Terms and conditions for psychotherapists

About these terms#

1. Psychotherapy Partners (PP) is a website at https://psychotherapy.partners on which independent psychotherapists present their practice and clients book meetings with them. PP is operated by Handel i Usługi Kamil Durkiewicz, ul. Bacciarellego 54 BB / 12, 51-649 Wrocław, Poland, tax identification number (NIP) 8951851925. In these terms “we” means the operator.
2. These terms are the contract between you, a psychotherapist, and PP. They apply from the moment you create a therapist account and accept them. You are a business user of the platform: you offer your services to clients through PP on your own account.
3. A few words used throughout: a client is a person with a client account; a product is a service you offer (for example a 50-minute online session in a given currency); a slot is a time you have made bookable; a meeting is a booked slot; a series is a weekly meeting booked at the same time every week; the payment deadline of a meeting is the moment 24 hours before it starts, by which the client pays for it; a charge is PP's commission for one calendar month in one currency, which PP invoices to you.
4. The Polish text of these terms is the binding one. The English text is a translation provided for convenience; where the two differ, the Polish text prevails.

Who can have an account#

1. A therapist account belongs to one natural person who runs their own practice, as a sole trader or through their own company. Clinics that employ therapists, group practices with one login and logins shared with staff are not supported. You may not share, transfer or sell your account.
2. You must be resident in a member state of the European Union, in Iceland, Liechtenstein or Norway, in the United Kingdom or in Switzerland. The registration form offers only those countries.
3. An e-mail address identifies exactly one account, and every account has exactly one role. If you also want a client account, use a different address.
4. At registration you give your billing identity: your legal name, your tax identification number, your billing address, your VAT status and, if you are an EU VAT payer, your EU VAT number. It is what PP's charges and invoices to you are written to; your clients never see it. Keep it current in Account settings; a change applies to every charge not sent yet.
5. You confirm that you are entitled to run a psychotherapy practice under the law of your country and that you are at least 18 years old.

The partnership model#

1. PP does not employ therapists and does not provide therapy. You build your own practice on the platform: your name, your prices, your way of working, your schedule and your workload are yours to decide, and you may pause or leave at any time.
2. PP provides the space in which clients find you, advertises the service, handles the online meetings, keeps the calendar and keeps a record of each meeting's payment as you mark it. In return PP takes a commission on the meetings your clients have paid for, as described in “Occupancy, commission and PP's charges”.
3. Nothing in these terms creates employment, a partnership in the legal sense, an agency or a joint venture between you and PP.

Your qualifications and your responsibility#

1. PP does not verify therapists' qualifications, and nobody at PP reviews your profile before it becomes public. You present your qualifications yourself, in your descriptions and with your profile images, and everything you state must be true and current.
2. You alone are legally responsible for holding the qualifications, licences, insurance and registrations your practice requires, and for everything you do in your work with clients. PP is not a party to your therapy and does not supervise it.
3. Whenever you save a changed set of specialties you confirm, in a mandatory declaration, that you hold the professional qualifications and, where the law requires it, the licence to practise in every one of the listed areas. Some specialties, such as psychiatry and medication or diagnostic assessment, usually require a medical or diagnostic licence; if you list them, you must hold that licence and act within its rules. We store each declaration with its date and time and the specialties it covered, and keep it for six years after your account ends.
4. Every profile carries the note that qualifications are described by the therapist and not verified by PP, and clients are told the same in their terms.

Your profile#

1. Your public profile shows your name, photo, approach, specialties, languages, descriptions, images, video, products and prices, availability, ratings and the comments you have chosen to show, with your responses. It never shows your e-mail address, sex, year of birth, bank accounts or anything financial.
2. Your profile is listed in the search and open for booking the moment three things are in place: at least one bank account, at least one product and your weekly availability. There is no approval step. You may pause your profile at any time; pausing removes it from the search and stops new bookings while the meetings already booked stay, and it never affects your commission rate.
3. Only you write your profile. You must hold the rights to every image and text you publish, and your profile may not contain another person's data, misleading claims, or anything unlawful. Up to eight profile images may be used, for example scans of certificates or photos of your office.
4. Your descriptions are shown to a visitor in the site language when you speak it, otherwise in your first language. Nothing is machine-translated.
5. A therapist's practice address you give with an in-person product is public.

