At M-Book, we try to keep things simple and fair.
We will charge you for the product subscriptions you use on a monthly basis, and we will not fully cut off your access to M-Book for non-payment unless your account is dormant.
If you would like to export all your Customer and Practitioner data to take elsewhere, you can do this at any time, even if your latest invoice is not paid.
The product subscription you buy will be billed on a monthly basis via your Saved Card. Payment will be automatically taken on the same day of every month, unless we have problems taking payment.
Your subscription/contract is a monthly one with no minimum or maximum terms: You can cancel your contract at any time, and it will naturally expire at the end of the current Billing Period. A Billing Period starts from the date you start your contract/subscription with us and ends at midnight on the same day next month.
Your initial purchase from us will save your card securely with our Payment Provider for future use. We do not store, keep or have access to your card details. When we request a payment from your Saved Card, this is done using a secure token from our Payment Provider.
You can update your Saved Cards at any time, removing old ones, adding new ones and selecting one of them to be your Primary Saved Card. Your Primary Saved Card is used to automatically pay invoices each month.
If a payment fails, you will receive an email letting you know you have an un-paid invoice due. You will have until the invoice's expiry date to make payment on the invoice. After the invoice expires, many features of M-Book will continue to work, to allow you to update your clinic, export your data or manage your invoices but you will no longer be able to create or manage bookings.
Failed payments will be retried once per day, but will not always succeed due to (for instance) your Saved Card being expired. In this case, you can make a manual payment for an invoice. If successful, this will save the card you used for future use as your Primary Card. If you don't want this card to be your Primary Card to use for future automatic payments, then you will need to select a different Saved Card to be your Primary Card. If you don't want the card you used to be a Saved Card, you will need to delete it from your Saved Cards.
Failed payments will be retried once a day against your primary saved card until the invoice is 10 days old. After this, we will not attempt to automatically retry again and you will receive no more notifications about payment failures for this invoice. At this point, you will need to pay the failing invoice manually.
If you have no Saved Cards then we will not attempt to automatically take payments, and you will not receive email notifications of unpaid invoices. It will be your responsibity to check and pay invoices manually as needed. Many features of M-Book will cease to function for you once your most recent paid invoice expires.
A few cards cannot be saved for future use. This is not something we can help with or control. If you find that your saved card cannot be used to automatically pay invoices then you will need to either save a different card to be your Primary Card or pay M-Book invoices manually each month.
If you don't want to use M-Book for a while, you only need to stop paying our invoices: Remove your Saved Cards and we cannot take payment from you automatically. When you are ready to resume using M-Book, simply pay the invoice for the current Billing Period. You don't need to pay any previous outstanding invoices, you only need to pay the current one.
We will retain unpaid accounts for up to two years. After two years of non-payment, an account will be considered dormant and may be removed if we need to remove it. If we remove your account, we will delete all your data. You will be able to start a new M-Book contract if you wish to, but it will not contain any of your old data.
You can choose to purchase a subscription to any of our main products. If you choose an entry-level product, there may be bolt-ons available to temporarily or permanently add features to your contract/subscription.
Bolt-ons have a monthly cost and they do not roll over: If you purchase the Extra Bookings bolt-on for a month and do not use all of the bookings, they will be lost. We do not offer refunds on unused bolt-ons.
A bolt-on can be bought as a one-off and will apply for the current Billing Period or it can be added to your contract to be invoiced every month.
If you add a bolt-on to your contract, you can remove it from your contract. You will continue to be able to use it for the rest of the current Billing Period if it has been paid for, but it will not be automatically purchased for the next or future Billing Periods.
If you operate multiple clinics, you can purchase an M-Book subscription for each one and you will use the same M-Book login for all your clinics. You will use the Clinic Chooser at the top after login to choose which clinic your are administering.
If you would like to upgrade your subscription to the full product, you can do so at any time, and the change will be immediate. You will be charged the difference between the subscription costs when you upgrade, and your current contract will end immediately. A new contract will be created for your new product, and you will be invoiced under the new contract from the next Billing Period onwards. If you have Bolt-ons in your current contract which are not needed when using the full product, they will not be added to your new contract and they will not appear on the next or future invoices.
