practiceloom

Draft — not yet published. This document is awaiting legal review and is not in effect.

PracticeLoom Terms of Service

DRAFT for legal review: not legal advice and not yet published. Written from PRD v1.11. Before publishing, a lawyer must review it (PRD §7.10) and fill every [PLACEHOLDER]. Prices and limits in section 5 are draft values from the plan catalog and must match it when published.

Placeholders: [COMPANY LEGAL NAME], [ENTITY TYPE AND STATE], [MAILING ADDRESS], [EFFECTIVE DATE], [GOVERNING STATE], [VENUE COUNTY AND STATE], [NOTICE PERIOD FOR PRICE CHANGES].

Effective date: [EFFECTIVE DATE]

These Terms are an agreement between you and [COMPANY LEGAL NAME], a [ENTITY TYPE AND STATE] ("PracticeLoom", "we", "us"). They cover your use of PracticeLoom at usepracticeloom.com (the "Service"). By creating an account or using the Service, you agree to these Terms and to our Privacy Policy.

1. Who can use PracticeLoom

  • Coaches. You must be at least 18, based in the United States, and using the Service for your coaching business. You are responsible for your workspace and for everything done under your account.
  • Clients. Clients use the client portal only after a coach invites them. Sections 11 and 12 apply to clients. The client's relationship is with their coach, who controls their workspace.
  • Each workspace has one coach owner. Multi-coach teams are not offered.

2. Your account

Keep your login details secure, give us accurate information, and tell us promptly at info@usepracticeloom.com if you suspect unauthorized access. We may suspend accounts that put the Service or other users at risk.

3. Your content

  • You own your content: client records, notes, goals, files, recordings, transcripts, programs, frameworks, offers and everything else you or your clients put into the Service.
  • You give us a limited license to host, copy, process, transmit and display your content only to provide, secure and improve the Service for you. That includes sending it to our service providers, such as AI and transcription providers, as described in the Privacy Policy.
  • We do not use your content to train our own AI models.
  • You are responsible for having the rights and permissions needed for the content you put into the Service, including information about your clients.

4. Your responsibilities as a coach

You are responsible for:

  • Telling your clients how you use PracticeLoom, including recording, transcription and AI assistance, and getting any consent the law requires. This includes recording consent, which some US states require from every participant. PracticeLoom does not collect recording consent for you.
  • Your coaching, your advice and your professional standards. PracticeLoom is software that assists you. It is not a coach, therapist or medical provider.
  • Not using PracticeLoom to provide or record medical or mental-health treatment, or to store protected health information. The Service is not designed for HIPAA-covered use.
  • The accuracy of what you send to clients. That includes every AI draft you approve and share.
  • Your agreements with your clients, your prices, your refunds, and your taxes.

5. Plans, trial and billing

Plans. Plans differ only in how many active clients you can coach. An active client has at least one active or extended engagement. Prospects, paused clients and completed clients do not count.

Plan Active clients Monthly Annual
Starter up to 10 $39 $390
Growth up to 25 $79 $790
Pro up to 50 $149 $1,490

(Draft prices, in USD. Final prices are shown on our pricing page and at checkout.)

  • At your limit, you can still add prospects and keep working with your existing clients. Only activating another client requires an upgrade. We never delete clients to enforce a limit.
  • Free trial: 14 days, up to 3 active clients, with all features. If you do not subscribe by the end of the trial, your workspace becomes read-only (see section 7).
  • Billing. Subscriptions are billed in advance, monthly or annually, through Stripe, and renew automatically until cancelled. You authorize us, through Stripe, to charge your payment method on each renewal.
  • Upgrades take effect once you pay the prorated difference for the rest of your current billing period, which is charged immediately.
  • Downgrades and cancellations take effect at the end of your paid period. We do not give refunds or credits for unused time, except where the law requires.
  • Failed payments. If a renewal payment fails, you have a 7-day grace period to fix it. After that, your workspace becomes read-only until payment succeeds. There is no extra grace period after a voluntary cancellation.
  • Price changes. We will give you at least [NOTICE PERIOD FOR PRICE CHANGES] notice before a price change applies to your subscription. Your current plan version keeps its price until then.
  • Taxes. Prices exclude applicable taxes unless stated otherwise.
  • Pilot access. We may grant free or discounted access for pilot programs. Those grants are time-limited and are described in writing when given.

6. Fair use

AI, transcription and file storage are included in every plan under fair use. There are no credits, no usage meters and no overage charges.

To keep the Service reliable and affordable, we use automatic safeguards. For example:

  • we may show a saved analysis when nothing has changed since it last ran;
  • we may limit how often an analysis can be re-run for the same client in a day;
  • per-file upload size limits apply.

If an account's usage is far beyond what a solo coaching practice normally needs, or appears automated or abusive, we will contact you first. We may then limit the excessive activity. We will not delete your data for this reason.

