Terms & Conditions
FrontDesk, LLC • Effective Date: September 14, 2026
This Client Agreement (“Agreement”) is a legally binding contract between FrontDesk, LLC, a Kentucky limited liability company (“FrontDesk,” “Company,” “we,” “us,” or “our”), and the individual or entity accessing or using the FrontDesk application, website, mobile applications, and related services (“Client,” “you,” or “your”). By creating an account, accessing, or using FrontDesk in any manner, you acknowledge that you have read, understood, and agree to be bound by this Agreement and our Privacy Policy, which is incorporated herein by reference. If you are a HIPAA Covered Entity or Business Associate, the FrontDesk Business Associate Agreement is also incorporated by reference and applies automatically — see Section 4. If you do not agree to all terms, you must not use the Services.
- Definitions
- “Services” means the FrontDesk web application, iOS application, Android application, cloud-hosted backend, and all features and functionality made available through them.
- “Client,” “you,” or “your” means the business, organization, or individual that subscribes to and uses the Services.
- “Authorized User” means any individual to whom the Client grants access to its FrontDesk account, in any role.
- “Provider” means any practitioner, therapist, stylist, or staff member whose profile is created within the Client’s account and who may receive arrival notifications.
- “Location” means a distinct practice site or office managed within the Client’s subscription. “Kiosk” means a device running the Services in check-in mode at a Location.
- “Visitor” means an individual who checks in at one of the Client’s Locations.
- “Check-In Data” means the records the Services create when a Visitor checks in, as described in Section 3.
- “HIPAA” means the Health Insurance Portability and Accountability Act of 1996 and its implementing regulations, as amended. “PHI,” “Covered Entity,” and “Business Associate” have the meanings given there.
- “BAA” means the FrontDesk Business Associate Agreement described in Section 4.
- Description of Services
FrontDesk provides software that lets service businesses manage visitor check-in, deliver real-time arrival notifications to providers and front-desk staff, operate multiple Locations and Kiosks, customize the check-in experience, review a check-in history, and administer role-based access. Check-in may be run on a dedicated Kiosk device in a waiting area or through a QR code a Visitor scans with their own phone.
The Services are administrative and operational. FrontDesk is not medical software and provides no medical, therapeutic, clinical, diagnostic, or treatment functionality. It is not an electronic health record, a practice management system, a scheduling system, or a health care clearinghouse. FrontDesk does not schedule appointments and does not receive appointment times.
Certain features, including collection of a Visitor’s first name and display of a billing or insurance consent screen, are optional and disabled by default. They are enabled only at your election and an administrator may disable them at any time in the company portal.
- Check-In Data
A check-in record may contain only: a Visitor’s first name (if you have enabled that optional feature), the date and time of arrival, the name of the Provider the Visitor is there to see, the Location or Kiosk of arrival, and an indicator that a consent screen was acknowledged (if you have enabled that optional feature). The Services are not designed to accept, and you must not submit, surnames, dates of birth, contact details, government identifiers, insurance or claims information, or any clinical information.
As between you and FrontDesk, Check-In Data belongs to you. FrontDesk processes it solely to provide the Services and on your instructions. Check-In Data is not User Content under Section 11, and the license in that Section does not apply to it. FrontDesk may create and use de-identified information derived from Check-In Data, in a form that does not identify any individual and cannot reasonably be used to do so, to operate and improve the Services.
You may export your check-in history through the portal at any time during your subscription.
- HIPAA and Business Associate Terms
Your representation. By subscribing, you represent whether you are a Covered Entity or a Business Associate under HIPAA, and you agree to notify FrontDesk at [email protected] if that status changes. FrontDesk may ask you to confirm your status before enabling an optional feature under Section 2.
The BAA applies automatically. If you are a Covered Entity or a Business Associate, the FrontDesk Business Associate Agreement is incorporated into this Agreement by reference and applies automatically, with no separate signature required, from the date you first use the Services. A copy is available at [email protected], and FrontDesk will provide a separately executed counterpart on request for your records.
Precedence. With respect to the use and disclosure of PHI, the BAA controls over any conflicting term of this Agreement. With respect to limitation of liability, the limitation of liability section of the BAA controls over Section 18 of this Agreement.
Your responsibilities. You are responsible for determining whether enabling an optional feature is permitted under HIPAA and applicable state law, for your own minimum-necessary analysis, for maintaining a Notice of Privacy Practices that accurately describes the check-in process, for securing the devices on which your staff receive notifications, for the physical placement and security of Kiosk devices and printed QR posters, and for provisioning and promptly deprovisioning Authorized User accounts. The BAA sets these out in full.
