Terms for Businesses

1. What WhenBy does

WhenBy is software for taking bookings. It gives you a calendar, a booking page, reminders, client records and reports, in the app and on the web.

The service you sell is yours. When a client books a haircut, a facial or any other service, the contract for that service is between you and the client. We are not a party to it, we don't set your prices and we don't provide your services.
We are a platform, not your agent. We pass bookings, messages and, where you switch it on, payments between you and your clients.

Words with a capital letter mean what they mean in the app: a Business is you; your Owner is the person with full control of the Business; Staff Members are the people who work for it; a Client is someone who books with you; a Booking is a client's reservation; your Booking Page is your public page; a Client Record is your private card about one client; the Directory is where clients find businesses they don't know yet; a Plan is your subscription.

2. Your account

The Owner creates the Business and is responsible for it. Owners and Managers can invite Staff Members; each person signs in with their own account.
Sign-in uses a one-time code sent by email (or Apple or Google sign-in, if you use it). Keep access to your email safe, and remove people who no longer work for you.
Give us true and current details about the Business, including billing details. If you list the Business in the Directory, we may ask for your legal name, address, contact details and registration number, and for you to confirm that you only offer services that follow EU law (Digital Services Act, Art. 30).
You are responsible for what happens under your Business, including what your Staff Members do.

3. Plans and trials

WhenBy has four Plans: Free, Solo, Team and Business. What each Plan includes and costs is on our plans page. The price shown when you subscribe is the price you pay.
Free costs nothing and has no time limit. We may change what the Free Plan includes with 30 days' notice.
Team trial. A Business can try Team once, for 30 days, with no card. At the end it goes back to Free (see section 5) unless you subscribe.
We may add features to any Plan at any time. If we remove a feature you pay for, we tell you at least 30 days before, and you may cancel and get a refund for the unused part of your current period.

4. Prices, billing and payment

Plans are sold on our website only, not through the App Store or Google Play. The app shows your current Plan but doesn't sell Plans.
Payments are taken by Stripe, our payment provider, with Stripe Billing. Your card or other payment details go to Stripe, not to us. Stripe's own terms and privacy policy also apply to the payment.
You can pay monthly or yearly. Your Plan renews automatically at the end of each period until you cancel. We remind you by email before a yearly Plan renews.
Prices are in the currency your Business uses (EUR, GBP or USD), which is fixed once you take your first Booking. VAT is added where the law requires it, and the total is shown before you pay (for a business with a valid VAT number in another EU country, the reverse charge applies). We send an invoice for every payment.
Team and Business are priced per active Staff Member, as shown on the plans page. Adding Staff Members changes the price from the next payment, pro rata where Stripe calculates it.
Price changes. We tell you at least 30 days before a new price applies to you. It applies from your next renewal; you can cancel before then.
If a payment fails, we and Stripe try again and tell you. After a 7-day grace period your Business moves to the Free Plan as described in section 5.
Cancelling. You can cancel any time on the website. Your Plan keeps working until the end of the period you paid for; then the Business moves to Free. We don't refund part periods, except where these terms or the law say so.

5. Downgrades and non-payment

When your Business moves to a smaller Plan, by your choice, at the end of a trial or after a failed payment:

We delete no data and cancel no Booking.
The Owner chooses which Staff Members and Locations stay active within the new Plan's limits. If they don't choose, the Owner and the first Location stay active.
Inactive Staff Members and Locations become read-only and take no new Bookings. Their existing Bookings go ahead as normal.
Features the new Plan doesn't include are hidden, but their data is kept. Everything comes back when you subscribe again.
An Affiliation the new Plan doesn't allow ends (section 9). Existing Bookings stay.

6. The Directory and how it ranks

Listing your Business in the Directory is optional. A Business is listed when its profile is complete (category, an address or area, a bookable Service with a price, Working Hours in the next 14 days, a photo) and it is not hidden or suspended.
How results are ranked: first relevance to what the client searched for, then distance, then availability in the time they asked for, then rating. Paying for a Plan does not change your ranking. If we ever sell promoted places, they will be labelled "Sponsored".
Directory Fee. We may charge a flat fee for the first completed Booking of a client who is new to you and found you through the Directory. Later Bookings by that client are never charged, and clients you imported or added yourself are never "new". We don't charge this fee today. We will give you at least 60 days' notice before we start charging it, with the amount, and before any change to it. You can dispute a fee within 30 days.

7. Client payments: prepayments and deposits

When this feature is available, you can ask clients to pay in advance or leave a deposit when they book.

