Terms and Conditions

1. Introduction

These Terms and Conditions explain how you can use Orbis Salon — the platform, apps and website at orbissalon.co.uk. They apply whether you subscribe directly through the Orbis Salon website or through an app store such as the Apple App Store, Google Play or the Microsoft Store. By using the platform or buying a subscription, you agree to these terms. They are written in plain English, mainly for UK small business customers.

2. About Orbis Salon

Orbis Salon is a salon, barber, beauty and aesthetics management platform provided by Orbis Digital Ltd ("Orbis", "we", "us"), a company registered in England and Wales under company number 17116737, with its registered office at 66 Paul Street, London, EC2A 4NA.

• Product: Orbis Salon
• Website: https://orbissalon.co.uk
• App web platform: https://app.orbissalon.co.uk
• Support email: Click to reveal
• Support phone: Click to reveal

Orbis Salon provides done-for-you digital packages and a management platform including customer websites, online booking, customer records, POS, forms, reminders, marketing tools, optional branded apps and, on higher plans, advanced client and treatment record tools. Features vary by plan and technical requirements.

3. Who these terms apply to

These terms apply to the business that subscribes to Orbis Salon (the "Customer" or "Venue") and to anyone who accesses the platform through that account. In these terms:

• Platform — the Orbis Salon software, websites, apps, APIs and related services.
• Customer / Venue — the salon, barbershop, clinic or business subscribing to the platform.
• End customer — a client of the Venue who books or interacts through the platform.
• Plan — a subscription tier (for example Starter, Growth or Signature).

4. Accounts and access

• You are responsible for keeping your account login details secure and for activity under your account.
• Access to features generally requires an active subscription and working API access.
• You must give accurate account and billing information and keep it up to date.
• We may suspend access for failed payment, overdue invoices, misuse or breach of these terms.

5. Direct website subscriptions

Some Orbis Salon subscriptions may be purchased directly through the Orbis Salon website, or by invoice from Orbis Digital Ltd. Where you subscribe directly through the Orbis Salon website, your billing relationship is with Orbis Digital Ltd or our appointed payment provider. Direct website subscriptions may include different trial periods, prices, plans, add-ons or cancellation arrangements compared with subscriptions purchased through an app store.

• Direct subscriptions are billed by Orbis Digital Ltd or its payment provider.
• Direct subscription billing may use Stripe or another payment provider.
• Direct website subscriptions may include plans or options that are not available inside an app store version.

6. App store subscriptions

Orbis Salon may be made available through third-party app stores and platforms, including the Apple App Store, Google Play, Microsoft Store and other approved distribution platforms.

• If you subscribe through an app store, the subscription is purchased through that platform account.
• Billing, renewal, cancellation and refund handling may be controlled by the app store provider.
• Orbis Digital Ltd may not be able to cancel or refund app store subscriptions directly.
• You must manage app store subscriptions through your Apple ID, Google account, Microsoft account or the relevant platform account.
• App store subscriptions usually renew automatically unless cancelled according to the relevant app store rules.
• The exact price, renewal period, trial and billing terms are shown before purchase in the relevant app store or in-app purchase screen.
• App store subscription terms may differ from direct website terms, and some plans or add-ons may not be available inside all app stores.

Where you purchase Orbis Salon through an app store, your purchase is also subject to the terms, billing rules and refund policies of the relevant app store provider. This may include Apple, Google, Microsoft or another platform provider. You should review the terms shown by that provider before completing your purchase.

Apple App Store. For purchases made through the Apple App Store, subscriptions are managed through your Apple ID and may be cancelled through your Apple subscription settings. Apple handles App Store billing and refund requests under Apple's own policies.

Google Play. For purchases made through Google Play, subscriptions are managed through your Google account and may be cancelled through Google Play subscription settings. Google handles Google Play billing and refund requests under Google's own policies.

Microsoft Store and desktop. For purchases made through the Microsoft Store or another desktop app platform, subscriptions or purchases may be managed through your Microsoft account or the relevant platform account. Billing, cancellation and refunds may be handled by that provider according to its own policies.

7. Plan availability may differ by platform

Not every Orbis Salon plan, feature or add-on is available through every sales channel. For example, some app store versions may offer only selected plans, while direct website subscriptions may offer additional plans or add-ons. The price and terms shown at the point of purchase will apply to that purchase.

