Terms & Conditions

These Terms & Conditions (“Terms”) constitute a legally binding agreement between Physiologio (“we”, “us”, “our”), the operator of the Physiologio platform, and you (the “Subscriber” or “Client”) — the physiotherapy clinic or healthcare organisation that subscribes to our services.

By creating an account, accepting an invitation, subscribing to a plan, or otherwise accessing the Physiologio platform, you confirm that:

• You have read, understood, and agree to be bound by these Terms.
• You have the legal authority to enter into this agreement on behalf of your organisation.
• You agree to our Privacy Policy, Cookie Policy, and GDPR & Data Protection page.

If you do not agree with these Terms, do not access or use the platform.

• “Platform” means the Physiologio web application accessible at app.physiologio.com and any related APIs or services.
• “Subscriber” means the physiotherapy clinic or healthcare organisation that holds the account and subscription with Physiologio.
• “Authorised Users” means the clinic’s staff members (owners, administrators, physiotherapists, receptionists) invited to use the platform under the Subscriber’s account.
• “Patient Data” means any personal data relating to patients entered into the platform by Authorised Users on behalf of the Subscriber.
• “Special Category Data” means health information and other data listed in GDPR Article 9(1), including diagnosis notes, treatment records, and clinical observations.
• “GDPR” means Regulation (EU) 2016/679 of the European Parliament and of the Council on the protection of natural persons with regard to the processing of personal data.
• “DPA” means Data Processing Agreement — the agreement between the Subscriber (as data controller) and Physiologio (as data processor) as set out in Section 7 of these Terms.

To use the platform, the Subscriber must create an account by providing accurate and complete information. You agree to:

• Provide accurate, current, and complete registration information.
• Keep your account credentials confidential and not share them with unauthorised persons.
• Notify us immediately at support@physiologio.com if you suspect any unauthorised access to your account.
• Ensure that each Authorised User uses their own individual login credentials; account sharing between users is not permitted.
• Ensure that all Authorised Users are made aware of these Terms and comply with them.

The platform is intended for use by professional healthcare organisations. You must be at least 18 years of age and legally authorised to operate or represent a physiotherapy or healthcare practice to subscribe.

We reserve the right to refuse account creation or terminate accounts that violate these Terms or that we reasonably suspect are being used fraudulently or in bad faith.

Physiologio offers multiple subscription tiers (currently Solo, Team, and Clinic), each with defined features, usage limits, and pricing. Current plan details are available at physiologio.com/#pricing.

• The Solo plan is designed for individual practitioners with 1 center and 1 Admin. The Team plan supports 1 center with up to 4 staff members. The Clinic plan supports 1 center with up to 6 staff members. All plans are paid; full feature details are described on the pricing page.
• Plans are billed on a monthly or annual basis as selected at the time of subscription. Annual billing provides a discounted rate.
• You may upgrade your plan at any time; the new plan takes effect immediately and you will be charged the prorated difference.
• Downgrading your plan may result in loss of access to certain features or data above the limits of your new plan. We will provide notice of any such consequences before the downgrade takes effect.

All fees are charged in EUR (€) and are exclusive of applicable VAT unless otherwise stated. Prices may be subject to Cypriot VAT at the applicable rate.

• Payments are processed by Stripe Technology Europe, Ltd (Ireland). By providing your payment details, you agree to be bound by Stripe’s terms of service.
• Physiologio does not store full payment card numbers. Payment data is handled exclusively by the payment processor under PCI DSS compliance standards.
• Subscription fees are charged automatically at the beginning of each billing period. Failed payments may result in temporary suspension of access to paid features.
• Subscription fees are non-refundable except where required by applicable law (including Cyprus consumer protection law where applicable). We do not offer pro-rated refunds for partial months following cancellation, unless the cancellation results from a material breach of these Terms by Physiologio.
• We reserve the right to change pricing with at least 30 days’ written notice to active subscribers. Continued use after the notice period constitutes acceptance of the new pricing.

