Terms and Conditions

Agreement to Legal Terms

These Terms and Conditions ("Terms") govern your use of the services provided by My Practice Manager Ltd ("Company," "we," "us," or "our") through the website https://mypracticemanager.co.uk (the "Site") and related services (collectively, the "Services"). By accessing or using our Services, you confirm that you have read, understood, and agree to be bound by these Terms.

Business-to-Business only — You warrant that you are acting in the course of business and not as a "consumer" for the purposes of the Consumer Rights Act 2015.

If you do not agree to these Terms, you must stop using the Services immediately.

You can contact us at: Email: contact@mypracticemanager.co.uk

We may update these Terms from time to time. The "Last updated" date above will reflect the latest version. Your continued use of the Services constitutes acceptance of any revised Terms.

Table of Contents

1. Overview of Services
2. Intellectual Property Rights
3. User Obligations
4. Registration and Account Security
5. Payments and Subscriptions
6. Prohibited Activities
7. User Contributions
8. AI Generated Content
9. Compliance Document Manager
10. Rota Management
11. Poster Library and Content Resources
12. Disclaimer of Warranties
13. Third-Party Content and Links
14. Data Privacy
15. Limitation of Liability
16. Indemnification
17. Liquidated Damages for Unauthorised Distribution
18. Changes to the Services
19. Governing Law
20. Accessibility
21. Service Availability and Support
22. Beta Features
23. Contact Us

1. Overview of Services

Our Services — including compliance resources, poster templates, policy generators, and rota management tools — are designed specifically for NHS GP practices operating in England. The content, templates, regulatory references, and guidance provided through the Services reflect the legal, regulatory, and operational framework applicable to NHS primary care in England (including CQC, NHS England, and related bodies).

If you operate a GP practice in Scotland, Wales, or Northern Ireland, or if you are a private (non-NHS) practice, you acknowledge that the regulatory frameworks, inspection regimes, and compliance requirements applicable to your practice may differ materially from those in NHS England. You may still use the Services, but you do so entirely at your own risk and accept sole responsibility for adapting any Materials to meet the requirements of your jurisdiction or regulatory environment. We make no representation that the Services or Materials are suitable, accurate, or compliant outside the context of NHS GP practices in England.

If you access the Services from outside the United Kingdom, you are solely responsible for compliance with local laws.

The Services are strictly for users aged 18 and older.

2. Intellectual Property Rights

All content, designs, trademarks, templates, and materials within the Services (collectively, "Content") are owned or licensed by us and are protected by applicable intellectual property laws, including copyright, database rights, and design rights.

You are granted a limited, non-exclusive, non-transferable, and revocable licence to access and use the Services for internal business purposes only, subject to the restrictions set out in these Terms.

AI-Generated Content

Any content generated by our AI assistants (e.g., risk assessments, compliance checklists, policies, newsletters, rota narratives) is provided under a limited licence for use exclusively in connection with your practice. This licence permits you to:

• Modify and adapt the generated content for any purpose directly related to the operations, administration, or communication needs of your practice.
• Use the content to create materials such as leaflets, newsletters, posters, or any other resources intended for your practice's staff, patients, or operations.
• Share the generated content publicly, including on your practice's website or in print materials, provided the usage is specific to your practice.

Poster Templates and Library Resources

Poster templates, library resources, and pre-designed materials provided through the Services (including but not limited to the Poster Library and any resource libraries) are licensed for use exclusively within your practice. This licence permits you to:

• Customise and generate poster PDFs for display within your practice premises.
• Publish finalised materials on your practice's own website or in patient-facing print materials, provided the usage is specific to your practice.

Restrictions

You may not:

• Share, distribute, sublicence, sell, or otherwise make any Content — including AI-generated materials, poster templates, library resources, or any substantial part thereof — available to other practices, organisations, or third parties (except as publicly shared materials specific to your practice).
• Use Content for purposes unrelated to your practice's operations or to provide services to other practices.
• Extract, scrape, reverse-engineer, or recreate poster templates, designs, layouts, or underlying structures outside the platform.
• Remove or obscure copyright notices, branding, or disclaimers from any Content.
• Make Content available on public or shared drives accessible outside your practice.
• Supply downloaded PDFs, generated materials, or template files to other practices for their use (whether for payment or otherwise).

Ownership of all Content — including AI-generated content, poster templates, library resources, and all associated intellectual property rights — remains with My Practice Manager Ltd.

Any breach of this section may result in immediate termination of your access to the Services, and may give rise to a claim for liquidated damages under section 17 of these Terms.

