Terms of Service

These Terms of Service ("Terms") govern the use of Lessora Med ("we", "us"), a web service for running the front office of private clinics and medical practices (calendar, cabinets, patients, reminders, payments and practitioner settlements), provided by Lessora sp. z o.o., ul. Stanisławowska 47, 54-611 Wrocław, Poland, KRS 0001273600, Sąd Rejonowy dla Wrocławia-Fabrycznej we Wrocławiu, VI Wydział Gospodarczy KRS, VAT ID 8943296834.

1. Who these Terms are for

1.1. Lessora Med is a service for businesses that provide health services, such as clinics and medical, dental and physiotherapy practices ("Clinics"). By creating a clinic account, you confirm that you act on behalf of a Clinic, in the course of its trade or business, and that you are allowed to accept these Terms for it. Lessora Med is not offered to consumers.

1.2. The person who creates the Clinic's account is its owner. The owner can invite managers, reception staff and practitioners ("Users"). The Clinic is responsible for its Users and for what they do in Lessora Med.

1.3. Each person has one Lessora Med account (sign-in, two-factor settings and professional profile) and a separate membership in each Clinic they work for. A practitioner can work for several Clinics with the same account; each Clinic sees only its own data, and other Clinics see at most that the practitioner is not available at a given time.

1.4. The Clinic's patients don't have accounts. They receive text messages and emails from the Clinic and open the pages linked in them, for example to confirm or cancel a visit, answer a proposed new time, take a freed time or pay online. Their questions about their data, visits or payments go to the Clinic.

1.5. Lessora Med is not a medical records system. Notes in it are administrative notes, and the Clinic must not keep medical documentation, test results, diagnoses or other clinical information in it. The Clinic keeps its medical records in a system meant for them.

2. Your account

2.1. Each Clinic gets its own address (yourclinic.lessoramed.com), which is also the address of the pages its patients open. Once we turn it on for a Clinic, it can also use its own domain. We may refuse or change an address that is misleading, offensive or infringes someone's rights.

2.2. Keep sign-in details secret, use two-factor authentication or a passkey (it is required for the Clinic's owner and managers and recommended for everyone else), sign out of or lock shared computers, and tell us at [email protected] if you think an account has been compromised.

2.3. Information you give us when signing up and for billing must be correct and kept up to date.

3. Trial

3.1. A new Clinic gets a free trial of 30 days. No payment card is needed.

3.2. At the end of the trial, the Clinic chooses a paid plan to keep using Lessora Med. Otherwise the account becomes read-only and is handled as described in section 7.

4. Plans, prices and payment

4.1. Plans and prices are shown on our website and in the Clinic's billing settings. Plans differ by the number of active cabinets, practitioners and managers, and some features (such as the online booking sync or practitioner settlements) are only in some plans. Prices are net of VAT and other taxes, which are added where applicable. Clinics in the EU outside Poland with a valid VAT ID are invoiced under the reverse charge.

4.2. Every plan includes a monthly allowance of text messages, counted in SMS parts (a long message, or one with Polish letters, can take more than one part). Unused parts don't carry over. When the allowance is used up, further text messages are not sent until the next calendar month, unless we agree a higher allowance with the Clinic; patients with an email address get the message by email instead. The owner and managers are warned at 80% and 100% of the allowance.

4.3. Subscriptions are paid in advance for the chosen period (monthly or yearly) through our payment provider, Stripe, and renew automatically until cancelled.

4.4. Upgrades take effect immediately and are charged pro rata. Downgrades take effect at the end of the current period and are only possible if the Clinic fits the new plan's limits.

4.5. When a Clinic reaches a limit of its plan, it can't add or activate more cabinets, practitioners or managers until it upgrades or makes others inactive.

4.6. The owner can cancel at any time in the billing settings. The subscription then ends at the end of the paid period. Fees already paid are not refunded, except where the law requires it or we decide otherwise.

