Terms of Service

Service description

Formulate is operated by Formulate Tools Ltd, a company registered in England & Wales (Company No. 17065550), registered address 11 Chantry Close, Sunbury-on-Thames, TW16 7TH.

Formulate provides a platform of interactive clinical psychology tools and worksheets for use by qualified and trainee mental health professionals in the course of their clinical practice.

Formulate is a tool platform, not a healthcare provider. Using Formulate does not create a therapeutic relationship between Formulate and any client. We do not provide psychological therapy, clinical advice, supervision, diagnosis, or treatment — we provide tools that a registered practitioner uses within their own clinical practice. For every client, the treating clinician (not Formulate) is the responsible health professional and the data controller.

Clinical responsibility

• Formulate provides tools; clinical decisions remain the sole responsibility of the registered practitioner.
• The therapist is responsible for determining the appropriateness of any tool for their client.
• Formulate does not assess, monitor, or manage clinical risk — including suicidality, self-harm, or safeguarding. Score flags and alerts are decision-support for the clinician, not a risk assessment, and must not be relied upon to detect deterioration or crisis.
• Formulate does not validate, review, or quality-assure clinical content entered by users or clients.
• Computed fields (e.g. belief change calculations, average scores) are mathematical calculations, not clinical assessments.

Data controller responsibilities

When a therapist assigns homework to a client via Formulate, the therapist is the data controller for the clinical content. Formulate processes this data as a data processor under the therapist's instruction. The therapist is responsible for obtaining any necessary consent from their client and managing data subject access requests.

Acceptable use

• Client labels must not contain identifiable client information. The platform will reject obvious PII but therapists must exercise professional judgment.
• Worksheet response content is the therapist's clinical responsibility. Formulate does not monitor or moderate content.

Suspension and termination

• We may suspend or terminate your access to Formulate if you materially breach these terms — including the acceptable use rules above, attempting to access another practitioner's data, or using the platform unlawfully.
• Where reasonably practicable we will contact you first and give you an opportunity to put things right. We may suspend access immediately where necessary to protect client data, other users, or the integrity of the service.
• If a subscription payment fails, this is not treated as a breach: your paid features continue until the end of the period you have already paid for, after which your account reverts to the free tier.
• If your access is terminated, the data return and deletion provisions of our Data Processing Agreement and the retention rules in our Privacy Policy continue to apply, so you can retrieve your data.

Liability limitations

• Formulate is not liable for clinical outcomes arising from the use of its tools.
• Formulate is not a crisis service and does not monitor submissions in real time. A client's responses are not seen by anyone until the therapist next reviews them, and Formulate cannot respond to anything a client writes. Crisis and safety planning must be carried out in session with a clinician, following your own service's procedures.
• Service availability is provided on a best-efforts basis. Therapists should not rely on Formulate as the sole repository for critical clinical information.

Subscription and cancellation

• You can cancel your subscription at any time from the Settings page. Cancellation takes effect at the end of the current billing period: you keep access to paid features until then, and no further payments are taken.
• On cancellation, your account reverts to the free tier. Existing data is retained for 90 days, then permanently deleted.
• You can export or permanently delete your data at any time while the account is active. If worksheet responses form part of your clinical record, export anything you need to retain before it is deleted.

Refunds

• Every new account starts with a 14-day free trial of the Practice plan (no card details required) and a permanent free tier, so you can evaluate Formulate before paying anything.
• Because cancellation takes effect at the end of the billing period you have already paid for, we do not offer pro-rata refunds for the unused part of a monthly or annual billing period.
• If you believe you have been charged in error, contact us at formulatetools@outlook.com or via the contact form (category “Billing issue”) and we will investigate.
• Nothing in this section affects any statutory rights you may have.

Intellectual property

• Curated worksheet schemas are Formulate's intellectual property, licensed for clinical use.
• Custom worksheets created by therapists remain the therapist's intellectual property.
• Clinical content entered by users/clients belongs to the therapist as data controller.

Changes to these terms

• We may update these terms from time to time — for example to reflect new features, changes in the law, or changes to our pricing structure.
• If we make a material change, we will give you advance notice by email to your account address and/or by a notice in the app before the change takes effect.
• The “Last updated” date at the top of this page shows when the current version took effect.
• Continuing to use Formulate after a change takes effect constitutes acceptance of the updated terms. If you do not agree to a change, you can cancel your subscription and stop using the platform before it takes effect.

Governing law and jurisdiction

These terms, and any dispute or claim arising out of or in connection with them or the use of Formulate (including non-contractual disputes or claims), are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction over them. This does not deprive you of any protection you are entitled to under mandatory provisions of applicable law.

Contact

For questions about these terms, contact formulatetools@outlook.com.