Terms of Service

Effective Date: July 1, 2025

Welcome to SpaSphere ("we", "us", or "our"). These Terms of Service ("Terms") govern your use of the SpaSphere platform, including our web apps, integrations, public websites, and any related services (collectively, the "Services").

By accessing or using SpaSphere, you agree to be bound by these Terms. If you do not agree, please do not use our Services.

1. Who Can Use SpaSphere

You must be at least 18 years old and legally authorized to enter into contracts to use SpaSphere. By registering an account, you represent that:

• You are using SpaSphere for business purposes (e.g., esthetician or spa services)
• All information you provide is accurate and up to date

2. Your Responsibilities

You agree to:

• Use SpaSphere in compliance with all applicable laws
• Keep your login credentials confidential
• Only use data you are authorized to access (e.g., client info you collect directly)
• Ensure your clients are informed of your privacy practices

You are responsible for all activity under your account, including actions taken by employees or collaborators.

3. Acceptable Use

You may not use SpaSphere to:

• Send spam or unsolicited communications
• Store or share harmful, offensive, or illegal content
• Interfere with or disrupt our systems or other users
• Bypass access controls or attempt unauthorized access to data

We reserve the right to suspend or terminate accounts that violate these guidelines.

4. Payments and Subscriptions

If you purchase a subscription or enable payment features:

• All payments are processed securely via Stripe
• Fees, billing terms, and plan details are displayed clearly before checkout
• Subscriptions renew automatically unless cancelled in advance

We may update pricing with advance notice. You are responsible for all applicable taxes.

5. Payment Disputes & Chargebacks

When a client of your business initiates a payment dispute (chargeback) through their bank or card issuer, our payment processor (Stripe) charges a non-negotiable dispute fee of $15.00 per occurrence.

You, as the account holder, are solely responsible for this fee. By using SpaSphere, you authorize us to charge the dispute fee to the payment method on file associated with your subscription. This fee will appear as a line item on your next billing invoice.

If a dispute is resolved in your favor and the fee is refunded by Stripe, we will credit the $15.00 back to your account on the following billing cycle.

To minimize disputes, you are responsible for:

• Maintaining clear cancellation and refund policies on your booking pages
• Communicating payment terms to your clients before charging
• Responding promptly to client concerns before they escalate to disputes

SpaSphere reserves the right to suspend payment processing features for accounts with excessive dispute rates, in accordance with Stripe's acceptable use policies.

6. Appointment & Client Data

You retain ownership of your data - including client appointments, notes, and service information - and grant us permission to store and process that data solely to provide the Services.

We do not sell or share your client data with third parties for marketing purposes.

7. Integrations

If you connect third-party services (e.g., Google Calendar, Stripe), you authorize us to exchange information with those providers to deliver features like calendar sync or payment processing.

You are responsible for complying with the terms of those third-party services.

8. Intellectual Property

All SpaSphere software, designs, and content (except your uploaded data) are the intellectual property of SpaSphere, LLC. You may not reproduce, modify, or distribute our materials without permission.

9. Termination

You may close your account at any time by contacting support@spasphere.ai. We may suspend or terminate your access if:

• You violate these Terms
• We are legally required to do so
• Continued use would pose a risk to other users or the system

Upon termination, your access ends but you may request a copy of your data within 30 days.

10. Disclaimers

SpaSphere is provided "as is" without warranties of any kind. While we strive for reliability, we do not guarantee uninterrupted access, flawless data syncing, or bug-free operation.

11. Limitation of Liability

To the fullest extent permitted by law, SpaSphere is not liable for any indirect, incidental, or consequential damages, including lost profits, data loss, or business interruption arising from your use of the platform.

12. Changes to These Terms

We may update these Terms from time to time. If changes are material, we will notify you via email or dashboard notification. Continued use of the Services after changes take effect constitutes your acceptance.

13. Contact

If you have questions about these Terms, reach out to:

14. Use of Aggregated Data

We may use aggregated, anonymized data derived from your usage of the platform to improve SpaSphere, develop AI-powered features, analyze trends, and optimize performance. This data will never include personally identifiable information (PII) or any client-specific details.

Examples include:

• Service popularity metrics
• Booking trends by region or season
• AI training to improve suggested service descriptions or client reactivation strategies

By using SpaSphere, you agree to this non-identifiable use of your data for product development purposes.