• An app version may initially offer only selected plans (for example entry and mid-tier plans).
• Higher-tier plans and some add-ons may be available directly from Orbis Salon or outside a particular app.
• Availability on different devices and platforms may vary.
• App store pricing may differ from website pricing because of app store billing structures, taxes, fees, currencies and localisation.
• You should rely on the price shown at checkout for your chosen channel.

8. Free trials

Free trial periods may vary depending on whether you subscribe directly through Orbis Salon or through an app store. The trial period shown at the point of purchase is the trial period that applies to your subscription. Unless cancelled before the end of the trial, a subscription may automatically renew and charge using the payment method linked to the relevant billing provider.

• Where offered directly by Orbis Salon, the trial default is 14 days (7 days for the Lite plan) unless changed or agreed otherwise.
• Trial length may differ between direct website subscriptions and Apple, Google or Microsoft subscriptions.
• App store trials must be cancelled through the relevant app store account before the trial ends.
• Direct trials must be cancelled through your Orbis Salon account, our payment provider or support, depending on how the trial was set up.

9. Plans, features and availability

• Orbis Salon is subscription-based. Fees are due in advance unless otherwise agreed.
• Plans may be billed monthly or annually, and prices are shown in GBP for direct billing.
• Where annual billing is offered directly, it may include a discount compared with the monthly equivalent unless otherwise stated.
• You may change plan subject to platform rules. Customer-initiated plan changes may be limited (for example once per month); Orbis support may override this.
• Upgrades may be charged pro-rata for the remaining billing period; downgrades may take effect at the next renewal unless agreed otherwise.
• If we build a branded app for you, plan downgrade restrictions may apply for a set period from the app build, where stated.

10. Payments, renewals and billing

• Subscriptions renew automatically unless cancelled through the correct route for how you bought them.
• Direct website subscriptions are billed by Orbis Digital Ltd or its payment provider (for example Stripe).
• App store subscriptions are billed by the relevant app store provider under that provider's rules.
• Add-ons and usage charges may be billed separately.
• If payment fails or an invoice is overdue, access and features may be restricted. Data is not automatically deleted immediately on lapse, but access may be limited.

11. Cancellations

Cancellation depends on how you purchased your subscription.

Direct subscriptions

• Direct subscriptions can be cancelled in line with the direct subscription terms, your account settings or your invoice terms.
• Where a notice period (such as 30 days' written notice) applies, it applies only to direct or invoiced services where stated. It does not apply to app store subscriptions.
• Cancelling does not automatically refund charges already taken.

App store subscriptions

• App store subscriptions must be cancelled through your Apple, Google, Microsoft or relevant platform account.
• Orbis Digital Ltd cannot guarantee that it can cancel these subscriptions directly.
• Deleting the Orbis Salon app does not necessarily cancel an app store subscription. You must cancel through the relevant app store subscription management settings.
• Cancelling prevents future renewals but may not remove access immediately — access may continue until the end of the paid period, depending on platform rules.

See our Cancellation and Refund Policy for more detail on direct subscriptions.

12. Refunds

For app store purchases, refund requests must normally be submitted to the app store provider that processed the payment. Orbis Digital Ltd may not be able to issue refunds directly for purchases made through Apple, Google, Microsoft or another platform provider.

• App store refunds are handled by the relevant app store provider under its own policies.
• Direct subscription refunds are considered according to Orbis Digital Ltd policy, our payment provider's rules and applicable law.
• Setup fees, website build fees, custom work, SMS/email credits and services already used may be non-refundable unless required by law.

13. Add-ons, SMS, email and usage credits

Some usage-based features, such as SMS, email, AI tools, marketing messages, additional locations, shop features or other add-ons, may be billed separately or may not be available through every app store version. Where a purchase option is not available inside an app, please contact Orbis Salon support for information.

• Operational and marketing messages may have different allowances and pricing.
• Unused credits may expire or remain subject to your plan terms.
• Usage credits and some add-ons may not be available to buy inside every app; you may need to manage these outside the app or through support.
• SMS delivery is not guaranteed, as it depends on mobile networks and providers. You are responsible for lawful marketing consent.

