Distance Sales / Terms of Service Agreement

1. Agreement to Terms

By accessing and using the platform, you accept and agree to be bound by the terms and provision of this agreement. If you do not agree to these terms, please do not use our service.

2. Service Description

The platform is cloud-based practice-management software (SaaS) for health and wellness professionals — including dietitians and nutritionists, dentists, physiotherapists, psychologists, beauty and aesthetics practitioners and child-development specialists. It provides tools for client management, appointment scheduling, online booking, a public profile and directory listing, consultation notes and reports, payment tracking and business analytics, plus nutrition tools for nutrition professionals.

3. User Accounts

• You must provide accurate and complete information when creating an account
• You are responsible for all activities that occur under your account
• You must notify us immediately of any unauthorized use of your account
• You are legally responsible for the content you publish on your public page and profile

4. Acceptable Use

You agree not to:

• Use the service for any illegal or unauthorized purpose
• Interfere with or disrupt the service or servers
• Share your account credentials with third parties
• Upload malicious code or attempt to gain unauthorized access

5. Payments and Subscriptions

• Subscription fees are billed in advance on a monthly or annual basis
• Free trial periods do not require payment information
• You may cancel your subscription at any time
• All sales are final. Please review ourRefund Policy

6. Data and Privacy

Your data belongs to you. We collect and process your data in accordance with ourPrivacy Policy. We implement industry-standard security measures to protect your information.

7. Service Availability

We strive to maintain high service availability but cannot guarantee 100% uptime.

• We target 99.9% monthly uptime for core platform services
• Scheduled maintenance is performed at night and announced in advance via the dashboard
• Service status and maintenance notifications are available in the admin panel

8. Termination

Either party may terminate this agreement at any time. Upon termination, your access to the service will cease, and your data will be deleted according to our retention policy.

9. Contact Information

If you have questions about these Terms of Service, please contact us at:info@vitena.care

10. Payment Terms

By purchasing a subscription, you agree to pay all applicable fees. Payments are processed securely through our payment provider. All transactions are encrypted and secure.

• Monthly subscriptions are billed every 30 days
• Payment is due immediately upon subscription activation
• Your invoice will be issued within 7 business days after payment is received, based on your ID/Tax number

11. Free Trial

New users are eligible for a 30-day free trial. During the trial period:

• You have access to all features of your selected plan
• No payment is required during the trial period
• You can cancel anytime during the trial without charge
• After the trial ends, your subscription will begin automatically

12. Pricing & Discounts

Our pricing is based on seat count. You can save more by choosing longer billing periods or using promotional campaigns.

🇹🇷Annual subscription price adjustments are made according to TUIK inflation rates

Term Discounts:

• 1 month:No discount (standard monthly billing)
• 3 months:5% discount on total
• 6 months:10% discount on total
• 12 months:20% discount on total

Campaign Discounts:

• Campaign discounts apply to the first month(s) of your subscription
• Only one campaign can be active at a time
• Campaign discounts are applied after term discounts

Combined Discounts Example:

13. VAT & Taxation

🇹🇷 For Customers in Türkiye:

• All prices are displayed in Turkish Lira (TL)
• VAT (KDV) is included in all displayed prices
• Invoices are issued in TL with KDV included

🇪🇺 For EU & International Customers:

Our services are provided exclusively to businesses (B2B). By subscribing, you confirm that you are acting on behalf of a business entity.

• All prices are displayed in Euros (EUR)
• VAT is not included in displayed prices
• For EU business customers with a valid VAT identification number, the reverse charge mechanism applies. In this case, VAT is not charged on invoices, and the customer is responsible for accounting for VAT in their own country.
• Your invoices will indicate: "VAT: €0.00 - Reverse charge applies pursuant to EU VAT Directive Article 196."

Tax obligations may vary depending on your jurisdiction. We recommend consulting with a tax professional regarding your specific VAT obligations.