By using the platform, you agree not to:

• Use the platform for any purpose that is unlawful, fraudulent, or harmful to third parties.
• Enter false, fabricated, or misleading patient records.
• Use the platform to process personal data for any purpose other than the legitimate operation of your physiotherapy practice.
• Attempt to gain unauthorised access to other accounts, systems, or networks connected to the platform.
• Reverse engineer, decompile, disassemble, or attempt to extract the source code of any part of the platform.
• Use automated tools, bots, or scrapers to access or interact with the platform without our prior written consent.
• Upload or transmit any malware, viruses, or other malicious code.
• Resell, sublicense, or otherwise make the platform available to third parties not covered by your subscription without our prior written consent.
• Engage in any activity that places excessive load on our infrastructure or that disrupts the service for other subscribers.

Violation of acceptable use policies may result in immediate suspension or termination of your account without refund.

This Section constitutes the Data Processing Agreement between the Subscriber (as data controller) and Physiologio (as data processor) as required by GDPR Article 28.

7.1 Roles and Responsibilities

The Subscriber, as data controller, determines the purposes and means of processing Patient Data. Physiologio, as data processor, processes Patient Data only on the documented instructions of the Subscriber and in accordance with these Terms.

7.2 Processing Instructions

Physiologio will process Patient Data solely to provide the platform services contracted by the Subscriber and as further described in our Privacy Policy. Physiologio will not process Patient Data for its own purposes, including advertising, profiling, or any purpose not authorised by the Subscriber.

7.3 Obligations of Physiologio (Processor)

Physiologio undertakes to:

• Process Patient Data only on the Subscriber’s documented instructions.
• Ensure that persons authorised to process Patient Data are subject to appropriate confidentiality obligations.
• Implement appropriate technical and organisational security measures as described in the Privacy Policy (Section 12).
• Not engage sub-processors without the Subscriber’s general or specific prior written authorisation. By accepting these Terms, the Subscriber provides general authorisation for the sub-processors listed in our Privacy Policy (Section 6). We will notify Subscribers of any changes to sub-processors with at least 14 days’ notice.
• Assist the Subscriber in responding to data subject rights requests under GDPR Chapter III (e.g. access, erasure, portability), to the extent technically feasible.
• Notify the Subscriber without undue delay (and in any event within 48 hours) upon becoming aware of a personal data breach affecting Patient Data.
• Upon termination of the subscription, delete or return all Patient Data at the Subscriber’s choice, within 90 days, and delete existing copies unless required otherwise by EU or Member State law.
• Make available to the Subscriber all information necessary to demonstrate compliance with GDPR Article 28 obligations, including supporting audits or inspections at the Subscriber’s reasonable request.

7.4 Obligations of the Subscriber (Controller)

The Subscriber undertakes to:

• Ensure it has a valid lawful basis under GDPR for all Patient Data entered into the platform, including special category health data.
• Ensure patients have been provided with an appropriate privacy notice informing them of the processing, including the use of the Physiologio platform.
• Obtain and document parental or guardian consent before entering data relating to patients under 18 years of age.
• Ensure that only appropriately trained and authorised staff are granted access to the platform and to sensitive patient data.
• Comply with all applicable data protection laws in relation to the personal data the Subscriber processes as controller.

7.5 International Transfers

Physiologio will not transfer Patient Data outside the EEA without the Subscriber’s prior written consent and appropriate safeguards in place (e.g. Standard Contractual Clauses). Platform data is hosted within the EEA. For website analytics (Google Analytics 4), see the Privacy Policy (Section 7) — this does not involve Patient Data.

The Physiologio platform is designed to support physiotherapy clinics in managing patient health records. Health data constitutes special category data under GDPR Article 9 and is subject to heightened protection. By using the platform to record health data, the Subscriber acknowledges and agrees that:

• The Subscriber, as data controller, is solely responsible for ensuring that health data is processed on a valid lawful basis under GDPR Article 9(2) (most commonly Article 9(2)(h) — healthcare provision, or Article 9(2)(a) — explicit consent).
• Health data entered into the platform must relate only to patients of the Subscriber’s clinic and must be recorded by appropriately qualified or supervised healthcare professionals.
• Access to health records within the platform is controlled by role-based permissions. The Subscriber is responsible for assigning appropriate roles and for revoking access when staff leave or change roles.
• The Subscriber must not use the platform to record health data for purposes unrelated to the provision of physiotherapy services (e.g. research, profiling, or marketing) without appropriate legal justification and, where required, explicit patient consent.
• Patient health records must be retained in accordance with applicable medical record retention obligations under Cyprus and EU healthcare law. The platform supports retention for up to 10 years from the date of last treatment.

All intellectual property rights in the Physiologio platform — including but not limited to software, design, algorithms, logos, trademarks, and documentation — are and remain the exclusive property of Physiologio or its licensors.

Subject to your compliance with these Terms and payment of applicable fees, we grant you a limited, non-exclusive, non-transferable, revocable licence to access and use the platform solely for your internal clinic operations during the term of your subscription.

You retain all intellectual property rights in the data you enter into the platform (including Patient Data and clinical notes). You grant Physiologio a limited licence to process such data solely as necessary to provide the contracted services.

Nothing in these Terms transfers ownership of any intellectual property rights from either party to the other.

We aim to provide a reliable, high-availability service, but we do not guarantee uninterrupted access. The platform may be temporarily unavailable due to:

• Scheduled maintenance (we will provide advance notice where possible)
• Unplanned outages caused by infrastructure failures, security incidents, or third-party service disruptions
• Force majeure events (including natural disasters, acts of government, cyberattacks outside our reasonable control)

Temporary unavailability does not entitle the Subscriber to a refund unless it constitutes a material and persistent failure of the service over an extended period (to be assessed on a case-by-case basis).

We reserve the right to modify, update, or discontinue features of the platform at any time, provided that we do not materially reduce the core functionality included in your current plan without 30 days’ prior notice.

To the fullest extent permitted by applicable law:

• The platform is provided “as is” and “as available”. We make no warranties, express or implied, including but not limited to warranties of merchantability, fitness for a particular purpose, or non-infringement.
• Physiologio shall not be liable for any indirect, incidental, special, consequential, or punitive damages arising from your use of or inability to use the platform, even if we have been advised of the possibility of such damages.
• Our aggregate liability to the Subscriber for any claim arising under or in connection with these Terms shall not exceed the total fees paid by the Subscriber to Physiologio in the three (3) months preceding the event giving rise to the claim.
• Nothing in these Terms excludes or limits liability for death or personal injury caused by our negligence, for fraud or fraudulent misrepresentation, or for any other matter that cannot be excluded or limited by law.

By the Subscriber: You may cancel your subscription at any time via your account settings or by contacting us at support@physiologio.com. Cancellation takes effect at the end of the current billing period. You will retain access to the platform until that date.

By Physiologio: We may suspend or terminate your account immediately (without refund) if:

• You breach these Terms and fail to remedy the breach within 14 days of notice.
• You fail to pay any overdue fees within 14 days of a payment reminder.
• We reasonably believe continued access poses a security or legal risk.
• We are required to do so by applicable law or a competent authority.

Effect of termination: Upon termination, your right to access the platform ceases. Physiologio will retain Patient Data for a period of 90 days following termination to allow you to export your data. After this period, data will be securely deleted in accordance with our Privacy Policy (Section 8), unless retention is required by law or you have requested earlier deletion.

These Terms are governed by and construed in accordance with the laws of the Republic of Cyprus, without regard to its conflict of law provisions.

Any dispute arising from or in connection with these Terms that cannot be resolved amicably shall be subject to the exclusive jurisdiction of the courts of the Republic of Cyprus, specifically the competent court in Nicosia.

Subscribers located in other EU Member States retain the benefit of any mandatory consumer or business protection provisions that apply in their country of establishment to the extent required by applicable EU law.

We may update these Terms from time to time. We will notify active Subscribers of material changes by:

• Sending an email to the registered account email address at least 14 days before the changes take effect.
• Displaying a prominent notice within the platform.

Your continued use of the platform after the effective date of the updated Terms constitutes your acceptance. If you do not agree to the updated Terms, you must cancel your subscription before the effective date.

For non-material changes (such as clarifications, corrections, or updates to contact information), we may update these Terms without advance notice.

For any questions regarding these Terms or your subscription:

• Email: support@physiologio.com