Search placement#

1. Placement in the search results is never for sale. It cannot be bought, cannot be traded for a higher commission rate and is never adjusted by hand by anyone at PP. Two visitors applying the same filters see the same list.
2. The visitor chooses one of three orders: by clients' ratings, by the nearest available slot, or by how long the therapist has been on PP. In every order, therapists with at least one bookable slot in the booking window (starting at least 48 hours ahead, up to the end of next month) rank above those who are fully booked, because a visitor is looking for somebody they can actually book.
3. The main parameters that decide your position are therefore: whether you currently have a bookable slot; your clients' ratings (the average and the number of ratings, with the rating of your work counting most); and your seniority on the platform. All of them are computed from figures that are public on your profile anyway. Filters chosen by the visitor (specialty, language, type of meeting, price, and so on) only narrow the list.
4. Pausing your profile removes it from the results until you publish it again. Your commission rate has no influence on your placement.

Bookings and your clients' payments#

1. Clients book your free slots that start at least 48 hours ahead, up to the end of next month. A client may hold at most one meeting with you per calendar day, the day being taken in your time zone. The free slots of the next 48 hours can no longer be booked and are frozen: they stay in your calendar and keep counting towards your occupancy. A one-off slot can be created, moved or deleted only while it starts at least 48 hours ahead.
2. Clients pay you directly, in advance, by bank transfer: each meeting separately, at its own price and in the currency of its product, at the latest by its payment deadline, 24 hours before it starts, to the bank account you have given for that currency. PP never receives, holds or forwards the money.
3. The client receives the payment instructions — the amount, the payment deadline, the account holder, the bank, the IBAN or the other transfer details, and the transfer title made of the client's identifier and the meeting's date in your time zone — with the booking confirmation, on their dashboard and on their Payments page, and in a reminder 48 hours before a meeting whose payment you have not yet marked. The instructions always show your current bank account for the currency, so keep your bank accounts accurate.
4. A free first visit needs no payment.
5. The platform records only whether each meeting has been paid for, as you mark it. That record is not an invoice: any invoice or receipt the law requires you to give a client you issue yourself, outside the platform.
6. Marking payments. You mark a meeting as paid when you receive the payment, at any time from its booking until its month is closed, and as unpaid only once its payment deadline has passed, again until the month is closed. Until then you may correct a mark or reset it to unmarked. Your marks must reflect the facts.
7. Calling off an unpaid meeting. A meeting that has not been paid for by its payment deadline may be called off as unpaid by you at any time between the deadline and its start, after you confirm it, with an optional note. The client is told by an e-mail that is always sent. The call-off is final and concerns that one meeting only: the rest of a series carries on. A meeting called off as unpaid counts as booked in your occupancy and carries no commission. Calling off is always your decision and never automatic: you may instead hold the meeting and settle the payment afterwards.
8. A meeting the client owes — one that was held, marked as a no-show or cancelled late — remains owed if it has not been paid for. Settling it is a matter between you and the client: PP does not chase payments and does not arbitrate. While it is marked unpaid, it carries no commission.

Meetings, their statuses and your monthly duties#

1. Once a meeting's end time has passed it counts as held, and the client pays its price. If the client did not turn up you may mark the meeting as a no-show: the client pays for it in full and a payment already made is kept; you can do so, and undo it, until the end of the month the meeting falls in.
2. A meeting either of you cancels in time is cancelled: nothing is owed for it, and a payment already made is refunded by you. A meeting the client cancels after your late-cancellation deadline is late-cancelled: it is paid for in full, a payment already made is not refunded, and its slot is released.
3. A meeting you call off because it was not paid for by its payment deadline is called off as unpaid: nothing is owed for it (see “Bookings and your clients' payments”).
4. A client may report, from five minutes after the scheduled start until the end of the month, that you did not join a meeting. You can confirm the report, and the meeting becomes a therapist no-show, for which nothing is owed and a payment already made is refunded by you; or reject it, and the meeting stays held and is paid for. PP does not arbitrate the disagreement; the client is told to settle it with you directly.

These duties come with the model, and their deadlines are what makes it work. Each month is closed on the 1st day of the following month, in your time zone (see “Occupancy, commission and PP's charges”):

1. Mark every meeting's payment before the month ends: paid, or, once its payment deadline has passed, unpaid. A meeting still unmarked when the month is closed counts as paid and carries the commission. During the last five days of the month the schedule and finances pages remind you of the meetings still unmarked, and on the last day of the month, at 08:00, you receive an e-mail if any remain.
2. Mark no-shows before the month ends. Once the month is closed, its meetings can no longer be changed.
3. Answer every report that you did not join before the month ends. A report you have not answered when the month is closed is resolved in the client's favour: the meeting becomes a therapist no-show, carries no commission and, if it was paid for, becomes a refund due.
4. Make the refunds you owe and confirm them on the platform, as described in “Refunds”.