Free-text fields. You control your notification message templates and the names you give Locations, Kiosks, and Providers. Content in those fields is transmitted through third-party push networks and may appear on a device lock screen. You must not enter any name, initial, or other information that identifies or could reasonably be used to identify a Visitor into any of those fields.
If you are not a Covered Entity or Business Associate, the BAA does not apply to you and you must not submit PHI to the Services.
- Eligibility
You must be at least eighteen (18) years of age to use the Services. By creating an account, you represent and warrant that (a) you are at least 18 years old; (b) you have the legal authority to enter into this Agreement; and (c) if acting on behalf of a business or organization, you have the authority to bind that entity to this Agreement.
- Account Registration & Security
To use the Services you must create an account using a valid email address and password. You are solely responsible for:
- Maintaining the confidentiality of your account credentials
- All activity that occurs under your account, whether or not authorized by you
- Ensuring the information you provide is accurate, current, and complete
- Assigning Authorized User roles according to what each person actually needs, and removing access promptly when a person’s role changes or their engagement ends
- Protecting Kiosk exit codes and any printed QR posters from disclosure outside your organization
- Promptly notifying FrontDesk of any unauthorized access to or use of your account, a Kiosk, a staff device, or a QR poster
FrontDesk reserves the right to suspend or disable any account if we reasonably believe it has been compromised or is being used in violation of this Agreement.
- Free Trial
FrontDesk may offer eligible new subscribers a free trial period of fourteen (14) days. No payment method is required to begin a free trial. During the trial you will have full access to the Services at no charge.
If you add a payment method before the trial expires, your subscription automatically converts to a paid subscription at the then-current rate when the trial ends, unless you cancel or pause it beforehand. If no payment method is on file when the trial expires, your subscription is suspended rather than terminated: no charge is made, access is paused, and your account data is retained so you may resume by adding a payment method. FrontDesk may delete the data of suspended accounts after an extended period of inactivity, as described in our Privacy Policy.
FrontDesk may modify, limit, or discontinue free trial offers at any time. Trial eligibility is limited to one trial per email address, and creating multiple accounts to obtain additional trials is prohibited.
- Fees & Payment
Subscription Pricing. The Services are offered on a monthly or annual subscription basis, priced per Location. The fees that apply to you are those displayed on our pricing page and at checkout at the time you subscribe, and those shown in your billing portal thereafter. Kiosk devices are not charged separately. Subscriptions created before a price change remain at the rate in effect when they began for as long as the subscription remains continuously active.
Billing. Fees are billed in advance for the applicable period. All payments are processed through Stripe, Inc. By subscribing, you authorize FrontDesk and Stripe to charge your designated payment method on a recurring basis.
Proration. If you add or remove Locations during a billing period, fees are prorated and the adjustment appears on your next invoice.
No Refunds. All fees are non-refundable. If you cancel, cancellation takes effect at the end of the current billing period and no refund or credit is issued for the unused remainder, except where this Agreement or the BAA expressly provides otherwise.
Price Changes. FrontDesk may change its pricing. We will give at least thirty (30) days’ advance notice of any price increase affecting your subscription. Continued use after the change takes effect constitutes acceptance of the new pricing.
Taxes. All fees are exclusive of applicable taxes, which are your responsibility. If FrontDesk is required to collect taxes, they will be added to your invoice.
- Subscription Management
- Pause. You may pause your subscription at any time through the billing portal. While paused you are not charged, but access to certain features may be limited or suspended.
- Resume. You may resume a paused subscription at any time, which reactivates billing and restores full access.
- Cancellation. You may cancel at any time through the billing portal. Cancellation takes effect at the end of the current billing period, and you retain access until then.
- Reinstatement. If your subscription is canceled but the current billing period has not ended, you may reinstate it to avoid data deletion.
- Referral Program
FrontDesk may offer a referral program under which existing subscribers share a unique referral code with prospective subscribers. The following terms apply:
- Each qualifying referral entitles both the referring Client and the new subscriber to a credit equal to one month of their then-current plan (annual subscriptions are credited at one-twelfth of the annual price, rounded to the nearest cent), applied as a balance credit to the respective Stripe customer accounts.
- The new subscriber’s credit is applied on redemption. The referring Client’s credit is applied after the referred subscriber’s first paid invoice.
- Self-referrals are prohibited. A Client may not use its own referral code.
- Referral codes are active only while the referring Client’s subscription is active or trialing. Codes are deactivated on cancellation and reactivated on reinstatement.