4.7. If a payment fails, the subscription becomes past due and the Clinic keeps full access for a grace period of 7 days. After that, the account becomes read-only until the payment is made (section 7.2).

4.8. We may change prices with at least 30 days' notice by email. The new price applies from the next billing period after the notice. If the Clinic doesn't agree, it can cancel before the change takes effect.

4.9. Promotion codes apply only under the conditions stated with them and can't be exchanged for cash.

5. The Clinic's business with its patients and practitioners

5.1. Payments. A Clinic can accept payments from its patients online through its own Stripe account (Stripe Connect), or record payments made in cash, by card terminal or by bank transfer, including payments for packages of visits. For online payments, the Clinic is the seller and Stripe processes the payment under the Clinic's agreement with Stripe. We are not a party to these payments, don't hold the money, and are not responsible for refunds, chargebacks or taxes between a Clinic and its patients.

5.2. Invoices and KSeF. Once we turn invoicing on for a Clinic, it can issue its own invoices to patients in Lessora Med and is responsible for their content, VAT rates and exemptions, and numbering. If the Clinic turns on sending to the National e-Invoicing System (KSeF), we send its invoices to KSeF on its behalf with the token it gives us. The Clinic is responsible for its token, for checking the status of its invoices and for correcting invoices KSeF rejects. Payment confirmations created in Lessora Med confirm a payment; they are not fiscal receipts, and the Clinic keeps using its own cash register where the law requires one.

5.3. Online booking platforms. If the Clinic connects Lessora Med with an online booking platform where it has its own account, we exchange the Clinic's availability, bookings and the details of patients who book there with that platform on the Clinic's behalf. The Clinic's use of the platform is governed by its own agreement with it. The sync can be delayed or interrupted, and the Clinic resolves the conflicts the service shows it.

5.4. Messages. Text messages and emails to patients are sent in the Clinic's name. By default they don't name the service, so they don't reveal what the visit is for; the Clinic can change this in its settings and is then responsible for that choice. The Clinic decides what is sent and is responsible for having a legal basis for each message, in particular consent for reminders and marketing, which it can record for each patient.

5.5. Settlements and suggestions. Practitioner settlements, offers of freed times and proposed plans after an absence are tools for the Clinic. The Clinic checks them and remains responsible for its agreements with practitioners, their pay and taxes, and for what it offers its patients.

5.6. Duties as a healthcare provider. The Clinic remains responsible for its own duties as a healthcare provider, in particular medical confidentiality, patients' rights, keeping medical records and its entries in the registers that apply to it. Lessora Med doesn't take over any of these duties.

6. Acceptable use

The Clinic and its Users must not:

• use Lessora Med for anything unlawful, or to store content that infringes someone's rights;
• keep medical documentation or clinical information in Lessora Med (section 1.5);
• upload malware, try to get into accounts or data that aren't theirs, or test our security without our written permission;
• overload the service, scrape it, or use it in a way that harms other Clinics;
• resell or give access to Lessora Med to third parties outside the Clinic, except as the service intends (inviting its own Users);
• use Lessora Med to send spam or messages the recipients haven't agreed to.

7. Ending the service

7.1. The owner can delete the Clinic in the settings. The Clinic can then be restored for 30 days; after that its data is permanently deleted.

7.2. A Clinic whose trial or payment has lapsed is read-only: its Users can see and export data but not add new records, and it takes no new bookings or online payments. If no plan is chosen, the Clinic's data is deleted 90 days after it became read-only. We remind the owner by email 30, 7 and 1 days before that happens.

7.3. Before deletion, the owner can export the Clinic's data (section 8.4). The Clinic keeps its own copies of the visit history, invoices and other records it must keep by law.

7.4. Deleted data may remain in encrypted backups for up to 30 days, until those backups expire.

7.5. Deleting a Clinic doesn't delete its Users' Lessora Med accounts; a person can delete their own account once they have no active memberships.

7.6. We may suspend or end a Clinic's access with immediate effect if it seriously breaches these Terms, in particular section 6, or if the law requires it. Where reasonable, we warn the Clinic first and give it a chance to fix the problem.