See our SMS and Communications Policy.

14. Customer websites and website services

Orbis Salon may include customer website tools or website services depending on your plan.

• Website content, images, service descriptions and business information are the customer's responsibility.
• Orbis Digital may provide setup, design, hosting or managed services where agreed.
• Domain names, third-party platforms, external hosting, premium themes or plugins, or custom work may be subject to separate terms and pricing.
• Website content may be powered by the Orbis Salon API. If API access is unavailable, misconfigured, suspended or cancelled, website features may stop updating or working.
• Website service cancellation may differ from app subscription cancellation.
• If a website is provided as part of a subscription, access may be limited if the subscription ends.

See our Website, Domain and Hosting Terms.

15. Bookings, forms and customer data

The Venue is responsible for the accuracy of its services, prices, staff availability, cancellation policies, forms and customer records. Orbis Salon is a management platform, not a medical advice provider.

• You must only upload data you are authorised to process, and provide suitable privacy information to your own clients where required.
• For aesthetics or clinical-style records, you remain responsible for professional compliance, consent, record keeping and any legal or regulatory obligations.
• Clinical-style features (such as medical history fields, treatment plans, mapping, before-and-after photos and documents) are administrative record-keeping tools only.

Where Orbis Salon is used for consultation forms, treatment notes, aesthetics records, photos or similar information, the business using Orbis Salon remains responsible for obtaining appropriate consent and complying with any professional, regulatory and data protection obligations that apply to its services. See our Clinical and Aesthetics Disclaimer and AI Usage Policy.

16. Card payments, fees and payouts

Where card payments are enabled through Orbis Salon, payments may be processed through Stripe Connect or another supported payment provider. Unless otherwise agreed in writing, the Orbis Salon card processing/platform fee is 2.5% + 20p per successful card transaction.

This fee is deducted from the customer payment before the remaining net amount is transferred to the salon's connected payment account. The salon receives the net amount after applicable card processing/platform fees, refunds, disputes, chargebacks, adjustments or other payment provider deductions.

For example, if a customer pays by card, the applicable card fee is removed from that payment first. The remaining balance is then allocated to the salon's connected account and paid out according to the payout settings on that account.

Payouts are made to the salon's connected payment account and then to the salon's nominated bank account according to the payout schedule and eligibility of that connected account. Where supported by the payment provider and the salon's connected account status, the salon may choose daily or weekly payouts. Payout timing may depend on the salon's chosen payout schedule, payment provider rules, account verification, bank processing times, refunds, disputes, chargebacks, reserves, risk checks or other restrictions applied by the payment provider.

If a payment is refunded, disputed, charged back or adjusted, the amount available for payout may be reduced. The salon is responsible for refunds, disputes, chargebacks and any related fees or deductions connected to payments taken from its own customers, unless otherwise agreed in writing. Card processing/platform fees may not always be refunded when a customer payment is refunded, depending on the rules of the payment provider and the circumstances of the transaction.

Card payments taken by a salon from its own customers are separate from Orbis Salon subscription billing. Orbis Salon subscription fees, app store subscriptions, add-ons and direct website subscriptions are handled separately under the relevant billing terms.

The salon is responsible for ensuring that its prices, deposits, cancellation policies, refund policies and payment terms are clearly shown to its own customers where required. The salon is also responsible for ensuring that it has permission to take payments, deposits or cancellation charges from its own customers.

Orbis Digital is not responsible for payment provider outages, payout delays or account restrictions applied by the payment provider. See our Payments, Fees and Deposits Policy.

16a. Booking fees

Some Orbis Salon plans (including Lite and Flex plans) include a booking fee applied to online bookings. Where a booking fee applies, it is shown clearly before the customer confirms their booking.

Depending on the salon's plan and settings, the booking fee may be paid by the booking customer or absorbed by the salon.

Standard plans do not include an Orbis booking fee.

Booking fee amounts and plan pricing may change from time to time. The current amounts are shown on the pricing page.

17. Acceptable use

When using Orbis Salon, you must not:

• use the platform for any unlawful purpose;
• send spam or misleading messages;
• upload unlawful, infringing, offensive or harmful content;
• try to bypass billing or app store rules;
• tamper with, scrape or reverse engineer the platform;
• harass others or post abusive content;
• store personal data without permission; or
• use SMS or email tools without the consent required by law.

