Participant Terms and Conditions
Effective Date: October 22, 2026
1. About these Terms
These Participant Terms and Conditions (the “Terms”) apply when you book, purchase, or pay for sessions, packages, or other services from a coach, therapist, or other practitioner (a “Practitioner”) through Soap Notes (Soap Notes, “we,” “us,” or “our”).
In these Terms, “you” means the client making the booking or payment. These Terms govern your use of Soap Notes’s client-facing booking and payment features and form an agreement between you and Soap Notes.
By booking, paying through Soap Notes, or continuing to use the relevant services after we notify you of changes to these Terms, you agree to these Terms and to our Privacy Policy and Acceptable Use Policy, where applicable.
Please read these Terms carefully, particularly Section 11, which explains how disputes with Soap Notes may be addressed.
2. Your Relationship with Your Practitioner
Soap Notes provides practice-management software that Practitioners use to manage their practices, including scheduling, client records, service packages, invoicing, and payments. Your Practitioner is responsible for the professional services they provide to you.
- Services and pricing: Your Practitioner determines the services offered, prices, session durations, package contents, cancellation policies, and refund policies applicable to their practice.
- Client records: Your Practitioner is responsible for the client records they maintain through Soap Notes, subject to applicable privacy and data-protection laws. Your Practitioner determines the purposes for which they use your records and is responsible for providing you with information about their privacy practices.
- Practitioner policies: Your Practitioner is responsible for communicating their service policies, obtaining any required consents, and addressing concerns or disputes relating to their services.
- No professional services provided by Soap Notes: Soap Notes provides software and does not itself provide coaching, therapy, or clinical services through the platform.
Soap Notes is not a party to the agreement between you and your Practitioner for professional services. However, these Terms govern your use of Soap Notes’s platform and its applicable booking and payment features.
3. Payments
Payment Processing
Payments made through Soap Notes may be processed by third-party payment providers, including Stripe, Inc. (the “Payment Processor”), where Stripe is enabled for the relevant transaction. Payment information submitted through the payment process is handled in accordance with the Payment Processor’s applicable terms and privacy practices. Soap Notes does not store full payment card numbers. Your use of a Payment Processor is subject to its applicable terms and conditions.
Who Receives Your Payment
The party receiving and processing your payment depends on the payment arrangement applicable to the transaction. The relevant payment recipient and any applicable fees should be identified during checkout or in the associated invoice. Your Practitioner is responsible for the professional services purchased from them. Soap Notes may provide payment-processing integrations and related platform functionality.
Payment Authorization
By submitting a payment, you confirm that you are authorized to use the selected payment method and authorize the amount displayed at checkout, including any applicable taxes and fees disclosed before you complete the transaction.
Currency and Taxes
Payments are charged in the currency displayed at checkout. Your bank or payment provider may apply additional currency-conversion or foreign-transaction fees. Applicable taxes may be included in the displayed price or calculated and added at checkout, depending on the transaction and the payment configuration. Any taxes charged will be presented as applicable to the transaction. You are responsible for reviewing the total amount displayed before completing your payment.
Saved Payment Methods and Recurring Charges
Where Soap Notes or its Payment Processor offers a saved payment method or recurring payment arrangement, you may be asked to authorize the relevant payment method and future charges. Any recurring charges, payment amounts, billing frequency, and cancellation instructions will be disclosed when you enroll in the applicable arrangement.
You may cancel recurring payments in accordance with the cancellation instructions provided for that arrangement. Cancelling a recurring payment does not automatically cancel a separate booking, service agreement, or outstanding payment obligation unless the applicable terms provide otherwise.
Failed Payments
If a payment fails, is declined, or cannot be confirmed, your booking or package purchase may remain unconfirmed or unpaid. Your Practitioner may contact you to arrange payment or take action concerning the booking in accordance with their disclosed policies and applicable law.
4. Packages and Session Credits
Practitioners may offer packages that include multiple sessions, services, or a specified amount of service time.
