Legal & GDPR
Last updated 21 June 2026
These Partner Terms govern subscriptions to the Icletns software platform by businesses and professionals. By creating a business account, accepting an order, or using the platform, the person accepting these Terms confirms that they are authorised to bind the relevant business.
These Terms are intended only for subscriptions acquired wholly or mainly for trade, business, craft, or professional purposes. Each person subscribing as a sole trader, freelancer, or independent professional confirms that they acquire the Subscription for those purposes. If an individual is legally a consumer despite that confirmation, mandatory consumer rights apply and prevail over any inconsistent provision.
Icletns supplies software and booking infrastructure to Businesses.
Icletns:
The Business remains solely responsible for its services and customer relationships.
The Business must provide accurate account information and keep it current. It is responsible for:
Accounts may not be shared with unrelated third parties or used to provide bureau access unless the applicable plan or Order permits it.
Subscription features, limits, billing frequency, trial terms, and fees are stated in the applicable Order or pricing page at the time of purchase.
An independent third-party payment provider processes payments for Icletns subscriptions. The Business authorises Icletns and the applicable payment provider to charge the selected payment method for fees, taxes, and agreed recurring charges. Icletns does not store full card details.
Where a Subscription renews automatically, it continues for successive periods stated in the Order until cancelled before the next renewal date. The Business remains liable for charges incurred before cancellation takes effect.
Fees are non-refundable except where the Order expressly provides a refund right, Icletns agrees otherwise, or applicable law requires one. Any advertised trial or money-back guarantee applies only according to its stated conditions.
If payment is overdue, reversed, disputed, subject to a chargeback, or unsuccessful, Icletns may limit or suspend access after reasonable notice where practicable. Icletns may terminate access where payment remains outstanding.
The Business must not initiate an unjustified chargeback instead of first raising a genuine billing issue with Icletns. This does not prevent the Business from exercising lawful rights concerning unauthorised or incorrectly processed payments.
Appointment-related payments are solely between the Business and its Customers. Icletns does not process those payments, hold Customer funds, act as merchant of record, or participate in settlement unless future functionality is expressly introduced under additional written terms.
The Business warrants that it:
The standard Platform is not medical software, an electronic health-record system, or a clinical-records platform. Any future support for regulated health data would require a separate written agreement, documented product controls, and an appropriate compliance assessment before that Processing begins.
The Business must ensure its booking terms clearly state when a booking becomes binding and identify the Business as the service provider.
The Business and its users must not:
Icletns may investigate suspected misuse and preserve relevant evidence.
As between the parties, the Business retains its rights in Customer Data. The Business grants Icletns a limited right to host, copy, transmit, display, and otherwise process Customer Data only as necessary to provide, secure, support, and comply with law in relation to the Platform.
For Customer personal data processed on the Business's instructions, the Business is the controller and Icletns is the processor. The Data Processing Agreement forms part of these Terms.
Icletns acts as an independent controller for account administration, subscription billing, security, fraud prevention, support, legal compliance, and Platform operations as described in the Privacy Notice.
Icletns will maintain technical and organisational measures appropriate to the risks of the processing. The Business must configure permissions appropriately, secure its devices and integrations, and notify Icletns promptly of suspected incidents.
Icletns will notify the Business without undue delay after becoming aware of a personal data breach affecting Customer Data and will provide reasonably available information required for the Business's legal assessment and notifications.
Icletns aims to provide a reliable service but does not guarantee uninterrupted, error-free, or permanently available access unless an Order expressly includes a service-level agreement.
Icletns may:
Where practicable, Icletns will give advance notice of material planned maintenance or feature retirement. The Business is responsible for maintaining reasonable contingency procedures for appointment operations.
The Platform depends on third-party infrastructure and may interoperate with third-party services. Icletns is not responsible for third-party services outside its reasonable control, but remains responsible for its own legal obligations when selecting processors.
The applicable provider's terms and privacy information apply to its payment services. A failure of a payment or infrastructure provider does not transfer appointment-payment responsibility to Icletns.
Icletns and its licensors retain all intellectual-property rights in the Platform, software, APIs, designs, documentation, trademarks, and improvements.
Subject to payment and compliance with these Terms, Icletns grants the Business a limited, non-exclusive, non-transferable, revocable right during the Subscription to use the Platform for its internal business and customer-booking operations.
The Business retains rights in its names, logos, service information, and other content. It grants Icletns a limited licence to use that content to provide the Platform and display the booking form.
