v2026-05-01

Terms of Service

Effective date: February 2026

These Terms of Service ("Terms") govern your use of HoldSpace ("the Service"), a practice management platform accessible at holdspace.pro and operated by HoldSpace ("we," "us," or "our"). By creating an account or using the Service, you agree to be bound by these Terms.

1. Service Description

HoldSpace is a software-as-a-service (SaaS) platform designed for holistic practitioners, including bodyworkers, healers, acupuncturists, tarot readers, astrologers, and similar professionals. The Service provides session note management, client records, voice dictation with real-time transcription (audio is never stored), AI-powered note structuring, scheduling, and related practice management tools.

2. Eligibility

To use HoldSpace, you must:

  • Be at least 18 years of age.
  • Be a licensed, certified, or practicing practitioner in your respective field (or be authorized to manage records on behalf of one).
  • Provide accurate and complete registration information.

3. Account Responsibility

You are responsible for:

  • Maintaining the confidentiality of your login credentials.
  • All activity that occurs under your account.
  • The accuracy, legality, and appropriateness of all data you enter into the Service, including client records and session notes.
  • Obtaining any necessary consent from your clients before storing their information or recording sessions.

You must notify us immediately at [email protected] if you suspect unauthorized access to your account.

4. Acceptable Use

You agree not to:

  • Use the Service for any illegal purpose or in violation of any applicable laws.
  • Upload or store content that is unlawful, harmful, threatening, abusive, defamatory, or otherwise objectionable.
  • Share your account credentials with others or allow multiple individuals to use a single account.
  • Attempt to reverse-engineer, decompile, or interfere with the Service's infrastructure.
  • Use the Service to send unsolicited communications (spam) to clients.
  • Circumvent usage limits, rate limits, or other restrictions imposed by the Service.

5. AI-Powered Features

HoldSpace includes AI-powered features such as voice transcription (powered by Deepgram) and note structuring (powered by Google Gemini). These features are designed to assist practitioners in documenting their practice sessions.

Intended Use

AI features are intended exclusively for transcribing and structuring notes related to your professional practice — session summaries, client observations, treatment plans, and similar practice-related content.

Prohibited Use

You agree not to use AI-powered features to:

  • Generate, transcribe, or structure content unrelated to your professional practice.
  • Process content that is illegal, harmful, abusive, hateful, or violates the rights of others.
  • Attempt to extract, reverse-engineer, or manipulate the underlying AI models or their outputs for purposes other than legitimate practice management.
  • Use the transcription or structuring features as a general-purpose AI assistant, content generator, or for any commercial purpose outside your own practice.
  • Record or transcribe individuals without their knowledge and consent where required by applicable law.

Monitoring and Enforcement

We reserve the right to monitor usage patterns (not content) of AI-powered features to detect abuse. If we determine, in our reasonable judgment, that AI features are being misused, we may:

  • Issue a warning and request corrective action.
  • Temporarily or permanently restrict access to AI features for your account.
  • Suspend or terminate your account in cases of severe or repeated violations.

Accuracy Disclaimer

AI-generated transcriptions and structured notes are provided as drafts. They may contain errors, omissions, or inaccuracies. You are solely responsible for reviewing, editing, and approving all AI-generated content before relying on it in your professional practice. We do not guarantee the accuracy, completeness, or suitability of AI outputs.

Third-Party AI Providers

AI features rely on third-party providers (Deepgram for transcription, Google Gemini for structuring). Your use of these features is also subject to the respective providers' terms. Content processed by these providers is handled according to our Privacy Policy.

6. Subscriptions and Pricing

HoldSpace offers the following plans:

  • Free: includes 30 minutes of voice dictation, 10 AI structurings, and up to 5 clients per month.
  • Pro (from $20/month or $190/year for early adopters; standard price $25/month or $240/year): unlimited voice dictation, AI structurings, and clients, plus priority support and additional features.

All payments are processed by Polar, our Merchant of Record. Polar handles billing, invoicing, refunds, and global tax compliance on our behalf. By subscribing, you also agree to Polar's terms of service.

Early adopter pricing. Subscribers who activate a Pro plan on or before 15 January 2027 are eligible for the discounted early adopter rate ($20/month or $190/year). This rate remains locked to your account while your subscription is continuously active. If you cancel your subscription and later resubscribe, you will be billed at the standard rate in effect at that time. Switching between monthly and annual billing within an active subscription does not affect the locked rate.

Prices may change with 30 days' notice. Existing subscriptions will be honored at the current rate until the end of the billing period.

7. Cancellation and Refunds

You may cancel your Pro subscription at any time. Upon cancellation:

  • You retain access to Pro features until the end of your current billing period.
  • Your account reverts to the Free plan after the billing period ends.
  • Your data remains intact — downgrading does not delete any records.

Refund requests are handled by Polar in accordance with their refund policy and applicable consumer protection laws.

Auto-renewal: Pro subscriptions renew automatically at the end of each billing period (monthly or annually) unless you cancel before the renewal date.

8. Right of Withdrawal (EU/EEA)

If you are located in the EU or EEA, you have the right to withdraw from your purchase within 14 days without giving a reason, in accordance with the EU Consumer Rights Directive.

During checkout, you may request immediate access to the Service by checking the withdrawal waiver checkbox. By doing so, you acknowledge that you lose your 14-day right of withdrawal once the digital service begins. This waiver is recorded with a timestamp in our consent log.

Since checkout requires acknowledgment of the withdrawal waiver above, the right of withdrawal is waived for all purchases. No refund is available once the digital service begins. You may still cancel your subscription at any time, retaining access until the end of your current billing period.

9. Data Ownership

You own your data. All session notes, client records, transcriptions, and other content you create in HoldSpace remain your property. (Dictation audio is processed in real time and never stored — see our Privacy Policy.) By using the Service, you grant us a limited, non-exclusive license to store, process, and transmit your data solely for the purpose of providing and improving the Service.

We will never sell your data to third parties. Data sharing with third-party service providers (Deepgram, Google Gemini, Polar, Resend) is limited to what is necessary to operate the Service, as described in our Privacy Policy.

10. HIPAA Disclaimer

HoldSpace is not currently HIPAA-certified. We do not offer Business Associate Agreements (BAAs) at this time. If you are a healthcare provider subject to HIPAA regulations, you must not use HoldSpace to store, process, or transmit Protected Health Information (PHI) as defined under HIPAA. By using the Service, you acknowledge this limitation. If you are unsure whether HIPAA applies to your practice, consult a qualified legal professional.

Regardless of HIPAA status, we apply industry-standard security measures to all user data as described on our Security page.

11. Limitation of Liability

To the maximum extent permitted by applicable law:

  • The Service is provided "as is" and "as available" without warranties of any kind, whether express or implied.
  • We do not warrant that the Service will be uninterrupted, secure, or error-free.
  • We are not liable for any indirect, incidental, special, consequential, or punitive damages arising from your use of the Service.
  • Our total liability for any claim related to the Service shall not exceed the amount you paid us in the 12 months preceding the claim.

12. Indemnification

You agree to indemnify and hold harmless HoldSpace and its operator from any claims, damages, losses, or expenses (including reasonable legal fees) arising from your use of the Service, your violation of these Terms, or your violation of any third-party rights.

13. Termination

We reserve the right to suspend or terminate your account if you violate these Terms. In such cases:

  • We will notify you by email with the reason for termination.
  • You will have 30 days to export your data before it is permanently deleted, unless the violation involves illegal activity.

You may also delete your account at any time through the account settings. Upon deletion, all your data will be permanently removed in accordance with our Privacy Policy.

14. Changes to These Terms

We may update these Terms from time to time. When we make material changes, we will notify registered users by email at least 14 days before the changes take effect. Continued use of the Service after the effective date constitutes acceptance of the updated Terms.

15. Governing Law

These Terms shall be governed by and construed in accordance with applicable law. Any disputes arising from these Terms or your use of the Service shall be resolved in the competent courts of the jurisdiction where the operator is domiciled.

16. Contact

If you have questions about these Terms, contact us at:

[email protected]