3. User Obligations

• You will not submit patient data or special category data (as defined by Article 9 of UK GDPR) through the Services. Any breach of this provision is at your sole risk.
• All information provided during registration or use of the Services is accurate and up-to-date.
• You will comply with applicable laws and refrain from activities that harm the Services, our users, or our reputation.
• When using the Compliance Document Manager to share documents with staff, you will ensure that any personal data included complies with data protection regulations and that you have proper authority to process such data.
• When using the Rota feature, you are responsible for the accuracy of all staff data entered, including names, working patterns, and availability. You must not record absence reasons, health information, or other special category data within the rota system.
• When using the Rota feature to share schedules with staff via personal view links or calendar feeds, you are responsible for managing link distribution and revoking access when appropriate (e.g. when a staff member leaves your practice).

Failure to comply may result in suspension or termination of your account.

4. Registration and Account Security

You are responsible for maintaining the confidentiality of your account credentials. Any activity under your account is your responsibility.

We reserve the right to disable accounts or reclaim usernames that violate these Terms or are deemed inappropriate.

5. Payments and Subscriptions

Payment Methods

We accept Visa, Mastercard, BACS Direct Debit.

Subscription Terms

• Subscriptions automatically renew annually unless canceled.
• You may cancel your subscription at any time. Any remaining months on a yearly subscription will be refunded on a pro-rata basis.
• Cancellations take effect immediately upon request, and the refund amount will be calculated based on the unused portion of the subscription period.

Fee Adjustments

We may change subscription fees with notice provided in accordance with applicable law.

6. Prohibited Activities

You agree not to:

• Circumvent security features of the Services.
• Use automated tools to access the Services.
• Upload harmful materials such as viruses or malware.
• Engage in activities that violate laws or infringe on the rights of others.
• Use the Compliance Document Manager to store or share documents containing patient data or other sensitive personal information not appropriate for the platform.
• Enter patient data, special category data, or absence reasons into the Rota or any other feature of the Services.
• Share, redistribute, or resell poster templates, generated PDFs, library resources, or any other Content to other practices or third parties.

7. User Contributions

Any content you submit (e.g., feedback, reviews, or forum posts) may be used by us for promotional or operational purposes under a perpetual, royalty-free license. You retain ownership of your contributions but waive any claims against us regarding their use.

We reserve the right to remove or edit contributions that violate these Terms or are deemed inappropriate.

8. AI-Generated Content

Our AI tools are designed to assist with generating content such as risk assessments, compliance checklists, policies, rota schedules, scheduling narratives, and other materials. While we strive to ensure high-quality and relevant outputs, we explicitly disclaim responsibility for the content generated by our AI tools.

The AI may occasionally generate content that is inaccurate, unsuitable, or offensive. We do not have full control over the outputs produced by the AI tools and recommend that you carefully review all generated content before use.

By using the Services, you acknowledge and accept the inherent limitations of AI-generated content and agree that My Practice Manager Ltd shall not be held liable for any consequences arising from the use of such content, including but not limited to staffing decisions, regulatory outcomes, or scheduling conflicts arising from AI-generated rotas or recommendations.

9. Compliance Document Manager

The Compliance Document Manager allows you to upload, store, share, and track staff acknowledgment of documents such as policies, procedures, and other compliance materials.

Document Ownership and Responsibility: You retain responsibility for the content of all documents uploaded to the Compliance Document Manager, including:

• Ensuring all uploaded documents comply with relevant laws and regulations.
• Verifying the accuracy and suitability of document content for your practice.
• Managing staff access to documents and tracking acknowledgments appropriately.

Staff Acknowledgment: The document acknowledgment feature ("signoff") is designed to help you track which staff members have reviewed specific documents. This feature:

• Is not a legally binding electronic signature system unless explicitly stated otherwise.
• Provides a record of document review that you may use as part of your compliance procedures.
• Should be used in conjunction with your own policies regarding staff training and document acknowledgment.

Personal Data Processing: When using the Compliance Document Manager to share documents with staff members, you will be processing personal data (such as staff names and email addresses). Use of this feature is subject to our Data Processing Addendum.

10. Rota Management

The Rota feature allows you to create, manage, and publish staff schedules for your practice, including defining demand patterns, assigning staff to sessions, tracking fairness metrics, and communicating schedules to staff.

Staff Data and Responsibility: You retain full responsibility for all staff data entered into the Rota, including:

• Ensuring that staff names, email addresses, working patterns, skills, and other information entered are accurate and up-to-date.
• Obtaining any necessary consents or providing appropriate privacy notices to your staff before entering their data into the platform.
• Ensuring that no special category data (as defined by Article 9 of UK GDPR), patient data, or absence reasons are entered into the rota system.

Schedule Generation: The AI-powered schedule generation feature produces rotas based on the demand patterns, staff availability, rules, and constraints you configure. These generated schedules:

• Are recommendations only and should be reviewed by a qualified practice manager before publication.
• Do not constitute professional advice on employment law, working time regulations, or staffing requirements.
• May not account for all relevant factors — you are responsible for ensuring that published rotas comply with employment contracts, working time regulations, and any other applicable requirements.

