Client Care Nest — Terms of Service

1. About Client Care Nest

Client Care Nest is a client management and scheduling application developed and operated by Client Care Nest, LLC. The App provides tools such as client intake forms, scheduling, reminders, document storage, and related features.

Client Care Nest is not a healthcare provider, legal service, or financial advisor.

2. Eligibility

You may use the Service only if you:

• Are at least 18 years old (or the age of majority in your jurisdiction);
• Have the authority to enter into these Terms on behalf of yourself or the organization you represent; and
• Use the App for lawful purposes only.

If you are using the Service on behalf of a business or organization, you represent and warrant that you are authorized to bind that entity to these Terms.

3. Account Registration & Security

To use certain features, you must create an account.

• You are responsible for maintaining the confidentiality of your account credentials.
• You are responsible for all activity that occurs under your account.
• You agree to provide accurate and current information.
• You may not share your account or impersonate another person.

We reserve the right to suspend or terminate accounts that violate these Terms.

You must immediately notify us if you suspect any unauthorized access to your account.

4. Free & Paid Plans

Client Care Nest offers Free and Paid (Pro) plans.

• Features, limits, and pricing may vary by plan.
• Free accounts may have usage limits (e.g., number of clients, storage, reminders).
• Paid subscriptions are billed according to the plan selected.
• Fees are non-refundable unless required by law.

We may change plans, pricing, or features with reasonable notice.

Billing, automatic renewal, cancellation, failed payments, and refunds are covered in detail in Section 12.

5. Account Inactivity & Deletion

Free accounts are subject to deletion after an extended period without signing in. Paid accounts are not subject to inactivity deletion while the subscription is active and in good standing.

• If you have never held a paid subscription, that period is 90 days without signing in.
• If you have ever held a paid subscription, that period is 365 days without signing in — whether or not the subscription is still active.

When that period is reached, we email the address on your account with the date your account is scheduled for deletion. That date is at least 30 days after the notice is sent. We send up to three notices during that window: when the account is first scheduled, roughly fifteen days before the deletion date, and shortly before it.

Signing in at any time before the deletion date cancels it and restarts the full inactivity period. Signing in is free. You do not need to purchase a subscription to keep a free account.

If deletion does occur, it is permanent. Your client records, appointments, notes, and uploaded files are removed and cannot be recovered by us or by anyone else. We retain only a minimal record of the deletion itself — account identifier, email address, and date — for audit purposes. You remain responsible for keeping your own backups of any data that matters to you.

Notices are sent only to the email address associated with your account. If that address is no longer monitored, has been closed, or cannot receive our email, you may not see them. Keeping your account email address current is your responsibility.

6. User Content & Data

You retain ownership of all data you upload, including client information, documents, and messages (“User Content”).

By using the App, you grant us a limited license to:

• Store, process, and display your content.
• Provide App functionality.
• Improve and maintain the service.

You are solely responsible for:

• The legality of your content.
• Obtaining any required consent from your clients.
• Compliance with applicable privacy and data-protection laws (e.g., HIPAA, GDPR, state laws).

7. Use of the Service

You agree to use the Service only for lawful purposes and in accordance with these Terms. You agree not to:

• Use the Service to send spam, unlawful, misleading, or deceptive messages.
• Upload or transmit viruses, malware, or other harmful code.
• Attempt to gain unauthorized access to any part of the Service or its systems.
• Reverse engineer, decompile, or attempt to derive the source code of the Service.
• Use the Service in a way that violates any applicable law or regulation.

We may monitor usage patterns to maintain system security and reliability.

8. Client & Third-Party Communications

Client Care Nest may allow you to:

• Send emails, reminders, or other communications to clients.
• Share intake forms or booking links
• Integrate with third-party services (e.g., email providers, calendar systems).

You agree:

• You have permission to contact recipients
• You will not send spam, unlawful, or misleading messages
• To comply with all applicable laws regarding communications (e.g., anti-spam laws).
• That you are responsible for the content of all messages sent through the Service.
• That we are not liable for any messages you send or third-party services you use.

9. Prohibited Uses

You may not use Client Care Nest to:

• Violate any law or regulation.
• Store or transmit malicious code.
• Harass, abuse, or exploit others.
• Upload illegal or infringing content.
• Attempt to access systems or data without authorization.

Violation may result in immediate suspension or termination.

10. Client Data & Responsibilities

The Service allows you to store contact information, appointments, notes, reminders, documents, and other information about your clients (“Client Data”).

You understand and agree that:

• You are solely responsible for the Client Data you enter into the Service.
• You must obtain all necessary permissions and consents from your clients before collecting, storing, or using their information.
• You remain responsible for complying with all applicable privacy, data protection, and professional regulations (including any healthcare-related rules that may apply to your use of the Service).
• We do not provide legal advice or guarantee compliance with any specific law or regulation.

11. Service Availability

We strive for reliability, but the App is provided “as is” and “as available.”

We do not guarantee:

• Continuous uptime.
• Error-free operation.
• Data recovery after deletion or failure.

Maintenance, updates, or outages may occur.

12. Subscription Plans and Payments

From time to time, we may offer free and paid plans, usage limits, or additional features that require payment (“Subscription”).

