Let's be fully transparent.

These Terms & Conditions apply to all services provided by Aesthetic Business Coach ("we", "us", "our") and to all clients ("you", "your"). By purchasing, subscribing to, or using any of our services, you agree to these terms.

We keep things simple, fair and clear, so you always know where you stand.

Quick summary

• Foundation, Ignite and Scale: 3 month minimum term, then month to month with 30 days written notice.
• ClinicOS: 30 day rolling. No minimum term, 30 days written notice.
• Ad management, SEO and implementation retainers: rolling monthly with 30 days written notice.
• Partner trials: convert to a paid plan when the trial ends, then 30 days written notice applies.
• Notice: runs from your next billing date, not the day you send it. Worked example below.
• Payments: due in advance. Instalments must be completed in full.
• Your work is yours. Everything we create for your clinic belongs to you once paid for.
• Confidentiality runs both ways and our whole team is bound by it.
• Refunds: no refunds for change of mind or unused time (your consumer rights still apply).

Definitions

• You / Your: the client purchasing or using our services (or your business and authorised team members).
• We / Us / Our: Aesthetic Business Coach and any approved team members or contractors delivering services.
• Services: coaching, consulting, ad management, SEO, implementation, the ClinicOS platform, audits, workshops, templates, resources, partner trials, and any related deliverables.
• Deliverables: anything we create specifically for your business as part of the Services.
• Background IP: the frameworks, methods, templates, scripts, training and software we already owned, or develop separately, and reuse across clients.
• Start date: the date your service begins (usually the purchase date unless agreed otherwise).
• Billing date: the recurring date each month on which your fees are charged.

Our services

We provide business coaching and growth support for aesthetic, beauty and wellness businesses. Your service inclusions, price and delivery format are confirmed at the time of purchase (checkout page, invoice, proposal or email).

Getting started and access

• Your service starts on the purchase date, unless agreed in writing.
• Access to portals, templates, communities or resources is provided once payment is received.
• If we need access to your tools or accounts (for example CRM, ads, website), you agree to provide the right level of access promptly so we can deliver.

Minimum terms and notice periods

Coaching programmes: Foundation, Ignite and Scale

• Minimum term: 3 months from your start date, for all three programmes, unless agreed otherwise in writing.
• After that first 3 months the programme continues month to month.
• To end it, give us 30 days written notice at any point after the minimum term.
• You may give notice during the minimum term, but all fees for the full 3 months remain payable, and the notice takes effect no earlier than the end of that term.

ClinicOS

• 30 day rolling. There is no minimum term.
• Cancel at any time with 30 days written notice.

Ad management, SEO and implementation retainers

• Rolling monthly with 30 days written notice, unless a fixed project scope says otherwise in writing.

How 30 days notice works

This is the part people most often ask about, so here it is in plain terms.

• Notice must be in writing, by email, to the address on your invoice or onboarding email, or to [email protected].
• Notice runs from your next billing date, not the day you send the message.
• That next invoice is charged in full. We do not pro rata part months.
• You keep full access and delivery for the whole period you have paid for.

Payments and billing

• Fees are payable in advance unless agreed otherwise.
• If you choose instalments, you agree to pay all instalments in full.
• You authorise us to charge the payment method on file for agreed fees, renewals and any outstanding invoices.
• Ad spend is separate from our fees and is paid by you directly to the platform.

If a payment fails, access and delivery may be paused until payments are brought up to date.

Partner trials and partner referred plans

If you join through a free or discounted trial via one of our partners:

• Your paid plan starts automatically when the trial ends, unless you cancel before the trial end date.
• To avoid the first payment entirely, cancel before the trial end date.
• Once the paid plan has started, the same 30 days written notice applies as for every other rolling service, and notice runs from your next billing date as set out above.
• Once a renewal is processed, it is generally non refundable (except where your consumer rights apply).

Cancellations

If you cancel:

• Your service continues until the end of your notice period, and you keep access for all of it.
• Any fees due during the notice period and/or minimum term remain payable.
• No pro rata refunds are provided for partial months.

We do not offer refunds for:

• Change of mind
• Unused services or lack of implementation
• Partial months
• Missed sessions without notice

Nothing in these Terms removes any non excludable consumer rights you may have. If a service is not provided with due care and skill, or there is a major failure, you may be entitled to a remedy.

Rescheduling and missed sessions

• Please give at least 24 hours notice to reschedule where possible.
• Missed sessions without notice may be treated as delivered.
• Where reasonable, we may offer a rebook at our discretion (not guaranteed).

Who owns the work

Short version: anything we build for your clinic is yours. The only things that stay ours are the tools and frameworks we bring to every client.

What belongs to you

• Every deliverable we create specifically for your business: ad copy and creative, landing pages, funnels, website copy, email and SMS sequences, automations and workflows, SEO content, reports and recommendations.
• Ownership of those deliverables passes to you once they have been paid for. You can keep them, edit them, and go on using them however you like, including after we stop working together.
• Your accounts and your data stay yours throughout: ad accounts, business manager, pixels and tracking, domains, contact lists, patient and enquiry data.
• If we set something up inside an account we control, we will transfer it or give you a copy on request when we finish.

What stays ours

• Our Background IP: coaching frameworks, methods, templates, scripts, training and course material, and the ClinicOS platform itself.
• You get a licence to use these inside your own business for as long as you are a client. You may not resell, publish, share or distribute them outside your business.
• Where a deliverable that belongs to you contains some of our Background IP, you keep a permanent, fee free licence to keep using it in your business.
• Third party material such as stock imagery, fonts and software remains subject to its own licence.

