Terms of Use — Therapist Client Management (TCM)

Last Updated: March 31, 2026

1. Introduction and Acceptance

These Terms of Use ("Terms") govern your access to and use of the Therapist Client Management ("TCM") plugin, including all associated services, features, and content (collectively, the "Service"). TCM is developed and maintained by Michael Aquilina ("we," "us," or "our").

By installing, activating, or using TCM, you acknowledge that you have read, understood, and agree to be bound by these Terms. If you do not agree to these Terms, you must not use the Service.

We reserve the right to modify these Terms at any time. We will provide at least thirty (30) days' notice of material changes via the TCM admin dashboard or email notification. Continued use of the Service following the effective date of any modification constitutes acceptance of the revised Terms.

2. Description of the Service

TCM is a WordPress plugin designed for licensed mental health professionals. The Service provides:

• Client record management and administration
• Psychological assessment questionnaires based on Jungian and archetype-based frameworks
• AI-powered clinical analysis and report generation
• PDF export of assessment reports
• A credits-based system for AI analysis features, integrated with WooCommerce
• Tokenised assessment link functionality for client self-administration of questionnaires

TCM is a clinical support tool. It is not a substitute for professional clinical judgement, diagnosis, or treatment planning.

3. Eligibility and Account Responsibilities

3.1 Professional Eligibility

The Service is intended exclusively for use by licensed, registered, or otherwise legally qualified mental health professionals operating within their scope of practice and jurisdiction. By using TCM, you represent and warrant that you hold valid professional licensure or registration to provide mental health services in your applicable jurisdiction.

3.2 Account Security

You are solely responsible for maintaining the confidentiality of your account credentials, your WordPress installation security, and all activities that occur under your account. You agree to notify us immediately of any unauthorised access to or use of your account.

3.3 Lawful Use

You agree to use the Service only for lawful purposes and in compliance with all applicable local, national, and international laws and regulations, including but not limited to data protection legislation (e.g., GDPR, HIPAA where applicable), professional codes of conduct, and ethical standards governing your practice.

3.4 Assessments Involving Minors

Where assessments are administered to minors (individuals under the age of 18, or the applicable age of majority in your jurisdiction), you are responsible for obtaining all necessary parental or guardian consents prior to administering the assessment and, where applicable, prior to invoking AI analysis features. You must ensure that the processing of minors' data complies with all applicable laws, including GDPR Art. 8 and equivalent provisions in your jurisdiction.

4. Client Data and Professional Responsibility

4.1 Data Controller Status

You, as the practitioner, are the data controller for all client data processed through TCM. We act as a data processor to the extent that client data is transmitted to third-party AI services for report generation. You are responsible for ensuring that you have a lawful basis for processing client data, that you have obtained appropriate consents where required, and that you comply with all applicable data protection regulations.

4.2 Clinical Responsibility

All clinical decisions remain solely your professional responsibility. TCM's AI-generated analyses, scores, reports, and any other outputs are provided as informational support tools and do not constitute clinical advice, diagnosis, or treatment recommendations. You must exercise independent professional judgement when interpreting and applying any output from the Service.

4.3 Client Consent

You are responsible for obtaining informed consent from your clients before administering assessments, generating AI-powered reports, or processing their data through the Service. You must inform clients that their assessment responses may be processed by third-party AI services for the purpose of generating clinical analysis reports.

4.4 Accuracy of Information

You are responsible for verifying the accuracy and clinical appropriateness of all information entered into TCM and all outputs generated by the Service before using them in a clinical context.

5. Authorisation and Use of Artificial Intelligence

5.1 Consent to AI Processing

By using TCM's AI analysis features, you expressly authorise and consent to the following:

• The transmission of anonymised or pseudonymised client assessment data (including scores, response patterns, and demographic indicators such as birth year) to third-party AI service providers for the purpose of generating clinical analysis reports
• The processing of such data by AI systems operated by third-party providers, currently including but not limited to Anthropic (Claude API)
• The receipt and use of AI-generated clinical analysis outputs within your practice, subject to the conditions set out in these Terms

This authorisation is granted each time you invoke an AI analysis feature within TCM. You may choose not to use AI analysis features, in which case no client data will be transmitted to third-party AI providers.