Staff Schedule Sharing: When you publish a rota, schedule information may be shared with individual staff members via cryptographically signed personal view links and calendar feeds. You are responsible for:

• Managing the distribution of personal view links to the appropriate staff members.
• Revoking access links when a staff member leaves your practice or no longer requires access.
• Informing staff about how their scheduling data is processed, in accordance with your obligations as a data controller.

Personal Data Processing: When using the Rota feature, you will be processing personal data (including staff names, email addresses, working patterns, and scheduling preferences). You act as the data controller and we act as the data processor. Use of this feature is subject to our Data Processing Addendum.

11. Poster Library and Content Resources

The Poster Library and related content resource features allow you to browse, customise, and generate professional poster PDFs and other materials for use within your practice.

Licence: Poster templates and generated materials are provided under the limited licence set out in section 2 (Intellectual Property Rights). You may use generated posters and materials exclusively within your own practice for internal display, patient communication, and staff communication purposes.

Restrictions: Poster templates, designs, layouts, and generated materials are proprietary to My Practice Manager Ltd. The restrictions set out in section 2 apply in full. In particular, you may not share poster templates or generated materials with other practices or third parties, and you may not extract or recreate the underlying template designs.

Content Accuracy: While poster templates are designed to reflect current best practice and regulatory guidance, you are responsible for reviewing and verifying the accuracy and suitability of all poster content before display in your practice. Poster content does not constitute legal, medical, or regulatory advice.

Unauthorised Distribution: Unauthorised distribution of poster templates, generated materials, or library resources may give rise to a claim for liquidated damages under section 17 of these Terms, in addition to any other remedies available to us.

12. Disclaimer of Warranties

No Legal or Professional Advice. The policies, procedures, risk assessments, rotas, scheduling narratives, posters, or any other materials (collectively, "Materials") generated or provided through our Services are for informational and operational purposes only and do not constitute legal, medical, employment, accounting, or other professional advice. You should seek appropriate professional counsel if you require advice regarding any specific legal, employment, or compliance matter.

"As Is" Basis. To the maximum extent permitted by law, the Services and Materials are provided on an "as is" and "as available" basis without warranty of any kind, whether express or implied, including but not limited to the implied warranties of merchantability, fitness for a particular purpose, and non-infringement.

No Guarantee of Accuracy or Completeness. We do not warrant that the Materials will be complete, accurate, up-to-date, or suitable for your particular needs. You are solely responsible for reviewing, modifying, and adapting any Materials to ensure compliance with your specific legal, professional, or regulatory requirements.

Scheduling Disclaimer. AI-generated rotas and scheduling recommendations are produced algorithmically based on the data and constraints you provide. We do not warrant that generated schedules will comply with employment contracts, working time regulations, or any other legal requirements. You are solely responsible for reviewing all schedules before publication and for ensuring compliance with applicable employment law.

Use at Your Own Risk. You assume all responsibility for any decisions or actions taken based on the Materials provided. Any reliance on such Materials is strictly at your own risk.

13. Third-Party Content and Links

Our Services may contain links to third-party websites. We are not responsible for the accuracy, policies, or content of third-party sites. Accessing third-party websites is at your own risk.

14. Data Privacy

We value your privacy. For information on how we handle your data, please review our Privacy Policy.

Data Processing Addendum: When you use features that involve processing staff personal data — including the Compliance Document Manager, Rota Management, and any other feature where you enter staff names, email addresses, or other personal information — you act as the data controller and we act as the data processor. The processing of such data is subject to our Data Processing Addendum.

Permitted staff data: Certain features of the Services are designed to process limited, non-sensitive staff data (such as names, email addresses, working patterns, and professional skills) as necessary for their operation. You are responsible for ensuring that only appropriate data is entered and that your staff have been informed about the processing in accordance with UK GDPR.

Prohibited data: You must not use the Services to process or store patient data, special category data (as defined by Article 9 of UK GDPR), or absence reasons. My Practice Manager is not designed for the processing of such data, and doing so may result in a violation of applicable data protection laws. Any entry of prohibited data is entirely at your own risk and we accept no liability for the consequences.

By using My Practice Manager, you acknowledge that it is your responsibility to comply with applicable data protection laws and regulations when handling personal data, including ensuring appropriate safeguards and permissions are in place.

15. Limitation of Liability

Nothing in these Terms limits or excludes our liability for: (a) death or personal injury caused by our negligence; (b) fraud or fraudulent misrepresentation; or (c) any other liability that cannot be excluded or limited by applicable law.