See our Acceptable Use Policy and Reviews and User Content Policy.

18. Customer responsibilities

You are responsible for lawful use of the platform, accurate content and records, obtaining any necessary consents, complying with your professional and regulatory obligations, and keeping your account credentials secure.

19. Support

For support, contact Click to reveal or call Click to reveal.

• Support hours may vary.
• Urgent issues should be reported promptly.
• App store billing issues may need to be handled by Apple, Google or Microsoft directly.

See our Service and Support Policy.

20. Service availability

• Orbis Salon aims to keep the service available, but we do not guarantee uninterrupted service.
• Maintenance, updates, hosting issues and third-party outages can happen.
• Features may be updated or changed over time.
• Some integrations depend on third parties whose availability we do not control.

21. Data protection and privacy

How we handle personal data is explained in our Privacy Policy, and, where Orbis acts as a processor, our Data Processing Addendum.

• You should ensure your own privacy notices cover your use of Orbis Salon.
• App store providers may also process billing and account data under their own policies.

22. Intellectual property

Orbis retains all rights in the platform. Subject to payment, you own the website content, copy and design assets we create specifically for you. We may display your work in our portfolio unless you ask us not to in writing.

23. Changes to the service

We may improve, update or change features, plans and integrations over time. Some changes may depend on third parties, and some features may be added, adjusted or withdrawn.

24. Changes to these terms

• We may update these terms from time to time.
• The latest version will be published on our website.
• Continued use after changes take effect means acceptance where allowed by law.
• Where practical, we may notify you of material changes.

25. Liability

Nothing in these terms limits liability that cannot be limited by law. Subject to that, our total liability is limited to the fees paid in the 3 months before the claim, and we are not liable for indirect, consequential or business losses (including lost profits, data or goodwill). You agree to indemnify Orbis against claims arising from your unlawful use of the platform, your content, or your breach of these terms or applicable law.

26. Suspension or termination

We may suspend or terminate access for non-payment, misuse or material breach. On cancellation or termination, platform-dependent features (booking, portal, forms, payments, analytics and website content sync) may stop working, and data export may require an active subscription unless otherwise agreed. See our Data Retention and Export Policy.

27. Account deletion

You can request deletion of your Orbis Salon account from within your account settings or by visiting our public account deletion page.

Account deletion is different from cancelling a subscription. If you pay for Orbis Salon through an app store such as the Apple App Store, Google Play, Microsoft Store or another platform, you may also need to cancel your subscription through that provider's subscription settings. Deleting your Orbis Salon account or the Orbis Salon app does not automatically cancel an app store subscription.

If your subscription is billed directly by Orbis Salon, we will review the subscription status as part of your account deletion request.

Because Orbis Salon may hold business records, booking records, payment records, customer records, consultation forms, treatment notes, documents and other account information, deletion requests may be reviewed before data is removed, anonymised or restricted.

Some information may be retained where required or permitted for legal, accounting, fraud prevention, dispute resolution, chargeback, security, regulatory or legitimate business purposes.

When an account deletion request is completed, access to the relevant Orbis Salon account, customer portal or salon/business account may be removed or restricted. This may affect bookings, staff access, customer portals, customer websites, payment settings, forms, records and connected services.

If you are a staff user, you may request deletion of your own user login, but you may not be able to request deletion of the whole salon/business account unless you are the account owner or authorised administrator.

To request account deletion, use the account deletion option in your Orbis Salon account settings or visit Request account deletion.

28. Governing law

These terms are governed by the laws of England and Wales, and disputes are subject to the exclusive jurisdiction of the English courts.

29. Contact details

• Email: Click to reveal
• Phone: Click to reveal
• Website: https://orbissalon.co.uk
• App web platform: https://app.orbissalon.co.uk
• Privacy Policy: https://orbissalon.co.uk/privacy-policy
• Company: Orbis Digital Ltd, registered in England & Wales, company number 17116737
• Registered office: 66 Paul Street, London, EC2A 4NA

These terms are provided for general business use and should be reviewed by a qualified legal adviser if required.