Terms and Conditions

These Terms and Conditions govern your access to and use of GROOMBOX, including our website, application, dashboard, booking pages, communication tools, payment features and related services.

By creating an account, subscribing to a plan, accessing the platform or using any part of GROOMBOX, you agree to these Terms and Conditions.

If you do not agree to these Terms and Conditions, you must not use GROOMBOX.

1. Who we are

GROOMBOX is operated by:

GROOMBOX

Legal entity: [Insert legal company name if different]

Company number: [Insert company number]

Registered address: [Insert registered address]

Email: support@groombox.online

Website: groombox.online

Application: app.groombox.online

In these Terms, “GROOMBOX”, “we”, “us” and “our” refer to the operator of the GROOMBOX platform.

“You”, “your” and “user” refer to the person, business, salon, groomer, staff member or organisation using GROOMBOX.

2. About GROOMBOX

GROOMBOX is a software-as-a-service platform for pet grooming businesses.

The platform may include features for:

managing bookings;
managing clients;
managing pets;
managing staff;
managing services and prices;
appointment reminders;
public booking pages;
client intake forms;
consent records;
business settings;
email, SMS and WhatsApp notifications;
payments, deposits or subscription tools;
reporting and analytics;
business branding;
AI-assisted features where available;
other related tools.

The exact features available to you may depend on your subscription plan, account status, settings, region, provider availability and any feature limitations shown in the platform.

3. Business use

GROOMBOX is primarily intended for business use by pet grooming businesses, salons, mobile groomers and related service providers.

By using GROOMBOX on behalf of a business, you confirm that:

you have authority to accept these Terms on behalf of that business;
the information you provide is accurate;
you will use the platform for lawful business purposes only;
you are responsible for your staff, clients, pets, appointments, prices, records and communications;
you will comply with laws that apply to your business.

4. Accounts

To use GROOMBOX, you may need to create an account.

You agree to:

provide accurate account information;
keep your login details secure;
not share your password with unauthorised people;
keep staff access up to date;
remove access for staff who no longer need it;
tell us promptly if you believe your account has been compromised.

You are responsible for activity on your account unless caused by our failure to use reasonable care.

We may refuse, suspend or terminate accounts where we reasonably believe there has been misuse, unlawful activity, non-payment, security risk or breach of these Terms.

5. Subscription plans

GROOMBOX may offer different subscription plans with different features, limits and prices.

Plan names, features and pricing may change from time to time.

Your access to certain features may depend on your chosen plan. For example, some communication, analytics, AI, WhatsApp, SMS or advanced features may only be available on selected plans.

We may add, remove, improve or change features as the platform develops.

Where a feature depends on a third-party provider, that feature may be unavailable, delayed or changed due to provider rules, outages, approval requirements, pricing changes or technical limitations.

6. Trials and promotional offers

We may offer free trials, discounted periods, beta access or promotional offers.

Unless stated otherwise:

offers are available at our discretion;
offers may be withdrawn or changed;
one offer may be limited to one business or account;
features during a trial may be limited;
you may need to provide payment details before a trial starts;
your subscription may begin automatically after the trial unless you cancel before the trial ends.

The terms of any specific offer will apply in addition to these Terms.

7. Fees and payment

You agree to pay all fees shown at checkout, in your account or otherwise agreed with us.

Fees may include:

monthly or annual subscription charges;
SMS or message costs;
payment processing costs;
add-on features;
usage-based charges;
setup or support charges where agreed.

Unless stated otherwise, prices are exclusive of VAT or other taxes where applicable.

Payments may be handled by third-party payment processors such as Stripe.

You authorise us and our payment processor to charge your selected payment method for fees due.

If payment fails, we may retry the payment, ask you to update your payment method, restrict access, suspend features or terminate the account.

8. SMS, WhatsApp, email and communication costs

GROOMBOX may allow businesses to send appointment reminders, confirmations or other service communications by email, SMS, WhatsApp or similar channels.

Some communication features may carry extra costs.