5.2 Practitioner Obligation to Obtain Client Consent

Your authorisation of AI processing does not satisfy the requirement to obtain client consent. You remain independently obligated to obtain informed consent from each client whose data is processed through AI analysis features, in accordance with Section 4.3 of these Terms and applicable data protection law. You must not invoke AI analysis on any client's data unless you have obtained the client's informed consent for such processing.

5.3 Third-Party AI Providers

TCM currently integrates with the following AI service provider(s):

• Anthropic (Claude API) — https://www.anthropic.com/privacy

We use a provider-agnostic integration architecture. AI service providers may be added, changed, or removed over time. We will communicate material changes to AI providers through plugin update notes. You are responsible for reviewing the privacy policies and data processing terms of any AI provider used by TCM and for determining whether such providers meet your regulatory and professional obligations.

5.4 Scope and Limitations of AI Use

TCM's use of artificial intelligence is limited to the generation of clinical analysis reports based on structured assessment data. AI is not used for automated clinical decision-making, autonomous diagnosis, treatment prescription, or any function that produces legally binding outcomes without human intervention. All AI outputs are intended as supplementary clinical support tools and require practitioner review before use.

5.5 Clinical Validation and Regulatory Status

You acknowledge and accept the following regarding the clinical and regulatory status of TCM's AI analysis capabilities:

• The AI analysis features within TCM have not been clinically validated through peer-reviewed research, controlled clinical trials, or formal scientific study
• TCM is not a certified medical device and has not received regulatory approval, clearance, or certification from any medical, health, or regulatory authority (including but not limited to CE marking under EU MDR, FDA clearance, or equivalent)
• AI-generated reports carry no inherent clinical authority and should not be treated as clinically validated assessments, evidence-based findings, or diagnostic instruments
• The AI models used are general-purpose large language models that have not been specifically trained, fine-tuned, or certified for clinical or diagnostic use in mental health
• No claims are made regarding the sensitivity, specificity, predictive value, or diagnostic accuracy of any AI-generated output

You, as the licensed practitioner, are the sole clinical authority. You accept full responsibility for determining whether any AI-generated output is appropriate, accurate, and clinically sound before applying it in any professional context. Use of TCM's AI analysis features is entirely at your own professional discretion and risk.

5.6 Inherent Limitations of AI Analysis

You acknowledge that AI-generated reports are subject to the following inherent limitations:

5.6.1 No therapeutic relationship or contextual awareness. The AI has no therapeutic relationship with the client. It has no knowledge of the client's life history, presenting concerns, trauma history, medication, comorbidities, cultural background, current circumstances, or any information beyond the assessment scores transmitted in a single request. AI reports represent an interpretation of an isolated data snapshot, not a holistic clinical picture.

5.6.2 Cultural and demographic limitations. The AI models are trained predominantly on Western, English-language data and may not accurately reflect the psychological norms, cultural frameworks, or lived experiences of all populations. The Jungian and archetype-based frameworks used by TCM also carry cultural assumptions that may not apply universally. You are responsible for applying culturally informed clinical judgement when interpreting AI outputs.

5.6.3 Risk of fabricated content. Large language models can generate content that is clinically plausible but factually or clinically incorrect — a known phenomenon referred to as "hallucination." AI-generated reports may contain assertions, interpretations, or clinical language that sound authoritative but have no valid basis in the assessment data. You must critically evaluate all AI output rather than accepting it at face value.

5.6.4 No crisis or risk detection. The AI cannot identify suicidal ideation, self-harm risk, psychiatric emergencies, or any form of immediate clinical risk from assessment data. AI reports are not a substitute for clinical risk assessment, safety screening, or crisis intervention. You remain solely responsible for conducting appropriate risk assessments as part of your clinical practice.

5.6.5 Non-reproducibility. AI outputs are non-deterministic. The same assessment data submitted at different times, or processed by different model versions, may produce materially different reports. You should not rely on the consistency or reproducibility of AI outputs, nor treat differences between outputs as clinically significant.

