These Terms of Service ("Terms") govern your use of GlowPilot's clinic management platform ("Service") operated by GlowPilot ("us", "we", or "our"). By accessing or using our Service, you agree to be bound by these Terms. These Terms are interim until the operating company is incorporated and counsel has reviewed them.
GlowPilot provides practice management software for beauty and aesthetic clinics. The Service includes core clinic operations and may include additional tools when enabled for your account:
- Patient and client records, appointments, treatments, and inventory
- Photo documentation for treatments, where the clinic uses that feature
- Consent form management and e-signature tooling when enabled
- Analytics and reporting tools
- Staff accounts and role-based access within the clinic
- Email and messaging tools (including WhatsApp) when enabled by the clinic
- Public booking and marketing tools when enabled
- Optional AI assistant features when enabled — these are productivity aids, not medical advice or clinical decision support
As a customer or user of our Service, you agree to:
- Provide accurate and complete account information
- Maintain the security of your account credentials and limit staff access appropriately
- Comply with all applicable laws and regulations in the places where you operate (including privacy, health, consumer, and electronic communications rules)
- Respect patient privacy and confidentiality, and provide patients with any notices required by law
- Only upload or process patient data that you are lawfully entitled to process
- Obtain required consents before sending WhatsApp, SMS, email, or other marketing or reminder messages, and before capturing or storing clinical photos
- Use the Service only for legitimate clinic operations
- Not attempt to reverse engineer, disrupt, or compromise the Service
- Report security vulnerabilities or incidents promptly
We take data protection seriously and implement measures designed to support clinics' compliance obligations. We do not claim that the Service is certified under HIPAA, GDPR, or any other regime. Our commitments include:
- Processing patient data on the clinic's instructions to provide the Service
- Encryption of data in transit
- Access controls and user authentication for clinic staff
- Clinic-scoped isolation of customer data in the application
- Security practices we continue to strengthen as the product matures
Billing Terms
- A 14-day trial may apply when you start a subscription; when the trial ends you are billed automatically unless you cancel
- Fees are as quoted in the Service, an order form, or a written agreement
- Subscriptions are billed monthly or annually in advance when billing is enabled
- All fees are non-refundable except as required by law
- We may change pricing with 30 days' notice
- Failed payments may result in service suspension
- You may cancel your subscription at any time
- If usage already exceeds a plan limit after a downgrade or a packaging change, existing data is kept; new creates, reactivations, or uploads may be blocked until you upgrade or reduce usage
Service Availability
We aim for reliable availability but do not guarantee uninterrupted service. Scheduled maintenance and unexpected outages may occur.
Medical Disclaimer
The Service is a practice management tool and does not provide medical advice. All medical and treatment decisions remain the responsibility of licensed professionals at the clinic.
Electronic signatures and consents
E-signature and consent tools (including third-party providers such as DocuSign, when enabled) are provided as software tooling. Whether a consent or signature is legally valid depends on how the clinic configures and uses the tools and on applicable local law. GlowPilot does not guarantee legal validity of any particular consent.
AI features
Any AI assistant or suggestion features are optional productivity aids. They are not a substitute for professional judgment, diagnosis, or treatment planning, and they are not validated clinical decision support.
Limitation of Liability
Our liability is limited to the amount paid for the Service in the 12 months preceding any claim. We are not liable for indirect, incidental, or consequential damages. Mandatory rights under applicable law are not excluded.
Either party may terminate this agreement:
- You may cancel your subscription at any time through your account settings
- We may terminate for breach of these Terms with 30 days' notice
- We may suspend service immediately for security or legal reasons
- Upon termination, you have 30 days to export your data
- We will delete your data after the applicable retention period, subject to legal holds and backups
If you have questions about these Terms of Service, please contact us. Until incorporation we publish a contact email only.
Email: privacy@getglowpilot.com
We reserve the right to modify these Terms at any time. We will notify users of material changes via email or through the Service where practical. Continued use of the Service after changes constitutes acceptance of the new Terms, except where applicable law requires a different process.