14. Subscription Management

You can manage your subscription at any time through your account dashboard:

• Upgrade or downgrade your plan
• Update billing information
• View payment history
• Cancel your subscription

15. Refund Policy

For information about cancellations and refunds, please review ourCancellation and Refund Policy

16. Plan Changes

You can upgrade or downgrade your plan at any time:

• Upgrades:Take effect immediately with prorated billing
• Downgrades:Take effect at the start of your next billing cycle
• Plan changes do not extend your current billing period

17. Fair Use Policy

We use a fair use policy to ensure optimal performance and fair resource allocation for all users. Limits scale automatically with your seat count:

Per-Seat Limits:

• Appointments:150 appointments per seat per month (resets monthly)
• Storage:10 GB per seat (total permanent storage space, not monthly)

Plan Limits:

Free Plan Limits:

• Appointments: up to 50 per month for your first 100 appointments, then up to 10 per month — free for as long as you like. This is a rate limit, not a time limit; your account never expires.
• Clients: unlimited · Storage: 1 GB
• Only appointments created on the Free plan count toward the 100-appointment threshold. If you cancel a paid plan and return to the Free plan, the count starts fresh.

Exceeding Fair Use Limits:

• These are soft limits designed to prevent abuse while accommodating normal usage variations
• Occasional overages are generally tolerated
• Consistent excessive usage may result in a request to upgrade your plan
• Your existing data and files will remain accessible

Need More Capacity?

• Add more seats to your subscription for increased limits
• Contact us atinfo@vitena.carefor custom arrangements

18. Failed Payments

If a payment fails:

• We will attempt to charge your payment method up to 3 times
• You will receive email notifications about failed payments
• Your account may be suspended if payment is not resolved within 7 days
• Suspended accounts will be deleted after 30 days of non-payment

19. Bookings Taken Through Vitena

What you buy from us is the right to use the software. Alongside the subscription, appointments that a client books for you through Vitena — from the directory, your public page, or a link you share yourself, whether in person or online — may carry a booking handling fee, and in some markets a one-off supplement for that client's first appointment with you. These fees apply to the handling of the booking through the platform. We do not undertake to send you clients, to make you more visible, to place you higher in any list, or to produce any number of appointments, and nothing in this agreement should be read as such an undertaking.

• Prices are set per account and may differ between accounts, professions and locations. They are not published, and you agree not to disclose the prices applied to your account to third parties.
• Your own prices are never confidential to you. The schedule that applies to your account is shown in your dashboard, and you confirm it there before any fee is charged. No fee is charged against a schedule you have not been shown.
• If the schedule changes, you are notified in the dashboard and by email before the new amounts apply.
• Fees are deducted from the balance you hold in your account. Balance is used only to pay these fees; it is not a deposit, earns nothing, and cannot be converted into cash or transferred.
• We may waive these fees for particular appointments — for example, a business's first appointment through Vitena — as part of a campaign we run for a country, profession or account. A waiver applies only where your dashboard shows it, and is not a continuing entitlement.
• If an appointment is cancelled before it takes place, the fee for it is returned to your balance. A fee already charged for an appointment that went ahead is not refunded on the ground that the client did not attend or did not become a regular client.
• If you cancel an appointment less than 24 hours before it was due to start, part of the fee is retained. The retained share is shown in your dashboard with the rest of the schedule.
• A client who reaches you through Vitena counts as such for 90 days from that first appointment. Moving that client off the platform within that period to avoid the fee is a breach of this agreement.
• If your balance runs out, bookings are not refused. They are held until your balance covers them, and you are told in the dashboard and by email.

These fees apply only where we have enabled them for your country and profession. Where they are not enabled, appointments booked through Vitena carry no fee, and your dashboard says so.

20. Client Invoices and Accountant Access

• Invoices you upload for your clients are issued by you. Vitena does not issue them, does not read or check their content, and is not responsible for their accuracy. Issuing them correctly, keeping them for the legally required period and meeting your tax obligations remain your responsibility.
• Uploading an invoice does not show it to the client. It becomes visible in the client's portal only when you choose to share it, and you can stop sharing it at any time.
• You can give your accountant a read-only link to your client invoices, paid collections and the invoices we issue to you. You decide who receives the link and remain responsible for sharing it only with someone authorised to see that information. Client names in the collections list are masked unless you choose to show them. You can turn the link off at any time, and creating a new link ends the old one.

21. Changes to These Terms

We may publish a new version of these Terms. When we do, the new version is published on this page with its own version number and effective date, and we email the account holder at least 15 days before it takes effect. Continuing to use Vitena from the effective date means the new version applies to you; there is nothing to sign or accept. Superseded versions stay available above, so a copy you saved can always be checked against what was published. If a change does not work for you, write to us — and you may end your subscription at any time.