Terms & Conditions

These Terms and Conditions ("Terms") govern your access to and use of the Ellis platform ("Platform", "Service"), operated by Ellis OU (Estonia) and Ellis Ltd (United Kingdom) ("we", "us", "our"). By creating an account you confirm that you have read, understood, and agree to be bound by these Terms in full.

If you do not agree to these Terms you must not create an account or use the Platform.

Ellis is an AI-assisted practice management platform for spa and wellness therapists operating in Estonia and the United Kingdom. The Platform enables therapists ("Operators") to manage client health intake forms, session notes, aftercare communications, and business analytics.

You may use the Platform only if you:

• are a licensed or registered spa/wellness therapist or practitioner;
• are at least 18 years of age;
• are operating a lawful business in Estonia or the United Kingdom;
• have the legal authority to bind yourself or your business to these Terms.

You are responsible for maintaining the confidentiality of your login credentials. You must immediately notify us of any unauthorised use of your account. We reserve the right to suspend or terminate accounts that violate these Terms.

Access to the Platform requires a paid monthly subscription: €29/month for Estonian operators or £39/month for UK operators. Payment is processed via Flutterwave. Subscriptions renew monthly. You may cancel at any time; no refund is issued for the current billing period except at our sole discretion.

As a therapist using this Platform, you act as a data controller for all personal and health data you collect from your clients. Ellis acts as a data processoron your behalf, storing that data according to your instructions.

You are solely responsible for:

• obtaining valid, informed consent from your clients before collecting their personal or health data;
• complying with the applicable data protection laws in your jurisdiction (GDPR in Estonia; UK GDPR and the Data Protection Act 2018 in the United Kingdom);
• ensuring clients are notified of how their data will be stored and processed;
• responding to data subject requests (access, correction, deletion) within statutory timeframes;
• maintaining appropriate security measures for any data you hold independently of the Platform.

The Platform provides functionality enabling you to export client data, session records, and health information ("Exported Data") to your own systems or third parties.

Once data is exported from Ellis, it leaves our controlled environment. You assume full and sole responsibility for:

• the security of Exported Data in transit and at rest on your systems;
• any sharing, disclosure, loss, or unauthorised access to Exported Data;
• compliance with data protection obligations for Exported Data;
• any claims, penalties, or regulatory actions arising from your handling of Exported Data.

We strongly recommend encrypting exported files and storing them securely. We provide export functionality as a convenience tool only and disclaim all liability in connection with its use.

Client health data collected through the intake form is encrypted at rest using AES-256 symmetric encryption. The encryption key is unique to each therapist account. We do not decrypt or access client health data except to provide the Service to you (e.g., to generate AI session notes from your voice recordings — the transcript only, not the encrypted health profile).

If your Flutterwave subscription lapses, you retain access to your account for a grace period of 14 days to export your data before it is archived.

The Platform uses AI models (Anthropic Claude, OpenAI Whisper, and/or equivalent providers) to generate session notes, aftercare emails, and rebooking recommendations. AI-generated content is provided as a drafting aid only. You must review all AI output before using it in any clinical, professional, or client-facing context.

Ellis does not accept any liability for inaccuracies in AI-generated content. You retain professional responsibility for all content you send to clients.

You must not use the Platform to:

• process data of individuals under the age of 18 without verified parental consent;
• engage in any activity that is unlawful or violates the rights of third parties;
• attempt to reverse-engineer, hack, scrape, or disrupt the Platform;
• resell or sublicense access to the Platform;
• use the Platform for any purpose other than managing your spa/wellness practice.

To the maximum extent permitted by applicable law, Ellis and its officers, employees, and contractors are not liable for any indirect, incidental, consequential, or punitive damages arising from your use of the Platform, including but not limited to: data loss, business interruption, lost revenue, or any damages resulting from Exported Data.

Our total aggregate liability for any direct damages shall not exceed the subscription fees you paid in the three months preceding the event giving rise to the claim.

We may suspend or terminate your account immediately and without notice if you breach these Terms, engage in fraudulent activity, or if required by law. Upon termination you should export your data within the grace period stated in Section 8; thereafter your data will be deleted in accordance with our data retention policy.

For Estonian operators, these Terms are governed by the laws of the Republic of Estonia and disputes shall be subject to the jurisdiction of the Harju County Court. For UK operators, these Terms are governed by the laws of England and Wales and disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.

We may update these Terms from time to time. We will notify you via email and in-platform banner at least 14 days before material changes take effect. Continued use of the Platform after the effective date of updated Terms constitutes acceptance.

Questions about these Terms may be directed to: legal@ellis.app.