Payments go through Stripe Connect. You open your own Stripe account and accept Stripe's Connected Account Agreement. The money is paid to your Stripe account, not to us; we never hold it.
You set your deposit, cancellation and refund policy. We show it to the client before they pay. You decide and make refunds, in line with your policy and the client's legal rights, and you handle chargebacks and disputes.
Stripe charges its own fees. WhenBy charges [APPLICATION FEE] on these payments.
You are responsible for any tax on what you are paid.

8. Your responsibilities

Prices and tax. You set your prices and your Tax Rates. WhenBy suggests a rate when you start, but checking that it is right is your job.
Receipts and invoices. A Checkout in WhenBy is a management record, not a fiscal receipt or an invoice. Fiscal obligations stay with you (in Italy, for example, the *documento commerciale* and electronic invoicing).
Your trade. You hold the licences, qualifications and insurance your services need.
Honest content. Your profile, Services, prices, photos and replies are true and are yours to publish.
Your clients' data. You have a lawful reason for every Client Record, including lists you import. You ask for explicit consent before you record health information such as allergies or skin conditions, and you only send marketing to clients who opted in. See the Data Processing Addendum.
Your clients. You deal with your clients fairly, including when you cancel a Booking or mark a No-show.

9. Affiliations

An Affiliation links your Location to a chair, room or other Resource of a host business, so that bookings on either side block it for both. Both Owners must agree. No client data, Service, price or note crosses an Affiliation: each side only sees the other's busy time. Either side can end it at any time; existing Bookings stay.

10. Data protection

We are the controller of the accounts of Owners, Staff Members and Clients, of billing data and of how people use WhenBy. Our Privacy Policy explains this.
You are the controller of your Client Records (notes, allergies, photos, visit history, imported contacts), and we process them only on your behalf. The Data Processing Addendum is part of these terms and sets out how.
A Client's own account belongs to them, not to you. If a client deletes it, your Client Record stays with you, and you remain responsible for any request the client makes to you.

11. Acceptable use

You must not use WhenBy to:

break the law, or offer services that are illegal where you offer them;
send spam, or messages to people who haven't agreed to them;
publish content that is false, misleading, hateful, sexual, or that infringes someone else's rights;
post or buy fake reviews, or review your own Business;
copy, scrape or resell WhenBy or other businesses' data;
probe, overload or break our systems, or get around limits and security;
reverse engineer the software, except where the law allows it.

12. Content and intellectual property

You keep ownership of what you upload. You give us a non-exclusive, worldwide, royalty-free licence to host and show it, to run WhenBy: on your Booking Page, in the Directory, in the app and in messages to your clients. We use it in app-store screenshots or marketing only with your permission.
We own WhenBy, its software, design and brand. These terms give you the right to use them for your Business while you subscribe, and nothing more.
If you send us ideas or feedback, we may use them freely.

13. Service availability and changes

We work to keep WhenBy available and your data safe, but we can't promise it will never be interrupted. We may change or improve WhenBy. If a change takes away something important you rely on, we tell you in good time.

14. Suspension and ending

You can stop at any time: cancel your Plan and delete your Business in the app or by writing to [CONTACT EMAIL]. You can export your data first.
We may restrict or suspend a Business that seriously or repeatedly breaks these terms or the law, or puts clients or our systems at risk. We tell you why, on a durable medium, when we do it (or before, where the law requires it), and you can contest it (section 16).
We may end these terms for any reason with 30 days' notice, and at once for a serious breach.
After ending, future Bookings are cancelled and clients are told. We delete your Business data after a 30-day grace period, except what we must keep by law (for example invoices).

15. Liability

Nothing in these terms limits liability for fraud, for death or personal injury caused by negligence, or anything else the law does not allow us to limit.
We are not liable for your services, or for your clients' acts or no-shows.
We are not liable for indirect or consequential loss, or for loss of profit, revenue or goodwill.
Otherwise, our total liability to you in any 12 months is limited to the greater of the fees you paid us in those 12 months and €100.

16. Complaints and mediation

If something goes wrong, write to [CONTACT EMAIL]. We reply and deal with complaints within a reasonable time and tell you the outcome. For disputes we can't settle, we are willing to try mediation with [MEDIATORS], in line with the EU Platform-to-Business Regulation (2019/1150).

17. Changes to these terms

We tell you about changes by email and in the app at least 15 days before they take effect (longer when a change needs more work from you). If you don't agree, you can end these terms before then. If you keep using WhenBy after that date, the new terms apply.

18. Law and courts

These terms are governed by the law of [GOVERNING LAW]. The [COURTS] have jurisdiction over any dispute, without limiting mediation under section 16.

19. Contact

[COMPANY NAME], [REGISTERED ADDRESS]. Email: [CONTACT EMAIL].