- Package contents: The services included, total price, applicable conditions, and any expiry date are determined by the Practitioner and should be communicated to you before purchase.
- Credit redemption: Depending on the package configuration, credits may be redeemed per session or according to the duration of the service provided. Where a package includes multiple services, the applicable redemption rules determine which credits are used for a booking.
- Expiry: Packages may have an expiry date established by the Practitioner. Any expiry conditions and the treatment of unused credits must be communicated in accordance with applicable law.
- Personal use: Unless the Practitioner expressly permits otherwise, package credits are intended for the purchasing client and may not be transferred or resold.
- Refunds: Package refunds and the treatment of unused credits are subject to the Practitioner’s disclosed policy and applicable law. Any mandatory rights provided by applicable law remain unaffected.
Package credits do not constitute cash and cannot be exchanged for cash except where required by law or expressly permitted by the applicable package terms.
5. Cancellations, Refunds, and No-Shows
Your Practitioner’s cancellation, rescheduling, late-cancellation, no-show, and refund policies apply to your booking and purchase. These policies should be provided on the booking page, during checkout, or through another appropriate communication before you complete the relevant transaction. Please review these policies before booking or paying.
Cancellations and Rescheduling
To cancel or reschedule a session, follow the instructions provided by your Practitioner or through the applicable booking system. A cancellation or rescheduling request does not necessarily result in an automatic refund. Where a booking has been paid for, a refund may need to be initiated separately by the Practitioner or the applicable payment provider.
Refunds
Refund requests relating to professional services, sessions, or packages should generally be directed to your Practitioner. Where a refund is approved, it will be processed through the applicable payment provider and, where supported, returned to the original payment method. The time required for the refund to appear depends on the payment provider and your financial institution.
Any platform or booking fees charged directly to you will be subject to the refund terms disclosed before payment and applicable law. Nothing in this section excludes any refund or cancellation rights that cannot lawfully be excluded.
6. Payment Disputes and Chargebacks
If you believe a charge is incorrect or do not recognize a payment, contact your Practitioner or Soap Notes at info@soapnotes.online. Where appropriate, Soap Notes may help direct your enquiry to the relevant Practitioner or payment provider.
If a payment dispute or chargeback is initiated through your bank or Payment Processor, relevant booking, invoice, payment, and communication records may be shared with the parties involved in investigating and resolving the dispute, where permitted by applicable law and consistent with our Privacy Policy.
Any restriction on your access to Soap Notes or a Practitioner’s services in connection with a disputed payment must be consistent with applicable law and the relevant service terms. A good-faith payment dispute will not, by itself, eliminate any rights you may have under applicable law.
7. Transactional Communications
Soap Notes and your Practitioner may send you transactional communications relating to bookings, payments, invoices, cancellations, rescheduling, and reminders. These communications may be delivered by email or through other supported communication channels.
Where SMS reminders are offered, you may receive them if you have provided the necessary phone number and any required consent. Message and data rates may apply. Where supported, you may opt out of non-essential SMS reminders using the instructions provided in the message.
Essential transactional communications relating to an existing booking or payment may still be sent where permitted by applicable law. Marketing communications, where offered, are subject to the applicable consent and unsubscribe requirements.
8. Eligibility and Acceptable Use
You must be legally permitted to enter into these Terms and use the relevant booking and payment services. Where required by applicable law, you must be at least 18 years old or the applicable age of majority to make a booking or purchase independently. A parent or legal guardian may make arrangements for a minor where permitted by law and is responsible for ensuring that the necessary authorizations and consents are obtained.
You agree to:
- Provide accurate information when booking or making a payment.
- Use only payment methods you are authorized to use.
- Follow our applicable platform policies and the reasonable, lawful rules communicated by your Practitioner.
- Avoid fraudulent, unlawful, or unauthorized use of Soap Notes.
Soap Notes may suspend or restrict access to its platform where reasonably necessary to address suspected fraud, security risks, unlawful activity, or a material violation of these Terms, subject to applicable law. If you become aware of unauthorized use of Soap Notes or a suspected security issue, contact info@soapnotes.online.