SMS and third-party messaging costs may vary depending on provider pricing, destination, message type, delivery status and usage.

Where GROOMBOX offers SMS at cost, this means we aim not to add a profit margin to the SMS provider’s message cost, although payment processing, taxes, platform limitations or provider changes may still affect the total amount charged.

You are responsible for ensuring that any messages you send through GROOMBOX are lawful, accurate and sent with the appropriate permission or legal basis.

We may restrict or disable messaging features if we believe they are being misused or if required by a provider, law or regulator.

9. Payments, deposits and client charges

GROOMBOX may include features that allow businesses to accept payments, deposits or card-on-file arrangements from clients.

Where payment features are used:

payments may be processed by third-party payment providers;
payment provider terms may apply;
payment availability may depend on account approval;
businesses are responsible for their own prices, services, refunds, cancellations and customer disputes;
GROOMBOX is not responsible for the quality or delivery of grooming services provided by a business;
GROOMBOX does not become a party to the contract between the grooming business and its client.

If a business uses Stripe Connect or a similar provider, the business may need to create or connect its own payment account and comply with that provider’s requirements.

10. Cancellation

You may cancel your GROOMBOX subscription in accordance with the cancellation options provided in the platform, customer portal or by contacting support.

Cancellation will usually take effect at the end of the current billing period unless stated otherwise.

You will normally continue to have access until the end of the paid period, unless your account is suspended or terminated for breach of these Terms.

Deleting the app, not using the service or closing your browser does not automatically cancel your subscription.

11. Refunds

Unless required by law or expressly agreed otherwise, subscription fees are generally non-refundable once charged.

We may consider refunds at our discretion where there has been a clear billing error or exceptional issue.

Usage-based charges, SMS costs, messaging costs, payment processing costs or third-party provider costs may be non-refundable once incurred.

Nothing in these Terms affects any legal rights that cannot be excluded.

12. Consumer rights

GROOMBOX is primarily a business-to-business service.

If you use GROOMBOX as a consumer rather than as a business, you may have additional legal rights that cannot be excluded.

Nothing in these Terms limits any mandatory consumer rights that apply to you.

13. Your responsibilities

You are responsible for:

your use of GROOMBOX;
the accuracy of information entered into the platform;
your business settings;
your appointment availability;
your prices and services;
your staff access;
your client and pet records;
your communication settings;
your public booking page content;
your legal compliance;
your relationship with your own clients;
your own tax, accounting and business obligations.

You must not use GROOMBOX in a way that is unlawful, harmful, misleading, abusive, fraudulent or damaging to others.

14. Client and pet data

You are responsible for any client, pet, staff, appointment or business information you enter into GROOMBOX.

You confirm that you have the necessary permission, authority or lawful basis to collect, enter, store and use that information.

You must provide any privacy notices, consent wording, terms, disclaimers or client-facing policies required for your own business.

GROOMBOX provides software tools, but we do not replace your own legal obligations to your clients, staff or regulators.

15. Public booking pages and intake forms

GROOMBOX may allow you to create public booking pages or intake forms.

You are responsible for:

making sure your booking page content is accurate;
deciding which fields are required;
explaining your services, prices and policies;
setting cancellation rules;
obtaining required consent;
reviewing submitted information;
confirming, rejecting or changing bookings;
contacting clients where needed.

A booking request submitted through GROOMBOX is not guaranteed to be accepted unless you confirm it according to your own process.

16. Grooming services

GROOMBOX does not provide pet grooming services.

Grooming services are provided by the business using GROOMBOX.

Each grooming business is responsible for:

service quality;
pet safety;
animal welfare;
professional standards;
insurance;
licences or registrations where required;
client disputes;
refunds to clients;
cancellations;
negligence or service complaints.

GROOMBOX is not responsible for the acts, omissions, advice, services, prices or policies of grooming businesses using the platform.