8. Your data

8.1. The Clinic owns the data it and its Users put into Lessora Med ("Clinic Data"), such as patients, visits, services, payments, packages, invoices and settlements. We use Clinic Data only to provide and support the service, as described in the Data Processing Agreement, which forms part of these Terms.

8.2. For Clinic Data, the Clinic is the controller and we are its processor under the GDPR. Clinic Data includes data concerning health (section 2 of the Data Processing Agreement). It also includes data patients enter on the pages the Clinic sends them, data received from an online booking platform the Clinic connects, and files the Clinic uploads. The Clinic is responsible for having a legal basis for the data it enters and for informing its patients (with its own information clause, which it can set in Lessora Med).

8.3. For a person's Lessora Med account (sign-in data and professional profile), we are the controller, as described in our Privacy Policy.

8.4. The owner can export the Clinic's data at any time while the account exists (CSV and JSON files in a ZIP archive). Export files are available for 7 days.

8.5. We may use aggregated, anonymous statistics about how Lessora Med is used (which can't identify a Clinic, a patient or any other person) to run and improve the service. We never use Clinic Data for advertising.

9. Availability and support

9.1. We work to keep Lessora Med available and secure, but we don't guarantee uninterrupted availability. We plan maintenance outside clinics' busy hours where we can and announce longer maintenance in advance.

9.2. Support is provided by email and in the app, on working days. Phone support is included in the plans that say so on our website.

9.3. At the Clinic's request or for support and security reasons, our staff may sign in to a Clinic's account. Every such access is recorded in the Clinic's audit log with a reason.

9.4. On request, we can import a Clinic's existing data (for example patients and their upcoming visits) from files it sends us through a support request in the app. The person sending the files confirms that the Clinic allows it. We use the files only for that import and delete them as described in the Data Processing Agreement. The Clinic checks the imported data and remains responsible for it.

9.5. We develop Lessora Med over time. We may change or remove features, but we won't remove a core feature of a paid plan during a paid period without offering a fair alternative or a pro-rata refund. Features that are off by default (such as the AI assistant) are turned on only after we have told Clinics what data they use and who processes it.

10. Intellectual property

Lessora Med, its software, design and brand belong to us or our licensors. The Clinic gets a non-exclusive, non-transferable right to use Lessora Med for its own operations during the subscription. Feedback and suggestions can be used by us without obligation.

11. Confidentiality

Each party keeps confidential the other party's non-public information it learns through the service and uses it only to perform these Terms. This doesn't apply to information that is public, was already known, or must be disclosed by law. Our duties for patient data are set out in the Data Processing Agreement.

12. Liability

12.1. Nothing in these Terms limits liability for intent, gross negligence, injury to life, body or health, or where liability can't be limited by law.

12.2. Otherwise, each party's total liability under these Terms is limited to the fees the Clinic paid for Lessora Med in the 12 months before the event that caused the claim. Neither party is liable for lost profits, lost revenue or indirect damage.

12.3. We are not liable for problems caused by the Clinic's own systems or internet connection, by third-party services the Clinic chooses to use (such as its Stripe account, an online booking platform or KSeF), by text messages a mobile network fails to deliver, or by events outside our reasonable control. We don't give medical, tax or legal advice: the Clinic checks its invoices, VAT, consents and settlements itself or with its advisers.

13. Changes to these Terms

We may update these Terms. We tell owners about material changes by email or in the app at least 30 days before they apply. If a change requires it, owners are asked to accept the new version when they next sign in. If a Clinic doesn't agree, it can cancel before the change applies.

14. Law and disputes

These Terms are governed by the law of Poland, excluding the UN Convention on Contracts for the International Sale of Goods. Disputes are decided by the common courts competent for our registered office in Wrocław, Poland.

15. Contact

Lessora sp. z o.o., ul. Stanisławowska 47, 54-611 Wrocław, Poland. Email: [email protected]. Support: [email protected].