9. Disclaimer
Soap Notes’s platform is provided on an “as is” and “as available” basis, to the extent permitted by applicable law. We do not guarantee that the platform will always be available, uninterrupted, or error-free.
Soap Notes provides software tools and does not guarantee the quality, suitability, safety, or outcome of services provided by a Practitioner. Responsibility for those professional services rests with the relevant Practitioner, subject to applicable law. Nothing in these Terms excludes any warranty, guarantee, or consumer right that cannot lawfully be excluded or limited.
10. Limitation of Liability
To the extent permitted by applicable law, Soap Notes will not be liable for indirect, incidental, special, consequential, or punitive damages, or for loss of profits or revenue arising from your use of the platform.
To the extent permitted by applicable law, Soap Notes’s total aggregate liability arising out of or relating to these Terms or your use of the platform will be limited to the amount established under the applicable limitation of liability permitted by law and any valid contractual limit applicable to your claim.
Nothing in these Terms excludes or limits liability that cannot lawfully be excluded or limited, including any applicable mandatory consumer rights or remedies.
11. Resolving Disputes with Soap Notes
If you have a concern about Soap Notes’s platform or payment features, please contact us at info@soapnotes.online and explain the issue, including any relevant booking or transaction details. We will make reasonable efforts to understand your concern and work toward an appropriate resolution.
If the matter cannot be resolved informally, you may pursue any remedies available to you under applicable law before a court or other competent dispute-resolution body. These Terms do not prevent you from exercising any mandatory rights you may have as a consumer, including rights to contact a regulator or bring a claim before a competent court.
12. Privacy
Our Privacy Policy explains how Soap Notes handles personal information in connection with the platform.
For information collected or maintained by your Practitioner, including intake forms, client records, and session notes, you may contact your Practitioner to make an access, correction, or deletion request, as applicable.
Soap Notes may also process personal information for its own operational purposes, such as providing, securing, maintaining, and supporting the platform, in accordance with our Privacy Policy and applicable law. For questions about personal information handled directly by Soap Notes, contact info@soapnotes.online.
13. General
Entire Agreement
These Terms, together with the applicable policies referenced in them, govern your use of Soap Notes’s relevant client-facing booking and payment features. They do not replace any separate agreement between you and your Practitioner concerning professional services. If a provision conflicts with mandatory applicable law, the law will prevail to the extent of the conflict.
Changes to These Terms
We may update these Terms from time to time. The updated version will be published with a revised effective date. Where required by applicable law, we will provide notice of material changes and obtain any necessary consent before the changes apply.
Notices
We may send notices concerning these Terms or your use of Soap Notes by email or through the platform, where appropriate and permitted by law. For questions or notices concerning these Terms, contact info@soapnotes.online.
No Waiver
A failure or delay in exercising a right under these Terms does not constitute a waiver of that right.
Severability
If a provision of these Terms is found to be unenforceable, it will be interpreted or limited to the minimum extent necessary to make it enforceable, where permitted by law. The remaining provisions will continue to apply.
Assignment
You may not transfer your rights or obligations under these Terms without our prior written consent, except where permitted by applicable law. Soap Notes may transfer its rights or obligations as part of a corporate reorganization, merger, acquisition, or transfer of relevant business assets, subject to applicable law and any required notice or consent.
Governing Law
These Terms are subject to the applicable laws of Ontario, Canada, and the federal laws of Canada applicable in Ontario, except to the extent that mandatory consumer protection or other applicable laws require otherwise. Nothing in this section deprives you of any mandatory rights or protections available under the laws that apply to you.
Survival
Provisions that by their nature should continue after your use of Soap Notes ends will survive termination, including applicable provisions concerning payment disputes, disclaimers, limitation of liability, privacy, and general legal terms, subject to applicable law.
14. Contact
- Business Address: 390 Cherry St, Toronto, Ontario, Canada, M5A 0E2
- Support: info@soapnotes.online
For questions about these Participant Terms and Conditions, please contact us using the support email above.