17. Acceptable use

You must not:

use GROOMBOX for unlawful purposes;
upload malicious code;
attempt to bypass security;
access another user’s account or data without permission;
scrape, copy or extract platform data without permission;
overload or disrupt the platform;
send spam;
send unlawful marketing;
impersonate another person or business;
upload content you do not have the right to use;
use the platform to harass, threaten or abuse others;
reverse engineer the platform except where legally permitted;
resell or commercially exploit the platform without our permission.

We may investigate suspected misuse and take appropriate action.

18. Uploaded content

You may upload or enter content into GROOMBOX, such as business logos, pet photos, grooming photos, notes, prices, service descriptions, staff details and client information.

You retain ownership of your content.

You grant GROOMBOX a licence to host, store, process, display, transmit and use your content only as needed to provide, secure, maintain and improve the service.

You confirm that you have the right to upload and use the content you provide.

We may remove content that breaches these Terms, creates a security risk, infringes rights or appears unlawful.

19. AI-assisted features

GROOMBOX may offer AI-assisted features.

AI outputs may be inaccurate, incomplete or unsuitable.

You are responsible for reviewing AI-generated content before using, sending or relying on it.

You must not use AI features to generate unlawful, harmful, misleading, discriminatory or abusive content.

AI features may be limited, changed, suspended or removed at any time.

20. Third-party services

GROOMBOX may integrate with or rely on third-party services, including payment processors, email providers, SMS providers, WhatsApp providers, hosting providers, analytics tools, storage providers and AI providers.

We are not responsible for third-party services that we do not control.

Third-party terms, privacy policies, fees, limits and approval requirements may apply.

A third-party outage, rejection, suspension, price change or policy change may affect the availability or cost of GROOMBOX features.

21. Platform availability

We aim to provide a reliable service, but we do not guarantee that GROOMBOX will always be available, uninterrupted, error-free or secure.

Access may be interrupted by:

maintenance;
updates;
outages;
provider issues;
internet issues;
security events;
technical faults;
changes to third-party services;
circumstances outside our reasonable control.

We may update, maintain, change or suspend parts of the platform where reasonably necessary.

22. Backups and data loss

We may maintain backups as part of our technical operations, but you remain responsible for keeping any separate records required for your business, tax, accounting, legal, insurance or operational purposes.

You should export or copy important information where needed.

We are not responsible for loss of data caused by your misuse, incorrect settings, unauthorised account access, deletion by your staff, third-party failures or events outside our reasonable control, except where we are legally responsible.

23. Security

You must keep your account secure.

You agree to:

use strong passwords;
protect login details;
manage staff permissions;
remove users who no longer need access;
tell us promptly about suspected unauthorised access;
not attempt to bypass platform security.

We may suspend access if we believe there is a security risk.

24. Intellectual property

GROOMBOX, including the platform, design, software, branding, logos, features, layout, text, graphics and underlying technology, belongs to us or our licensors.

You must not copy, reproduce, modify, distribute, sell, lease, reverse engineer or create derivative works from GROOMBOX unless we give written permission or the law allows it.

You may use GROOMBOX only as permitted by these Terms.

25. Feedback

If you give us ideas, suggestions, feedback or improvement requests, we may use them without payment or obligation to you.

You are not required to provide feedback.

26. Confidentiality

During your use of GROOMBOX, either party may receive confidential information.

Each party agrees to take reasonable steps to protect confidential information and not disclose it except where necessary to perform these Terms, comply with the law or use professional advisers.

This does not apply to information that is already public, independently developed or lawfully received from another source.

27. Data protection

Our use of personal information is described in our Privacy Policy.

Where you enter personal information about your own clients, pets, staff or business contacts, you are normally the data controller and GROOMBOX acts as your processor.

You are responsible for ensuring that your use of GROOMBOX complies with data protection laws.

We may provide a separate Data Processing Agreement if required.

28. Suspension

We may suspend your account or restrict features if:

payment is overdue;
you breach these Terms;
we suspect unlawful or harmful activity;
your use creates security risks;
a third-party provider requires it;
we are required to do so by law;
your account causes technical issues;
we need to protect the platform, users or third parties.

