Terms

Your proposal sets out what we’ll build for your practice and its price. Every build includes:

• The pages your practice needs, agreed in your proposal
• Your existing booking system connected, by embedding it or linking to it
• What the site runs on: email, conversion tracking, monitoring, analytics, content editing and form protection
• Guided copy drafts for each page

We set up these services as part of every build: Resend, Google Analytics 4, Sentry, Vercel Analytics, Sanity and Arcjet. Connecting the site to a system the practice already uses, such as its booking system, is an integration.

Not in the build:

• Deeper integrations, such as payments, a practice management system API or patient accounts. We quote each one separately.
• Custom internal tools.
• Finished copywriting and open-ended rounds on wording.
• Clinical content, which the practice writes.
• Compliance sign-off on what the site says, which stays with the practice.
• A guarantee of patients, enquiries or search rankings.
• Domain registration. You register and own the domain.

The price in your accepted proposal is what you pay. Prices include GST, and every invoice is a tax invoice showing the GST and our ABN.

There’s no build fee. The plan is annual: you pay its first year in one payment before the kickoff call, and that year starts the day your site goes live. After that it renews automatically each year.

Invoices and receipts come from Stripe by email. You pay by direct debit or card, for the first-year invoice and for each renewal. Stripe holds the bank and card details; we never see them. Stripe’s billing page, linked from Stripe’s emails and ours, is where you change how you pay, update your details and see past invoices. To end the plan, email us.

Refunds:

• If we can't deliver your site, we refund the first-year payment in full.
• If you cancel before the kickoff call, we refund it in full.
• If you cancel after the kickoff call and before the site goes live, we refund half.
• Once the site is live, the first year isn't refundable.
• After the first year, if you leave, we refund the full months left in the year you've paid for.
• Delivery means your site going live online. Nothing here limits your rights under the Australian Consumer Law.

The plan covers:

• Hosting and the services the site uses (Vercel, Resend, Sentry, Arcjet), with their costs covered by the plan
• Security updates to the framework and packages, with critical ones applied as soon as possible
• Uptime, error and booking-path monitoring, and a fix for anything our build breaks
• Updates to your booking or practice-system connection when the vendor changes it
• An AI Chatbot on your site if you'd like one, answering from your site's current content, with its running costs covered
• The AI Chatbot's test run again whenever we change its instructions or the model behind it, with the results sent to you
• A monthly report on your site: visitors, enquiries and bookings, the AI Chatbot, and the site's speed, accessibility and uptime, measured the same way as your first report

The AI Chatbot answers general questions and points people to booking. It's set up not to give clinical advice, and to tell anyone describing an emergency to call 000.

It doesn’t cover:

• New pages, features or design changes. We quote them before starting.
• Copywriting and clinical content
• Search campaigns, ads, and managing your Google Business Profile
• Your own subscriptions, such as your booking system and your domain

How long it runs and how it ends:

• The plan runs a year at a time from the day your site goes live, and renews automatically each year by direct debit or card. We email you about a month before each renewal with the date and the amount.
• To leave, tell us by email and we end the plan.
• The AI Chatbot is part of the plan and stops when the plan ends.
• If a payment is more than 30 days overdue, the site goes offline until it's paid.

A build usually takes 4 weeks from your first payment clearing. Your proposal states the length of yours.

When something’s outstanding, we send reminders on a set schedule, counted from the day we ask.

• Day 3: a reminder.
• Day 7: a second reminder, saying what it's holding up.
• Day 14: we carry on with what we have and keep asking.

If something’s still outstanding when the site is ready, we go live with what you’ve supplied and add the rest when it arrives.

We write a guided draft for each page. You can change a draft, send your own copy instead, or talk any section through with us.

Finished copywriting and open-ended rounds on wording sit outside the build and are a separate job. The practice writes anything describing treatment, conditions or outcomes.

We build to the advertising rules in section 133 of the Health Practitioner Regulation National Law, and to the Privacy Act 1988 and the Australian Privacy Principles. A practice providing a health service is an APP entity regardless of its turnover. Victorian practices also carry the Health Privacy Principles under the Health Records Act 2001.

Testimonials about a regulated health service are prohibited in advertising under section 133(1)(c). We don’t put them on a clinical site.

Sign-off on what the site says stays with the practice. We don’t give legal advice or certify compliance.

If your site has the AI Chatbot, its conversations are kept for up to 90 days so your monthly report can show what patients ask about, then deleted. Before we store them, phone numbers, email addresses and Medicare numbers are replaced by placeholders, and the report has no names or contact details. You don’t have access to stored conversations. If a patient asks for theirs within the 90 days, we’ll export it for them. You switch keeping conversations on or off in your site settings, and with it off we keep only counts.

When a patient asks the AI Chatbot to have someone contact them, it emails the conversation and their details to the handover address you give us. Your site’s privacy page says all of this, and we write it from what your site stores and uses.

We don’t guarantee patients, enquiries or search rankings.

We host sites on Vercel. Your content lives in Sanity, which we move into a Sanity account in your name at launch. You edit it yourself from then on, and we stay on as an administrator to look after it.

You buy and manage your domain. We never hold a client’s domain.

Cirrus Digital owns the platform your site runs on, and the site’s code and design. Your own words, photos and logo stay yours. If the plan ends, your site comes down 30 days later, and the code and design aren’t handed over. Your domain and your Sanity account stay in your name.

While you’re on the plan, your monthly reports come to you by email, and form enquiries and AI Chatbot handovers arrive in your own inbox. Keeping copies of anything you need is up to you, including any records you’re required to keep. You can copy your text and download the images from your site before it comes down. We don’t supply original image files.

Once the site is down you won’t have access to anything we held for it, and we delete it, including stored AI Chatbot conversations. We keep billing records for as long as the law requires.

An extra location gets its own page on the same website, with its address, hours and contact details, set up to show in searches near that location. It’s a yearly amount added to your plan, in the first-year payment and each renewal, as set out in your proposal. One added after launch is charged for the rest of the current year, then renews with the plan. A separately branded practice is its own site at the full price.

There’s no fee per practitioner or per page. We quote any work outside the agreed scope before it starts.

Email tim@cirrusdigital.com.au.

We usually reply within one business day (Monday to Friday, Melbourne time).