Subject to the foregoing, to the maximum extent permitted by law:

• We shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to loss of profits, revenue, data, goodwill, or business opportunity, howsoever arising.
• We shall not be liable for any loss or damage arising from: staffing decisions made using AI-generated rotas or recommendations; reliance on AI-generated content, scheduling narratives, or constraint reports; regulatory non-compliance resulting from use of Materials; or employment disputes or claims arising from scheduling decisions.
• Our total aggregate liability arising out of or in connection with these Terms or the Services shall not exceed the greater of: (i) the total fees paid by you to us in the twelve (12) months immediately preceding the event giving rise to the claim; or (ii) one hundred pounds sterling (£100).

16. Indemnification

You agree to defend, indemnify, and hold us harmless (including our directors, officers, employees, and agents) from and against all claims, liabilities, damages, losses, or expenses (including reasonable legal fees) arising out of or in any way related to:

• Your use or misuse of the Services or Materials, including any reliance on or publication of any policy, procedure, risk assessment, or rota generated by the Services.
• Your failure to obtain professional advice regarding the adoption or adaptation of any Materials, including AI-generated rotas and scheduling recommendations.
• Any claim that the Materials, as used by you, fail to comply with any legal or professional standard.
• Violations of these Terms or infringement of any third-party rights caused by your actions.
• Any claims arising from your use of the Compliance Document Manager, including claims related to document content or staff acknowledgment processes.
• Any claims from your staff or former staff arising from scheduling decisions, rota assignments, working pattern allocations, or fairness of shift distribution made using the Services.
• Any data protection claims arising from staff personal data entered into the Services by you or on your behalf, including claims by data subjects exercising their rights under UK GDPR.
• Any unauthorised distribution of Content in breach of section 2 or section 17 of these Terms.

This indemnity shall survive the termination or expiry of these Terms and your use of the Services.

17. Liquidated Damages for Unauthorised Distribution

Commercial Justification: Unauthorised distribution of Content — including poster templates, library resources, AI-generated materials, compliance documents, or any other proprietary materials provided through the Services — deprives the Company of subscription revenue, damages goodwill, and incurs investigative and enforcement costs. The cost of detecting and investigating unauthorised distribution is substantial and materially exceeds the value of any individual item of Content.

If you (or anyone obtaining Content through you) supply or make any Content, or any substantial part thereof, available to any third party outside your practice without our prior written consent, you shall pay liquidated damages of £100 (one hundred pounds sterling) per item of Content per unauthorised recipient. For the avoidance of doubt, each distinct poster template, generated document, library resource, or other identifiable piece of Content constitutes a separate "item."

This sum is agreed by the parties to be a genuine pre-estimate of the Company's loss, reflecting primarily the cost of detection, investigation, and enforcement, together with lost subscription revenue and damage to goodwill.

Payment is due immediately upon written demand and is without prejudice to the Company's right to:

• Seek injunctive or other equitable relief to prevent further unauthorised distribution.
• Recover greater actual loss where proved.
• Terminate your access to the Services with immediate effect.

18. Changes to the Services

We may modify or discontinue the Services at any time without liability. While we aim to provide uninterrupted service, downtime may occur due to maintenance or unforeseen issues.

19. Governing Law

These Terms are governed by the laws of England and Wales. Disputes will be subject to the exclusive jurisdiction of the courts of England and Wales.

20. Accessibility

We are committed to making My Practice Manager accessible to as many users as possible. Our goal is to develop and maintain the platform in line with the Web Content Accessibility Guidelines (WCAG) 2.1, Level AA where feasible.

We recognise that accessibility needs vary and that some requirements may not be addressed by standard guidelines. If you experience any difficulty using our Services due to a disability or specific access need, please contact us at contact@mypracticemanager.co.uk. We will do our best to work with you to provide a suitable and effective accommodation.

21. Service Availability and Support (Informal SLA)

We aim to provide access to the Services during standard business hours: Monday to Friday, 9:00am to 6:00pm (UK time), excluding public holidays in England and Wales.

While we strive for reliability and availability, occasional downtime may occur due to maintenance, updates, or unforeseen technical issues.

We monitor for issues outside these hours and will respond on a best-effort basis, prioritising urgent problems that significantly impact access to the platform. Please note that we do not offer guaranteed response times or formal uptime commitments.

22. Beta Features

From time to time, we may release new or experimental features ("Beta Features") to selected users for testing and feedback purposes. These Beta Features are provided "as is," may not be fully functional, and may be modified or discontinued at any time without notice.

By using Beta Features, you acknowledge and accept that they may be unstable, incomplete, or behave unexpectedly. We welcome your feedback, which helps us improve the product. Use of Beta Features is entirely optional and subject to these Terms.

23. Contact Us

For questions, concerns, or complaints regarding these Terms, please contact us at:

My Practice Manager Ltd contact@mypracticemanager.co.uk