Icletns may identify the Business as a customer or use its name or logo in customer lists, case studies, or marketing materials only with the Business's prior written consent. The Business may withdraw that consent for future uses on reasonable notice.
Feedback may be used by Icletns without restriction or payment, provided it does not identify the Business or disclose confidential information without permission.
Each party must protect the other's non-public business, technical, security, and commercial information using reasonable care and use it only to perform the agreement. This obligation does not apply to information that is public without breach, already lawfully known, independently developed, or lawfully received from another source.
A party may disclose confidential information where legally required after giving notice where permitted.
Icletns may suspend all or part of the Platform where reasonably necessary because of:
Where practicable, Icletns will explain the reason and allow a reasonable opportunity to remedy the issue. Immediate suspension may occur where delay would create material risk.
Either party may terminate according to the Order. Either party may terminate for a material breach that is not remedied within 30 days after written notice, or immediately where the breach cannot be remedied.
Icletns may terminate immediately for insolvency, unlawful use, repeated material breach, serious security risk, or where continued service would breach law.
Icletns may close a free, trial, or expired account that remains inactive for an extended period after giving reasonable notice to the registered account contact. Any available export and deletion provisions continue to apply.
On termination:
During the Subscription, the Business may export data through available Platform functionality.
Following termination, Icletns will make a reasonable export available on request for at least 30 days, provided the account is not suspended for unlawful activity and fees required for the export are paid. The Business is responsible for requesting and securely storing the export.
After the export period, Icletns may delete Customer Data from active systems within 60 days and from backups within a further 90 days, except where retention is required by law, necessary for security or legal claims, or the parties agree otherwise.
Deletion of an account does not require Icletns to delete records it controls independently and must retain for tax, fraud prevention, security, disputes, or legal compliance.
Icletns warrants that it will provide the Platform with reasonable care and skill.
Except as expressly stated, the Platform is provided on an “as available” basis. Icletns does not warrant that:
Nothing in these Terms excludes warranties or remedies that cannot lawfully be excluded.
Nothing excludes or limits liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, breach of data-protection liability that cannot lawfully be limited, or any other liability that law does not permit to be excluded.
Subject to the paragraph above, neither party is liable for indirect or consequential loss, or for loss of profit, revenue, anticipated savings, goodwill, or business opportunity.
Icletns is not liable for the Business's services, staff, prices, availability, customer conduct, appointment disputes, no-shows, refunds, chargebacks, or appointment-related payments.
Subject to liabilities that cannot lawfully be limited, Icletns's total aggregate liability arising in any 12-month period is limited to the higher of:
The limitations apply only to the extent permitted by law and do not reduce obligations expressly imposed by the Data Processing Agreement.
The Business will indemnify Icletns against third-party claims, regulatory costs, and reasonable losses arising from the Business's services, staff, content, unlawful instructions, failure to provide required consumer information, infringement of third-party rights, or breach of data-protection or marketing law, except to the extent caused by Icletns.
Neither party is liable for delay or failure caused by events beyond its reasonable control, including widespread internet or cloud failures, utility interruption, natural disaster, epidemic, war, civil disorder, labour disputes not limited to its workforce, governmental action, or cyberattack despite reasonable precautions.
The affected party must take reasonable steps to reduce the impact. Payment obligations for services already supplied are not excused.
Icletns may update these Terms for legal, security, technical, or operational reasons. Materially adverse changes will normally be notified at least 30 days before taking effect. The Business may terminate before the effective date if it does not accept a materially adverse change, but fees already incurred remain payable.
Emergency legal or security changes may take effect sooner. Changes do not retrospectively alter confirmed Customer bookings.
The Business may not assign the agreement without Icletns's consent, except as part of a genuine sale of its business. Icletns may assign it as part of a restructuring, financing, or sale, provided this does not materially reduce the Business's rights.
Failure to enforce a term is not a waiver. If a term is unenforceable, the remaining terms continue. These Terms, the Order, and incorporated documents form the entire agreement and replace earlier discussions about the Subscription.
No Customer or other third party may enforce these Partner Terms.
These Terms and non-contractual disputes are governed by the law of England and Wales. The courts of England and Wales have exclusive jurisdiction, unless mandatory law requires otherwise.
Contract and support notices may be sent to [email protected]. Formal notices to Icletns must also be sent to the registered office identified in the applicable Order.