIRD PARTY ON THE SERVICE; (C) UNAUTHORIZED ACCESS TO OR ALTERATION OF YOUR DATA; OR (D) ANY OTHER MATTER RELATED TO THE SERVICE.

OUR TOTAL AGGREGATE LIABILITY FOR ALL CLAIMS ARISING OUT OF OR RELATING TO THESE TERMS OR THE SERVICE SHALL NOT EXCEED THE GREATER OF (A) THE AMOUNTS YOU PAID TO US IN THE TWELVE (12) MONTHS PRECEDING THE CLAIM, OR (B) ONE HUNDRED DOLLARS ($100).

SOME JURISDICTIONS DO NOT ALLOW THE EXCLUSION OF CERTAIN WARRANTIES OR LIMITATION OF LIABILITY FOR CERTAIN DAMAGES. IN SUCH JURISDICTIONS, OUR LIABILITY SHALL BE LIMITED TO THE FULLEST EXTENT PERMITTED BY LAW.

17. Disclaimer of Warranties

THE SERVICE IS PROVIDED ON AN "AS IS" AND "AS AVAILABLE" BASIS WITHOUT WARRANTIES OF ANY KIND, WHETHER EXPRESS, IMPLIED, OR STATUTORY. WE EXPRESSLY DISCLAIM ALL WARRANTIES INCLUDING, BUT NOT LIMITED TO, IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, AND NON-INFRINGEMENT. WE DO NOT WARRANT THAT THE SERVICE WILL BE UNINTERRUPTED, SECURE, OR ERROR-FREE, OR THAT DEFECTS WILL BE CORRECTED.

WE MAKE NO REPRESENTATIONS OR WARRANTIES REGARDING THE SUITABILITY OF THE SERVICE FOR ANY PARTICULAR COACHING METHODOLOGY, WELLNESS PRACTICE, OR REGULATORY FRAMEWORK.

18. Dispute Resolution

Informal Resolution

Before filing any formal legal action, you agree to first attempt to resolve the dispute informally by contacting us at support@wellnessdesk.pro. We will attempt to resolve the dispute within 30 days.

Binding Arbitration

If informal resolution fails, any dispute, controversy, or claim arising out of or relating to these Terms or the Service shall be resolved by binding arbitration administered by the American Arbitration Association (AAA) under its Commercial Arbitration Rules. The arbitration shall be conducted in Miami-Dade County, Florida, before a single arbitrator. The arbitrator's decision shall be final and binding and may be entered as a judgment in any court of competent jurisdiction.

Class Action Waiver

YOU AGREE THAT ANY DISPUTE RESOLUTION PROCEEDINGS WILL BE CONDUCTED ONLY ON AN INDIVIDUAL BASIS AND NOT IN A CLASS, CONSOLIDATED, OR REPRESENTATIVE ACTION. You waive any right to participate in a class action lawsuit or class-wide arbitration against WellnessDesk.

Exceptions

Either party may seek injunctive or other equitable relief in any court of competent jurisdiction to prevent the actual or threatened infringement of intellectual property rights.

19. Changes to Terms

We may update these Terms from time to time. We will notify you of material changes at least 30 days in advance via the email address associated with your account or through a prominent notice within the Service. Your continued use of the Service after the effective date of revised Terms constitutes acceptance. If you do not agree to the revised Terms, you must stop using the Service and close your account.

20. General Provisions

  • Governing law: These Terms are governed by the laws of the State of Florida, United States, without regard to conflict of law principles.
  • Entire agreement: These Terms, together with the Privacy Policy, constitute the entire agreement between you and WellnessDesk regarding the Service.
  • Severability: If any provision of these Terms is found to be unenforceable, the remaining provisions shall continue in full force and effect.
  • Waiver: Our failure to enforce any right or provision of these Terms shall not constitute a waiver of that right or provision.
  • Assignment: You may not assign or transfer these Terms without our prior written consent. We may assign our rights and obligations without restriction.
  • Force majeure: We shall not be liable for any failure or delay in performance due to causes beyond our reasonable control.

21. Contact

For questions about these Terms, contact us at:

© 2026 WellnessDesk. All rights reserved.