Terms of Payments

These Terms of Payments set out how you are billed for your Wellspring subscription by Wellspring Scheduling Ltd(company number 15585434, registered office at 167-169 Great Portland Street, 5th Floor, London, W1W 5PF). They form part of, and should be read with, our Terms of Service — sections 3 and 7 in particular. Where this page and the Terms of Service differ on a billing question, this page applies.

1. What this page covers — and what it does not

Two separate payment relationships exist in Wellspring, and only the first is covered here:

• Covered: the subscription your practice pays us to use Wellspring.
• Not covered: payments you collect from your own clients. Those flow directly between you and your client through a payment account you connect yourself (for example Stripe, PayPal or Square) under that provider’s terms. We are not a party to them, do not hold your clients’ funds, and are not a payment facilitator or merchant of record for them. See Terms of Service section 7.

2. Free trial

• New accounts start with a 30-day free trial. No card details are required to begin.
• Nothing is charged during the trial, and the trial does not convert into a paid subscription on its own.
• When the 30 days end the account moves to an expired state and certain features stop immediately — online booking, creating new appointments and course enrolment. There is no grace period on an expired trial. You keep access to your account and your records, and can export them, until you choose a plan and subscribe.

3. Plans, price and billing cycle

• Subscriptions are billed monthly in advance. Your billing date is the day you subscribe, and each subsequent charge falls on the same day of the month.
• Plan prices are set and charged in pounds sterling (GBP), whichever country your practice operates in. If you pay from a non-GBP account, your bank or card issuer may apply its own conversion or cross-border fee, which is outside our control.
• We do not currently offer annual or multi-year billing.
• Your plan sets limits such as the number of practitioners and locations, and included file storage. The limits and price of each plan are those shown in the app at the time you subscribe.
• If you change plan mid-cycle, a new billing cycle begins on the date of the change and your billing date moves accordingly. A downgrade is only possible where your current usage fits within the smaller plan’s limits.
• Where a bespoke or custom-priced plan has been agreed in writing, the agreed price and limits apply in place of the standard plan.

4. Add-ons

• Optional add-ons — additional file-storage packs and SMS credits — are offered alongside your plan. The price of an add-on, and whether it is a one-off purchase or an ongoing monthly charge, is the price shown in the app at the point you add it.
• SMS credits are prepaid. A credit is deducted when a message is submitted for sending. If a message fails in transit the credit is not automatically returned — contact us and we will look into it.
• Credits do not expire while your account remains open, and have no cash value.
• If a storage allowance is reached, new uploads pause until space is freed or a further pack is added. Data already stored is never deleted for this reason.

5. Auto-renewal and price changes

Subscriptions renew automatically each month until cancelled. Cancellation stops future renewals and takes effect at the end of the period you have already paid for. If we change the price of your plan, we will give you reasonable notice before the new price takes effect.

6. Payment methods and card security

• Subscription payments are processed by our payment provider, currently Stripe, over a secure PCI-DSS-compliant connection.
• We do not receive or store full card numbers, CVV codes or other sensitive payment credentials on our servers. Those are held by the payment provider.
• You are responsible for keeping a valid payment method on file while your subscription is active.

7. Failed payments

If a subscription payment fails, we notify you and the charge is retried automatically. What happens next is deliberately staged so that a billing problem never locks you out of your own clinical records:

• Days 1–7: full access continues while we retry and you update your payment details.
• After 7 days: certain features pause — online booking and creating new appointments — until payment is collected.
• Throughout: you keep access to your account, your client and clinical records, and your billing settings, and you can export your data at any time.
• Continued non-payment may lead to suspension or cancellation under Terms of Service section 13.

8. Cancellation and refunds

• You can cancel at any time from the billing area of your account, or by contacting us. Your service continues to the end of the current billing month.
• Except where the law requires otherwise, fees already paid are non-refundable, including for a partial month after cancellation. The 30-day free trial exists so you can evaluate Wellspring fully before paying anything.
• Wellspring is supplied to practices as a business-to-business service, so statutory consumer cancellation rights (such as the UK’s 14-day cooling-off period for consumer contracts) do not generally apply. Sole practitioners contracting outside a business capacity may have additional rights that these terms do not remove.
• If you believe you have been charged in error, contact us at help@wellspringscheduling.com and we will investigate promptly.

9. What happens to your data after cancellation

Cancelling stops billing; it does not immediately erase your records. Export your data before you cancel if you need it. You may ask us at any time to return or delete your data, and we will do so in line with our Privacy Policy and Data Processing Agreement. Specific retention periods are set out in our internal Data Retention & Deletion Schedule, available on request.

10. Discount and promotional codes

• We may from time to time issue promotional codes that reduce the price of a Wellspring subscription. A code entered at signup is held against your account and applied when you subscribe, provided it is still valid at that point.
• Codes must be applied at signup, checkout or upgrade. They cannot be applied retrospectively to billing periods already charged. A code we do not recognise is simply not applied, and the standard price is charged.
• Codes may carry an expiry date, a usage limit, or a fixed number of discounted months. Some apply to the first billing period only; others recur for a stated duration. Where a code expires, the subscription reverts to the standard plan price.
• Only one code applies to a subscription at a time unless we say otherwise, and codes have no cash value.
• We may withdraw a discount or cancel a subscription where a code has been used fraudulently, resold, or used in breach of these terms.
• Not the same thing: the promo codes and discounts your practice creates for your own clients are a Wellspring feature available from the Planted plan upwards. Those are yours to set, and are not governed by this section.

11. Tax

Wellspring Scheduling Ltd is not registered for VAT, so no VAT is added to your subscription. If that changes, we will tell you by email at least 30 days before any VAT is added, and it will be shown separately on your invoices from then on.

This section concerns tax on your subscription to us only. Tax on the fees you charge your own clients — including the VAT/GST rates Wellspring applies to invoices you issue — is your responsibility.

12. Chargebacks

If you dispute a charge, please contact us first — most billing questions are resolved the same day. Raising a chargeback without contacting us may result in immediate suspension of the account while the dispute is investigated, and we may recover any fees the payment provider charges us in respect of an unfounded chargeback.

13. Changes to these terms

We may update these Terms of Payments as the service and our billing arrangements change. Where a change materially affects what you pay or how you are billed, we will give reasonable notice before it takes effect.

14. Contact

For any billing question, invoice request or dispute, contact us at help@wellspringscheduling.com.