![A practitioner's desk with a notebook and a warm cup of tea](https://viacara.com/img/content/practitioner-terms-feature-light.webp)

# Practitioner Terms of Service

The terms that govern your use of ViaCara as a practitioner. Written in plain English.

## About these terms

These terms govern your relationship with ViaCara Ltd as a practitioner listed on the platform. They form a binding agreement between you and ViaCara Ltd when you complete the onboarding process and activate your profile.

You accept these terms as a business, not as a consumer. We both agree that regulations 9(1), 9(2) and 11(1) of the Electronic Commerce (EC Directive) Regulations 2002 do not apply to how you accept them. The current version is always 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](mailto:dataprotection@viacara.com)

## What ViaCara does

ViaCara is a referral platform. We listen to what clients are looking for through a guided triage conversation, then use an algorithm to connect them with independent practitioners whose approach fits.

We are not a healthcare provider. We do not employ you, supervise your clinical work, set your fees, dictate your methods or control how you deliver your services. We introduce clients to you. Everything after that introduction is between you and the client.

## Your independence

You are an independent, self-employed practitioner. Nothing in these terms creates an employment relationship, a worker relationship, an agency arrangement or a partnership between you and ViaCara.

In particular:

You set your own fees, session lengths and working methods. You choose which clients to accept and which to decline, without penalty. You are free to work on other platforms, maintain your own website and accept clients from any source. You are responsible for your own tax obligations, National Insurance contributions, professional development and clinical supervision. You are under no obligation to accept any referral from ViaCara, and we are under no obligation to send you any minimum number of referrals.

You warrant that you use ViaCara in the course of your professional practice and that these terms constitute a business-to-business contract.

## Eligibility

To list on ViaCara, you must:

**Hold current membership of a recognised professional register.** For UK-based practitioners, this means a statutory regulator such as the HCPC, a register accredited by the Professional Standards Authority (PSA) such as the BACP Register, UKCP Register, BABCP Register, BPC Register or NCS Register, or a professional body ViaCara recognises for your discipline. If you practise from outside the United Kingdom, your registration must permit the service you offer to clients in the territories below, and we decide at verification whether we recognise it. We verify your registration at onboarding. Where your professional body's public register lets us look it up, we check it again every month. Tell us at once if it lapses, is suspended or ends.

**Hold current professional indemnity insurance** with a minimum cover of £1.5 million per claim, including cover for online and remote practice where applicable. We may ask for evidence of current cover at any time.

**Add a headshot, or choose to go without one.** Your profile goes live once you add a photo of your face that our photo check has not flagged. If you cannot show your face, you can choose to go without a headshot instead. We ask for no reason, and your profile then shows your initials.

**Be at least 18 years old.**

You must notify us promptly if your registration status changes, if a complaint or investigation is brought against you by your professional body, or if your professional indemnity insurance lapses.

**Waitlist vetting.** When you join the waitlist you may optionally provide your business website URL. By providing it you consent to a review of your public site for context before we extend an invitation, by our team or by an automated check. Clients who sign in and see you in their recommendations, and clients who book with you, can see the URL. We may record when a client opens it, and we do not tell you who did. See the [privacy policy](https://viacara.com/privacy/) for the full data-handling position.

## How we connect you to clients

Clients complete a guided triage conversation that produces a structured profile of what they need. Our algorithm scores your profile against theirs across multiple dimensions including therapeutic approach, specialisms, language, availability and relational style. Clients who verify their email and create an account receive your profile and contact details.

**Evidence behind your approaches.** An approach counts for more when something independent supports it, because that makes it more likely to be how you practise. From strongest to lightest, that is membership of a register that accredits the approach, a course you confirmed with a certificate or a page that names it, once we have checked what the course teaches, your own words in the onboarding conversation and your own website. An approach with none of these still counts at its usual weight, and none of this removes you from a client's recommendations.

**Changes to how sessions run.** A client can say they need a change to how sessions run, such as plain language, breaks or step-free access. If it is not on the list of changes you told us you offer, or your room's verified details show it lacks it, we do not suggest you to that client. Until you answer the question, a change you might offer does not leave you out. A change a client would like and you offer counts a little in your ranking.

**Booking and response history.** Your ranking also reflects how often an introduction led to a first session with you and how often you answered an availability request before it ran out (declining counts as an answer). Until you have had five introductions, this stays at a neutral value.

**Room for new clients.** Your ranking also reflects how much of the availability you set for the next seven days is still free after calls booked through ViaCara. If you connect a calendar, the time it shows you as busy within that availability counts too. If you have set no availability for those days, this stays at a neutral value.

**Ranking scores are internal.** We do not show you a numerical score on the platform, though a copy of your data that you ask for includes it. Clients see a curated shortlist, not a ranked league table.

**Availability pinging.** When a client's recommendations include you, we will notify you with the client's preferred time blocks. You choose whether to confirm availability. A credit is spent only when an introduction is confirmed, that is when the client books, not for receiving or declining a referral. You may decline any referral without consequence.

**Referral eligibility.** Your profile is included in the referral pool when it is active, at least one of your professional register memberships is verified, your professional indemnity insurance is verified and in date and you can pay for an introduction, that is you have either available credits or a payment method on file. New practitioners can give availability using their introductory credits with no payment method. To give availability beyond your available credits, you add a payment method, so a confirmed introduction can be charged at the pay-as-you-go rate. Running low does not lock you out: with a payment method on file, an introduction confirmed after your credits run out is charged at that rate, and we tell you the amount first. This is not the same as pausing your account, and no quality signals are lost. If your registration can no longer be confirmed or your insurance ends, we stop introducing you until it is put right and tell you why in your practitioner area. This does not remove your profile.

## Pricing and payment

### Pay as you go and packs

You pay for introductions, not for your listing. There is no subscription and no monthly fee.

| How you pay | Price | Per introduction |
| --- | --- | --- |
| Pay as you go | £20 each | £20.00 |
| Pack of 5 | £90 | £18.00 |
| Pack of 10 | £170 | £17.00 |
| Pack of 25 | £400 | £16.00 |

**Founding rate.** If you joined before these prices began, you keep the earlier prices for 12 months from the day you joined: £15 pay as you go, and packs of 5 for £65, 10 for £120 and 25 for £275. Your billing page shows the date it ends. After that date, the prices above apply.

A pack buys credits, and one credit pays for one confirmed introduction. A pack does not change how we rank you or how often we recommend you.

All prices exclude VAT where applicable. If you are VAT-registered, VAT will be added at the prevailing rate.

We may change these prices with at least 30 days' notice by email. A change does not alter a pack you have already bought.

### How credits work

A credit is **spent** when an introduction is **confirmed**, that is when a client books with you (the first booking that client makes with you). Receiving an availability ping, declining a referral or a client who does not book costs you nothing. If you have no credits left and a payment method on file, a confirmed introduction is charged at the pay-as-you-go rate. We tell you the amount before it happens, so there are no surprise charges.

**Purchased credits** (pack credits and pay-as-you-go credits) stay valid while your account is open. Once the account ends, whether you close it or we terminate it, they follow the 12-month rule below.

**Earned credits** are awarded through client check-ins (1 credit for every 3 check-ins completed within 8 weeks of the referral) and through the practitioner referral programme. Earned credits do not expire while your account is open, and follow the same 12-month rule once it ends.

**Consumption order:** Introductory credits are used first, then purchased credits, then earned credits.

### New practitioner onboarding

When you first join ViaCara, you receive 2 free introductory credits. **You pay nothing, and we charge nothing, until your first confirmed introduction.** Until then you remain free until first introduction with credits remaining: you can sit on the platform, decline every referral, and leave at any time without owing us a penny.

Once those introductory credits are used, you need pack credits or a payment method for pay as you go to remain active in the referral pool. ViaCara may, at its discretion, offer additional introductory credits to practitioners joining during early access or founding periods. The number of introductory credits may vary and will be communicated at the time of onboarding. Onboarding offers you a pack once, at the end, and you may skip it. Nothing is charged and no payment details are taken unless you choose to pay.

### Discretionary credits

ViaCara reserves the right to grant additional credits at its discretion, including for practitioner referrals, platform feedback, retention or acknowledgement of contribution to the platform community. Discretionary credits are treated as earned credits (they do not expire while your account is open and are consumed last).

### Paying for a pack

You pay for a pack once, when you buy it. Each pack is a one-off purchase that you make yourself. When your credits run out, introductions are charged at the pay-as-you-go rate until you buy another pack.

The credits arrive when your bank confirms the payment. Until they arrive, a confirmed introduction is charged at the pay-as-you-go rate.

If a payment to us fails, or your bank reverses it, pay as you go stops until you set up your Direct Debit again. If the payment was for a pack, we also email you and remove the credits from that pack that you have not spent. Credits you have already spent are not charged again.

We give no refund for a pack, in whole or in part, or for unused credits, unless we charged you in error.

### Pausing and the 12-month rule

**Pausing** your account removes you from the referral pool. Nothing is charged while you are paused, and your credits do not expire. Your quality signals are retained. You may resume at any time.

**The 12-month rule.** When your account ends, whether you close it or we terminate it, your unspent purchased and earned credits stay available for 12 months if you return. After 12 months they are forfeited with no refund.

## Your profile

During onboarding, we run a short guided conversation (by voice, or by typing if you prefer) to understand your approach and working style. This produces a structured profile used to connect you with clients, including a summary based on your words and phrasing that stands in for a free-form bio. We do not analyse vocal characteristics such as pitch, pace or pauses. You can review and update your profile information at any time through your dashboard.

If you choose to share personal experience you have lived through, a health condition, a disability, neurodivergence, your faith, sexuality or ethnicity, that is special-category data. We keep it only with your explicit consent, which you give as its own statement beside these terms when you accept your invitation. Joining ViaCara needs that consent, because our introductions rest on these details, but you still choose what, if anything, to share. You can withdraw that consent at any time from your account, and we then delete these details. We use them to connect you with clients you can relate to. Clients see only the heritage, faith and sexuality you choose to display on your profile. Full details are in our [privacy notice](https://viacara.com/for/privacy/).

You can also share what you enjoy outside work during the conversation. If you do, a small number of these interests appear on your profile so clients can see the person behind the professional. Sharing is optional, and you can remove any interest at any time.

You are responsible for ensuring that your profile accurately represents your qualifications, experience, approach, availability and booking policy. Misrepresentation of qualifications or registration status is grounds for immediate removal from the platform.

**Funding programmes.** Any health insurer, employee assistance programme or provider network registration you give us must be true and current. It must cover the services you name. We check it with the programme's own records before it shows on your profile.

Those records are the programme's system, public directory or provider portal. A programme contact we find ourselves counts too. So does a current letter or authenticated email from the programme.

A screenshot, email domain, provider number, referral, invoice, remittance or your own statement does not prove a registration alone. We do not ask for a client's record.

We check again every month or every six months, depending on the source. We also check at once when we learn of a complaint, a failed authorisation or a change in your professional status.

If a check finds the registration has ended or does not cover a service, we remove it at once. If the programme's records cannot be reached, a confirmed registration stays for 14 days while we try again.

Your booking policy is your own commercial term. We show exactly what you declare. A client reads it as your term and relies on it when they book.

We may display your first name, photograph, broad availability, areas of specialism and a summary of your approach to clients before they verify their identity. Your surname and direct contact details are only revealed after the client verifies their email and creates an account.

## Platform-introduced clients

When a client is introduced to you through ViaCara, that introduction is the result of our referral process and your credit expenditure.

**During the 12 months following your most recent introduction of a specific client**, you agree not to actively solicit that client to circumvent the platform for any future ViaCara-related services. This does not prevent you from continuing to see the client, accepting direct re-bookings, or maintaining the therapeutic relationship in any way. It applies only to the narrow situation where a client would otherwise return to ViaCara for a new referral and you redirect them to avoid a new credit charge.

This restriction does not apply to clients who find you independently, clients introduced through other platforms, or any client after the 12-month period has elapsed. You are free to list on any other platform, maintain your own website and accept clients from any source at any time.

## Your obligations

You will maintain current professional registration and indemnity insurance throughout your time on the platform.

You will respond to availability pings within the digest window shown in your dashboard (typically 3 to 48 hours, adjusted by urgency and demand).

You will treat client information received through the platform with the same confidentiality you apply to all clinical work, in accordance with your professional body's ethical framework and UK GDPR.

You will not use client data obtained through ViaCara for marketing, solicitation or any purpose other than the delivery of your professional services to that client.

You will notify us if you become aware of a safeguarding concern relating to a client introduced through the platform, to the extent permitted by your professional obligations.

You will not prepare a client for psychedelic use, guide or supervise that use, sit with a client during it, or advise on psychedelic doses or sources. Talking support about an experience a client has already had is within scope. Encouraging or assisting psychedelic use, including future use, is not. ViaCara does not encourage or assist psychedelic use, and we will remove a profile that does.

## Outreach communications and opt-out

If we contacted you through a referral chain, a professional register or a Companies House lookup before you joined, these guarantees apply from the first email.

**You may opt out of any further outreach at any time.** Every outreach email carries a one-click unsubscribe link. Clicking it stops contact permanently, and a future re-import from another register will respect that decision. You can also write to the data protection contact in the Company details section above and we will action your request manually.

**After you join, we send marketing email only if you asked for it.** The join form asks you to choose between joining with updates and joining without them. Only the first means occasional email about ViaCara, new features and offers for practitioners, and you can join either way. Every such email carries a one-click link to stop. You can also turn it off in your account at any time.

**You are under no obligation to accept any introduction we send you.** Receiving an availability ping does not commit you to anything. Declining a referral does not affect your standing on the platform.

**You set your own fees and your own working methods.** Our introduction prices are what we charge for our service; what you charge your clients is yours to decide. The price of your sessions is yours alone to set, without our input, and we do not charge a client on your behalf.

**We supply the form of words, and nothing else.** Sometimes we offer a structured way to declare a term, such as your cancellation notice period and any late-cancellation fee. You choose every value, and you may leave the whole policy unset. We neither collect nor enforce any charge you declare.

**You retain every other channel.** Listing on ViaCara does not require exclusivity. You can keep your own website, accept clients from other platforms, stay listed on professional directories, and continue every other channel you already use.

**No data we hold about you is sold or shared for marketing.** See the [practitioner privacy notice](https://viacara.com/for/privacy/) for the full data-handling position.

## Cross-border practice

ViaCara actively serves clients in the United Kingdom and the Channel Islands (Guernsey, Alderney, Sark and Jersey). We do not yet offer the service in any other country, and we do not recruit practitioners to serve clients in another country. You may practise from outside these territories, and a client may use ViaCara from elsewhere on their own initiative, so a client we introduce to you can be in a jurisdiction other than your own.

When you confirm availability for a client in a jurisdiction other than your own, you accept responsibility for ensuring that you are legally permitted to provide your services to that client under the laws of both your country and theirs. In particular, you must not use a professional title that is protected in the client's country unless you hold the relevant licence or registration in that country.

ViaCara does not check your title or your registration against the client's location, and does not change the title on your profile. If we open the service in another country, we will first check that your registration and your insurance permit work there, and we will introduce you to clients there only if they do.

You are responsible for ensuring that your professional indemnity insurance covers remote work with clients in other jurisdictions. ViaCara does not verify cross-border insurance coverage and accepts no liability for gaps in your cover.

ViaCara is an introductory service. Once an introduction is made, the professional relationship is between you and the client. ViaCara is not a party to your therapeutic or coaching agreement, does not supervise your clinical decisions, and accepts no responsibility for your compliance with local laws in the client's jurisdiction.

## Data and privacy

### Who controls what

**ViaCara is the data controller** for your profile information, the data we generate when we rank and connect you to clients, platform analytics, billing records and any data generated through the platform's referral process.

**You are the independent data controller** for all data relating to your therapeutic or professional relationship with clients, including session notes, clinical records and any information collected during the course of your work. ViaCara does not access, store or process therapy session content.

**For the referral process itself**, ViaCara is the sole controller. Your profile, your availability and the signals you declare all feed into it, so what you tell us shapes which clients you are shown to. The rest is ours: what the triage conversation asks, how the algorithm weighs the answers and what each client sees.

### Your obligations as a data controller

You are independently responsible for compliance with UK GDPR and the Data Protection Act 2018 in your practice. If you serve clients located in the EU or EEA, you are also responsible for compliance with EU GDPR as it applies to your own processing activities. If you serve clients located in Guernsey or Jersey, you are also responsible for compliance with the Data Protection (Bailiwick of Guernsey) Law, 2017 or the Data Protection (Jersey) Law 2018 as it applies to your own processing activities. This includes maintaining your own privacy notice, your own lawful basis for processing, your own data retention policies and your own data breach procedures.

You must not store client data obtained through the ViaCara platform in a less secure manner than your professional body requires.

### Data we share with you

When a client chooses to connect with you, we share their first name, contact details, preferred session format, broad availability preferences and a brief AI-generated summary of what they are looking for. We do not share raw conversation transcripts. You must treat this information as confidential.

We share a client's verified phone number on each booking so you can reach them directly about that booking. Once shared, the number is yours to hold under your own data controllership, alongside the rest of your client records. You must use it only for the professional relationship: not for marketing, and not for any purpose beyond that booking.

## Conduct

We expect you to act in accordance with your professional body's ethical framework at all times.

We may suspend or remove your profile if you breach these terms, if your professional registration or insurance lapses, if we receive a substantiated complaint about your conduct, or if you engage in behaviour that brings the platform into disrepute. We will give you reasonable notice and an opportunity to respond before removing your profile, except in cases involving immediate risk to client safety.

A client can tell us that a recommendation of you feels off. We use it to review how we recommend, and we do not pass it to you.

A client can also raise a concern that you described your training, registration or prices wrongly, or about your conduct. Only the ViaCara team reads a concern. We may ask you for your side, without sharing the client's health details, and we record what we decided. That decision alone does not suspend your profile; any suspension or removal follows the rules above.

If we suspend your profile, or we can no longer confirm your registration, we tell each client we introduced to you in the previous three months. Employment agency law requires this. We tell them what happened, not a judgement about your practice.

## Liability

**ViaCara's liability to you** in connection with these terms is limited to the total you have paid us for packs and introductions in the 12 months preceding the claim, except that we do not exclude or limit liability for death or personal injury from negligence, fraud or any liability that cannot lawfully be excluded.

We are not liable for losses arising from the actions or decisions of clients, the outcome of any therapeutic or professional relationship, or your reliance on information provided by clients through the platform.

**Your liability to ViaCara.** You agree to indemnify ViaCara against claims, losses and expenses arising from your breach of these terms, your professional negligence, or your failure to maintain current registration or insurance.

## Intellectual property

Our ranking algorithms, platform technology, brand and content belong to ViaCara Ltd. Your profile content (biographical text, photographs, qualifications) remains yours. You grant ViaCara a non-exclusive licence to display your profile content on the platform for the duration of your listing.

You may not scrape, copy or reverse-engineer any part of the platform or its ranking algorithms.

## Inactive accounts

Signing in, or answering an availability request, keeps your account active. If you stop, we act in stages. No stage reaches your account until we have emailed you about it.

At nine months with no activity we email you once. It says your account has gone quiet, and nothing changes yet.

At **at least twelve months** with no activity, your account leaves new recommendations. Twelve months is a floor, not a fixed date. We can leave an account listed for longer without telling you.

Shortening that period changes these terms, so it carries the notice in Changes to these terms below.

None of this is permanent while the account is open. Sign in and your profile returns to new recommendations straight away. There is nothing to ask us for and nothing to switch back on.

Your credits and your confirmed bookings are untouched throughout.

An account with no activity for **six years** is closed and cut back to the closed account record. The [privacy notice](https://viacara.com/for/privacy/) describes that record. We email you at least thirty days before that happens, so you can sign in and stop it.

## Closing your account

You can close your account from your dashboard at any time. We may also close it under Termination below. Either way closure is one act, and we cannot undo it.

Closing signs you out everywhere and removes your profile. It withdraws every introduction you have not yet confirmed, cancels any pack payment we have not yet sent to your bank and cancels your Direct Debit mandate. Your working style, your voice signature, your photos and your contact details are erased.

We keep one minimal record: the professional name you used, your registration details and the closure date. If you come back to ViaCara later, you import your profile again from scratch.

Closure does not wait on a payment, and it does not cancel a booking a client has already confirmed. You stay responsible for the client relationships you already hold, and outstanding fees remain payable. A pack payment already sent to your bank completes, and its credits follow the 12-month rule (see Pausing and the 12-month rule above).

## Termination

Either party may terminate this agreement by giving 30 days' written notice by email.

ViaCara may terminate immediately if you breach a material term, if your professional registration is revoked, or if there is an immediate risk to client safety.

On termination, your profile is removed from the referral pool. You remain responsible for any ongoing client relationships established through the platform. Outstanding fees remain payable. Unused purchased and earned credits follow the 12-month rule (see Pausing and the 12-month rule above).

## Profile import on your behalf

ViaCara can import your profile from URLs you supply during onboarding (your own website, your existing directory listings, or your professional register entry). Submission authorises us to act as your agent in retrieving those pages via our EU-based language understanding sub-processor. If a host blocks the fetch, we ask you to paste the rendered text instead.

You confirm the listings you supply are yours. You can correct or delete any imported field on the profile review screen.

## Changes to these terms

We may update these terms from time to time. We will give you at least 30 days' notice of material changes by email. If you do not agree with the changes, you may terminate your agreement before the changes take effect. Continued use of the platform after the effective date constitutes acceptance.

## Disputes

If you have a concern about these terms or our service, please get in touch using the contact details below. We aim to resolve practitioner complaints within 14 days.

## General

If any provision of these terms is found to be unenforceable, the remaining provisions continue in full force.

These terms represent the entire agreement between you and ViaCara regarding your use of the platform as a practitioner.

No one other than you and ViaCara has the right to enforce these terms under the Contracts (Rights of Third Parties) Act 1999.

## Governing law

These terms are governed by the laws of England and Wales. Any disputes will be subject to the exclusive jurisdiction of the courts of England and Wales.

## Contact

- **Support:** [support@viacara.com](mailto:support@viacara.com)

If anything here is unclear before you join, [head back to the practitioner page](https://viacara.com/for/) or email us above.

**Last updated: October 2026**

**These terms are written in plain language and are periodically reviewed for accuracy.**

*These legal disclosures reflect the UK data protection framework, including the UK General Data Protection Regulation, the [Data Protection Act 2018](https://www.legislation.gov.uk/ukpga/2018/12/contents) and the [Data (Use and Access) Act 2025](https://www.legislation.gov.uk/ukpga/2025/18/contents).*