5.6.6 Not a second opinion. An AI-generated report does not constitute a clinical consultation, peer review, second opinion, or clinical supervision. It should not be treated as equivalent to or substitutive of professional collegial input.

5.7 Practitioner Obligations When Using AI

When using TCM's AI analysis features, you agree to the following obligations:

5.7.1 Independent clinical judgement. You must exercise independent professional judgement when interpreting AI outputs. You must not use AI reports to confirm pre-existing clinical hypotheses without independent critical evaluation (confirmation bias), nor defer to AI outputs in place of your own professional assessment.

5.7.2 Professional review required. All AI-generated reports must be reviewed, validated, and — where necessary — amended by you before being used clinically, shared with clients, included in clinical records, or relied upon in any professional capacity.

5.7.3 Scope of practice. AI-generated reports do not expand, extend, or supplement your professional scope of practice. You must not use AI outputs to make clinical determinations that fall outside your licensed or registered scope, including but not limited to psychiatric diagnoses, medication recommendations, or any assessment for which you are not professionally qualified.

5.7.4 Client communication. You must not present AI-generated outputs to clients as carrying independent clinical authority, as constituting a diagnosis, or as the product of a validated clinical instrument. Where AI-generated content is shared with or discussed with a client, you are responsible for framing it appropriately within the context of your professional assessment.

5.7.5 Jurisdiction-specific compliance. AI-generated outputs are not tailored to the clinical standards, practice guidelines, or legal requirements of any specific jurisdiction. You are responsible for ensuring that your use of AI-generated content complies with the clinical and regulatory standards applicable to your location and professional registration.

5.8 Liability, Indemnity, and Defence

5.8.1 AI output is not a defence. Reliance on AI-generated content does not constitute a defence in malpractice claims, regulatory complaints, professional disciplinary proceedings, or any other legal or professional action. You may not cite AI output as justification for clinical decisions that are subsequently found to be inappropriate, negligent, or harmful.

5.8.2 Professional indemnity insurance. You are responsible for ensuring that your professional indemnity or malpractice insurance provides adequate coverage for AI-assisted clinical practice. TCM does not provide any form of professional indemnity, insurance, or liability cover.

5.9 Nature of AI Outputs

AI-generated outputs are produced by machine learning models and may contain inaccuracies, omissions, biases, or errors. We do not warrant or guarantee the accuracy, completeness, reliability, or clinical validity of any AI-generated content. AI outputs should never be relied upon as a sole basis for clinical decision-making.

5.10 Model Variability and Availability

AI models are periodically updated by their providers, which may result in variations in output quality, style, or content over time. We make reasonable efforts to maintain consistency but cannot guarantee identical outputs for identical inputs across different time periods or model versions. AI service providers may also discontinue, modify, or restrict access to models without notice, which may affect the availability or characteristics of TCM's AI analysis features.

5.11 Irrecoverability of Transmitted Data

Once assessment data has been transmitted to a third-party AI service provider for processing, it cannot be recalled, retrieved, or "unlearned" by the AI system. While AI providers may delete data in accordance with their retention policies, you acknowledge that the act of transmission is irreversible and should be undertaken only after ensuring that all necessary consents and authorisations are in place.

5.12 Withdrawal of AI Authorisation

You may cease using AI analysis features at any time. Ceasing use constitutes withdrawal of your authorisation for future AI processing. This withdrawal does not affect the lawfulness of processing carried out prior to withdrawal, nor does it affect data already transmitted to and processed by third-party AI providers in accordance with their respective data retention policies.

6. Credits System and Payment

6.1 Credit-Based Model

Certain features of TCM, including AI-powered analysis and report generation, require the use of credits. Credits are purchased through the integrated WooCommerce system and are consumed when AI analysis features are invoked.

6.2 Credit Purchases

All credit purchases are final and non-refundable except where required by applicable consumer protection law. Credit pricing is subject to change; any changes will apply only to future purchases and will be communicated in advance.

6.3 Credit Expiry

Unless otherwise specified at the time of purchase, credits do not expire.

