Last updated: 11 July 2026
| Who this document applies to Psychotherapists, counsellors, psychologists, clinics, practices, companies and other independent providers who apply to list, advertise, accept bookings, receive payments or use rooms through Wellbeing Rooms. |
1. Parties and acceptance
These Provider Terms are between Purely Nordic Ltd trading as Wellbeing Rooms (“Wellbeing Rooms”, “we”, “us” or “our”) and the individual or entity accepting them (“Provider”, “you” or “your”). Our registered details are set out in Document 1.
You accept these Provider Terms by ticking an acceptance box, submitting a provider application or listing, publishing a profile, accepting a booking, requesting a payout, using a room or continuing to use provider features after clear notice of these terms. If you act for a clinic or company, you warrant that you can bind it and that each practitioner using its account will comply.
2. Independent business status
• You are an independent provider carrying on your own profession or business. You are not our employee, worker, officer, partner, franchisee, general agent, representative, clinical subcontractor or healthcare professional engaged by us.
• You control your clinical method, suitability decisions, professional judgement, working arrangements and acceptance of clients, subject to law, professional standards, the booking made and these Provider Terms.
• You have no authority to bind us, incur obligations for us, make representations in our name, or say that we employ, clinically supervise, approve or guarantee you.
• You are responsible for your own taxes, National Insurance, VAT, business expenses, insurance, equipment, supervision, registrations and personnel. Nothing guarantees minimum work, income, clients, ranking or exclusivity.
• The only agency created by these terms is the limited payment-collection appointment in clause 10. It does not create a clinical, employment, partnership or fiduciary relationship.
3. What Wellbeing Rooms supplies
We supply marketplace and technology services that may include provider profiles, search, discovery, availability, booking, calendar, messaging, payment collection and allocation, refunds, reviews, analytics, promotional listings, support and access to rooms or venue partners. We may add, remove or change features, locations, rooms, ranking factors and technical providers.
We do not supply therapy, healthcare, medical care, diagnosis, psychiatric services, prescribing, crisis response, clinical supervision, safeguarding case management, professional registration, insurance, tax advice or legal advice.
4. Eligibility, credentials and continuing warranties
At application and throughout your use of the platform, you warrant that:
• you are legally entitled, appropriately qualified, competent and insured to provide every service you list;
• any protected professional title you use is lawful and you hold any corresponding statutory registration;
• you hold current membership, registration or accreditation with an appropriate professional body where required by the platform, your profession, insurer or applicable law;
• you maintain suitable professional supervision, continuing professional development, professional indemnity insurance and public liability insurance where relevant;
• your services and advertising comply with applicable law, professional codes, advertising rules and the requirements of every country in which you and the client are physically located;
• you are not suspended, restricted or prohibited from practice and there is no undisclosed matter that would reasonably affect client safety or platform trust; and
• all identity, qualification, registration, insurance, tax, bank and profile information you provide is complete, genuine, accurate and current.
You must promptly provide evidence on request and immediately notify us of expiry, suspension, restriction, investigation, material complaint, criminal charge relevant to practice, insurance issue or other change. We may verify evidence directly with issuers or public registers.
5. Professional and clinical responsibility
• The Therapy Contract is between you and the client. You are solely responsible for assessment, informed consent, suitability, scope, boundaries, confidentiality, safeguarding, risk management, emergency planning, clinical records, supervision, complaints, referrals, ending therapy and compliance with professional standards.
• Before therapy begins, you must provide clear clinical terms and a privacy notice covering fees, cancellations, confidentiality and its lawful limits, records, supervision, online work, complaints, emergencies, jurisdiction and contact arrangements.
• You must accept only work within your competence, registration, insurance and lawful scope. You must decline, pause, refer or end work that is unsafe, unlawful, outside competence or inappropriate for the delivery method.
• You must maintain appropriate emergency and safeguarding processes. Do not direct clients to Wellbeing Rooms for crisis support or imply that we monitor clinical risk.
• You must not guarantee outcomes, exploit vulnerability, discriminate unlawfully, use coercive sales practices or make misleading clinical, qualification or success claims.
6. Cross-border services
For every online or cross-border session, you must know where you and the client will be physically located and determine before the session whether you may lawfully and ethically provide the service there. You are responsible for local licensing, title protection, telehealth, insurance, tax, consumer, safeguarding, data and emergency requirements. The platform’s technical availability in a country is not permission to practise there.
