Last updated: September 2026
These Terms govern your use of Atlacare. By creating an account or using Atlacare, you agree to these Terms.
Atlacare is operated by ATLACARE LTD, a company registered in England and Wales with company number 17284670, whose registered office is at 96 Sirius Close, Wokingham, England, RG41 3DT ("Atlacare", "we", "us").
You can use Atlacare if you:
We may update these Terms from time to time. How much notice you get depends on the change:
In these Terms:
"Account" means your subscription with Atlacare.
"You" or "Customer" means the person or organisation that registered the Account.
"Customer Data" means personal data and other information submitted to, uploaded to, or generated within the Service by you or on your behalf, including Patient Data. Customer Data excludes Account Data, Authentication Data and Security Data, which we process as an independent controller (Section 5.2).
"Account Data" means information about your Account and its administration — your organisation and user details, subscription and billing records, and support correspondence.
"Authentication Data" means credentials and access-management information for your Authorised Users, including password hashes, two-factor settings and sign-in records.
"Security Data" means technical, access and security logs generated in operating and protecting the Service.
"Patient Data" means personal data about your patients.
"Authorised User" means someone you authorise to use Atlacare through your Account, such as practitioners, reception or administrative staff.
"Service" means the Atlacare platform and its features.
"Sub-processor" means a third party we engage to help deliver Atlacare. The current list is at Section 5.5 and at atlacare.com/sub-processors.
"Fees" means the subscription charges for Atlacare.
Atlacare is cloud software for managing healthcare practice, including scheduling, patient records, clinical notes, communication and workflows.
Atlacare is online software. We do not:
You provide healthcare. We provide software.
You remain solely responsible for all clinical decisions made in your practice, for the care you provide to your patients, and for your compliance with the professional and regulatory obligations that apply to you. Where Atlacare produces, suggests or summarises any content, that output is a draft for your consideration only. You must review it and exercise your own professional judgement before recording it in a patient record or relying on it in any way. Atlacare is not a substitute for clinical assessment, and no output of the Service should be treated as clinical advice.
Current plans and features are described at atlacare.com/pricing. We may add or change features over time. We may discontinue features that are not viable to maintain. If a feature you actively use is discontinued, we will give at least 30 days' notice and you may cancel without penalty if the change materially affects you.
We aim to keep Atlacare available and will use reasonable efforts to do so, but we do not commit to a specific level of uptime and the Service is provided without a service level guarantee.
Availability may be affected by scheduled maintenance (for which we will give reasonable notice where practical), emergency maintenance, your own systems or actions, third-party services we rely on, and events outside our reasonable control (Section 13).
You must give us accurate information and keep it current.
You are responsible for:
We provide security tools including multi-factor authentication, audit logs and role-based access. You are responsible for configuring and using them appropriately for your practice.
Where we become aware of suspected unauthorised access to your Account, or of a security incident materially affecting it, we will notify you without undue delay and provide the information reasonably available to us.
You may add Authorised Users in accordance with your plan. You are responsible for what they do and for removing their access when they leave your organisation.
We may ask for reasonable proof of professional qualifications. If we cannot verify them, we may suspend the Account.
As between Atlacare and you, you retain all rights and interests in Customer Data. Nothing in these Terms transfers ownership of Customer Data to Atlacare.
For Patient Data and other personal data within Customer Data, you are the controller and we are the processor. We process that data only on your documented instructions, which include these Terms, the Data Processing Addendum and your use of the Service through its interface.
For Account Data, Authentication Data and Security Data, we act as an independent controller, because we determine the purposes and means of that processing — operating, securing and billing for the Service. That processing is described in our Privacy Policy.
The Data Processing Addendum at atlacare.com/dpa forms part of these Terms and sets out the UK GDPR Article 28 terms, the international transfer mechanisms, and the data-subject assistance and deletion machinery.
You are solely responsible for:
We will notify you without undue delay if we become aware of a personal data breach affecting Customer Data, and will provide reasonable assistance with your own notification obligations.
We use Customer Data only to:
We do not sell Customer Data, and we do not use Customer Data to train artificial intelligence models, whether our own or those of a third party.