6.4 Service Tiers

TCM may be offered under various service tiers (e.g., Community, Starter, Professional, Elite, Practice) with differing feature sets, usage limits, and pricing. The specific terms applicable to each tier will be presented at the point of selection or purchase. We reserve the right to modify tier structures, features, and pricing with reasonable advance notice.

6.5 Free Tier

The Community tier is provided at no cost with limited features and does not include AI-powered analysis capabilities. We reserve the right to modify the scope of the free tier at any time.

6.6 Service Discontinuation

In the event that we permanently discontinue the Service, we will provide at least ninety (90) days' advance notice. During this notice period, you may continue to use remaining credits. We will make reasonable efforts to offer a pro-rata refund or alternative arrangement for unused credits purchased within the twelve (12) months preceding the discontinuation announcement, except where the remaining credit value is negligible.

7. Intellectual Property

7.1 Ownership of TCM

All rights, title, and interest in the TCM plugin — including its source code, design, documentation, underlying methodologies, scoring frameworks (including the Psychic Influence Index and associated formulas), and branding — remain the exclusive property of Michael Aquilina.

7.2 Your Data

You retain full ownership of all client data and clinical content you input into TCM. We claim no ownership rights over your data.

7.3 AI-Generated Reports

AI-generated reports produced through the Service are provided for your use within your clinical practice. You may use, store, print, and share these reports with clients as part of your professional activities. You may not resell, redistribute, or commercially exploit AI-generated reports outside the scope of your clinical practice without prior written consent.

7.4 Licence Grant

Subject to these Terms, we grant you a limited, non-exclusive, non-transferable, revocable licence to install and use TCM on your WordPress installation for the purpose of managing your clinical practice. You may not sublicense, reverse-engineer, decompile, disassemble, or create derivative works of the Service.

8. Prohibited Uses and Legal Compliance

8.1 General Prohibition

TCM is a clinical support tool and must not be used as a means to facilitate, conceal, or lend legitimacy to any unlawful activity. You are solely responsible for ensuring that your use of the Service complies with all applicable laws, regulations, and professional standards in your jurisdiction. The availability of TCM does not constitute endorsement, authorisation, or legal protection for any activity conducted through or in connection with the Service.

8.2 Prohibited Conduct

You agree not to:

• Use the Service for any purpose other than legitimate clinical practice management
• Use the Service without holding valid professional licensure or registration to provide mental health services in your applicable jurisdiction
• Share, transfer, or sell access to your TCM account or credits to third parties
• Attempt to circumvent credit consumption, usage limits, or any technical restrictions
• Use the Service to process data of individuals without a lawful basis or without appropriate consent
• Administer assessments to individuals under coercion, duress, or without genuine informed consent
• Generate, alter, or present AI-produced reports or assessment outputs as evidence of clinical findings that were not actually observed or supported in clinical practice
• Use the Service to produce fraudulent clinical documentation for the purpose of insurance claims, legal proceedings, custody disputes, or any other context in which fabricated or misleading clinical evidence could cause harm
• Use assessment data or AI-generated outputs for non-clinical purposes including, but not limited to, profiling, discrimination, blackmail, coercion, or the exploitation of vulnerable individuals
• Introduce malicious code, interfere with the Service's infrastructure, or attempt to gain unauthorised access to any systems connected to the Service
• Use AI-generated outputs in a manner that misrepresents them as your own independent clinical analysis without appropriate disclosure
• Use the Service in any manner that violates applicable professional ethics codes, regulations, or laws

8.3 Practitioner Legal Responsibility

You acknowledge that you bear full legal and professional responsibility for your clinical practice and for all activities conducted through your use of the Service. TCM does not provide legal cover, implied authorisation, or professional endorsement for any clinical or non-clinical activity. Any violation of applicable law committed through or in connection with the Service remains your sole responsibility.

8.4 Cooperation with Authorities

We reserve the right to cooperate with law enforcement, regulatory bodies, and professional licensing authorities where we have reasonable grounds to believe that the Service is being used in connection with unlawful activity, professional misconduct, or harm to clients. Such cooperation may include the disclosure of account information and usage records to the extent permitted or required by applicable law.