You must have a workable plan for local emergency support and referral. You must not provide services to a US client where doing so requires a licence, registration, HIPAA business associate arrangement or other approval you or Wellbeing Rooms do not have.
7. Profiles, listings, rankings and content
• Your profile and listings must be accurate, transparent, current and not misleading. State qualifications, status, professional body, registration, modality, experience, location, languages, fees and availability accurately.
• Do not claim association with a professional body, regulator, employer or insurer without authority. Do not use protected titles unlawfully or describe a trainee, student or non-accredited status in a misleading way.
• You grant us a non-exclusive, worldwide, royalty-free licence during the relationship and for a reasonable archival period to host, format, reproduce, moderate and use your approved profile content, name, image and service information to operate and promote the platform and your listings.
• We control platform presentation and ranking. Promotion may be paid and identified. We may correct formatting, request evidence, refuse claims, add warnings, remove content or change ranking where reasonably required for law, accuracy, safety, user experience or commercial operation.
8. Client enquiries, bookings and calendar integrity
• Respond professionally and within 24 hours from the client enquiry or booking. Decide independently whether to accept the client and complete any clinical screening outside general platform fields using an appropriate secure process.
• Keep availability, time zone, location, session duration, fees and room needs accurate. Block unavailable time promptly and do not create or accept overlapping bookings.
• Attend punctually and provide the confirmed service. If you cannot attend, notify the client and platform immediately and cooperate with rescheduling or refunding.
• Do not materially change the booked fee, duration, delivery method or location without the client’s informed agreement and any required platform update.
• Repeated late cancellations, non-attendance, calendar inaccuracy, poor communication or substantiated complaints may lead to refunds, ranking changes, suspension or termination.
9. Provider fees and subscriptions
• You set the client-facing Therapy Fee unless a particular feature, promotion or service category states otherwise.
• The current standard Wellbeing Rooms service fee is 25% of the Therapy Fee for an online session or a session delivered from your own premises, and 35% for an in-person session delivered in a room provided or arranged by Wellbeing Rooms. The fee shown in the provider dashboard or booking record prevails if different.
• Optional premium listing, subscription, marketing, payment, administration, room, tax or other charges may apply where clearly displayed or separately agreed.
• We may change fees, categories, payout cycles, minimum payout thresholds, reserve rules and payment methods for future activity. We will give reasonable prior notice of a material adverse commercial change where practicable. Immediate changes may be made for law, tax, payment-provider requirements, fraud, security or urgent platform integrity.
• Unless expressly stated otherwise, quoted provider fees exclude VAT or similar taxes chargeable on our services, which may be added or deducted as applicable.
10. Payment collection appointment
You appoint Wellbeing Rooms as your disclosed limited collection agent solely to receive Therapy Fees from clients through the approved payment process, issue payment confirmations, administer authorised refunds and allocate your net share. A client’s payment to us through that process discharges the corresponding payment obligation to you.
This appointment does not authorise us to provide or control therapy, negotiate clinical terms, assume your clinical liabilities, or act for both parties beyond neutral marketplace administration. We may use a regulated payment service provider and require you to enter its connected-account or merchant terms.
11. Payouts, reserves and deductions
• Your net entitlement is the Therapy Fee actually received, less service fees, subscription or promotion charges, payment processing costs, room charges, refunds, cancellations, credits, chargebacks, taxes, withholding, currency conversion, bank fees, reserves, compensation properly due and other amounts authorised by these terms or law.
• You must complete identity, bank, tax, sanctions, anti-fraud and payment-provider checks. We may withhold or delay a payout while verification is incomplete or while reasonably investigating fraud, illegality, chargeback, complaint, safeguarding, professional, tax, security or payment risk.
• You must submit payout requests in the method specified by the dashboard unless we enable automatic payout. Any minimum threshold and payout window will be shown in the dashboard or fee schedule; if none is shown, no minimum threshold applies.
• Only completed, paid and non-disputed sessions are ordinarily eligible for payout. Dashboard balances are accounting records, not deposits or client accounts, and do not earn interest.
• If a refund, chargeback, duplicate payment, error or Provider liability arises after payout, we may set off the amount against future sums or require repayment. You must pay an undisputed negative balance promptly.