Where practical, we will try to give notice, but we may act immediately where needed.

29. Termination

You may stop using GROOMBOX and cancel your subscription at any time.

We may terminate or close your account if:

you seriously or repeatedly breach these Terms;
payment remains overdue;
you misuse the platform;
your business activity creates legal, security or reputational risk;
we stop offering the service;
we are required to do so by law.

After termination, your access may end and your data may be deleted or retained according to our Privacy Policy, legal obligations and backup processes.

30. Effects of termination

When your account ends:

your access to the platform may stop;
staff access may stop;
public booking pages may be disabled;
reminders and communications may stop;
unpaid fees remain payable;
data may be retained or deleted according to our policies;
provisions intended to survive termination will continue to apply.

You should export any required data before cancellation or termination where possible.

31. Disclaimers

GROOMBOX is provided on an “as is” and “as available” basis.

We do not guarantee that:

the platform will meet every business need;
every feature will be available on every plan;
the platform will be uninterrupted or error-free;
reminders will always be delivered;
messages will always be received;
payment providers will approve all accounts or transactions;
analytics will be perfectly accurate;
AI outputs will be correct;
all bugs will be fixed immediately.

You are responsible for checking important bookings, records, payments and communications.

32. Limitation of liability

Nothing in these Terms excludes or limits liability where it would be unlawful to do so, including liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation.

Subject to that, GROOMBOX will not be liable for:

loss of profits;
loss of revenue;
loss of business;
loss of goodwill;
loss of opportunity;
indirect or consequential loss;
loss caused by third-party providers;
loss caused by your incorrect use of the platform;
loss caused by your failure to maintain records;
client disputes relating to grooming services;
failed, delayed or undelivered messages outside our reasonable control;
payment provider decisions;
outages outside our reasonable control.

Our total liability to you for claims relating to GROOMBOX will not exceed the fees you paid to us for the service in the three months before the event giving rise to the claim, unless the law requires otherwise.

33. Indemnity

You agree to compensate us for losses, claims, costs, damages or expenses arising from:

your breach of these Terms;
your unlawful use of GROOMBOX;
your client communications;
your grooming services;
your uploaded content;
your failure to obtain required permissions or consents;
your breach of data protection laws;
claims brought by your clients, staff or third parties relating to your business.

34. Changes to the service

We may update, improve, modify, replace or remove features from time to time.

We will try not to make changes that materially reduce the core paid service without good reason.

Some changes may be necessary for security, legal compliance, provider requirements, performance or platform development.

35. Changes to these Terms

We may update these Terms from time to time.

If we make significant changes, we may notify users by email, in-app notice or website notice.

The updated Terms will apply from the date stated at the top of the Terms or from the date communicated to you.

If you continue using GROOMBOX after the updated Terms apply, you will be treated as having accepted them.

36. Force majeure

We will not be responsible for delay or failure caused by events outside our reasonable control, including:

internet outages;
hosting failures;
third-party provider failures;
power failures;
cyberattacks;
natural disasters;
war;
terrorism;
strikes;
government action;
legal or regulatory changes;
payment network issues;
messaging provider outages.

37. Assignment

You may not transfer your rights or obligations under these Terms without our written permission.

We may transfer our rights or obligations as part of a business sale, merger, restructuring or change of ownership.

38. Severability

If any part of these Terms is found to be invalid or unenforceable, the rest of the Terms will continue to apply.

39. No waiver

If we do not enforce a right immediately, this does not mean we give up that right.

40. Entire agreement

These Terms, together with our Privacy Policy and any documents referred to in them, form the agreement between you and GROOMBOX for use of the platform.

41. Governing law and jurisdiction

These Terms are governed by the laws of England and Wales.

The courts of England and Wales will have exclusive jurisdiction, except where mandatory law gives you the right to bring a claim elsewhere.

42. Contact

For questions about these Terms, contact: