Terms and Conditions

1. Acceptance of Terms

By creating an account or using Lysander in any way, you confirm that:

• You are at least 18 years of age
• You have the legal capacity to enter into a binding agreement
• If registering on behalf of an organisation, you have authority to bind that organisation to these Terms
• You will comply with all applicable laws and professional regulations in your jurisdiction

2. The Service

Lysander is a web-based practice management platform designed for counsellors, coaches, and therapy practitioners. It provides tools for managing patient records, scheduling and recording sessions, assigning tasks, and enabling patients to submit completed work through a personal portal.

Lysander is a product of Haijahr Ltd, a UK software engineering company based in Lowestoft, Suffolk. Haijahr also operates Brefi (UK public-sector tender monitoring) and other software products; each is governed by its own separate terms.

We reserve the right to modify, suspend, or discontinue any part of the service at any time with reasonable notice where practicable.

3. Accounts and Access

3.1 Registration

To use Lysander you must register for an account. You agree to provide accurate, current, and complete information during registration and to keep it up to date.

3.2 Account Security

You are responsible for maintaining the confidentiality of your login credentials and for all activity that occurs under your account. You must notify us immediately at privacy@haijahr.com if you suspect any unauthorised use of your account.

3.3 Organisations and Invitations

Business Admins may invite other counsellors to join their organisation within Lysander. By accepting an invitation, you agree to be subject to both these Terms and any reasonable internal policies set by the Business Admin of that organisation.

3.4 Patient Portals

Each patient is issued a unique, token-based portal link. You are responsible for sharing this link only with the intended patient and for ensuring it is not disclosed to unauthorised parties.

4. Acceptable Use

You agree not to use Lysander to:

• Upload, store, or transmit any content that is unlawful, defamatory, harassing, abusive, or fraudulent
• Violate any applicable law or professional regulatory requirement
• Impersonate any person or entity
• Attempt to gain unauthorised access to any part of the service, other accounts, or Haijahr's infrastructure
• Introduce malware, viruses, or other harmful code
• Scrape, crawl, or automatically extract data from Lysander without our written consent
• Use Lysander for purposes other than legitimate professional practice management

We reserve the right to suspend or terminate accounts that violate these provisions without prior notice.

5. Patient Data Responsibilities

Lysander stores sensitive personal data about patients, which may include special category data under UK GDPR (such as health information). As the practitioner entering this data, you are the data controller for your patients' personal data, and Haijahr acts as your data processor.

You agree to:

• Have a valid legal basis for collecting and processing patient data
• Ensure patients are informed of how their data is used, including your use of Lysander
• Comply with all applicable data protection law, including UK GDPR and the Data Protection Act 2018
• Meet any professional regulatory requirements applicable to your practice (e.g. BACP, UKCP, NCS ethical frameworks)
• Not enter data about patients without their knowledge or proper consent

Our obligations as a data processor are set out in our Data Processing Agreement, which forms part of these Terms. The list of third parties that may process patient data on our behalf is published on our Sub-processors page.

6. Plans and Payment

6.1 Free Plan

Lysander offers a free tier with limits on the number of patients, sessions, and tasks. These limits are clearly displayed in the Plans section of your account. We reserve the right to modify free tier limits with 30 days' notice.

6.2 Paid Plans

Paid plan details, pricing, and billing terms will be presented at the point of upgrade. All prices are in GBP (£) and inclusive of VAT where applicable. Payments are non-refundable except where required by law or as set out at the point of sale.

6.3 Upgrades and Downgrades

You may upgrade your plan at any time. Downgrades will take effect at the start of the next billing period. Exceeding the limits of your plan after a downgrade may restrict access to certain features until data is reduced to within plan limits.

7. Intellectual Property

7.1 Haijahr's IP

All software, design, trademarks, and content comprising Lysander — including the name "Lysander", the Haijahr name and logo, and all underlying code — are the exclusive intellectual property of Haijahr Ltd. Nothing in these Terms grants you any right to use our intellectual property other than as necessary to use Lysander as intended.

7.2 Your Content

You retain ownership of all data you enter into Lysander, including patient records, session notes, and uploaded files. By using Lysander, you grant Haijahr a limited, non-exclusive licence to store, process, and transmit your content solely as necessary to provide the service.

7.3 Feedback

If you provide feedback, suggestions, or ideas about Lysander, you grant Haijahr a perpetual, royalty-free licence to use that feedback without restriction or compensation to you.

8. Availability and Maintenance

We aim to provide a reliable service but do not guarantee 100% uptime. Lysander is provided "as is" and "as available". We may carry out planned maintenance with reasonable notice and undertake emergency maintenance at any time.

We are not liable for any loss caused by service interruptions, downtime, or data loss, except to the extent such loss results from our wilful misconduct or gross negligence.

9. Limitation of Liability

To the fullest extent permitted by law:

• Haijahr's total aggregate liability to you in connection with Lysander shall not exceed the greater of £100 or the total fees paid by you to Haijahr in the 3 months preceding the event giving rise to the claim
• We shall not be liable for any indirect, consequential, incidental, special, or punitive damages, including loss of profits, loss of data, or loss of goodwill
• We shall not be liable for any loss arising from your failure to comply with your professional obligations or data protection responsibilities

Nothing in these Terms limits or excludes liability for death or personal injury caused by negligence, fraud, or any other liability that cannot be excluded under English law.

10. Indemnification

You agree to indemnify, defend, and hold harmless Haijahr Ltd, its directors, employees, and contractors from any claim, liability, loss, or expense (including reasonable legal fees) arising from:

• Your use of Lysander in violation of these Terms
• Your breach of any applicable law or professional regulation
• Your failure to meet your obligations as a data controller for patient data
• Any content you upload or store on Lysander

11. Termination

11.1 Termination by You

You may close your account at any time by contacting us at privacy@haijahr.com. Upon closure, your data will be retained for up to 3 years as described in our Privacy Policy, after which it will be securely deleted.

11.2 Termination by Haijahr

We may suspend or terminate your account immediately if you breach these Terms, engage in conduct harmful to other users or the platform, or if we are required to do so by law. We will provide notice where reasonably practicable.

11.3 Effect of Termination

On termination, your right to access Lysander ceases immediately. Sections 5, 7, 9, 10, and 13 survive termination.

12. Changes to Terms

We may update these Terms from time to time. We will notify you of material changes by email or by prominent notice within Lysander at least 14 days before they take effect. Continued use of Lysander after the effective date constitutes acceptance of the revised Terms. If you do not agree to the revised Terms, you must stop using Lysander and close your account.

13. Governing Law and Jurisdiction

These Terms are governed by and construed in accordance with the laws of England and Wales. Any dispute arising from or in connection with these Terms shall be subject to the exclusive jurisdiction of the courts of England and Wales, except where mandatory consumer protection laws in your country of residence provide otherwise.

14. Contact

For questions about these Terms, please contact: