Terms of Service

These Terms of Service (“Terms”) form a legally binding agreement between your organisation and Boolbase Ltd governing your use of the BoolCare platform. Please read them carefully before subscribing.

1. Parties and Agreement

These Terms are between Boolbase Ltd(trading as BoolCare), a company registered in England and Wales (“BoolCare”, “we”, “us”) and the organisation or individual (“you”, “your”) that creates an account or subscribes to the BoolCare platform.

By creating an account, starting a free trial, or making a payment, you confirm that you accept these Terms and are authorised to enter into this agreement on behalf of your organisation.

2. The Service

BoolCare is a software-as-a-service (SaaS) care management platform providing:

• Resident management and profile records
• AI-assisted care plan and risk assessment generation
• Forms library (100+ industry forms) and custom form builder
• AI Assistant for querying resident data and generating reports
• Handover notes, body maps, health metrics, and daily recordings
• Team management with role-based access control
• Multi-site (care home / location) management

The service is accessed via app.boolcare.co.uk and the BoolCare mobile applications.

3. Eligibility

BoolCare is designed for use by regulated care providers in the United Kingdom, including care homes, supported living providers, domiciliary care agencies, and NHS-commissioned services. You must be at least 18 years old and authorised by your organisation to enter into this agreement.

4. Free Trial

New organisations are eligible for a 14-day free trial with the following limits:

• Up to 45 active residents
• Unlimited care homes / locations
• Unlimited staff accounts
• 450 AI queries (10 per resident per month)

No credit card is required to start a trial. At the end of the trial period, the account will be restricted until a paid subscription is activated. Trial data is retained for 30 days after trial expiry, giving you time to subscribe and continue.

Each organisation is entitled to one free trial. We reserve the right to decline or terminate trials that appear to be duplicates or used in bad faith.

5. Subscriptions and Billing

5.1 Per-resident pricing

BoolCare is priced on a per-active-resident basis using volume tiers. The applicable rate depends on the number of active residents selected on your plan, not the number of staff accounts or care home locations (both are unlimited on all plans).

Current pricing tiers are published at boolcare.co.uk/pricingand may be updated from time to time with 30 days’ notice.

5.2 Billing intervals

Subscriptions are available on a monthly or annual basis. Annual subscriptions are billed upfront for 10 months (equivalent to 2 months free). Both intervals auto-renew at the end of each period unless cancelled.

5.3 Upgrades

You may increase your resident count at any time via the Billing settings in the app. An upgrade takes effect immediately. A prorated charge for the additional residents will be applied to your next invoice for the remaining days in the current billing period.

5.4 Downgrades

You may reduce your resident count provided your number of active residents does not exceed the new lower limit. If it does, the platform will prompt you to archive or discharge the necessary residents before the downgrade is applied. Downgrades take effect at the start of the next billing period.

5.5 AI query allowance and top-ups

Your subscription includes 10 AI queries per active resident per month. Queries reset on the 1st of each calendar month and do not roll over.

If you exhaust your monthly allowance, you may purchase a one-off top-up packfrom within the app. Top-up queries are added to the current month only and expire at the end of the billing month. They cannot be refunded or transferred.

5.6 Payment failure

If a payment fails, we will retry up to three times over seven days. If payment remains outstanding after this period, access to the platform may be restricted until payment is resolved. Data is retained during any restriction period.

5.7 Cancellation and refunds

You may cancel your subscription at any time via the Billing settings or by emailing hello@boolcare.co.uk. Cancellation takes effect at the end of the current billing period. No refunds are issued for partial periods, including for annual subscriptions cancelled part-way through the year.

On cancellation, your data is retained for 30 days to allow export. After 30 days, all resident data and account data is permanently deleted.

6. Acceptable Use

You agree not to:

• Use BoolCare for any purpose that is unlawful under UK law
• Enter false, fabricated, or misleading resident records
• Attempt to gain unauthorised access to other organisations’ data or to BoolCare systems
• Use the AI Assistant to generate content you intend to use without appropriate professional review
• Transmit viruses, malware, or any malicious code
• Scrape, crawl, or extract data from BoolCare by automated means without written permission
• Resell, sublicense, or white-label the BoolCare service without a separate written agreement
• Use BoolCare to process data for any organisation not covered by your subscription

We reserve the right to suspend accounts that violate these rules, with notice where reasonably practicable.

7. Healthcare Disclaimer — Important

BoolCare is a software tool to assist qualified care professionals. It does not constitute medical or clinical advice.

AI-generated content within BoolCare — including but not limited to care plans, risk assessments, handover notes, and AI Assistant responses — is provided as a draft starting point only. It must be:

• Reviewed, verified, and edited by a qualified professional before use or sharing
• Approved by the relevant registered manager or clinical lead where required
• Treated as a draft, not a final clinical document

All clinical and care decisions remain the sole responsibility of the qualified professional and the employing organisation. BoolCare and Boolbase Ltd accept no liability for outcomes arising from clinical decisions made based on AI-generated content.

AI outputs may contain errors, omissions, or content that is inappropriate for a specific resident. It is the responsibility of the care professional to catch and correct these.

8. Data Responsibilities

As described in our Privacy Policy, your organisation is the Data Controllerfor all resident data entered into BoolCare. This means:

• You are responsible for ensuring you have a lawful basis for processing resident data
• You are responsible for the accuracy, completeness, and appropriateness of data entered
• You are responsible for ensuring staff use the platform in compliance with your organisation’s data protection obligations
• You are responsible for responding to data subject requests from residents or their representatives
• You must notify BoolCare immediately if you become aware of any suspected data breach or unauthorised access

A Data Processing Agreement (DPA) is available on request and governs the processing of resident data. Contact hello@boolcare.co.uk to request one.

9. Intellectual Property

All software, design, trademarks, and content comprising the BoolCare platform are owned by Boolbase Ltd or our licensors. These Terms do not transfer any intellectual property rights to you. You may not copy, reproduce, reverse-engineer, or create derivative works from any part of the platform without written permission.

You retain ownership of all data your organisation enters into BoolCare. We do not claim any rights over resident records, care plans, or other content created by your organisation.

10. Confidentiality

Both parties agree to keep confidential any non-public information received from the other in connection with this agreement. This obligation continues for 3 years after termination. It does not apply to information that is publicly available, independently developed, or required to be disclosed by law.

11. Service Availability and Support

We target 99.9% monthly uptimefor the BoolCare application. Planned maintenance will be communicated with at least 24 hours’ notice where possible and scheduled outside peak hours (typically 02:00–05:00 GMT).

Support is provided via email at hello@boolcare.co.uk. We aim to respond to all enquiries within one business day.

We reserve the right to modify, update, or discontinue features of the platform. For material changes that remove functionality, we will provide at least 30 days’ notice.

12. Limitation of Liability

To the maximum extent permitted by English law:

• BoolCare and Boolbase Ltd shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to loss of profits, loss of data, or business interruption
• Our total aggregate liability to you shall not exceed the total fees paid by your organisation to BoolCare in the 12 months preceding the event giving rise to the claim
• Nothing in these Terms excludes liability for death or personal injury caused by negligence, fraud, or any liability that cannot be excluded under English law

Given the nature of the platform — used by care professionals to assist with care delivery — you acknowledge that all clinical decisions and their outcomes remain outside our control and responsibility.

13. Indemnity

You agree to indemnify and hold harmless Boolbase Ltd and its officers, employees, and contractors from any claims, losses, or expenses (including legal fees) arising from:

• Your breach of these Terms
• Your use of BoolCare in violation of applicable law or regulation
• Any claim by a third party relating to data you have entered into the platform

14. Termination

Either party may terminate this agreement by cancelling the subscription as set out in clause 5.7. We may suspend or terminate your account immediately if:

• You materially breach these Terms and fail to remedy the breach within 14 days of written notice
• You use the platform for unlawful purposes
• Your account presents a security risk to other customers or to the platform
• You become insolvent or enter administration

15. Changes to These Terms

We may update these Terms from time to time. Material changes will be communicated to active subscribers by email with at least 14 days’ notice before they take effect. Continued use of the service after the effective date constitutes acceptance of the revised Terms. If you do not accept the changes, you may cancel your subscription before they take effect.

16. Governing Law and Disputes

These Terms are governed by the laws of England and Wales. Any dispute arising from or in connection with these Terms shall first be subject to good-faith negotiation. If unresolved within 30 days, disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.

17. Contact

For any questions about these Terms:

• Email: hello@boolcare.co.uk
• Subject line: “Terms of Service enquiry”