12. Taxes, invoices and records
• You are responsible for all tax, VAT, National Insurance, corporate, payroll, local and reporting obligations arising from your services, personnel and payouts.
• Tell us promptly of VAT registration or tax-status changes. You authorise us to issue platform receipts, payout statements and, if separately notified, self-billing documentation. You remain responsible for any legally required Therapy Fee invoice.
• We may deduct or report taxes where required by law and may provide transaction information to tax authorities or platform-reporting regimes.
13. Cancellation, refunds and chargebacks
• The Refund and Cancellation Policy forms part of these Provider Terms. You authorise us to issue the automatic full refund required where a client cancels at least 24 hours before the scheduled start time.
• For a cancellation less than 24 hours before the session, you decide whether to grant a discretionary refund, subject to consumer law and platform safety or service-failure remedies. Communicate the decision promptly through the platform.
• If you cancel, fail to attend or cannot provide the confirmed service, the client is ordinarily entitled to a full refund unless the client accepts rescheduling or another lawful remedy.
• You must cooperate with payment disputes and provide accurate evidence promptly. We may refund, reserve, deduct or recover disputed sums and processor fees where reasonably justified.
14. Rooms and premises
• Room access is a personal, limited, revocable licence for the confirmed session only. It creates no tenancy, lease, exclusive possession or property right.
• Comply with access, fire, health and safety, confidentiality, security, cleaning, noise, accessibility and departure rules. Do not exceed the booked time or permit unauthorised access.
• Protect privacy and do not leave records or devices unattended. Do not record sessions or install equipment. Therapy rooms must not be used for medical procedures, prescribing, medication storage, intoxication services, unlawful activity, unapproved groups, overnight use or any purpose not stated in the booking.
• You are responsible for damage, loss, excessive cleaning, access misuse, overstay or complaints caused by you, your personnel or client, except to the extent caused by our or the venue’s failure to use reasonable care.
• Report incidents immediately. We may relocate or withdraw a room for safety, maintenance, legal, landlord or operational reasons and will apply the Refund and Cancellation Policy to the affected booking.
15. Data protection, confidentiality and records
• You are an independent controller for clinical decisions, therapy content, notes, records, safeguarding files, clinical communications, professional complaints and your own marketing. You must comply with applicable data law and confidentiality obligations and provide your own privacy notice.
• Wellbeing Rooms is an independent controller for its platform, account, verification, listing, payment, fraud, security, ranking, support, analytics, legal and business records. Limited processing on your documented instructions is governed by the Data Processing Agreement.
• Do not place clinical notes, detailed histories, diagnoses, treatment plans, trauma narratives, safeguarding reports, session recordings or other clinical records in platform fields unless we expressly launch a dedicated feature and agree the required data-protection terms in writing.
• Use client contact and booking information only for the relevant enquiry, Therapy Contract, professional obligations and lawful follow-up. Do not add a client to marketing without a valid legal basis and required consent.
• Notify us without undue delay of a personal data breach, confidentiality breach, unlawful disclosure, safety incident or complaint involving the platform or a Wellbeing Rooms-introduced client.
16. Insurance, personnel and compliance
• Maintain adequate professional indemnity and, where relevant, public liability, cyber/data, employer’s liability and premises insurance covering online, cross-border and in-person work through the platform.
• You are responsible for employees, associates, substitutes and clinic users on your account. Do not allow another person to provide a booked service unless the client and Wellbeing Rooms have approved the properly verified substitute.
• Comply with anti-bribery, sanctions, anti-money laundering, equality, consumer, advertising, modern slavery and tax laws applicable to your business. Do not use the platform to facilitate unlawful discrimination or exploit vulnerable people.
17. No circumvention
A “Platform-Introduced Client” is a client who first identified, contacted or booked you through Wellbeing Rooms and with whom you did not have a documented pre-existing professional relationship.
During your use of the platform and for 12 months after the last platform booking with a Platform-Introduced Client, you must not encourage or accept off-platform bookings or payments from that client to avoid Wellbeing Rooms fees, unless we give written permission. This does not prevent lawful clinical communication or a client’s freedom to choose; it regulates the fee consequences of a platform introduction.
If you breach this clause, you must pay the service fees that would reasonably have applied to the diverted sessions, together with reasonable recovery costs. This is intended to compensate lost platform fees, not impose a penalty. We may also suspend or terminate your account.
18. Confidential information and intellectual property
• Keep non-public platform, pricing, security, business and user information confidential and use it only to perform approved services. This does not restrict lawful whistleblowing, professional safeguarding disclosure or disclosure required by law.
• Our software, branding, design, databases, processes and platform content remain ours or our licensors’. You receive a limited, revocable, non-transferable right to use them only for your approved provider activity.
• Do not scrape, copy databases, reverse engineer, create a competing dataset, misuse contact information or use our marks without permission.
19. Suspension and termination
We may refuse onboarding, remove or amend a listing, restrict features, hold payouts, cancel bookings, suspend room access or terminate immediately where we reasonably suspect false credentials, expired insurance, professional restriction, unsafe or poor service, serious complaint, unlawful or unethical conduct, safeguarding or data risk, fraud, payment risk, fee circumvention, misuse, reputational harm or another material risk. We may report matters to payment providers, insurers, professional bodies, regulators, safeguarding authorities or law enforcement where lawful and appropriate.
You may terminate by closing your provider account after completing or properly cancelling bookings and settling balances. Clauses concerning fees, payouts, tax, data, records, confidentiality, circumvention, indemnity, liability and disputes survive as necessary.
20. Provider indemnity
To the maximum extent permitted by law, you indemnify Wellbeing Rooms, its group companies (if any), directors, founders, shareholders, officers, employees, contractors, payment partners and venue partners against losses, liabilities, damages, claims, refunds, chargebacks, fines, penalties and reasonable professional costs arising from: your Therapy Services or professional acts or omissions; breach of these Provider Terms; negligence or misconduct; inaccurate or misleading information; lack of qualification, registration or insurance; safeguarding, confidentiality or clinical records; your data-protection breach; tax or employment obligations; room damage or misuse; infringement of rights; or a dispute between you and a client, except to the extent caused by the indemnified person’s own negligence, fraud or breach of law.
21. Our liability to Providers
Nothing excludes liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or another liability that cannot lawfully be excluded or limited.
Subject to that, we are not liable for indirect or consequential loss; loss of profit, revenue, clients, opportunity, anticipated savings, goodwill, reputation or data; professional disciplinary consequences; or loss arising from ranking, suspension, delisting, client decisions, Therapist-client disputes, room partner acts, payment-provider action or third-party tools.
Subject to the first paragraph and to the maximum extent permitted by law, our total aggregate liability arising from the platform, bookings, payments, payouts, rooms, data-processing services or these Provider Terms is limited to the greater of: (a) £100; and (b) the total Wellbeing Rooms service fees and subscriptions actually retained from you during the three calendar months immediately before your first written complaint giving rise to the claim.
The parties agree that these exclusions and limits allocate commercial risk in light of the fees charged. Your obligations to pay fees, repay overpayments and indemnify us are not subject to this cap, except where a court requires otherwise. Protected persons may enforce this clause and clause 20 under the Contracts (Rights of Third Parties) Act 1999.
22. Individual proceedings
To the maximum extent permitted by law, disputes must be brought on an individual basis and not through a contractual class, collective, representative or consolidated proceeding. This does not restrict a procedure that applicable law or a court makes mandatory.
23. Changes
We may update the platform, these Provider Terms and commercial rules. We will give reasonable notice of a material adverse change where practicable. Continued use after the effective date constitutes acceptance for future activity. You may stop using the platform if you do not accept, subject to existing bookings and accrued obligations.
24. General
• We may assign or transfer this agreement as part of financing, reorganisation, outsourcing or sale. You may not assign it without written consent.
• These Provider Terms, the DPA, Refund and Cancellation Policy, fee information and booking-specific terms are the entire agreement about the provider platform and replace earlier platform discussions.
• If a term is invalid, it is modified to the minimum extent necessary and the rest remains effective. Delay is not waiver.
• Neither party is liable for delay caused by events outside reasonable control, but payment, confidentiality, data-security and safeguarding obligations continue where capable of performance.
25. Law, courts and contact
These Provider Terms and non-contractual obligations are governed by the law of England and Wales. The courts of England and Wales have exclusive jurisdiction, except where mandatory law requires otherwise.
Provider, privacy and legal communications may be submitted through https://wellbeingrooms.com/contact-page/. Formal notices may be posted to Wellbeing Rooms, 107 Sherland Road, Twickenham TW1 4HB, United Kingdom, marked “Legal”.