B&A Pro clinic terms

B&A Pro is run by Find Why Consulting Pty Ltd (ABN 72 663 024 342), trading as consultation.club. “We” means us. “You” means the clinic business that signs up, and everyone it gives a portal login to.

By ticking the box at sign-up you accept these terms, the data processing agreement and the privacy notice below, for every location and staff member on your account.

A$1 today, by card. We save the card for the charges below.

A$149 after 7 days, charged to the saved card. That's when your clinic goes live and your stand is posted. If we're still checking your business number on day 7, it's charged once the check is done. Cancel before it's charged and you never pay it.

A$4.99 a month for each patient your clinic provides B&A to, billed on your billing date (the day you went live). A patient added part way through a month is charged pro rata. When you stop providing B&A to a patient, or they disconnect, that month is already paid and they drop off your next invoice. There are no credits for part months.

If a patient still pays for their own B&A subscription, you aren't charged for them until their own plan ends.

Extra NFC stands ordered from the portal are charged to the saved card at the price shown when you order.

Everything is billed in Australian dollars. Australian clinics pay 10% GST on top and receive a tax invoice. Clinics outside Australia are billed without GST. Any local currency shown on our site is a guide only.

If you sign up with a voucher code from us, you don't pay the A$1 or the A$149, and your clinic goes live straight away. Patients are free for the period the voucher states, then A$4.99 a month each as above. A voucher can't be swapped for cash.

If the A$149 doesn't go through, your clinic stays in set-up and we retry the same invoice. You can pay it any time with Try again in the portal.

If a monthly payment fails, we retry for 14 days and warn you from the first failure. After 14 days, B&A ends for the patients you provide it to, and your portal goes back to set-up mode until the overdue invoice is paid. Paying it restores them.

Anything overdue stays owed if you cancel.

You can cancel B&A Pro at any time in the portal. In the first 7 days, you're not charged the A$149 and your stand isn't ordered.

After you've gone live, the A$149 isn't refunded. When you cancel, your patients are disconnected, your codes and stands stop linking patients (they still open the App Store), monthly billing ends with your current billing month, and your portal is read-only for 90 days. You can reopen within those 90 days. After 90 days we delete your staff logins and patient details. We keep invoices, as the law requires.

If your clinic has no linked patients and no one has signed in to the portal for 6 months, we email you 30 days and 7 days before closing it, then close it the same way.

We check your business number with the Australian Business Register or Companies House where we can. If we can't verify it, we'll contact you, and your clinic won't go live until it's sorted. We can decline a clinic we can't verify.

Give portal logins only to staff who need them, keep them to one person each, and remove staff who leave. You're responsible for what happens under your logins.

Patient photos are view only. Use them only for that patient's care at your clinic. Don't copy, screenshot, download or share them, and don't use them in advertising or on social media.

Patients choose what to share and can disconnect at any time. Don't pressure a patient to share or stay linked.

The marketing kit is yours to use to tell patients about B&A. You confirm you have the right to use any logo or image you upload.

We may suspend a clinic that breaks these terms, puts patients' data at risk, or doesn't pay. We'll tell you why first unless it's urgent.

We work to keep B&A Pro running and secure, but we can't promise it will never be unavailable. B&A is not a medical device and doesn't give medical advice; clinical decisions stay with your practitioners.

To the extent the law allows, our total liability to you is limited to what you paid us in the 12 months before the claim. Nothing in these terms limits rights you have under the Australian Consumer Law that can't be excluded.

These terms are governed by the law of Western Australia.

Your clinic is the controller of the patient data it receives through B&A Pro. We process it on your behalf, only to run B&A Pro for you and as these terms describe.

What we process for you: each linked patient's name and email, the date they linked, the collections they choose to share with you and the photos in them, the capture reminders you set, whether you provide B&A to them, and a log of every time your staff open their photos.

Patients stay in control of their own photos. You see only collections a patient has shared with you. They can stop sharing or disconnect at any time, and your access ends straight away.

Only our staff who need to, to run or support B&A Pro, can access the data, and they are bound to keep it confidential. Data is encrypted in transit, and every image view is logged and visible to your clinic's admins.

We use these service providers to run B&A Pro: our website host, our database provider, the B&A app backend, Stripe for payments, SendGrid for email and PostHog for analytics counts. We'll tell you before adding a provider that handles patient photos.

If we become aware of a breach affecting your patients' data, we'll tell you without undue delay and help you meet your obligations, including under Australia's Notifiable Data Breaches scheme.

If a patient asks you to see, correct or delete their data, we'll help you respond.

When B&A Pro ends for your clinic, we delete the patient data we hold for you 90 days after closing, as set out under Cancelling.

US clinics can ask for a Business Associate Agreement at sign-up.

What we collect about your clinic: your business name and number, clinic and location names, phone, website, billing email, the delivery address for stands, how you heard about us, and any voucher code you used. For each staff member: name, email, role and portal sign-ins.

Why: to sign you up, check your business, bill you, post your stands, run the portal, send you service emails (alerts, invoices and reminders), and see how clinics use B&A Pro so we can improve it.

Who it's shared with: Stripe for payments (we never see or store card or bank numbers), SendGrid to send emails, PostHog for usage counts, our website host and database provider, and the Australian Business Register or Companies House for the business check. Linked patients see your clinic and location names. We don't sell it.

How long we keep it: while your account is open, and for 90 days after it closes. Invoices and payment records are kept for as long as tax law requires.

Your choices: your admins can update clinic and staff details in the portal, under Account and Team. To see, correct or delete what we hold, email [email protected] or WhatsApp 0413 653 028. If you're in Australia and unhappy with how we handled a complaint, you can contact the Office of the Australian Information Commissioner (OAIC).

How we handle visitors to our website and patients who link to you is in our website privacy notice. The B&A app has its own privacy policy, shown in the app.

We'll email your clinic's admins at least 30 days before any change to these terms that affects what you pay or how patient data is handled. Carrying on using B&A Pro after that means you accept the change.

Questions: [email protected] or WhatsApp 0413 653 028.