Terms of Service

The basics

By using Reception Star you agree to these terms, our privacy policy, and our security practices. They're all part of the deal. If you don't agree, don't use the service. Straightforward.

Reception Star is practice management software for health and wellness practitioners. You use it to manage appointments, patients, invoices, and records for your practice.

Your account

• Use your real name and email
• Keep your login secure — password, 2FA, recovery codes. That's on you
• One practice per account — contact us if you need multiple
• You must be 18 or older

Suspicious activity on your account? We may suspend access while we investigate. We'll let you know.

Someone contacts us claiming to be you? We verify first, act second. If we can't confirm it's you, we don't hand over the keys. Patient records are at stake.

Account recovery

Lost your password? Reset via email. Lost your email too? Harder — by design.

• Password resets go to your registered email only — never over phone or chat
• Lost your 2FA device? Use your recovery codes. We can't bypass 2FA
• Locked out of everything? We may be able to help depending on the circumstances, but it is slow and thorough
• Every recovery request is logged

Getting locked out is stressful. We will not rush identity checks. We need to be accurate. We won't cut corners.

Pricing

• $19 one-time activation — non-refundable after 30 days
• 33¢ per appointment — charged when the first SMS reminder is sent for that appointment
• One charge per appointment regardless of reschedules — if a reminder was already sent and the appointment is rescheduled, you're not charged again
• No reminder sent = no charge. If you cancel an appointment before any reminder goes out, it's free
• All prices are in Australian dollars (AUD), excluding GST
• GST is added at checkout where applicable
• No monthly subscription. No per-user fees. No lock-in contracts

We'll give reasonable notice before changing prices. Existing appointments keep the price at time of booking.

Money-back guarantee

Not happy within 30 days of activation? Email us for a full refund of the activation fee. No questions asked.

Your data

• Your data belongs to you — we don't own it
• You can export your data at any time
• You're responsible for the accuracy of records you enter
• You must have appropriate consent from patients before entering their health information
• We host your practice data on Australian servers and encrypt it before storage

See our privacy policy for full details on how we handle data.

What you can't do

• Use the service for anything illegal
• Try to access other people's accounts or data
• Overload the service intentionally (automated abuse, scraping)
• Use the API or any interface in a way that degrades performance for other users
• Resell access to the service
• Store content that isn't related to running your practice
• Share login credentials between people — each user needs their own account

Common sense stuff. If we find misuse, we'll contact you first. Repeated or serious violations may result in account suspension or termination. We reserve the right to throttle or block access that puts unreasonable load on the service — we'll always tell you why.

Health information

You're the custodian of your patients' health records. That means:

• You're responsible for complying with the Privacy Act 1988 and Australian Privacy Principles as they apply to your practice
• We provide the tools (encryption, access controls, audit trail) — you manage the clinical and consent obligations
• We don't access patient health records unless you explicitly ask us to for support purposes

Service availability

We aim for high uptime but can't guarantee 100%. We'll:

• Give notice before planned maintenance where possible
• Work to restore service quickly if something breaks
• Not be liable for losses caused by downtime — this is standard for SaaS, but worth saying plainly

Things outside our control

Sometimes the internet breaks, servers catch fire, or governments do unexpected things. We're not liable for outages or failures caused by events beyond our reasonable control — natural disasters, cyberattacks, infrastructure failures, pandemics, or regulatory changes. We'll always work to get things back up, but we can't promise miracles when the world principalities and powers have other plans.

Payment processing

Appointment charges are processed through our payment provider. A few things to know:

• Charges appear on your statement as "Reception Star" or similar
• Failed payments will be retried — we'll email you before suspending anything
• Disputes and chargebacks happen. If you think a charge is wrong, email us first. We'd rather sort it out directly than through a bank
• Refunds are processed back to the original payment method. Allow 5–10 business days
• You're responsible for any taxes your practice owes. We charge GST where we're required to — your accountant handles the rest
• We don't store your full card details. Our payment provider handles that under PCI DSS compliance

Cancellation

• You can close your account at any time
• No cancellation fees, no exit penalties
• Your data stays exportable for 90 days after closure — plenty of time to grab everything
• After 90 days, we delete it permanently
• Outstanding usage charges are still payable

Liability

We provide the software "as is". We're not liable for:

• Clinical decisions made using the software
• Data you enter incorrectly
• Indirect or consequential losses

Our total liability is limited to the amount you've paid us in the 12 months before the claim. This is standard — not us trying to dodge responsibility, just being realistic about what a small software company can underwrite.

Australian Consumer Law thankfully gives you rights that no Terms & Conditions page can take away, and we wouldn't want to. If something's genuinely broken on our end, we'll make it right by fixing the service. That's the deal.

Indemnity

You agree to indemnify and hold Reception Star harmless from claims, losses, or damages arising from:

• Your use (or misuse) of the service
• Content or data you enter into the system
• Your breach of these terms
• Your obligations under the Privacy Act or other laws that apply to your practice

In plain English: we build and run the software. You run your practice. If something goes wrong on your side — a patient complaint about how you handled their records, a regulatory issue with your clinical processes — that's on you. We'll help where we can, but we can't underwrite your clinical or legal obligations. Fair's fair.

Changes to these terms

If we make significant changes, we'll email you with at least 30 days' notice. Continuing to use the service after that means you accept the updated terms.

Account transfers

Selling your practice? Just let us know so we can update the billing contact and account details. We need to know who we're working with — for support, invoicing, and data custody obligations.

Governing law

These terms are governed by the laws of Queensland, Australia. If we can't sort something out over email, courts in Queensland have jurisdiction.

The fine print

These terms along with our privacy policy and security practices are the whole agreement between us. No side deals, no "but you said in that email…" overrides.

If a court finds any part of these terms unenforceable, the rest still stands. One dodgy clause doesn't sink the ship.

Questions?

Email support@receptionstar.com. Happy to help.