• Pricing, features, and limits will be described within the Service or on our website.
• If you subscribe to a paid plan, you authorize us (or our payment processor) to charge the applicable fees.
• Unless otherwise stated, subscriptions automatically renew at the end of each billing period until canceled.
• We may change our pricing or plan structure by providing notice through the Service or by email. Any change will apply beginning with your next billing period, unless otherwise stated.

12.1 Payment processing

Payments are processed by Stripe. Card and billing details are provided directly to Stripe and are handled under its own terms and privacy policy. We do not receive or store your full card number.

12.2 Automatic renewal

Subscriptions renew automatically at the end of each billing period, at the then-current price for your plan, using the payment method on file. Renewal continues until you cancel.

12.3 Cancellation

You may cancel at any time from your account settings, which opens a billing portal provided by Stripe. Cancellation takes effect at the end of the billing period you have already paid for: you keep paid features until that date, and you are not charged again.

Cancelling does not delete your account or your data. Your account returns to the Free plan and its limits. Content you already have is retained, but you may be unable to add new content until you are within the Free plan's limits.

12.4 Failed payments

If a renewal payment fails, we will attempt to collect it again over a period of approximately two weeks and will email the address on your account. Paid features remain available during that period. If payment is not completed by the end of it, the subscription is canceled and the account returns to the Free plan.

12.5 Refunds

Fees are non-refundable except where required by law. Because you may cancel at any time and keep access through the end of the period you have already paid for, we do not provide partial or pro-rated refunds for unused time. If you believe you have been charged in error, contact support@clientcarenest.com and we will review it.

13. Third-Party Services

The Service may integrate with or rely on third-party services (such as email providers, cloud storage, or calendar systems).

We do not control and are not responsible for:

• The availability, accuracy, or performance of third-party services.
• Any terms, policies, or practices of those third parties.

Your use of third-party services is governed by the terms and privacy policies of those providers.

14. Intellectual Property

We retain all rights, title, and interest in and to the Service, including all software, designs, logos, trademarks, and content, except for Client Data that you submit.

You are granted a limited, non-exclusive, non-transferable, revocable license to access and use the Service solely for your internal business purposes, in accordance with these Terms.

You may not use our trademarks, branding, or name in a way that implies endorsement without our prior written consent.

15. Feedback

If you provide feedback, suggestions, or ideas regarding the Service (“Feedback”), you agree that we may use such Feedback without restriction or compensation to you, and you grant us a non-exclusive, perpetual, irrevocable license to do so.

16. Disclaimer of Warranties

The Service is provided on an “as is” and “as available” basis.

To the fullest extent permitted by law, we disclaim all warranties of any kind, whether express, implied, or statutory, including but not limited to:

• Implied warranties of merchantability, fitness for a particular purpose, and non-infringement.
• Any warranties that the Service will be uninterrupted, error-free, secure, or free of harmful components.
• Any warranties as to the accuracy, reliability, or completeness of any content or data.

Client Care Nest is provided without warranties of any kind, express or implied.

You use the Service at your own risk.

17. Limitation of Liability

To the maximum extent permitted by law, in no event shall Client Care Nest, LLC, its owners, employees, or affiliates be liable for:

• Any indirect, incidental, special, consequential, or punitive damages;
• Any loss of profits, revenue, data, or business opportunities;
• Any damages arising from your use of or inability to use the Service;
• Claims arising from third-party services or integrations;
• Claims for emotional distress or mental anguish.

In all cases, our total liability shall not exceed the total amount you paid for the Service during the twelve (12) months immediately preceding the event giving rise to the claim.

For clarity, this limitation applies only to amounts actually paid by you and does not entitle you to any refund or payment beyond such amounts.

Some jurisdictions do not allow the exclusion or limitation of liability, so some of the above limitations may not apply to you.

18. Indemnification

You agree to indemnify, defend, and hold harmless Client Care Nest and its affiliates from and against any claims, damages, losses, liabilities, costs, and expenses (including reasonable attorneys’ fees) arising out of or related to:

• Your use of the Service.
• Your violation of these Terms.
• Your violation of any law or third-party rights.
• The Client Data you upload or transmit using the Service.

19. Term and Termination

These Terms remain in effect while you use the Service.

We may suspend or terminate your access to the Service at any time, with or without notice, if we believe that:

• You have violated these Terms.
• Your use poses a risk to the Service or to other users.
• We are required to do so by law.

You may delete your account at any time.

Upon termination, your right to access the Service will cease, but sections that by their nature should survive (including limitations of liability, disclaimers, and ownership provisions) will continue to apply.

After termination, any data you have stored may be deleted. We do not guarantee data recovery after termination.

20. Governing Law

These Terms are governed by and construed in accordance with the laws of the State of California, without regard to its conflict-of-law principles.

Any disputes arising out of or related to these Terms or the Service shall be brought exclusively in the state or federal courts located in California, and you consent to the personal jurisdiction of such courts.

21. Changes to These Terms

We may update these Terms from time to time. When we do, we will revise the “Last Updated” date at the top of this page.

If changes are material, we may also provide additional notice via email or within the Service. Your continued use of the Service after any changes become effective constitutes your acceptance of the revised Terms.

22. Contact Us

If you have any questions about these Terms, please contact us at:

• Email: support@clientcarenest.com
• 🌐 https://clientcarenest.com