Legal

Terms & Conditions

FrontDesk, LLC • Effective Date: March 31, 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 do not agree to all terms, you must not use the Services.

  1. Definitions
    • “Services” means the FrontDesk web application, iOS application (“FrontDesk Kiosk”), Android application, cloud-hosted backend infrastructure, and all features, tools, and functionality made available through these platforms.
    • “Client” means the business, organization, or individual that subscribes to and uses the Services.
    • “Authorized User” means any individual to whom the Client grants administrative access to its FrontDesk account.
    • “Provider” means any therapist, practitioner, or staff member whose profile is created within the Client’s FrontDesk account.
    • “Location” means a distinct practice site or office managed within the Client’s subscription.
  2. Description of Services

    FrontDesk provides a software platform that enables service-oriented businesses to manage client check-in workflows, deliver real-time push notifications to providers and staff upon client arrival, manage multi-location operations, customize branding for the check-in experience, and administer role-based user access. The Services include a web-based administrative portal and companion mobile applications for iOS and Android designed to run on shared kiosk devices (e.g., iPads).

    The Services are administrative and operational in nature. FrontDesk is not medical software and does not provide medical, therapeutic, clinical, diagnostic, or treatment-related functionality.

  3. HIPAA Disclaimer

    FrontDesk is not a “Covered Entity” or “Business Associate” as defined under the Health Insurance Portability and Accountability Act of 1996 (“HIPAA”) and its implementing regulations. The Services are not designed to create, receive, maintain, or transmit Protected Health Information (“PHI”). FrontDesk does not offer, negotiate, or execute Business Associate Agreements (“BAAs”).

    Clients who are subject to HIPAA as Covered Entities or Business Associates are solely and exclusively responsible for ensuring that their use of the Services—and any data they choose to input into or transmit through the Services—complies with all applicable federal and state privacy and security regulations.

  4. 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.

  5. 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 that the information you provide is accurate, current, and complete
    • Promptly notifying FrontDesk of any unauthorized access to or use of your account

    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.

  6. Free Trial

    FrontDesk may offer eligible new subscribers a free trial period of one (1) month. During the trial period, you will have full access to the Services at no charge. Unless you cancel or pause your subscription before the trial period expires, your subscription will automatically convert to a paid monthly subscription at the then-current standard rate, and your payment method on file will be charged accordingly.

    FrontDesk reserves the right to modify, limit, or discontinue free trial offers at any time without prior notice. Trial eligibility is limited to one trial per email address. Creating multiple accounts to obtain additional trials is prohibited.

  7. Fees & Payment
    • Subscription Pricing. The Services are offered on a monthly subscription basis. The subscription fee is thirty-five dollars ($35.00) per month for the first Location, plus ten dollars ($10.00) per month for each additional Location.
    • Billing. Subscription fees are billed monthly in advance. All payments are processed through Stripe, Inc. By subscribing, you authorize FrontDesk and Stripe to charge your designated payment method on a recurring monthly basis.
    • Proration. If you add or remove Locations during a billing period, the subscription fee will be prorated accordingly, and the adjustment will be reflected in your next billing cycle.
    • No Refunds. All fees are non-refundable. If you cancel your subscription, cancellation takes effect at the end of the current billing period, and no refund or credit will be issued for the unused remainder of that period.
    • Price Changes. FrontDesk reserves the right to change its pricing at any time. We will provide at least thirty (30) days’ advance notice of any price increase. Your continued use of the Services after a price change takes effect constitutes your 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.
  8. Subscription Management
    • Pause. You may pause your subscription at any time through the billing portal. While paused, you will not be charged, but access to certain features may be limited or suspended.
    • Resume. You may resume a paused subscription at any time, which will reactivate billing and restore full access to the Services.
    • Cancellation. You may cancel your subscription at any time through the billing portal. Cancellation takes effect at the end of the current billing period. You will retain access to the Services until the end of the period for which you have already paid.
    • Reinstatement. If your subscription has been canceled but has not yet terminated (i.e., the current billing period has not ended), you may reinstate your subscription to avoid data deletion.
  9. Referral Program

    FrontDesk may offer a referral program under which existing subscribers can 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 of fifty-five dollars ($55.00), applied as a balance credit to the respective Stripe customer accounts.
    • The new subscriber’s credit is applied immediately upon 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 in an active or trialing state. Codes are deactivated upon subscription cancellation and reactivated upon reinstatement.
    • Credits are applied automatically to future invoices and cannot be redeemed for cash.
    • FrontDesk reserves the right to 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.
  10. User Content & Licensing

    You are solely responsible for any content you upload, submit, or display through the Services, including but not limited to company logos, provider profile images, and branding assets (“User Content”).

