Terms and Conditions

This website is operated by LumiDesk Ltd, a private limited company registered in the United Kingdom.

Company name:

LumiDesk Ltd

Company type:

Private limited company

Registered office:

2 Mile Lane, BL8 2DS, United Kingdom

Email:

support@lumidesk.co.uk

Company number:

[Add company number]

In these Terms, “LumiDesk”, “we”, “us” or “our” means LumiDesk Ltd.

LumiDesk provides software and related services designed to help clinics manage enquiries, conversations, leads, and booking workflows.

Our services may include, depending on the plan or setup:

• Website chat and enquiry capture
• AI-assisted responses
• Lead qualification
• Conversation management
• Booking and demo workflows
• Integrations with third-party tools
• Dashboard and reporting features

The exact features available to you may depend on your subscription, setup, integrations, and any agreement we enter into with you.

You agree to use our website only for lawful purposes.

You must not:

• misuse, damage, disrupt, or interfere with our website;
• attempt to gain unauthorised access to our systems;
• use the website to send spam, harmful code, or malicious content;
• copy, scrape, reproduce, or exploit our website content without permission;
• use our website in a way that could harm LumiDesk or other users.

We may restrict or block access to our website if we believe it is being misused.

When you submit a contact form or book a demo, you agree that the information you provide is accurate and complete.

We may contact you using the details you provide to:

• respond to your enquiry;
• arrange or confirm a demo;
• discuss LumiDesk services;
• provide follow-up information.

Submitting a form or booking a demo does not create a contract for paid services unless we separately agree this with you.

Some LumiDesk services may require an account or dashboard access.

If you are given account access, you are responsible for:

• keeping login details secure;
• ensuring only authorised users access your account;
• notifying us promptly if you suspect unauthorised access;
• ensuring your team uses LumiDesk appropriately.

We may suspend access if we believe an account is being misused or if there is a security risk.

LumiDesk may use AI-assisted features to help respond to enquiries, organise conversations, qualify leads, or support workflow automation.

You understand that:

• AI-generated responses may not always be complete, accurate, or suitable for every situation;
• clinic staff remain responsible for reviewing important conversations and decisions;
• LumiDesk is not a replacement for professional medical, clinical, legal, or regulatory advice;
• clinics should not rely on LumiDesk for emergency medical triage or urgent clinical decisions.

You are responsible for configuring your clinic information, services, policies, and instructions accurately so LumiDesk can operate appropriately.

If you use LumiDesk for your clinic or business, you are responsible for:

• ensuring your service information, prices, availability, and policies are accurate;
• reviewing enquiries and bookings where appropriate;
• complying with laws and regulations that apply to your clinic;
• ensuring that any medical, aesthetic, or treatment-related advice is handled by suitably qualified professionals;
• making sure your use of LumiDesk complies with advertising, data protection, consumer protection, and healthcare-related rules that apply to your business.

LumiDesk may connect with or rely on third-party services, such as Calendly, Zoom, Supabase, messaging platforms, email providers, analytics tools, or social media platforms.

We are not responsible for:

• downtime or errors caused by third-party services;
• changes made by third-party platforms;
• third-party pricing, policies, or account restrictions;
• loss caused by your use of third-party services.

Your use of third-party services may also be subject to their own terms and policies.

If LumiDesk offers paid plans, prices and billing terms will be shown on the website, in-app, or in a separate agreement.

Unless stated otherwise:

• fees are payable in advance;
• prices may exclude VAT or other applicable taxes;
• you are responsible for providing accurate billing details;
• failure to pay may result in suspension or cancellation of access.

Any specific payment, cancellation, refund, or minimum-term terms may be set out separately when you subscribe.

Cancellation and refund rights depend on the specific service, plan, contract, or subscription you purchase.

If a paid subscription is offered, the relevant cancellation and refund terms will be provided before or at the point of purchase.

For bespoke setup, onboarding, custom development, or consultancy work, fees may be non-refundable once work has started, unless we agree otherwise in writing.

All content, branding, software, designs, text, graphics, logos, features, and materials on the LumiDesk website and platform belong to LumiDesk Ltd or our licensors.

You must not copy, modify, distribute, reverse engineer, reproduce, or commercially exploit any part of our website or services without written permission.

You retain ownership of your clinic data and content, but you give us permission to process and use it as needed to provide the LumiDesk services.

We will handle personal data in accordance with applicable UK data protection laws.

If you submit information through our website, book a demo, or use our services, we may process personal data such as names, email addresses, phone numbers, clinic information, messages, and booking details.

A separate Privacy Policy explains how we collect, use, store, and protect personal data.

If you use LumiDesk to process your customers’ or patients’ personal data, additional data protection terms may be required, including a data processing agreement.

We aim to keep the website and services available, reliable, and secure. However, we do not guarantee uninterrupted or error-free access.

Access may be interrupted due to:

• maintenance;
• updates;
• technical issues;
• third-party service failures;
• security incidents;
• events outside our reasonable control.

We may update, improve, suspend, or remove parts of the website or services at any time.

LumiDesk is provided to support clinic enquiry management and workflow automation. It does not guarantee:

• a specific number of leads;
• a specific number of bookings;
• increased revenue;
• uninterrupted operation;
• error-free AI responses;
• suitability for every clinic or use case.

You are responsible for deciding whether LumiDesk is suitable for your business.

Nothing in these Terms limits or excludes liability where it would be unlawful to do so, including liability for death or personal injury caused by negligence, fraud, or fraudulent misrepresentation.

To the fullest extent permitted by law, LumiDesk Ltd will not be liable for:

• loss of profits;
• loss of revenue;
• loss of business;
• loss of goodwill;
• loss of data;
• indirect or consequential loss;
• losses caused by third-party services;
• losses caused by inaccurate information provided by you.

Our total liability for any claim relating to the website or services will be limited to the amount paid by you to LumiDesk in the 3 months before the claim arose, unless a separate written agreement states otherwise.

We may suspend or terminate access to LumiDesk if:

• you breach these Terms;
• payment is overdue;
• we suspect misuse, fraud, or security risk;
• required third-party services become unavailable;
• we are required to do so by law.

You may stop using the website at any time. Subscription cancellation rights will depend on the relevant plan or agreement.

We may update these Terms from time to time.

When we make changes, we will update the “Last updated” date at the top of this page. Continued use of the website or services after changes means you accept the updated Terms.

These Terms are governed by the laws of England and Wales.

The courts of England and Wales will have exclusive jurisdiction over disputes relating to these Terms, unless applicable law requires otherwise.