Refunds#

1. A meeting that has been paid for becomes refund due when the client cancels it before your late-cancellation deadline; when you cancel it, in whatever way (a single meeting, a series, a vacation entered over it, or the cancellations that precede leaving the platform); or when it becomes a therapist no-show, because you confirm the client's report or leave it unanswered until the month is closed.
2. You return the money to the client directly, by bank transfer, without undue delay, and then mark the meeting as refunded on your finances page or on your schedule page. You receive an e-mail, which is always sent, each time a refund falls due, and the meeting stays listed under “Refunds to make” until you mark it. Marking a refund has no deadline on the platform and remains possible after the meeting's month has been closed, but a refund due that has not been marked as refunded prevents you from deleting your account.
3. A late cancellation or a client's no-show is not refunded: the payment is kept, and the meeting carries the commission as usual.
4. A meeting that has been refunded, or is due to be, never carries a commission.
5. If you receive money for a meeting that was cancelled while its payment had not been marked, you return it to the client as well.
6. PP never holds or forwards money and does not arbitrate between you and a client about a payment or a refund.

Occupancy, commission and PP's charges#

1. Occupancy is computed for each calendar month, in your time zone, as the number of meetings booked in that month divided by the number of slots published in it. A meeting counts as booked when it was held, marked as a no-show, cancelled late or called off as unpaid. Slots on public holidays of your country, during your vacations or while your profile was paused are never published, so holidays, vacations and pausing never lower your occupancy; only the free slots of the next 48 hours, which are frozen when a vacation or a pause begins, keep counting. A cancelled meeting and a therapist no-show do not count as booked, while their slots do. A late cancellation releases its slot, which may be booked again, so occupancy can exceed 100 %. The month's occupancy sets the commission rate on that month's paid meetings:

2. Commission is charged only on meetings that have been paid for: meetings that were held, marked as a no-show or cancelled late, and that are marked as paid or count as paid when the month is closed, each at the rate of the month in which it took place. No commission is charged on a meeting marked unpaid, a meeting refunded or due to be refunded, a free first visit, a cancelled meeting, a meeting called off as unpaid or a therapist no-show. Commission is computed on the meeting's price as booked, so on a meeting booked with a coupon code it is computed on the reduced price.
3. The month is closed on the 1st day of the following month, in your time zone. In this order: every report that you did not join which is still open is resolved in the client's favour, so the meeting becomes a therapist no-show and, if it was paid for, a refund due; every priced meeting that was held, marked as a no-show or cancelled late and whose payment is still unmarked is set to paid; the month's occupancy, and the commission rate it produces, are fixed; and your charge is assembled: the commission rate applied to the revenue of the month's paid meetings, rounded to the cent. Meetings in different currencies are never converted; each currency gets its own charge. A month whose commission is zero produces no charge.
4. Once the month is closed, nothing in it can change any more, no meeting status and no payment mark, except that a refund due can still be marked as refunded, which changes no commission either way.
5. A charge carries the month's aggregate figures only: the month, its occupancy, the commission rate, the number of paid meetings, the revenue and the commission. It never names a client or a single meeting; your finances page shows which meetings make up the figures.
6. PP issues its invoice for each charge outside the platform and sends it to you by e-mail, with the charge's figures. The charge is payable within six days of that e-mail, to the account stated on the invoice. Statutory interest applies to late payment.
7. You are responsible for your own taxes and accounting, including the invoices and receipts you issue to clients.

Cancellations, vacations and price changes#

1. You set your late-cancellation period in days, from 0 to 30, with a default of 2 days (48 hours). It is shown on your profile and on the booking form, and it is the only cancellation policy that applies to your clients on PP.
2. You may cancel any meeting at any time before it starts, with a short note that reaches the client in the chat and by e-mail. A meeting you cancel is never paid for by the client, however late you cancel it, and if it has been paid for, you refund it (see “Refunds”). Please treat cancellations with the same care you expect from your clients.
3. Adding a vacation or removing availability never silently drops booked meetings: where a vacation covers a booked meeting, you cancel it with a note, and the platform asks for that note; a cancelled meeting that has been paid for becomes a refund due. Deleting or moving a weekly slot removes only its future occurrences that start at least 48 hours ahead and that nobody has booked. The free slots of the next 48 hours stay in place, as they also do when you enter a vacation, pause your profile or change your time zone.
4. Prices change through revisions. A new price takes effect on the first day of the month after next and applies to every meeting from that day, including the meetings of a weekly series; meetings already booked before that day keep their price. Clients on a series are told by e-mail at least a month in advance and may cancel the series free of charge. A product's name, type, address and currency are fixed once anything has been booked on it; retire the product and create a new one to change them.
5. You may offer a free first visit on a product. A first meeting on it costs the client nothing and needs no payment; it counts as booked in your occupancy and carries no commission.
6. You may give clients coupon codes, each bound to one product, taking a whole percentage (1–99 %) or an amount in the product's currency off its price, for a number of bookings you choose (1–1000). A booking made with a code uses it once, a weekly series included, and a cancellation does not give the use back; a code never makes a meeting free, and a free first visit stays free. The reduced price lasts as long as the booked meeting or series is in the calendar: each meeting of a series costs the product's price on its date less the discount, also after a price change. A code cannot be edited. Removing it stops only new bookings with it; to end the reduced price of what has already been booked, you cancel those meetings or that series under the rules above, which costs your clients nothing.

Online meetings are one-to-one#

1. An online meeting is a video call between exactly two connections: your account's and the client's. No third participant can join. A client may attend together with the child they booked for, at their own device.
2. Either of you can enter the video room at any time, however early or late, for as long as the meeting exists; a meeting that runs over is never cut off by the platform.

Your clients' personal data: you are an independent controller#

PP and you are separate, independent controllers of personal data. PP controls the data the platform needs to work; you control the data you receive in order to work with your clients and to get paid: the client's name, their phone number if they gave one, the bookings, the chat, the payments and refunds, and your no-show and payment marks, and anything you keep outside the platform. PP is not your processor, and you are not PP's.

As a controller you must:

1. use your clients' data only to provide therapy and to settle payments for it, and never for marketing or any other purpose;
2. inform your clients about how you process their data, on a legal basis of your own, for example in your own privacy notice or your contract with them;
3. keep any clinical documentation outside the platform, because PP is not a medical records system and the chat is not documentation;
4. secure any data you take off the platform, such as notes, e-mails and bank statements;
5. never disclose anything about a client publicly, including in a response to a rating comment;
6. handle requests concerning your own records, such as access or erasure, yourself;
7. notify PP without delay at privacy@psychotherapy.partners of any suspected personal-data breach involving the platform, for example a compromised account.

Passing a client's data to you is never a restricted international transfer: you reside in the EU/EEA or in a country covered by an adequacy decision (the United Kingdom, Switzerland). PP is not responsible for what you do with the data you have received. How PP processes your own data is described in the privacy policy for psychotherapists.

Chat#

1. You can exchange text messages, up to 500 characters each, with every client who has booked a meeting with you. The chat is for organisational matters; it is not monitored, and nobody at PP reads the messages.
2. The chat is not for emergencies, and clients are told so. Cancellation notes from both sides appear in the conversation. When either of you deletes their account, the conversation is deleted for both.
3. The chat is a messaging service, not your clinical documentation. Keep your notes outside the platform.

Ratings, comments and your responses#

1. Every client who has had at least one meeting with you may rate you once: the quality of your work and, for online meetings, the quality of the connection, with an optional comment of up to 800 characters. Comments are published anonymously; you, and only you, see who wrote each comment, on your comments page.
2. You decide whether each comment is shown on your profile. Hiding a comment never hides its numeric ratings: they still count towards your averages.
3. You may publish one response below each comment, of up to 800 characters, and edit or delete it at any time. A response is public, so it must not reveal anything that could identify the client or anything about their therapy, not even indirectly. This is also one of your duties as a controller (see above).
4. Averages are shown only where at least one rating exists. When a client deletes their account, their comment and your response are deleted and their numeric ratings are kept anonymised. When you delete your account, all ratings, comments and responses are deleted with it.

E-mail notifications#

1. Some e-mails are essential and are always sent: one-time codes, notices about changes to your account, the notice of every refund that falls due, clients' reports that you did not join a meeting, the warning on the last day of the month about meetings whose payment is still unmarked, PP's charge with its invoice, the inactivity warning and the notice of a change of operator. Without them you could not sign in or fulfil your monthly duties.
2. Every other notification, such as new bookings, declined invitations, reminders, cancellations by clients and new-message alerts, can be turned off in your notification settings. Turning them off does not relieve you of your duties.

Prohibited use#

1. You may not: record a meeting in any form; share your login or let anybody else use your account; state qualifications, licences or experience you do not have; use a client's data for anything other than their therapy and its payment; contact a client for marketing; move meetings booked through PP off the platform in order to avoid the commission; mark a meeting that has been paid for as unpaid, or make any other mark contrary to the facts, in order to avoid the commission; post unlawful content or another person's data on your profile, in a response or in the chat; disrupt the platform or access it with automated tools.
2. If you come across content on PP that you believe is unlawful, tell us at contact@psychotherapy.partners with a link and a short explanation. We assess every report and take the measures the law requires, which can include removing the content and ending the contract of the person responsible.

Leaving the platform and ending the contract#

1. You leave PP by deleting your account in Account settings; there is no notice period on your side. The deletion is confirmed with a one-time code.
2. Deletion is refused while meetings are still ahead or the money is not settled: while you have meetings booked in the future (every occurrence of every live series included), priced meetings in a month that has not been closed yet, a charge of PP's that has not fallen due yet (including one still awaiting its invoice), or refunds due that you have not marked as refunded. The page lists what blocks the deletion and, where it depends on the calendar, the earliest possible date. Cancel your future meetings first, each with a note; those cancellations cost your clients nothing, and you refund every one of them that has been paid for.
3. When the account is deleted, your profile, products, schedule, chats, ratings, comments and responses are deleted, and your profile address is retired and never reissued; the meetings, with their payment statuses, stay in your clients' payments history until each of them deletes their own account, and PP's charges and your specialty declarations are kept as described in the privacy policy. PP publishes no farewell page and sends your clients no announcement.
4. Pausing is not leaving: a paused profile keeps its ratings, comments, meetings and address, and can be published again at any time.
5. An account that has not been signed in to for three years is deleted after a warning e-mail, unless the deletion is blocked as described above.
6. We may end this contract with 14 days' notice by e-mail if you breach these terms, and without notice for a serious breach: recording a meeting, sharing an account, a false declaration of qualifications, unlawful content, or a charge left unpaid after a reminder. We will tell you the reasons. Ending the contract does not cancel what your clients owe you, nor the refunds you owe them, nor the charges you owe PP, and the deletion rules above still apply to what is open.

Complaints#

1. Complaints about the platform, a charge or a decision of ours go to contact@psychotherapy.partners, or by post to the operator's address above. Describe what happened and what you expect; we answer within 14 days of receiving the complaint, and we tell you the reasons for our decision.
2. Disputes between you and a client, about therapy, an absence, a payment or a refund, are yours to settle with the client. PP does not arbitrate them, and the platform's statuses and marks are the only thing it records about them.
3. Nothing here prevents you from going to court.

Liability#

1. We are responsible for providing the platform with due care: your profile and calendar, the bookings, the record of each meeting's payment, the monthly close and PP's charges, the chat, the video room and the essential e-mails.
2. You are responsible for your practice, for the truth of your profile, for the meetings you hold, for the accuracy of your payment marks and for the data you receive. You will hold PP harmless from claims by clients or third parties that arise from your practice or from a breach of these terms.
3. Except for damage caused intentionally or by gross negligence, and except where the law does not allow such a limit, PP's liability towards you under this contract is limited to the commission you paid PP in the twelve months preceding the event. PP is not liable for lost earnings, for a client's non-payment or for interruptions caused by your device, your connection or events outside our control.

Changes to these terms#

1. We may change these terms for legal, security or product reasons. A change is announced by e-mail at least 15 days before it takes effect and published on this page as a new version with its own date and address; earlier versions stay available. The notice is longer where the change requires you to adapt your practice.
2. If you do not accept a change, you may end the contract before it takes effect by deleting your account. Using PP after that date means you accept the new version.

Change of operator#

1. Once the platform has grown, a new Polish limited liability company (spółka z ograniczoną odpowiedzialnością) will take over the website from the sole trader and become the party to this contract and the controller of your data in the operator's place.
2. You will be told by e-mail in advance. Your account, your profile, your bookings, the record of your clients' payments and these terms continue unchanged with the new operator; PP's invoices from then on are issued by the new operator. If you do not wish to continue, you may delete your account before the change.

Final provisions#

1. These terms are governed by Polish law.
2. Disputes are decided by the court competent for the operator's seat, unless the law gives you the right to another court.
3. Contact: contact@psychotherapy.partners for anything about the platform, privacy@psychotherapy.partners for personal data. How PP processes your data is described in the privacy policy for psychotherapists.