7. If your subscription ends

If your trial or subscription ends, for any reason other than suspension under section 10:

  • your records are kept indefinitely and are not deleted because your subscription ended;
  • you keep free, read-only access to your workspace. You can view your records and download approved final reports;
  • your clients keep read-only access to content you previously shared with them, unless you revoke it;
  • new bookings, edits, uploads, recording imports and AI generation stop. Sessions that already exist can still be rescheduled or cancelled;
  • if you resubscribe, work that was paused can resume after you confirm it.

Deletion. You can ask us to delete specific records or your whole account by emailing info@usepracticeloom.com. We will verify the request and confirm its scope before deleting. Deletion is permanent. Deleted data may remain in backups until they expire, and it is not restored from them.

8. Payments from your clients

  • If you collect payments from clients through PracticeLoom, you do so through your own Stripe account (Stripe Connect Standard), and you accept Stripe's terms.
  • You are the seller. PracticeLoom is not a party to your agreements with your clients, does not hold your funds, and takes no commission. Stripe's own processing fees apply.
  • You are responsible for your prices, refunds, disputes, chargebacks, receipts and taxes.
  • Your PracticeLoom subscription is separate. A problem with it never cancels, refunds or changes your clients' payments, invoices or agreements.

9. AI features

  • AI features produce drafts: summaries, action suggestions, briefs, progress analyses and report narratives. Drafts can be wrong or incomplete. You must review them, and nothing reaches a client until you approve the exact content.
  • AI only uses the records of the client you select, within your own workspace.
  • AI does not provide coaching, diagnoses, or professional, medical, legal or financial advice, and must not be presented to clients as a credentialed coach.

10. Acceptable use

Do not:

  • break the law, or record anyone without the consent the law requires;
  • upload content you have no right to use, or malware;
  • try to access another workspace's or client's data, probe or bypass our security, or overload the Service;
  • resell the Service, scrape it, or use it to build a competing product;
  • use the Service to harass, deceive or harm anyone.

If you break these Terms, we may suspend or terminate your access. Where reasonable, we will give notice first. If we suspend you for a serious breach, read-only access under section 7 may also be suspended.

11. Client portal users

If your coach invited you to PracticeLoom:

  • your coach controls the workspace and decides what is shared with you;
  • your coaching agreement, payments and any refunds are between you and your coach;
  • you may view shared content, complete check-ins, book or reschedule sessions, download and upload agreement documents, and pay invoices, as your coach allows;
  • your coach can revoke your access. If you are coached by more than one coach on PracticeLoom, you have one login and separate access for each coach, and your records are never combined.

12. Agreement documents and templates

  • Agreement and proposal templates are general starting points, not legal advice. Have them reviewed for your situation.
  • Agreements are signed outside PracticeLoom. When a coach confirms a returned signed copy, PracticeLoom labels it "Signed externally — confirmed by coach". That label is not a verified electronic signature or a certification of the document.

13. Third-party services

The Service works with Zoom, Google Calendar and Stripe. Your use of those services is governed by their own terms. We are not responsible for them, for their outages, or for changes they make. If a provider withdraws access, the related features may stop working.

14. Service changes and availability

We work to keep the Service available and secure, but it is provided "as is" and "as available". We may change or discontinue features. If we discontinue the whole Service, we will give reasonable notice and a way to download your approved final reports.

15. Disclaimers

To the fullest extent permitted by law, we disclaim all warranties, express or implied, including merchantability, fitness for a particular purpose and non-infringement. We do not guarantee coaching outcomes, the accuracy of AI drafts or transcripts, or uninterrupted service.

16. Limitation of liability

To the fullest extent permitted by law:

  • neither party is liable for indirect, incidental, special, consequential or punitive damages, or for lost profits, revenue or data;
  • our total liability for all claims relating to the Service is limited to the amount you paid us for the Service in the 12 months before the claim arose.

[LAWYER] Confirm the exclusions and the liability cap.

17. Indemnity

You will defend and indemnify PracticeLoom against third-party claims arising from:

  • your content;
  • your coaching services;
  • your relationships and agreements with your clients, including recording consent and payments;
  • your breach of these Terms.

18. Termination

You can cancel any time from Plan & billing; cancellation takes effect at the end of your paid period. We may terminate these Terms if you materially breach them and do not fix the breach after notice, or immediately for serious breaches of section 10. Sections 3, 7, 8, 15, 16, 17 and 19 survive termination.

19. Governing law and disputes

These Terms are governed by the laws of [GOVERNING STATE], without regard to conflict-of-law rules. Disputes will be resolved in the state or federal courts located in [VENUE COUNTY AND STATE].

[LAWYER] Decide whether to use arbitration or a class-action waiver instead.

20. Changes to these Terms

We will post changes here and update the effective date. If changes are material, we will notify coaches by email or in the app at least 14 days before they take effect. Continuing to use the Service after that means you accept the changes.

21. Contact

info@usepracticeloom.com [COMPANY LEGAL NAME], [MAILING ADDRESS]