Confidentiality and NDA

Everything shared between us stays between us, in both directions. We treat your clinic's information the same way we would want ours treated.

• What is covered: financials, pricing and margins, patient and enquiry data, supplier and partner terms, marketing plans, staff and team matters, systems and processes, and anything marked confidential or that a reasonable person would treat as confidential.
• Both ways: the same obligations apply to us and to you.
• Our team too: every team member and contractor who touches your account is bound by the same confidentiality obligations, and we remain responsible for them.
• Use: confidential information is used only to deliver the Services, never for any other purpose.
• Not covered: information that is already public through no fault of ours, was already known, is independently developed, or must be disclosed by law or a regulator.
• How long: for the whole engagement and for 3 years afterwards. Patient and personal data is treated as confidential indefinitely.
• At the end: on request we will return or securely delete confidential material, other than one archived copy kept for legal, tax and insurance records.
• A separate NDA: if your clinic needs its own signed non disclosure agreement, ask and we will sign one.

Using your name: we may say that we work with you and use anonymised results (for example "a clinic in New South Wales"). Naming you, quoting you, or using your logo, before and after imagery or specific figures in marketing requires your written approval first, and you can withdraw that approval at any time for future use.

Data protection and privacy

Where we handle personal, patient or enquiry data on your behalf, you remain the controller of that data and we act only as your processor, using it solely to deliver the Services and only on your instructions. We keep appropriate security measures in place, limit access to the team working on your account, and will tell you without undue delay if we become aware of a breach affecting your information.

The full detail, including the laws we work to, who can see your data, the sub processors we use, and what happens to it when we finish, is set out in our Privacy Policy, which forms part of these Terms. You remain responsible for having the consents and lawful basis you need to collect and market to your patient data.

Advertising, ad spend and platform accounts

• Ad spend is paid by you directly to Google, Meta, TikTok or the relevant platform, and is separate from our management fees.
• Ad accounts, business managers, pixels and domains stay in your name and under your ownership.
• You are the advertiser. You are responsible for the accuracy of claims about your treatments and for advertising compliance, including AHPRA and TGA requirements in Australia and the equivalent rules in other markets. We will raise anything that looks non compliant, but final responsibility sits with you and your practitioners.
• We do not control platform decisions. Ad rejections, account restrictions, policy changes and algorithm changes are outside our control and are not a failure to deliver.
• You are responsible for having consent for any patient imagery, testimonial or case study you supply to us.

Results and no guarantees

We will provide proven strategy, guidance and support, but outcomes vary. Results depend on many factors including your implementation, team capacity, budget, market and consistency. We do not guarantee specific revenue, leads or business outcomes.

Your responsibilities

You agree to:

• Provide accurate information and timely responses
• Treat our team and community with respect
• Seek professional advice where needed (legal, accounting, clinical, compliance)
• Meet your own regulatory and advertising obligations
• Not misuse services or resources

Our team and subcontractors

• We may use approved team members and contractors to deliver the Services. We remain responsible for their work and for their confidentiality.
• You agree not to directly engage, employ or contract any of our team members or contractors, other than through us, while we are working together and for 12 months afterwards, unless we agree in writing.

Pausing a programme

We know clinics have quiet periods, renovations and parental leave. A pause of up to 2 months may be agreed in writing at our discretion, once in any 12 month period. A pause extends your minimum term by the length of the pause and is not a substitute for notice.

Limitation of liability

To the extent permitted:

• We are not liable for indirect or consequential loss (loss of profit, loss of opportunity and similar).
• Our total liability is limited to the fees you paid for the relevant service in the 3 months before the issue arose, unless consumer rights require otherwise.

Termination

We may suspend or terminate services immediately if:

• There is abusive, threatening or inappropriate behaviour
• Payments remain overdue
• You breach these Terms (including misuse of materials)
• Delivery is not possible due to lack of access or cooperation

If termination occurs due to your breach, refunds are not provided (subject to consumer rights). On termination for any reason, the ownership and confidentiality sections above continue to apply.

Late payment

Invoices are due within 7 days of the invoice date. If payment is not received by the due date, a late payment fee will apply. An administration fee of $100 applies to any invoice more than 7 days overdue. In addition, interest will accrue on the outstanding balance at a rate of 10% per annum, calculated daily, from the due date until payment is received in full. We reserve the right to recover any reasonable costs incurred in collecting overdue amounts, including third party collection fees.

Events outside our control

Neither party is responsible for delays or failures caused by events outside reasonable control, including serious illness, natural disaster, extended platform or internet outages, or government action. We will tell you promptly and agree a sensible way forward.

Changes to these terms

We may update these Terms from time to time. If a change materially affects an existing client, we will give at least 30 days notice by email before it applies to you. The version published on this page is the current one, and the date it was last updated is shown at the top.

Governing law and disputes

These Terms are governed by the laws of Queensland, Australia, and both parties submit to the courts of that state. If something goes wrong, please raise it with us first. We would far rather fix it directly, and we agree to discuss any dispute in good faith before either party starts formal proceedings.

General

• You may not transfer these Terms to someone else without our written agreement. We may transfer them if our business is restructured or sold.
• If any part of these Terms is found to be unenforceable, the rest continues to apply.
• These Terms, together with your invoice, proposal or checkout page, form the whole agreement between us and replace any earlier discussions.
• We are independent contractors. Nothing here creates a partnership, employment or agency relationship.

Contact

For billing, cancellations, notice or support, email us using the address listed on your invoice or onboarding email, or write to [email protected].