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Terms & Conditions

Last updated: 13 August 2026

1. Who you are contracting with

DoxaCare is provided by Doxa Care Solutions ("Doxa Care Solutions", "we", "us", "our"), trading as DoxaCare. These Terms & Conditions form a binding agreement between you (or the organisation you represent) and Doxa Care Solutions for use of the DoxaCare platform and any related services (the "Service").

2. Acceptance

By creating an account, subscribing to a plan, or continuing to use the Service, you agree to these terms. If you do not agree, you must stop using the Service. If you accept on behalf of a care provider or other organisation, you confirm you have authority to bind that organisation. If you use the Service as an individual, you confirm you are of legal age to enter into a contract.

3. The Service

DoxaCare is a software-as-a-service platform for UK care providers covering staff records, rotas, training, DBS checks, documents, absence, timesheets, supervisions, incidents, compliance reporting and related functionality. We grant you a limited, non-exclusive, non-transferable right to use the Service within the limits of the plan you have selected, including any staff-count limits.

4. Your account

  • You must provide accurate registration details and keep them up to date.
  • You are responsible for keeping account credentials confidential and for all activity under your accounts.
  • You are responsible for assigning appropriate roles (administrator, manager, staff) within your workspace.
  • You must notify us promptly of any suspected unauthorised access.

5. Acceptable use

You must not misuse the Service. In particular, you must not:

  • use the Service for any unlawful purpose or in breach of applicable data protection or care regulations;
  • use the Service for fraud, spam or other deceptive activity;
  • infringe the intellectual property or privacy rights of any person;
  • introduce malware, probe, scan or otherwise interfere with the security or integrity of the Service;
  • scrape, reverse engineer, resell, redistribute or circumvent technical limits of the Service;
  • upload personal data of service users or staff without a lawful basis for doing so.

6. Your content

You retain ownership of the data you upload. You grant us a limited licence to host, process and transmit that data solely to provide and support the Service. You are the data controller for personal data you upload; we act as your processor. See our Privacy Notice.

7. Intellectual property

Doxa Care Solutions retains all rights, title and interest in the Service, including the software, documentation, design and branding. Nothing in these terms transfers any of our intellectual property to you.

8. Payment, subscriptions and tax

Subscriptions are billed in advance on the plan and billing frequency you select, and renew automatically until cancelled. Payment, billing, tax, invoicing, cancellation and refund mechanics are handled by our reseller Paddle and are governed by the Paddle Checkout Buyer Terms. You can cancel at any time from the billing screen in your workspace; access continues until the end of the paid period. See our Refund Policy.

Our order process is conducted by our online reseller Paddle.com. Paddle.com is the Merchant of Record for all our orders. Paddle provides all customer service inquiries and handles returns.

9. Service levels

We work to keep the Service available and secure, but we do not guarantee that it will be uninterrupted, timely or error-free. We may carry out maintenance and may change or improve features over time. To the fullest extent permitted by law, we disclaim all implied warranties, including merchantability and fitness for a particular purpose.

10. Suspension and termination

We may suspend or terminate access where there is a material breach of these terms, non-payment, a security or fraud risk, or repeated or serious policy violations. You may stop using the Service at any time. On termination, you may export your data for 30 days, after which it may be deleted or anonymised.

11. Liability

To the fullest extent permitted by law, our aggregate liability arising out of or relating to the Service is limited to the fees you paid in the 12 months before the claim. We exclude liability for indirect, consequential or special damages, including loss of profits, data or goodwill. Nothing in these terms limits liability for fraud, death or personal injury caused by negligence, or any other liability that cannot be excluded by law.

DoxaCare supports your compliance activity but does not replace your own regulatory duties. You remain responsible for your obligations to the CQC and other regulators.

12. Indemnity

You will indemnify us against claims arising from your content, your unlawful use of the Service, or your breach of these terms.

13. General

You may not assign this agreement without our consent; we may assign it as part of a merger, acquisition or reorganisation. Neither party is liable for delays caused by events beyond its reasonable control. These terms are governed by the laws of England and Wales, and the courts of England and Wales have exclusive jurisdiction.

14. Contact

Questions about these terms: support@doxacare.com. Billing and refund enquiries are handled by Paddle at paddle.net.