    • By uploading User Content, you represent and warrant that you own the content or have obtained all necessary rights, licenses, and permissions to use, upload, and display it.
    • You grant FrontDesk a non-exclusive, worldwide, royalty-free, sublicensable license to store, display, reproduce, and process your User Content solely for the purpose of operating, maintaining, and providing the Services. This license terminates when your 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.
  11. Data Usage & Privacy

    Your use of the Services is also governed by our Privacy Policy, which describes the types of information we collect, how we use and protect it, and the circumstances under which we may share it. The Privacy Policy is incorporated into and made a part of this Agreement.

  12. 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, computer systems, or networks connected to the Services
    • 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 any other harmful code
    • Use the Services to store, process, or transmit Protected Health Information or other regulated data for which the Services are not designed
  13. 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 solely for your internal business purposes during the term of your subscription.

  14. Mobile Applications

    FrontDesk’s companion mobile applications (“FrontDesk Kiosk” for iOS; “Check-In” for Android) are subject to the terms of this Agreement. In addition, your use of these applications is subject to the terms and conditions of the applicable app marketplace (Apple App Store or Google Play Store). In the event of a conflict between the marketplace terms and this Agreement with respect to your use of the Services, this Agreement shall control.

  15. Third-Party Services

    The Services integrate with third-party platforms including, without limitation, Stripe (payment processing), Firebase/Google Cloud (infrastructure), and Mailgun (email delivery). Your use of these third-party services may be subject to their respective terms of service and privacy policies. FrontDesk is not responsible for the availability, accuracy, or practices of any third-party services, and shall not be liable for any loss or damage arising from your reliance on or interaction with them.

  16. 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 to the Services immediately, without prior notice or liability, if we reasonably believe that you have violated any provision of this Agreement, engaged in fraudulent or abusive conduct, or if required to do so by law.
    • Effect of Termination. Upon termination or expiration of your subscription, your right to access and use the Services ceases immediately. If your subscription is not reinstated before the end of the current billing period, FrontDesk may permanently delete all data associated with your account—including company information, provider profiles, stored files, and authentication accounts—within thirty (30) days following termination. This deletion is irreversible, and FrontDesk shall have no obligation to retain or provide copies of your data after this period.
  17. 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 BUT NOT LIMITED TO 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.

  18. 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 (CONTRACT, TORT, STRICT LIABILITY, OR OTHERWISE) 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.

  19. Indemnification

    You agree to indemnify, defend, and hold harmless FrontDesk, LLC and its officers, directors, members, employees, agents, and affiliates from and against any and all 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 claims that your User Content infringes or misappropriates the intellectual property rights of any third party
    • Any dispute between you and a third party relating to the Services
  20. Dispute Resolution & Binding Arbitration

    PLEASE READ THIS SECTION CAREFULLY. IT AFFECTS YOUR LEGAL RIGHTS, INCLUDING YOUR RIGHT TO FILE A LAWSUIT IN COURT.

    • Informal Resolution. Before initiating any formal dispute resolution proceeding, you agree to first contact FrontDesk at [email protected] and attempt to resolve the dispute informally for a period of at least thirty (30) days.
    • Binding Arbitration. If the dispute cannot be resolved informally, you and FrontDesk agree that any dispute, claim, or controversy arising out of or relating to this Agreement or the Services shall be resolved exclusively through binding individual arbitration administered by the American Arbitration Association (“AAA”) under its Commercial Arbitration Rules then in effect. The arbitration shall be conducted in the Commonwealth of Kentucky. The arbitrator’s award shall be final and binding and may be entered as a judgment in any court of competent jurisdiction.
    • Class Action Waiver. YOU AND FRONTDESK AGREE THAT 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 and may not preside over any form of class or representative proceeding.
    • Small Claims Exception. Notwithstanding the foregoing, either party may bring an individual action in small claims court for disputes within the jurisdictional limits of such court.
  21. Governing Law

    This Agreement and any dispute arising out of or relating to it shall be governed by and construed in accordance with the laws of the Commonwealth of Kentucky, without regard to its conflict of laws principles.

  22. Severability

    If any provision of this Agreement is held to be invalid, illegal, or unenforceable by a court or arbitrator of competent jurisdiction, such provision shall be modified to the minimum extent necessary to make it enforceable, or if modification is not possible, severed from this Agreement. The remaining provisions shall continue in full force and effect.

  23. Entire Agreement

    This Agreement, together with the Privacy Policy and any other policies or notices incorporated herein by reference, constitutes the entire agreement between you and FrontDesk with respect to the subject matter hereof and supersedes all prior or contemporaneous communications, proposals, representations, understandings, and agreements, whether oral or written.

  24. Modifications to This Agreement

    FrontDesk reserves the right to modify this Agreement at any time. When we make material changes, we will update the “Effective Date” at the top of this page and, where practicable, provide notice through the Services. Your continued use of the Services after any modification constitutes your acceptance of the updated terms.

  25. Contact Us

    If you have any questions about this Agreement or the Services, please contact us at:

    FrontDesk, LLC
    Email: [email protected]