OnCare Terms & Conditions
Last updated: February 2026
1.1 Who we are. We are OnCare Technologies Limited (“OnCare”, “we”, “us”, “our”), a company incorporated in England and Wales (company number 10676253), with registered offices at 7 Bell Yard, London, WC2A 2JR.
1.2 What we do. We own and operate the domain weareoncare.com, the OnCare web application, and the OnCare smartphone app (together, the “OnCare Platform”). We provide software-as-a-service (SaaS) products for care agencies.
1.3 Who these Terms apply to. These Terms apply exclusively to care agencies and organisations (“you”, “your”, “Subscriber”) that subscribe to one or more OnCare products. We contract with businesses only (B2B). By subscribing, you confirm you are acting as a business, not a consumer.
We offer three products, each available on a monthly or annual subscription:
Product A – Care Management Software
Product B – Policies & Procedures
Product C – Operational Documents
You may subscribe to any product individually or take all three together as a bundle at a discounted rate. All prices are exclusive of any applicable taxes and are published on our website.
Billing. Monthly plans are billed each month by credit or debit card via Stripe. Applicable taxes (including VAT where required by law in your jurisdiction) will be added at checkout.
Base allowance. The monthly subscription price includes a base allowance of care workers as published on our website. If the number of care workers on your account exceeds that base allowance, an additional per-care-worker charge applies each month, as published on our website at the time of billing.
Bundle discount. If you subscribe to all three products on a monthly plan, a bundle discount is applied to your combined monthly total, as published on our website.
Promotional discounts (monthly). Any promotional or introductory discount applied to a monthly plan is valid for 6 months from the date it is first applied. After 6 months, the subscription price will automatically revert to the standard published price for your plan. You will be notified before this change takes effect.
Billing. Annual plans are paid upfront for a fixed 12-month term, in a single payment, plus applicable taxes where required by law in your jurisdiction. The annual plan price reflects a discount compared to the equivalent monthly cost, as published on our website.
Unlimited care workers. Annual subscribers may add an unlimited number of care workers to the platform at no additional cost during the 12-month subscription term. This benefit continues into all subsequent renewal years.
Bundle discount. If you subscribe to all three products on an annual plan, a further bundle discount is applied on top of the annual discount, as published on our website.
Automatic renewal. At the end of each 12-month term, your annual plan automatically renews for a further 12-month period.
Renewal pricing based on care worker count. Your renewal price is calculated at the time of renewal based on the number of care workers active on your account at that point, in accordance with the then-current standard annual pricing published on our website. This means your renewal price may differ from your original subscription price if your care worker count has changed. The unlimited care worker benefit continues throughout each renewed term.
Discount reversion. If your original subscription was purchased using a promotional discount code exceeding 20% off (or exceeding 30% off for a full three-product bundle), your renewal price will revert to the standard annual price shown on our website at the time of renewal. Promotional discounts do not carry over to renewal years.
Renewal notice. We will notify you of your upcoming renewal, the care worker count on your account, and the applicable renewal price at least 30 days before your renewal date. You may cancel before that date to avoid being charged for the next term.
Continuous billing. All subscriptions renew automatically unless cancelled in accordance with these Terms. Any successful subscription payment confirms continuation of the active subscription for the applicable billing period (monthly or 12-month annual term).
Payment processing. All payments are processed securely by Stripe. We accept credit and debit cards only. By subscribing, you authorise OnCare to instruct Stripe to charge your saved payment method automatically at each renewal date without further authorisation being required.
Failed payments. If a payment attempt fails, Stripe will automatically retry the charge. If payment remains unsuccessful for 30 days or more following the original due date, OnCare may suspend your access to the platform without further notice. Continued non-payment may result in termination of your subscription in accordance with clause 7.
Annual instalments. If you wish to pay an annual plan in instalments, this option is available exclusively through Klarna at checkout. Klarna arrangements are subject to Klarna’s own terms and conditions. OnCare is not responsible for Klarna’s instalment services.
No free trials. We do not offer free trials. Monthly plans offer a low-commitment way to evaluate the platform before switching to an annual plan.