We use Sub-processors to deliver the Service. The current list, with each provider's purpose, the data involved, its region and its role, is maintained at atlacare.com/sub-processors.
We will give at least 30 days' notice before adding a Sub-processor that will process Customer Data. You may object on reasonable and documented data protection grounds; we will work in good faith to address the objection, and if it cannot be resolved you may terminate the affected part of the Service (or the whole Service, if the Sub-processor is essential) with a pro-rata refund.
Depending on the service and the data involved, a provider may act as our processor or as an independent controller. Where a provider acts as our processor, we impose data protection obligations no less protective than those in the Data Processing Addendum.
We may use anonymised, aggregated data for improving Atlacare, for industry benchmarking, and for research and analytics.
Data is only treated as anonymised where it has been processed so that no individual, organisation or patient can be identified from it, directly or indirectly, by us or by anyone else, taking account of all means reasonably likely to be used. Pseudonymised data is not anonymised data and remains personal data.
Anonymised aggregate data is not Customer Data or personal data, and we may retain and use it indefinitely.
As the controller of Patient Data, you are responsible for responding to requests from your patients to exercise their rights — including access, rectification, erasure, restriction, objection and portability.
Atlacare acts as your processor and will provide reasonable functionality and assistance to help you locate, export and respond to those requests. We will not respond substantively to a patient exercising rights over records you control; we will refer them to you or pass the request on to you. The detailed mechanics are in the Data Processing Addendum.
You can export your data at any time while your Account is active, from within the Service, in CSV, JSON and PDF formats.
Your retention obligations. You are responsible for retaining patient records for the periods required by the professional, regulatory and legal rules that apply to you, and for determining those periods. Atlacare does not retain your records on your behalf after your Account ends, so you must export a complete copy before your access is removed and store it in line with those obligations.
Export Window. When your Account is terminated or cancelled, we will:
Confirmation and deletion. Before we delete your Customer Data, we ask you to confirm within the Service or by email that you have completed your export. We will delete or anonymise your Customer Data on the earlier of: (a) your confirmation that you have exported everything you need; or (b) the end of the Export Window.
If we terminated your Account for cause. Where we have ended your Account for a breach of these Terms or for fraud or illegality, we may provide your data by secure means of our choosing rather than restoring your access to the Service, and we may require identity verification before we do so. We will not withhold Customer Data except where we are legally required or permitted to withhold it — for example under a court order, a law enforcement request, or applicable sanctions.
Retrieval after the Window. As a safety net, for a further 30 days after the Export Window ends you may email us to ask us to retrieve your data if we still hold it. After that combined period we may permanently delete it, and it cannot be recovered.
What we may keep. We may retain a limited amount of data after deletion only where required by law or reasonably necessary for accounting, tax, security, fraud prevention, the establishment, exercise or defence of legal claims, enforcement of these Terms, or to maintain a record of deletion. We do not retain clinical Patient Data for our own purposes, and retained data is not used for marketing, unrelated product analytics, profiling or AI training.
Current Fees are at atlacare.com/pricing and are quoted in GBP.
Atlacare Ltd is not currently registered for UK VAT, and Fees are therefore quoted and charged without VAT. If we become VAT registered, or if VAT or an equivalent tax becomes chargeable on the Service in your jurisdiction, we will add it to the Fees at the applicable rate and will tell you before it first applies.
We may change Fees on 60 days' notice. New prices apply at your next renewal. You may cancel before renewal if you do not agree.
You pay via Stripe. You authorise us to charge your payment method automatically on each renewal.
If payment fails:
Where your Account is suspended for non-payment, we will on request provide a reasonable means of exporting Customer Data you are legally required to retain.
This section does not affect your statutory rights, including any rights you have under Section 15 if you are a consumer.
Each paid plan includes monthly allowances — for example SMS messages, video minutes and file storage. Allowances are included in the plan and are not sold separately. Usage above an allowance is billed at the published overage rate, and unused allowances do not roll over. Overage charges already incurred are not refundable.
Promotions follow the specific terms shown at signup. Standard prices apply after the promotional period ends.
You may not:
We may suspend or terminate Accounts that breach this Section.
Atlacare's software, design, branding and content belong to us. We grant you a limited, non-exclusive, non-transferable, revocable licence to use Atlacare in accordance with these Terms.
