Terms of Service

Last updated 20 August 2026

1. The agreement

These Terms of Service govern your use of the Essence practice-management software and this website. By subscribing to Essence, or by using it, you agree to them. If you are agreeing on behalf of a clinic or company, you confirm that you have authority to bind it, and "you" means that organisation.

Essence is sold to businesses for business use. It is not offered to consumers.

2. Definitions

• Essence, we, us: EnviroVentPro INC, a Delaware corporation operating from Florida, which owns and operates the Essence software.
• Service: the Essence software, made available online, together with any support and related services we provide.
• Clinic or you: the business that subscribes to the Service.
• Clinic Client: an individual who is a customer or patient of the Clinic, and whose records the Clinic keeps in the Service.
• Clinic Data: all information the Clinic or its staff put into the Service, or that is generated in the Service on the Clinic's behalf, including records about Clinic Clients.

3. Accounts and eligibility

To use the Service you must be at least 18 years old and operating a lawful business. Each staff member who uses the Service must have their own individual account, and accounts must not be shared between people.

You are responsible for the accuracy of the registration details you give us, for keeping credentials and access codes confidential, and for everything done under your accounts. Tell us promptly at info@essencecrm.ai if you believe an account has been compromised.

You are responsible for setting appropriate roles and permissions for your staff. The Service enforces the permissions you configure; it cannot know which of your staff ought to have them.

4. Subscriptions, renewal, cancellation and refunds

4.1 What you are buying

Essence CRM is sold as a subscription to the Service, together with any optional add-on modules you choose. There is no setup fee. The initial term is three months from the start of your subscription (the "onboarding period"); after that the subscription continues month to month unless you and we agree a longer term in writing. A longer term is optional and is never required in order to subscribe.

4.2 Price, currency and billing period

All prices are stated and charged in US dollars (USD), exclusive of any applicable taxes, which are added where required. You choose either monthly or annual billing for the subscription. Add-on modules are billed monthly in all cases, including where the subscription itself is billed annually, so an add-on may be started or stopped with effect from the next monthly billing date. The subscription, any add-ons, the billing period and the exact amount are shown to you before you confirm, and appear on each receipt.

4.3 Automatic renewal

Your subscription renews automatically at the end of each billing period at the then-current price for your plan, using the payment method on file, until you cancel. Monthly subscriptions renew every month; annual subscriptions renew every year. We will notify you by email before any change to the price of your plan takes effect, with enough notice for you to cancel before it does.

4.4 How to cancel

You can cancel at any time from the billing screen inside the Service, or by emailing info@essencecrm.ai. Cancelling takes effect at the end of the current billing period, or at the end of the three-month onboarding period if that has not yet finished, whichever is later: the Service stays available until then, and it does not renew afterwards. An add-on may be cancelled on its own, with effect from the end of the month in which you cancel it, without affecting the subscription. You do not need to give a reason, and there is no cancellation fee.

4.5 Refunds

Essence is delivered online, so there is nothing to ship, return or exchange. Our refund policy is:

• Annual plans: if you cancel within 30 days of your first annual charge, we will refund that charge in full.
• Monthly plans: cancelling stops future charges. We do not refund part of a month already begun.
• Billing errors: if you have been charged incorrectly, in the wrong amount, or after cancelling, we will refund the incorrect amount in full. Tell us and we will fix it.
• Beyond that: if the Service has not worked as it should for you, email us and explain what happened. We would rather resolve it than have you dispute a charge with your bank.

Refunds are made to the original payment method and are usually visible within five to ten business days, depending on your bank.

4.6 Failed payments

If a payment fails, we will retry it and contact you. If it remains unpaid, we may suspend access to the Service until it is settled. We will tell you before suspending access, and suspension does not by itself delete Clinic Data. See section 15.

5. Taking payments through Essence

A Clinic may choose to take card payments from its own Clinic Clients through the Service. Where it does, the following applies.

• The Clinic is the seller. The treatment, product or package is sold by the Clinic to its Clinic Client. Essence is not a party to that sale. The Clinic is responsible for the goods and services it sells, for its own pricing and taxes, and for its own refund and cancellation policy towards its clients.
• Payments are processed by Stripe and settle to the Clinic's own connected account. Using this feature requires the Clinic to accept Stripe's applicable terms and to complete Stripe's verification. Stripe may impose its own requirements, holds or restrictions, which are outside our control.
• Essence charges a platform fee on amounts processed through the Service. The rate is set out in your subscription agreement and is disclosed to you before the feature is enabled. It applies only to payments actually processed.
• Refunds and chargebacks on client payments are the Clinic's. A refund to a Clinic Client is issued by the Clinic. Chargebacks, disputes and any associated fees are the Clinic's responsibility, and we may recover from the Clinic any amount charged back to us in connection with the Clinic's transactions.
• This feature is optional. A Clinic can use the rest of the Service without it.

6. Your data

Clinic Data belongs to the Clinic. We claim no ownership of it. You grant us only the licence needed to host, process, transmit, back up and display it in order to provide the Service to you, to support you, and to keep the Service secure.

