Terms & Conditions.

1. About These Terms

These Terms & Conditions (“Terms”) form a legally binding agreement between you and Japanese Head Spa Co, trading as ScalpLab (“ScalpLab”, “we”, “us” or “our”), in relation to your access to and use of the ScalpLab website, mobile applications, software, dashboards, reports and related services (collectively, the “Platform”).

By registering, purchasing a subscription, accessing or using the Platform, you confirm that you have read and accepted these Terms. If you use ScalpLab on behalf of a salon, spa, company or other organisation, you confirm that you have authority to bind that organisation.

These Terms should be read together with our Privacy Policy and Refund Policy. Where you purchase through Apple or Google, the applicable app store terms may also apply.

2. About ScalpLab

ScalpLab is a cosmetic scalp assessment and consultation-support platform intended for trained therapists, salons, spas, scalp specialists and related professional businesses.

The Platform may allow authorised users to:

• capture and store scalp images;
• record consultation information and client history;
• review visible cosmetic scalp characteristics;
• receive AI-assisted observations and recommendations;
• recommend cosmetic treatments, products and homecare;
• track visible progress over time; and
• create, export and share consultation reports.

Features may differ by device, subscription plan, territory, release version or the permissions assigned to an account user.

3. Eligibility and Professional Use

You must be at least 18 years old and legally capable of entering into a contract to create an account. The Platform is intended principally for professional and business use.

You must only use features and recommendations within the limits of your own training, qualifications, insurance, professional competence and lawful scope of practice. ScalpLab does not grant any professional qualification or authority to provide a treatment or healthcare service.

4. Medical and AI Disclaimer

ScalpLab is not a medical device and is not intended to diagnose, treat, cure, prevent, monitor or manage any disease, disorder, injury or medical condition.

Assessments, classifications, scores, observations, recommendations, lifestyle guidance, reports and other AI-generated or automated outputs are provided for informational and cosmetic consultation purposes only. They are based on the images and information supplied and may be incomplete, inaccurate or unsuitable for a particular person.

You must independently review every output before relying on it or communicating it to a client. You must not present any output as a diagnosis, medical opinion or guaranteed treatment outcome.

5. Professional Responsibility

You remain solely responsible for:

• the consultation and information provided to each client;
• reviewing the accuracy and suitability of Platform outputs;
• treatment, product and homecare recommendations;
• contraindication checks, patch testing and aftercare;
• obtaining suitable insurance and professional permissions;
• making referrals where a concern falls outside your scope; and
• complying with all laws, standards and professional duties applying to your services.

We do not supervise, direct or accept responsibility for the professional services, treatments or advice provided by Platform users.

6. Client Consent, Images and Personal Data

Before capturing, uploading, storing, analysing, exporting, sharing or transmitting any client image, report, consultation record, treatment history or other personal information, you must obtain every consent, permission and lawful basis required under applicable data protection and privacy law.

By uploading client information, you warrant that it has been collected lawfully, that the client has received appropriate privacy information and that you are entitled to instruct ScalpLab to process it.

In relation to client information you enter into the Platform, your salon or business will generally determine why and how that information is used. You remain responsible for your own legal obligations, client communications, retention decisions, data exports and the security of information outside the Platform.

More information about how ScalpLab handles personal information is set out in our Privacy Policy.

7. Account Registration and Security

You agree to:

• provide accurate and current registration information;
• keep login credentials confidential;
• use individual logins where the Platform provides them;
• manage staff access and permissions appropriately;
• notify us promptly of suspected unauthorised access; and
• remain responsible for activity performed through your account unless caused by our breach of duty.

Single User accounts

A Single User subscription is for one individual account holder. It cannot be used to create additional branches or add separate managers or therapists.

Multiple Users accounts

A Multiple Users subscription may allow the salon owner to create and manage multiple branches and add managers and therapists. Unless stated otherwise at purchase, there is no fixed maximum number of branches or authorised users. Where no separate branch has been created, the main salon profile may be treated as the default branch.

8. Subscriptions, Renewal and Payment

Access to paid features requires an active subscription. Subscription prices, billing intervals and included features are displayed before purchase and may also appear on our Pricing page.

Subscriptions may be processed by Apple App Store, Google Play, Stripe or another approved payment provider. Your payment provider may apply additional terms and will normally manage payment details, renewals and cancellation controls.

Unless clearly stated otherwise at purchase, monthly and annual subscriptions renew automatically at the end of each billing period until cancelled. You should cancel through the same account or purchase platform used to subscribe and before the next renewal date if you do not wish to renew.

We may change prices or plan features by giving reasonable advance notice where required. A price change will not affect a completed billing period and will take effect no earlier than your next renewal, unless you expressly agree otherwise.

Refunds and cancellation rights are explained in our Refund Policy. Nothing in these Terms removes any mandatory statutory rights available to you.

9. Acceptable Use

You must not:

• use ScalpLab for unlawful, fraudulent, harmful or misleading purposes;
• represent Platform output as a medical diagnosis;
• upload information or images without lawful authority;
• share login details outside the permissions of your plan;
• attempt to gain unauthorised access to accounts, systems or data;
• introduce malware, automated scraping tools or disruptive code;
• reverse engineer, copy or extract the Platform except where law expressly permits it;
• remove ownership, copyright or branding notices;
• use Platform outputs to train, develop or benchmark a competing system without written permission; or
• use ScalpLab in a way that infringes another person's privacy, intellectual property or other rights.

10. Intellectual Property and User Content

ScalpLab, including its software, interface, design, databases, text, branding, models, workflows and original content, is owned by or licensed to Japanese Head Spa Co and is protected by intellectual property law.

While your subscription remains active, we grant you a limited, revocable, non-exclusive, non-transferable licence to use the Platform for its intended professional purpose.

You retain any rights you lawfully hold in the information and images you upload. You grant us the limited rights required to host, process, secure, transmit and display that content in order to operate and improve the Platform, provide requested features and comply with law. Our handling of personal information remains subject to the Privacy Policy and applicable data protection law.

11. Platform Availability, Changes and Updates

We aim to provide a reliable Platform, but uninterrupted, error-free or permanent availability cannot be guaranteed. Access may be restricted temporarily for maintenance, security, upgrades, technical failures or circumstances outside our reasonable control.

We may update, improve, replace or discontinue features. Where a change materially reduces a paid service during an existing billing period, we will act reasonably and comply with any applicable legal obligations.

You are responsible for maintaining a compatible device, internet connection, supported operating system and current app version.

12. Third-Party Services and Links

The Platform may integrate with or link to third-party services, app stores, payment providers, analytics services, cloud providers, maps or external websites. We do not control those services and their own terms and privacy policies may apply.

We are not responsible for a third party's acts, omissions, availability or content, except to the extent that responsibility cannot lawfully be excluded.

13. Warranties and Limitation of Liability

Nothing in these Terms excludes or limits liability where doing so would be unlawful, including liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any statutory rights that cannot be excluded.

Subject to the paragraph above, ScalpLab is supplied on an “as available” basis. We do not warrant that an automated output, assessment, score, recommendation or report will be accurate, complete or suitable for a particular person or outcome.

Where you use ScalpLab wholly or mainly for business purposes, we will not be liable for loss of profit, revenue, business, opportunity, goodwill, anticipated savings or data, or for any indirect or consequential loss. We are not responsible for treatment outcomes, product outcomes, professional decisions or medical claims arising from a user's services.

Where legally permitted, our total aggregate liability arising from the Platform during any 12-month period will not exceed the subscription fees paid by you to ScalpLab for that same period. This limitation does not apply where prohibited by law.

14. Suspension, Cancellation and Termination

You may cancel your subscription using the controls provided by your payment provider or account, subject to the billing and refund terms applying to your purchase.

We may restrict, suspend or terminate access where reasonably necessary because:

• you materially or repeatedly breach these Terms;
• payment remains overdue or is reversed;
• we reasonably suspect fraud, misuse, unlawful activity or a security risk;
• continued access may harm another person, the Platform or our legal compliance; or
• we discontinue the relevant service.

Where appropriate, we will provide notice and a reasonable opportunity to remedy a breach. Serious security, legal or safety concerns may require immediate action.

On termination, your licence to use the Platform ends. You remain responsible for exporting and securing any records that you are entitled and required to retain before access ends.

15. General Terms

Changes to these Terms

We may update these Terms to reflect changes to the Platform, law, security requirements or business operations. The updated version will be published with a revised date. Where a change is material, we will provide reasonable notice where required.

Transfer

You may not transfer your account or rights under these Terms without our written consent. We may transfer our rights and obligations as part of a restructuring, sale or transfer of the Platform, provided this does not reduce your mandatory legal rights.

Severability and waiver

If a provision is found unenforceable, the remaining provisions will continue in effect. A delay in enforcing a right does not waive that right.

Entire agreement

These Terms, together with the policies expressly incorporated into them, form the agreement governing your use of ScalpLab.

Governing law

These Terms are governed by the laws of England and Wales. The courts of England and Wales will have jurisdiction, except where mandatory consumer law gives you the right to bring proceedings in another part of the United Kingdom or another jurisdiction.

16. Contact Us

Questions about these Terms may be sent to:

ScalpLab / Japanese Head Spa Co
Camden House
Tunbridge Wells
TN2 3DH
United Kingdom

Email: customerservice@scalplab.ai