About these terms
These terms are the contract between ViaCara Ltd and your organisation ("you"). They apply when you register with us as a network.
A network can be a referral network, a group practice, a charity, a collective or an associate clinic. It can also be an employee assistance programme or an insurer's delivery network.
A clause that applies to one kind of network says so. These terms bind both of us once your first admin accepts them. You accept them as a business.
This is version 2026-10-14. The current version is on this page, where you can save or print it.
Company details
- Registered name: ViaCara Ltd
- Company number: 17138185
- Registered in: England and Wales
- Registered office: 66 Paul Street, London, EC2A 4NA, United Kingdom
- Data protection: dataprotection@viacara.com
1. The parties
You are the legal entity named when you sign up. We verify your company or charity number. Neither of us is the other's agent, partner or employer.
Each practitioner who joins you keeps their own contract with us, the practitioner terms. We introduce clients to the practitioner, not to you. You do not pass an introduction to another member.
2. What you buy
You buy credits. One credit pays for one introduction under a service you fund. It is spent when the client confirms their first booking.
You can buy one-off packs, monthly plans or both. A yearly plan costs the same as ten months. Your console shows each price before you pay.
Network prices start once you have three confirmed members. Each needs their own registration. No network price is below £5.00 a credit.
The charity tier needs a charity number that we verify on the charity register. We check it again each year. Prices exclude VAT, which we add at the current rate.
3. Money between you, your members and clients
ViaCara does not collect, hold or pass on money between you, a practitioner or a client. If you fund a client's sessions, you pay the practitioner yourself.
We record what the client pays and that you fund it. We do not record what you pay the practitioner. Any fee you charge your members is between you and them.
4. Ranking
Nothing you buy or set changes where a practitioner appears in a client's recommendations. Your stipulations decide only which clients can see a service. You do not set how we rank or route clients.
5. Allowances
Each member of a service you fund has an allowance. They may spend one credit from your pool on each eligible introduction. You may cap how many each member spends in a month.
Your pool may run empty, or a member may reach their cap. We then stop suggesting that member under that service. This lasts until you add credits or raise the cap.
We do not top up your pool automatically. We do not charge the practitioner's own credits instead. Their other services carry on.
6. Credits
Your credits stay in your pool. They do not move to a practitioner's balance. The credit that ends soonest is spent first.
Pack credits stay valid while your account is open. Plan credits end with each billing cycle of your plan.
If your account closes, unspent pack credits stay usable for 12 months if you return. After that they are forfeited. A credit returned for a free call goes back to your pool.
We give no refund, cash or transfer for credits. The exception is a charge we made in error.
7. Payment
You pay through your own Direct Debit. A pack is a one-off payment. A plan is a subscription.
Your console names the pack size from which you may pay by invoice. You then pay by bank transfer within 30 days. The credits reach your pool once we confirm your payment against the invoice.
We send an invoice for each payment. We may change prices with at least 30 days' notice by email. A change does not alter a pack you already bought.
8. Liability
Our liability to you is limited to what you paid us in the 12 months before the claim. Some liability has no limit. That covers death or injury caused by negligence, fraud and anything else the law does not let us limit.
9. Third-party rights
Only you and ViaCara can enforce these terms, under the Contracts (Rights of Third Parties) Act 1999. That includes the clauses that protect practitioners and clients. We may enforce those.
10. Governing law
The laws of England and Wales govern these terms. Only their courts can decide a dispute about them.
11. Charities
This clause applies if you are a charity. Buying credits or a plan, or taking a trial, is your trustees' decision about your charity's money.
The charity tier is a price we charge. We do not say that any part of a sale goes to your charity. We do not ask anyone to give money to your pool.
12. Charity trial
You may get one trial when you first qualify for the charity tier. It gives up to 30 introductions at no charge. It lasts six months from the day we grant it.
One charity number gets one trial. Your console shows its start date, its end date and the charity tier price. We remind your staff a month before it ends.