4.1 Authorised use. You may use the OnCare Platform only for your internal business purposes as a care agency. You must not resell, sublicense or otherwise make the platform available to third parties without our prior written consent.
4.2 User accounts. You are responsible for all activity under your account. You must keep your login credentials confidential and notify us immediately of any unauthorised access. Users must be aged 18 or over.
4.3 Prohibited conduct. You must not: (a) use the platform for any unlawful purpose; (b) introduce malicious code, viruses or harmful data; (c) attempt to gain unauthorised access to our systems; (d) copy, reverse-engineer or create derivative works from any part of the platform; or (e) use the platform in a way that could damage our reputation or that of any other user.
4.4 Care compliance. You remain solely responsible for ensuring all care services provided through or in connection with the platform comply with applicable legal and regulatory requirements. OnCare is a software provider only and is not regulated by the Care Quality Commission, any equivalent regulatory body, or any other care standards authority.
5.1 Our IP. All intellectual property rights in the OnCare Platform, including software, content, trademarks and documentation, belong to OnCare or our licensors. These Terms do not transfer any ownership rights to you.
5.2 Your data. You retain ownership of all data you upload or generate through the platform (“Your Data”). You grant us a limited licence to process Your Data solely to provide the services. We will not use Your Data for any other purpose without your consent.
5.3 User-generated content. Any content you or your care workers submit through the platform (including Care Visit Reports) is your responsibility. You warrant that such content does not infringe third-party rights and complies with applicable law.
6.1 Privacy Policy. Our collection and use of personal data is governed by our Privacy Policy, available on our website and forming part of our agreement with you.
6.2 Data processing. Where we process personal data on your behalf (for example, care worker or client data uploaded to the platform), we act as a data processor and you act as the data controller. Our Data Processing Terms, available on request, govern this arrangement.
6.3 Security. We implement appropriate technical and organisational measures to protect your data. You are responsible for ensuring any data you submit to the platform is done so in compliance with applicable data protection law.
7.1 Monthly plan cancellation. You may cancel a monthly plan at any time by giving us at least 30 days written notice. Your subscription remains active until the end of the notice period, after which no further charges apply.
7.2 Annual plan cancellation. Annual plans are paid upfront for a fixed 12-month term and are non-refundable once payment has been made. You may cancel before the next renewal date to prevent automatic renewal for the following term. Cancellation during an active annual term does not entitle you to any refund, pro-rata or otherwise, for any unused portion of that term.
7.3 Suspension for non-payment. OnCare may suspend your access to the platform if payment is overdue by 30 days or more. Suspension does not cancel the subscription or waive any outstanding amounts owed.
7.4 Termination by us. We may suspend or terminate your account immediately if: (a) you breach these Terms and fail to remedy the breach within 14 days of written notice; (b) there are numerous failed payment attempts and payment remains outstanding; (c) you become insolvent, enter administration or cease to trade; or (d) we reasonably suspect fraudulent or unlawful activity. No refund will be issued on termination for cause.
7.5 Effect of termination. On termination, your right to access the platform ceases immediately. We will retain your data for 30 days following termination, during which you may request an export. After that period, we may delete your data in accordance with our Privacy Policy.
8.1 No refunds. All subscription fees are non-refundable. We do not issue refunds, partial refunds, or pro-rata refunds for any reason, including but not limited to: early cancellation, unused time within a billing period, downgrading of plan, or termination for cause.
8.2 No usage-based refunds. Refunds will not be issued due to lack of usage, partial usage, onboarding delays, internal operational issues, or dissatisfaction where the OnCare service remains available and accessible.
8.3 Annual plans. Annual plans are paid upfront for a fixed 12-month term. The full annual fee is due at the start of the term and is non-refundable regardless of when during the term a cancellation or termination occurs.
Product B – Policies & Procedures is available exclusively to UK-based subscribers. This section applies to all UK subscribers who have purchased Product B, in addition to all other terms in this agreement.
9.1 Third-party provider. The policies and procedures made available through Product B are not created by OnCare. They are built and provided exclusively by a certified third-party company specialising in care sector compliance documentation. OnCare acts solely as the platform through which this content is made accessible to you. The identity and certification of the third-party provider are available on request.
9.2 No warranty. OnCare does not warrant the accuracy, completeness, or suitability of any document provided through Product B. As this content is produced entirely by a third-party provider, OnCare accepts no liability for its content, to the maximum extent permitted by law. Any concerns regarding the content of specific documents should be directed to the provider.
9.3 Your responsibility. All documents are provided as editable templates. You are solely responsible for reviewing, customising, and ensuring that any document you use meets your specific operational needs and complies with all applicable UK laws, regulations and regulatory standards, including standards set by the Care Quality Commission (CQC).
9.4 No legal advice. Documents provided through Product B are templates only and do not constitute legal advice. You should seek independent advice from a qualified legal or compliance professional before implementing any document in your organisation.
10.1 No guarantee of outcomes. OnCare does not guarantee any regulatory outcome, inspection result, compliance rating, accreditation, or business performance of any kind, including but not limited to ratings or assessments by the Care Quality Commission or any equivalent regulatory body in any jurisdiction.
10.2 Your responsibility. You remain solely responsible for all regulatory compliance, operational decisions, and the outcomes of any inspection or assessment of your organisation. The use of OnCare products does not constitute or imply regulatory compliance.
11.1 No liability for indirect loss. To the fullest extent permitted by law, OnCare shall not be liable to you for any indirect, consequential, incidental, special or punitive loss or damage, including loss of profit, revenue, data or business opportunity, whether arising in contract, tort or otherwise.
11.2 Cap on liability. Our total aggregate liability to you shall not exceed the total fees paid by you to OnCare in the 12 months immediately preceding the event giving rise to the claim.
11.3 Platform availability. We aim to provide a reliable service but do not guarantee uninterrupted access. We are not liable for downtime caused by factors outside our reasonable control, including third-party infrastructure failures, force majeure events or planned maintenance.
11.4 No liability for care services. OnCare provides software tools only. We accept no responsibility or liability for the quality, safety or legality of any care services provided by you or your care workers.
12.1 Changes to these Terms. We may update these Terms from time to time. We will give you at least 30 days written notice of any material changes. Continued use of the platform after the notice period constitutes acceptance. If you do not accept the changes, you may cancel your subscription in accordance with clause 7.
12.2 Price changes. We may change our standard prices at any time. Changes to your subscription price will be notified to you at least 30 days in advance and will take effect at your next renewal date. If you do not accept a price change, you may cancel before the renewal date without penalty.
13.1 Entire agreement. These Terms, together with our Privacy Policy and any Order Confirmation, constitute the entire agreement between you and OnCare and supersede all prior representations and agreements.
13.2 Assignment. We may assign our rights and obligations under these Terms to another entity and will notify you in writing. You may not assign your rights without our prior written consent.
13.3 Severability. If any provision of these Terms is found to be invalid or unenforceable, the remaining provisions continue in full force and effect.
13.4 Waiver. Our failure to enforce any provision of these Terms shall not constitute a waiver of our right to enforce it in the future.
13.5 Notices. Notices under these Terms must be sent in writing to the contact details in clause 14. Emails are deemed received on the next business day following transmission.
13.6 Force majeure. Neither party shall be liable for failure or delay caused by circumstances beyond their reasonable control, including acts of God, pandemics, government actions or third-party infrastructure failures.
13.7 No partnership. Nothing in these Terms creates a partnership, joint venture, agency or employment relationship between you and OnCare.
13.8 Taxes. Where applicable, taxes such as VAT (in the United Kingdom) or sales tax (in applicable US states) will be charged in addition to the subscription price, as required by the law of your jurisdiction. It is your responsibility to ensure any applicable tax obligations on your side are met.
13.9 Governing law & disputes. These Terms are governed by the laws of England and Wales. Any disputes are subject to the exclusive jurisdiction of the courts of England and Wales, unless mandatory local law in your jurisdiction requires otherwise.
For any questions about these Terms, please contact us:
OnCare Technologies Limited
7 Bell Yard, London, WC2A 2JR
Email: hello@weareoncare.com
Website: www.weareoncare.com
