Terms of Service

Last updated: 21 February 2026

Version 2.0

1. Introduction

These Terms of Service (“Terms”) govern your use of Clarica’s website, AI-powered compliance tools, and related services (collectively, the “Service”).

Clarica (“Clarica”, “we”, “us”, “our”) operates from England.

By creating an account or using the Service, you agree to be bound by these Terms. If you do not agree, please do not use the Service.

2. Service description

Clarica provides AI-powered tools designed to help UK care home managers and owners save time on documentation and compliance. The Service includes:

• Policy Generator — generates and refines care home policies
• Care Plan Generator — assists with creating person-centred care plans
• Document Generator — produces any document you describe, including letters, reports, templates, risk assessments, and more
• Care Assistant — provides expert guidance on care home compliance, regulations, and best practice

The Service stores your conversation data (messages and AI responses) to enable you to resume conversations, reference past work, and collaborate with team members within your care home. You can control data retention periods, export your data, and erase all stored data from your account settings at any time.

3. AI disclaimer

Clarica’s AI tools generate content to assist care home managers. This content does not constitute professional, legal, medical, or regulatory advice.

You acknowledge and agree that:

• All AI-generated content must be reviewed, verified, and approved by a suitably qualified professional before use
• You are solely responsible for ensuring that any content you use is accurate, appropriate, and compliant with applicable laws and regulations
• AI outputs may contain errors, omissions, or outdated information
• Clarica does not guarantee the accuracy, completeness, or suitability of any AI-generated content for any particular purpose
• Reliance on AI-generated content without proper professional review is at your own risk

4. Accounts

To use the Service, you must create an account. You agree to:

• Provide accurate and complete registration information
• Keep your login credentials secure and confidential
• Notify us promptly at support@clarica.co.uk if you suspect unauthorised access to your account
• Accept responsibility for all activity that occurs under your account

We may suspend or terminate your account if you breach these Terms or if we reasonably suspect fraudulent or abusive use of the Service.

5. Subscriptions and billing

Plans

Clarica offers a free tier with limited usage and paid subscription plans. Paid plans are priced per care home and are available on a monthly or annual billing cycle.

Payment

Payments are processed by our third-party payment processor, Stripe. By subscribing, you authorise us to charge your chosen payment method at the start of each billing cycle. All prices are in pounds sterling (GBP) and are exclusive of VAT unless stated otherwise.

Cancellation

You may cancel your subscription at any time through your account settings or the customer billing portal. Cancellation takes effect at the end of your current billing period — you will retain access to paid features until then. We do not offer refunds for partial billing periods.

Changes to pricing

We may change our subscription prices from time to time. Any price changes will be notified to you at least 30 days in advance and will apply from your next billing cycle. If you do not agree with a price change, you may cancel your subscription before the new price takes effect.

6. Fair use and usage limits

Each subscription plan includes a monthly token allowance, which represents the volume of AI processing available to you. Token usage is tracked per calendar month and resets at the start of each new month.

If you approach or exceed your monthly allowance, we will notify you. We reserve the right to throttle or temporarily restrict access to AI features if usage significantly exceeds your plan’s allowance.

You agree not to:

• Use the Service for automated, programmatic, or bulk processing beyond normal interactive use
• Attempt to circumvent usage limits or abuse the free tier
• Share your account credentials with others to avoid subscription fees
• Use the Service to generate content that is illegal, harmful, discriminatory, or in violation of any applicable law or regulation

7. Intellectual property

Your content

You retain ownership of all content you input into the Service and all AI-generated outputs created from your inputs (“Your Content”). We do not claim any intellectual property rights over Your Content.

Your Content is stored securely in our data vault with row-level security ensuring only authorised team members can access it. You grant us a limited licence to store and transmit Your Content solely for the purpose of providing the Service to you. This licence terminates when you delete Your Content or your account.

Our service

The Service, including its design, code, features, and branding, is owned by Clarica and protected by intellectual property laws. These Terms do not grant you any rights to our trademarks, logos, or brand elements.

No AI training

Your Content is never used to train, fine-tune, or improve AI models. This applies to both Clarica and our AI provider. Your inputs are used solely to generate a response to your request.

8. Data protection

We process your personal data in accordance with our Privacy Policy, which forms part of these Terms. Please read it carefully to understand how we collect, use, and protect your data.

Our Data Processing Agreement, available at /dpa/, governs how we process personal data on your behalf as a data processor under UK GDPR. By using the Service, you agree to the terms of the DPA. A list of our current subprocessors is available at /subprocessors/.

We also maintain a Data Protection Impact Assessment for our AI processing activities, which is available on our website.

9. Limitation of liability

To the maximum extent permitted by law:

• The Service is provided “as is” and “as available” without warranties of any kind, whether express or implied
• Clarica shall not be liable for any indirect, incidental, special, consequential, or punitive damages arising from your use of the Service
• Our total liability to you for any claim arising from these Terms or the Service shall not exceed the amount you have paid to Clarica in the 12 months immediately preceding the claim
• We do not guarantee that the Service will be uninterrupted, error-free, or free of harmful components

Nothing in these Terms excludes or limits liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any other liability that cannot be excluded or limited by English law.

10. Indemnification

You agree to indemnify and hold harmless Clarica, its directors, employees, and agents from and against any claims, damages, losses, liabilities, and expenses (including reasonable legal fees) arising from:

• Your use of the Service
• Your breach of these Terms
• Your use of AI-generated content without appropriate professional review
• Any claim by a third party arising from content you generated using the Service

11. Changes to these Terms

We may update these Terms from time to time. If we make material changes, we will notify you by email or by displaying a prominent notice on our website at least 30 days before the changes take effect.

Your continued use of the Service after the updated Terms take effect constitutes your acceptance of the changes. If you do not agree to the updated Terms, you should stop using the Service and cancel your subscription.

12. Termination

You may terminate your account at any time by deleting it from your account settings. We may terminate or suspend your account if:

• You materially breach these Terms
• You use the Service in a way that is fraudulent, abusive, or harmful
• We are required to do so by law or a court order

Upon termination, your right to use the Service ceases immediately. We will delete your data in accordance with our Privacy Policy.

13. Governing law and disputes

These Terms are governed by and construed in accordance with the laws of England and Wales. Any dispute arising from these Terms or the Service shall be subject to the exclusive jurisdiction of the courts of England and Wales.

If you have a complaint, please contact us first at support@clarica.co.uk. We will try to resolve the matter informally before any legal proceedings are commenced.

14. General

• Entire agreement: These Terms, together with our Privacy Policy, Data Processing Agreement, and DPIA, constitute the entire agreement between you and Clarica regarding the Service.
• Severability: If any provision of these Terms is found to be invalid or unenforceable, the remaining provisions shall continue in full force and effect.
• Waiver: Our failure to enforce any provision of these Terms shall not constitute a waiver of that provision.
• Assignment: You may not assign or transfer your rights under these Terms without our prior written consent. We may assign our rights and obligations without restriction.

15. Contact us

If you have any questions about these Terms or the Service, please contact us:

• Email: support@clarica.co.uk
• Post: Clarica, England