- Credits are applied automatically to future invoices and cannot be redeemed for cash.
- FrontDesk may modify, suspend, or terminate the referral program, change credit amounts, or revoke credits obtained through fraud or abuse, at any time and without prior notice.
- User Content & Licensing
You are solely responsible for content you upload, submit, or display through the Services, including company logos, provider profile images, branding assets, intake forms you upload, and notification message templates (“User Content”). Check-In Data is not User Content and is governed by Section 3 and, where applicable, the BAA.
- By uploading User Content, you represent and warrant that you own it or have obtained all necessary rights, licenses, and permissions.
- You grant FrontDesk a non-exclusive, worldwide, royalty-free, sublicensable license to store, display, reproduce, and process your User Content solely to operate, maintain, and provide the Services. This license terminates when the User Content is deleted from our systems.
- FrontDesk does not claim ownership of your User Content.
- You agree not to upload content that is unlawful, infringing, defamatory, obscene, or otherwise objectionable.
- Intake forms. Intake forms you upload are read by our AI provider so their fields can be turned into check-in questions, as described in our Privacy Policy. Deleting a form in the portal removes it from your list and stops it being used at check-in; the uploaded file itself is retained for the duration of your subscription so that earlier versions remain available, and is deleted with the rest of your data on termination under Section 17.
- Data Usage & Privacy
Your use of the Services is also governed by our Privacy Policy, which describes what we collect, how we use and protect it, and when we share it. The Privacy Policy is incorporated into this Agreement. Where the BAA applies, the BAA controls over the Privacy Policy with respect to PHI.
- Acceptable Use
You agree to use the Services only for lawful purposes and in compliance with this Agreement. You shall not:
- Use the Services for any illegal, fraudulent, or unauthorized purpose
- Attempt to gain unauthorized access to the Services, other accounts, or connected systems or networks
- Reverse engineer, decompile, disassemble, or otherwise attempt to derive the source code of the Services
- Interfere with or disrupt the integrity, performance, or availability of the Services
- Use automated scripts, bots, or crawlers to access, scrape, or extract data from the Services
- Sublicense, resell, rent, lease, or otherwise make the Services available to third parties without FrontDesk’s prior written consent
- Upload or transmit viruses, malware, or other harmful code
- Submit data of a type the Services are not designed to receive, including surnames, dates of birth, Social Security or other government identifiers, payment card numbers, insurance or claims information, medical records, diagnoses, or clinical notes
- Enter any information identifying a Visitor into a notification template, Location name, Kiosk name, or Provider display name, as described in Section 4
- Use the Services as a system of record for medical, legal, or regulatory record-keeping obligations
- Intellectual Property
All software, source code, designs, graphics, trademarks, service marks, trade names, logos, and other intellectual property embodied in or associated with the Services are the exclusive property of FrontDesk, LLC or its licensors and are protected by applicable intellectual property laws. Nothing in this Agreement transfers any ownership rights to you.
Subject to your compliance with this Agreement, FrontDesk grants you a limited, non-exclusive, non-transferable, non-sublicensable, revocable license to access and use the Services for your internal business purposes during the term of your subscription.
- Mobile Applications
FrontDesk’s mobile applications (“FrontDesk Kiosk” on the Apple App Store and “FrontDesk” on Google Play) are subject to this Agreement. Your use of them is also subject to the terms of the applicable app marketplace. In the event of a conflict between the marketplace terms and this Agreement with respect to your use of the Services, this Agreement controls.
- Third-Party Services
The Services rely on third-party platforms including Stripe (payment processing), Google Cloud and Firebase (infrastructure), Mailgun (email delivery), and the Google and Apple push notification networks (notification delivery). Your use of these services may be subject to their own terms and privacy policies. FrontDesk is not responsible for their availability, accuracy, or practices, and is not liable for loss or damage arising from your reliance on or interaction with them. The Privacy Policy and, where applicable, the BAA identify which of these receive what information.
- Termination & Suspension
- By You. You may terminate this Agreement at any time by canceling your subscription through the billing portal.
- By FrontDesk. We may suspend or terminate your access immediately, without prior notice or liability, if we reasonably believe you have violated this Agreement, engaged in fraudulent or abusive conduct, or if required by law.
- Effect of Termination. On termination your right to access the Services ceases. If your subscription is not reinstated before the end of the current billing period, FrontDesk will delete all data associated with your account — company information, provider profiles, Check-In Data, stored files, and authentication accounts — within thirty (30) days following termination. Deleted data may persist in encrypted backups until they age out on their normal rotation, no longer than sixty (60) days. This deletion is irreversible and FrontDesk has no obligation to provide copies of your data after termination.