Unused trial credits end with the trial or when your account closes. After the trial, credits you buy cost the charity tier price in force. Nothing is charged automatically.
Your staff
Each membership carries one staff level. You name it when you invite a practitioner, and they accept it when they join. A change of level is a new offer that both of you confirm.
- Diary: your staff see the member's account and profile but cannot edit them. They manage availability and bookings for your services.
- Diary and introductions: your staff also see introductions under your services. They can offer times or decline for the member.
Your staff act only on your own services. They do not see a member's billing, edit their profile or use their payment method.
Each staff member signs in with their own named account. We record each action they take. You tell every staff member to use what they see only as these terms and the member's level allow.
Your members
Invitations. You may ask us to invite a person by name. For each person, you confirm they agreed to receive a ViaCara invitation from you, and how and when. You warrant that each confirmation is true.
Yearly roster check. You confirm your whole roster once a year. We remind you a month before and again a week before. A membership you do not confirm lapses, and its line leaves the member's profile.
Stipulations. You limit a service only with the options our menu offers. You warrant that each one is lawful for your service. An age limit needs the justification that the Equality Act 2010 asks for.
Your logo. By uploading your logo, you let ViaCara show it free of charge. It shows beside your members' role line and on your network page while your network is verified. You warrant that you may give that permission.
You can delete your logo at any time, and we remove it from the next page we show.
Verification. We check your company or charity register entry each month. If your company is dissolved or your charity is removed, we hide every member's line. We may also suspend your account.
Client data
Your role. You are an independent controller of what we disclose to you about an introduction. You are not our processor or the practitioner's. You are not a joint controller with us.
In a group practice or a charity, you control the relationship with the client. In a referral network, you and each member control your own part.
Your notice. Before you go live, you hold a privacy notice for clients introduced through ViaCara. It meets Article 14 of the UK GDPR.
Your duties. These cover every summary, support note and client detail you receive from us. You:
- keep it confidential;
- use it only to accept and arrange the introduction;
- do not use it for marketing, and share it only with the practitioner it concerns;
- keep it secure, as health information needs;
- tell us without delay of a breach that affects it, and help us and the practitioner respond;
- keep it only as long as the introduction and your own record duties need, then delete it securely.
Introduced clients
You agree not to steer a client away from ViaCara to avoid a credit for a new introduction. This lasts 12 months from the client's latest introduction through ViaCara. It does not cover a client who finds you another way.
No term of yours may stop or penalise a practitioner who continues with a client we introduced. That holds after they leave you too. The one exception is a trainee on placement with your charity, whose clients stay with your charity.
Indemnity
You indemnify ViaCara against claims, losses and costs that arise from:
- your breach of these terms;
- an invitation confirmation that was not true;
- what your staff do on ViaCara;
- the logo you upload.
Ending these terms
Either of us may end these terms with 30 days' notice by email. We may end them at once if you break a material term or your verification fails.
When they end, your staff lose access and your memberships end. Your credits follow clause 6. Each member's practitioner terms carry on.
Your duties on client data, introduced clients and indemnity continue after these terms end.
Changes to these terms
We may update these terms. We give you at least 30 days' notice of a material change by email. You may end these terms before it takes effect, and using ViaCara after that date accepts the change.
Contact
- Support: support@viacara.com
Last updated: October 2026
These terms are written in plain language and are periodically reviewed for accuracy.
References
- UK Parliament (1999). Contracts (Rights of Third Parties) Act 1999, section 1. legislation.gov.uk
- UK Parliament (2016). UK GDPR, Article 14: information where data are not obtained from the data subject. legislation.gov.uk
- UK Parliament (2016). UK GDPR, Article 32: security of processing. legislation.gov.uk
- UK Parliament (2010). Equality Act 2010, section 13: direct discrimination. legislation.gov.uk
- UK Parliament (1992). Charities Act 1992, section 59. legislation.gov.uk