Terms of Service
Version 2026-10-13 · Aethrovia Appointments
1. Our agreement
These Terms are between Aethrovia, Arch. Makariou III 24, 4000 Mesa Geitonia, Limassol, Cyprus, support@aethrovia.com, and the business named in its acceptance. Appointments at appointments.aethrovia.com is a business service. The person accepting confirms authority to bind that business. The agreement includes these Terms, the data processing agreement (DPA), and any written order agreed with the business. The DPA prevails for personal-data processing; an agreed order prevails for its specific commercial provisions. We record the business, signer, time and exact document versions accepted.
2. The service and permitted use
One business owner manages appointments, customer contacts and appointment-specific SMS. Customers have no account or portal. This release is for non-healthcare businesses. Do not use it for clinical appointments, diagnoses, treatment records, health information or other special-category personal data. Keep notes to scheduling details. Marketing campaigns are not supported. Do not send promotional, misleading, unlawful or unsolicited messages, impersonate a sender, bypass safeguards, interfere with the service, access another business's records or resell access without written agreement.
You are responsible for accurate customer numbers, appointment times, timezone, sender name, message instructions and lawful use. You must give customers your privacy information, establish a lawful basis, honour applicable requests and retain records only for a justified period. SMS can be seen by someone else using a customer's phone and is not end-to-end encrypted. Do not include sensitive information in closure instructions.
3. Accounts and support
Keep your sign-in credentials and recovery codes private. Verify an email you control; it receives password recovery and service notices. The service offers authenticator-based two-step sign in. Tell support promptly about suspected unauthorised access. We may restrict access to protect accounts or respond to unlawful use. Customer export and privacy-request handling remain available when normal booking access is suspended or current agreements need acceptance.
Support is by email to support@aethrovia.com. Usual hours are 09:00?17:00 on Cyprus business days. We aim to acknowledge requests within two business days and prioritise lost access, failed messages and security incidents. This is an acknowledgement target, not a guaranteed resolution time or a 24-hour service. For suspected security incidents use the subject "Security incident".
4. Price, VAT and renewal
The standard price is EUR 19 per business per month, paid in advance through Stripe, unless a written order says otherwise. The subscription renews monthly until cancelled. Prices exclude any VAT legally applicable to the supplier and transaction. VAT is charged only where appropriate for the supplier's registration and the transaction; checkout and invoices show the actual tax and total. Payment details are handled by Stripe; we do not receive full card numbers. Payment confirmation and service status come from verified payment-provider notifications. A successful redirect alone is not payment confirmation. Failed payment may suspend booking and messaging until billing is resolved.
5. SMS credits and delivery
A paid billing month includes 700 monthly credits. Unused monthly credits expire at its end; the next paid month starts with 700. You may buy 200 extra credits for EUR 5 excluding any applicable VAT. Extra credits roll over and do not expire while the account is retained; monthly credits are used first. Credit packs are non-refundable except where these Terms or law require otherwise. Deleting the account forfeits any unused credits, subject to mandatory refund rights.
A normal booking, change, cancellation or reminder SMS uses one credit regardless of destination. Closure notices can use multiple physical SMS parts, with their recipients and credit cost reviewed before confirmation. Credits are reserved before sending. Explicit provider rejection returns eligible reserved credits; a timeout or unclear response can leave them reserved because the SMS may have been sent. Contact support or review the provider before authorising a retry. Provider acceptance is not confirmation of delivery. Mobile networks, destination restrictions and provider failures can delay or prevent delivery; you must use another appropriate means when an important notice has not reached a customer. Changing notes alone does not send a reschedule SMS.
6. Data and confidentiality
You retain your rights in your business content and customer data. You authorise us to host, process and transmit it only to provide, secure and support the service under the DPA. You control customer data; we control our own account, billing and support processing as explained in our privacy notice. We keep confidential information confidential, with exceptions for information already public, independently obtained or required by law. We retain our software and brand rights and grant you access while the agreement continues.
7. Retention, ending and switching
You may cancel through Billing or Stripe's customer portal. Cancellation takes effect at the end of the paid period; there are no further subscription charges once confirmed. No part-month refund is normally due, except under these Terms or applicable law. Ending billing does not immediately delete the account.
After service ends, you ordinarily have 30 days to retrieve customer data using the export and privacy controls. We warn the verified owner at least seven days before automatic customer-data removal. Accounts with purchased credits retain only the account/wallet information needed to preserve those nonexpiring credits; accounts without purchased credits can be deleted after this period. A processing restriction requires review before automatic deletion. A switching/retrieval extension agreed with support takes precedence. Required contract and payment evidence is retained separately from customer records. Backup expiry normally follows within 30 days of deletion, dependent on successful pruning; erasure and restrictions are reapplied before a restored system returns to use.
While using the service, choose the justified retention period offered in Settings (one, two, three or five years; initial selection two years). Automatic deletion starts 30 days after accepting or changing the policy. Past appointments and notes expire by appointment end date. Unused customer contacts expire after the same period when no appointments remain. SMS bodies and closure records normally expire after 180 days; processing restrictions are held for review. Privacy requests can require earlier deletion.
You may export your data free of charge at any time, including after suspension. Our ZIP contains documented CSV and JSON formats with linked identifiers. Ask support to switch to another provider or your own systems. We support the exit process without switching or data-egress fees, ordinarily within 30 calendar days of the request, and provide at least 30 calendar days for retrieval after an agreed transition. We provide available format/interface information and assist reasonably with portability; we do not promise to reproduce another application. Agreed extensions must be recorded before deletion. Mandatory statutory switching rights remain unaffected.
8. Changes, suspension and termination
We may improve the service. We give at least 30 days' notice of changes to standard prices or Terms that materially disadvantage you, before they take effect. You may cancel before an adverse change and receive any fees prepaid for the period after it ends. We may suspend unlawful or harmful use immediately, explain the reason where lawful, and provide a way to contact support. Either party may terminate for a material breach not remedied within 30 days of notice. We may otherwise end service with at least 30 days' notice. If we end it without your breach, we refund fees prepaid for the period after termination. Required data-return and privacy duties continue after termination.
9. Responsibility and limitations
We exercise reasonable care and skill but do not guarantee uninterrupted operation or SMS delivery. No guaranteed availability or recovery-time SLA is included. Tell us promptly of faults and take reasonable steps to limit losses. Neither party is liable for indirect losses, lost profit or lost opportunity to the extent lawful. Each party's total contractual liability for ordinary claims is limited to the subscription fees paid or payable for the preceding 12 months. These limits do not exclude fraud, intentional wrongdoing, gross negligence, liability that cannot lawfully be limited, or rights and remedies under data-protection law. If an event outside reasonable control prevents service, we work to restore it and communicate the impact; if it continues for 30 days either party may end service with prepaid unused service fees refunded.
10. Notices and law
We send service and agreement notices to your verified owner email or within the app. You can contact us by email or post at the address above. An assignment does not remove your mandatory rights; we notify you of any transfer of the provider's agreement. The law of the Republic of Cyprus applies, and the courts of Limassol have jurisdiction, subject to mandatory law. An unenforceable provision does not invalidate the remainder. These Terms do not limit statutory rights that cannot be excluded.