If you would like to downgrade your subscription to a lesser product, you can do so at any time. Your current contract will continue to the end of the current Billing Period, and a new contract will be created for the lesser product which will start on the day your current contract expires. No refund is given for the difference between subscriptions because you will have full use of the full product for the remainder of this Billing Period.
We reserve the right to update the price you pay. If we need to update our prices, we will inform you one calendar month in advance of the change.
Users of M-Book are expected to behave responsibly and to show respect for our people and the law. You agree that you will only use M-Book in a manner that is compliant with all applicable laws, including without limitation privacy laws, and must not infringe or violate third party rights.
You agree to indemnify, defend, and hold harmless M-Book, its directors, officers, agents and suppliers from any and all loss, cost, liability, and expense arising from or related to your data or use by you or your employees, contractors or agents of M-Book or violation of these Terms of Service.
You must be a registered user to access M-Book. You must provide accurate, up-to-date and complete information when you register. You are solely responsible for keeping your password secure. You will be solely responsible and liable for any activity that occurs under your user name.
You must use all reasonable endeavours to prevent any unauthorized access to, or use of, M-Book and you must notify M-Book immediately in the event of any unauthorized access or use.
You agree to communicate with M-Book in a mutually respectful manner at all times.
You and your customers are responsible for creating secure passwords for your accounts, such that login to your M-Book account is your responsibility. M-Book is not responsible or liable for your data security if your password is compromised.
A note on our demo system: Our Demo System is designed to give you a taste of what M-Book is like at no cost and for a limited time. After the time has expired, your demo and all your data will be permanently deleted. You use our Demo System at your own liability: If you use it for real customer bookings, we are not liable for your data loss when these bookings (and your whole demo clinic) is unrecoverably deleted from our demo server.
As a Clinic Owner and M-Book customer, we will email you as necessary to keep you informed of such things as missed invoice payments, service outages or anything else related to your account, including news about M-Book itself such as information on new features. We will not send you marketing emails or other "spam".
If there has been a problem with M-Book which has affected you for which our Support Team was automatically notified by M-Book, we may email you to acknowledge the problem you encountered and to ask for more information. Likewise, if you have encountered a problem and you report it to us, we will correspond with you to solve the problem and keep you informed as to progress.
We will not sell, trade or otherwise share your personal details.
We will never email your customers or use or share their personal data in any way. The only emails your customers will receive from M-Book will be related to their booking(s) with you, such as appointment notifications and reminders.
At M-Book, we are offering you a system for storing and working with your data but we do not own your data. As such, whilst we ensure your data is kept securely, all other data protection responsibilities remain with you.
If you choose to email your customers, please note that every customer you sign up needs to opt-in to email marketing. There is a tickbox for this when creating a new customer, and it can be updated for existing customers if they agree to it.
M-Book is not liable if you choose to email customers who have not indicated that they are happy to be emailed. Understanding GDPR law in this situation is your responsibility.
We support GDPR for your customers. If you have a customer who wishes to be forgotten under GDPR rules, you can use the "Forget Customer" feature. This will remove their name, email address, postal address and any other personally identifying data, replacing it with randomised data where necessary. The customer will no longer be able to log in. Their bookings and payment references will be untouched, as this data cannot be deleted for financial reasons and it does not personally identify them. However, the "Forget Customer" feature cannot be used if the customer has unpaid bookings in the system.
If a forgotten customer decides to come back, they will need to be added as a new customer. Their old bookings will not be linked to the new account.
If your practitioners also work at other M-Book clinics, they will be able to choose to share their Private Bookings at your clinic with their other clinics. This will not divulge any customer information to the other clinics, it will only share the dates and times of their bookings so that their other clinics cannot double-book them.
The M-Book Demo System does not retain any data, and we will not contact you in any way about your demo. Once your demo is expired, your demo clinic will be automatically deleted, along with your registration data. If you wish, you can then register for another demo using the same details. There are no limits on how many demos you can have, and you can register multiple times with the same email address if you want to see how M-Book works with two or more clinics.
M-Book operates in the United Kingdom, and as such complies and operates under relevant United Kingdom laws.