- Export first. Export anything you need through the portal before your subscription terminates.
- Disclaimer of Warranties
The Services are provided on an “as is” and “as available” basis without warranties of any kind, whether express, implied, statutory, or otherwise. To the fullest extent permitted by applicable law, FrontDesk disclaims all warranties, including implied warranties of merchantability, fitness for a particular purpose, title, and non-infringement. FrontDesk does not warrant that the Services will be uninterrupted, error-free, secure, or free of viruses or other harmful components. FrontDesk does not guarantee any specific level of uptime, availability, or performance, and does not offer a service level agreement.
- Limitation of Liability
To the maximum extent permitted by applicable law, in no event shall FrontDesk, its officers, directors, members, employees, agents, or affiliates be liable for any indirect, incidental, special, consequential, exemplary, or punitive damages, or any loss of profits, revenue, data, goodwill, or business opportunity, arising out of or in connection with this Agreement or your use of or inability to use the Services, regardless of the theory of liability and even if FrontDesk has been advised of the possibility of such damages.
FrontDesk’s total aggregate liability arising out of or relating to this Agreement or the Services shall not exceed the total fees actually paid by you to FrontDesk during the twelve (12) month period immediately preceding the event giving rise to the claim.
Where the BAA applies, its limitation of liability section governs claims arising out of or relating to the BAA and controls over this Section to the extent of any conflict.
- Indemnification
You agree to indemnify, defend, and hold harmless FrontDesk, LLC and its officers, directors, members, employees, agents, and affiliates from and against any claims, demands, losses, liabilities, damages, costs, and expenses (including reasonable attorneys’ fees) arising out of or related to:
- Your use of the Services
- Your violation of this Agreement or any applicable law or regulation
- Your User Content, including any claim that it infringes or misappropriates a third party’s intellectual property rights
- Your entry of information identifying a Visitor into a notification template, Location name, Kiosk name, or Provider display name
- Your decision to enable an optional feature under Section 2, except to the extent the claim arises from FrontDesk’s failure to operate that feature as described
- Your failure to secure staff devices, Authorized User accounts, Kiosk devices, or printed QR posters
- Any dispute between you and a third party relating to the Services
Where the BAA applies, its indemnification section governs claims within its scope.
- Dispute Resolution & Binding Arbitration
Please read this section carefully. It affects your legal rights, including your right to file a lawsuit in court.
- Scope. This Section applies to any dispute, claim, or controversy arising out of or relating to this Agreement, the Privacy Policy, the BAA, or the Services.
- Informal Resolution. Before starting any formal proceeding, you agree to contact FrontDesk at [email protected] and attempt to resolve the dispute informally for at least thirty (30) days.
- Binding Arbitration. If the dispute is not resolved informally, you and FrontDesk agree it shall be resolved exclusively through binding individual arbitration administered by the American Arbitration Association under its Commercial Arbitration Rules then in effect. The arbitration shall be conducted in the Commonwealth of Kentucky. The award is final and binding and may be entered as a judgment in any court of competent jurisdiction.
- Class Action Waiver. Each party may bring claims against the other only in an individual capacity, and not as a plaintiff or class member in any purported class, collective, or representative proceeding. The arbitrator may not consolidate more than one person’s claims or preside over any class or representative proceeding.
- Small Claims Exception. Either party may bring an individual action in small claims court for disputes within that court’s jurisdictional limits.
- Regulatory carve-out. Nothing in this Section limits either party’s obligations to, or the authority of, any governmental agency, including the U.S. Department of Health and Human Services.
- Governing Law
This Agreement and any dispute arising out of or relating to it are governed by the laws of the Commonwealth of Kentucky, without regard to its conflict of laws principles.
- Severability
If any provision of this Agreement is held invalid, illegal, or unenforceable, it shall be modified to the minimum extent necessary to make it enforceable or, if modification is not possible, severed. The remaining provisions continue in full force and effect.
- Entire Agreement
This Agreement, together with the Privacy Policy and, where applicable, the BAA, is the entire agreement between you and FrontDesk with respect to its subject matter and supersedes all prior or contemporaneous communications, proposals, representations, understandings, and agreements, whether oral or written.
- Modifications to This Agreement
FrontDesk may modify this Agreement. When we make material changes we will update the Effective Date above and, where practicable, give notice through the Services. Your continued use after a modification takes effect constitutes acceptance of the updated terms.
- Contact Us
Questions about this Agreement or the Services:
FrontDesk, LLC
Email: [email protected]