For the avoidance of doubt, you may freely use reports, exports and documents generated from your own Customer Data for your ordinary business and clinical-record purposes, including meeting your retention obligations.
If you give us feedback, suggestions or feature requests, we may use them freely to improve Atlacare. We are not obliged to implement anything.
Each party will keep the other's confidential information private and will not disclose it, except where necessary to deliver the Service or where required by law.
Confidential information includes Customer Data, business information, and anything reasonably understood to be confidential.
Confidential information does not include information that:
This obligation continues indefinitely for trade secrets, and for 5 years after termination for other confidential information.
You can cancel at any time from the Settings page.
We may suspend or terminate your Account if:
Emergency suspension. We may suspend access immediately, without the notice period above, where necessary to address a security threat, a suspected account compromise, a serious risk to the Service or other customers, or a legal requirement. We will tell you as soon as reasonably practicable and restore access once the issue is resolved.
If we discontinue Atlacare voluntarily:
Your access to the Service ends. Your data remains available for export for the 90-day Export Window set out in Section 5.8, followed by the 30-day retrieval safety net. After that we delete or anonymise Customer Data in accordance with the Data Processing Addendum and our retention schedule, except where we are required by law to retain it.
Sections that by their nature should survive termination will survive, including Sections 5.1, 5.8, 8, 9, 11, 12, 14 and 16.
We warrant that we will provide the Service with reasonable care and skill, and in accordance with applicable data protection law in our capacity as processor.
Other than as expressly stated in these Terms, and to the fullest extent permitted by law, the Service is provided "as is" and we exclude all other warranties, conditions and terms whether express or implied, including any implied terms as to satisfactory quality, fitness for a particular purpose and non-infringement. We do not warrant that the Service will be uninterrupted or error-free.
You warrant that you hold and will maintain the professional qualifications, registrations and insurance required for your practice, and that your use of the Service complies with the professional and regulatory obligations that apply to you.
Nothing in these Terms limits or excludes either party's liability for:
Subject to Section 12.1, and to the fullest extent permitted by law, we are not liable for:
Subject to Section 12.1, our total liability to you arising out of or in connection with these Terms, whether in contract, tort (including negligence), breach of statutory duty or otherwise, is limited in aggregate to the greater of:
You acknowledge that the Fees reflect the allocation of risk in these Terms, and that we would not provide the Service on these Fees without the limitations in this Section. You are responsible for maintaining your own professional indemnity insurance appropriate to your practice.
Neither party is liable for failure to perform due to events beyond its reasonable control, including natural disasters, war, terrorism, regulatory action, epidemic or pandemic, major internet outages, and third-party service failures where we have selected reputable providers.
The affected party must notify the other promptly and resume performance when possible. Force majeure does not excuse payment for services already provided.
These Terms and any dispute arising out of or in connection with them are governed by the law of England and Wales.
The courts of England and Wales have exclusive jurisdiction over any dispute arising out of or in connection with these Terms.
For Enterprise customers with a separate Order Form, the dispute resolution provisions in that Order Form prevail over this Section.
Most Atlacare customers use the Service for the purposes of their profession or business, and are therefore not consumers in law. This Section applies only if you are an individual using Atlacare wholly or mainly outside your trade, business, craft or profession.
If you are a consumer:
These Terms, the Privacy Policy, the Data Processing Addendum and any Order Form are the entire agreement between you and Atlacare regarding the Service.
If any part of these Terms is unenforceable, the rest continues to apply. The unenforceable part will be modified only so far as necessary to make it enforceable.
If we do not enforce something on one occasion, we may still enforce it later.
You may not assign these Terms without our written consent. We may assign these Terms as part of a merger, acquisition or sale of business.
Only you and Atlacare may enforce these Terms. No other person, including a patient, has rights under them under the Contracts (Rights of Third Parties) Act 1999 or otherwise.
We will send notices to your Account email address. You can send notices to us at the contact address in Section 17.
The English version of these Terms prevails over any translation.
ATLACARE LTD Company number 17284670 96 Sirius Close, Wokingham, England, RG41 3DT
Legal and general enquiries: legal@atlacare.com Privacy and data protection: privacy@atlacare.com