We do not sell Clinic Data, we do not use it for advertising, and we do not use it to train machine-learning models offered to anyone else. Our handling of personal information is set out in the Privacy Policy, which forms part of these terms.

While your subscription is active you can download your reports and lists from the Service in CSV form, and you may request a full export of your Clinic Data at any time by emailing us, which we will provide in a machine-readable format at no charge. After termination, see section 15.

7. Acceptable use

You agree not to:

• use the Service unlawfully, or for anything other than operating your own business;
• attempt to access another organisation's data, probe or circumvent the Service's security or access controls, or test them without our written permission;
• reverse engineer, copy, resell, sublicense or provide the Service to third parties as your own;
• upload malicious code, or use the Service to send unlawful, deceptive or unsolicited messages;
• place an unreasonable load on the Service, or use automated means to extract data at scale outside the features we provide;
• remove or obscure proprietary notices.

8. Your responsibilities as a clinic

Essence is a tool. Operating a clinic lawfully remains yours. In particular, you are responsible for:

• the accuracy and legality of the Clinic Data you enter, and for having the right to enter it;
• obtaining any consent your Clinic Clients must give, including consent to be contacted by SMS or email for marketing, and for honouring opt-outs. Messaging features are subject to telecommunications and marketing laws that apply to you as the sender;
• your own professional, licensing, medical-records and health-privacy obligations;
• your own tax, employment and consumer-protection obligations, including the refund and cancellation policy you offer your own clients;
• configuring roles and permissions so your staff see only what they should.

The Service does not provide medical, legal, tax or accounting advice, and its reports and forecasts are informational aids rather than professional advice.

9. Availability, changes and support

We aim to keep the Service available continuously, but it may be unavailable during maintenance or because of events outside our control. We will give reasonable notice of planned maintenance where we can.

We improve the Service over time and may add, change or remove features. We will not make a change that materially reduces the core functionality of your plan during a period you have paid for without offering you a pro-rata refund of the remainder.

Support is provided by email at info@essencecrm.ai. We aim to respond within one business day.

10. Intellectual property

The Service, including its software, design, text and trade marks, belongs to us and our licensors. Subject to these terms and your payment of fees, we grant you a non-exclusive, non-transferable right to use the Service for your own business during your subscription. No other rights are granted.

If you send us feedback or suggestions, we may use them without obligation to you.

11. Confidentiality

Each of us may receive information from the other that is confidential. Each will use it only for the purposes of this agreement, protect it with at least reasonable care, and not disclose it except to people who need it and are bound to keep it confidential, or where legally required. This does not apply to information that is public through no fault of the receiving party, or independently developed by it.

12. Disclaimers

Except as expressly stated in these terms, the Service is provided "as is" and "as available", and to the fullest extent permitted by law we disclaim all other warranties, express or implied, including merchantability, fitness for a particular purpose and non-infringement. We do not warrant that the Service will be uninterrupted or error free, or that it will meet every requirement you have.

Nothing in these terms excludes any liability that cannot lawfully be excluded.

13. Limitation of liability

To the fullest extent permitted by law, neither party is liable for indirect, incidental, special, consequential or punitive damages, or for lost profits, revenues, goodwill or anticipated savings, even if advised of the possibility.

To the fullest extent permitted by law, our total aggregate liability arising out of or relating to these terms or the Service is limited to the amounts you paid us for the Service in the twelve months immediately before the event giving rise to the claim.

These limits do not apply to your obligation to pay fees, to either party's breach of confidentiality, or to fraud or wilful misconduct.

14. Indemnity

You will defend and indemnify us against third-party claims arising from your Clinic Data, from the goods and services you sell to your Clinic Clients, from your use of the Service in breach of these terms, or from your breach of a law applicable to you, including marketing, telecommunications and health-privacy laws.

15. Term and termination

These terms apply for as long as you have a subscription. You may cancel as described in section 4.4. We may suspend or terminate the Service if you materially breach these terms and do not fix the breach within 14 days of us telling you about it, or immediately where required by law or where continued use presents a security or legal risk.

After termination, you have 30 days to export your Clinic Data, during which we will provide reasonable assistance. After that period we delete or irreversibly anonymise it in accordance with the Privacy Policy. Sections 6, 10, 11, 12, 13, 14 and 17 survive termination.

16. Changes to these terms

We may update these terms. If a change is material, we will notify subscribing clinics by email at least 30 days before it takes effect, and you may cancel before then if you do not accept it. Continuing to use the Service after the effective date means you accept the updated terms. The date at the top of this page always shows the current version.

17. Governing law and disputes

These terms are governed by the laws of the State of Florida, without regard to its conflict-of-law rules, and the state and federal courts located in Florida have exclusive jurisdiction over any dispute arising out of or relating to them. Each party consents to that jurisdiction and venue. This is subject to any mandatory rights you have under the law of your own country that cannot be waived by agreement.

Before starting formal proceedings, we ask that you contact us so we can try to resolve the matter directly. Most problems are resolved this way.

18. Contact

Questions about these terms, about billing, or about anything else: info@essencecrm.ai.