8.5 Reporting and Suspension

If we become aware of or reasonably suspect any prohibited use of the Service, we reserve the right to immediately suspend or terminate access without prior notice. We may, at our discretion, report suspected illegal activity to the relevant authorities.

9. Availability and Support

9.1 Service Availability

We endeavour to maintain the availability of TCM but do not guarantee uninterrupted or error-free operation. The Service depends on third-party infrastructure including WordPress, WooCommerce, hosting providers, and AI API services, any of which may experience downtime.

9.2 Third-Party Dependencies

TCM's AI analysis features depend on the availability and performance of third-party AI API services. We are not liable for service interruptions, degradation, or changes caused by third-party providers.

9.3 Updates and Modifications

We may update, modify, or discontinue features of the Service at our discretion. Where practical, we will provide advance notice of material changes. Updates may be required to maintain compatibility with evolving WordPress, WooCommerce, or AI provider ecosystems.

10. Limitation of Liability

10.1 Disclaimer of Warranties

The Service is provided "as is" and "as available" without warranties of any kind, whether express, implied, or statutory, including but not limited to warranties of merchantability, fitness for a particular purpose, accuracy, or non-infringement.

10.2 Limitation

To the maximum extent permitted by applicable law, we shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to loss of data, loss of revenue, clinical errors, client harm, regulatory penalties, or any damages arising from your use of or inability to use the Service.

10.3 Cap on Liability

Our total aggregate liability to you for any and all claims arising out of or relating to these Terms or the Service shall not exceed the total amount you have paid to us for credits in the twelve (12) months preceding the claim.

10.4 Clinical Outcomes

We expressly disclaim all liability for clinical outcomes, treatment decisions, or client care that is informed by, based upon, or connected to outputs generated by the Service.

11. Indemnification

You agree to indemnify, defend, and hold harmless Michael Aquilina and any affiliated parties from and against any claims, liabilities, damages, losses, and expenses (including reasonable legal fees) arising out of or in any way connected with your use of the Service, your violation of these Terms, your breach of any applicable laws or professional regulations, or any claim by a third party (including clients) relating to your use of the Service.

12. Termination

12.1 By You

You may stop using TCM at any time by deactivating and uninstalling the plugin. Unused credits are non-refundable upon voluntary termination.

12.2 By Us

We may suspend or terminate your access to the Service at any time if we reasonably believe you have violated these Terms, are using the Service unlawfully, or pose a risk to the security or integrity of the Service. We will make reasonable efforts to provide notice before termination except where immediate action is required.

12.3 Effect of Termination

Upon termination, your licence to use TCM is revoked. You are responsible for exporting or backing up your data prior to termination. Where we initiate termination, we will provide a minimum of thirty (30) days' notice (except where immediate suspension is required under Section 8.5) to allow you to export your data. We are not obligated to retain your data following the expiry of this notice period, except where required by applicable law.

13. Force Majeure

We shall not be liable for any failure or delay in performing our obligations under these Terms where such failure or delay results from circumstances beyond our reasonable control, including but not limited to natural disasters, acts of government, pandemic, internet or telecommunications failures, power outages, cyberattacks, failures of third-party AI service providers, or any other event that could not have been reasonably foreseen or prevented. In such circumstances, our obligations shall be suspended for the duration of the event, and we will make reasonable efforts to resume normal service as soon as practicable.

14. Governing Law and Dispute Resolution

These Terms shall be governed by and construed in accordance with the laws of [Your Jurisdiction]. Any disputes arising under these Terms shall be subject to the exclusive jurisdiction of the courts of [Your Jurisdiction].

15. Severability

If any provision of these Terms is held to be invalid, illegal, or unenforceable, the remaining provisions shall continue in full force and effect.

16. Entire Agreement

These Terms, together with the Privacy Policy, the Client Consent Form, and the Client Data Information page, constitute the entire agreement between you and us regarding your use of the Service and supersede all prior agreements, representations, and understandings.

17. Contact

Michael Aquilina
Email: [your email address]
Website: [your website URL]