Terms of Service
Last updated: September 23, 2026
1. Acceptance
These Terms of Service are an agreement between you and MithrilCore LLC, the Florida limited liability company that operates TopBook ("MithrilCore", "we", "us"). By creating an account or using TopBook, you agree to these Terms and to our Privacy Policy. If you don't agree, don't use the service. If you use TopBook on behalf of a business, you represent that you have the authority to bind that business to these Terms.
2. The service
TopBook lets service businesses and healthcare practices take bookings online, manage clients, staff and locations, send appointment messages over WhatsApp, SMS and email, collect payments and deposits, sell packages, memberships and gift cards, keep client and clinical records, and answer clients through an AI assistant. We may modify, suspend, or discontinue any feature at any time. We will give reasonable notice of material changes affecting paying customers.
3. Text & WhatsApp messaging program
Businesses on TopBook send appointment-related text (SMS) and WhatsApp messages to clients who provide their phone number when booking: verification codes, booking confirmations, appointment reminders, rescheduling and cancellation notices, waitlist offers and payment links. Message frequency varies with your bookings — typically 2–4 messages per appointment. Message and data rates may apply. Consent is not a condition of booking or of any purchase. You can opt out at any time by replying STOP to any message; you will receive one final message confirming your opt-out. Reply HELP for help, or contact support@topbook.app. Mobile carriers are not liable for delayed or undelivered messages.
4. Accounts and eligibility
You must be at least 18 years old to create an account. You are responsible for keeping your password secure and for all activity under your account. Notify us immediately at support@topbook.app if you suspect unauthorized access.
5. Acceptable use
You agree NOT to: (a) store protected health information in TopBook if your business is a HIPAA covered entity or business associate, until it has accepted our Business Associate Agreement — and never put clinical details in campaigns, marketing messages or social posts; (b) use the service for spam, unsolicited marketing, or illegal activity; (c) reverse-engineer, scrape, or attempt to circumvent rate limits or security controls; (d) impersonate others or misrepresent your affiliation; (e) upload malware. Violation may result in immediate suspension.
6. Subscriptions and payments
Subscription fees are billed in advance through Stripe and are non-refundable except where required by law. You can cancel at any time; cancellation takes effect at the end of the current billing period. Payments a business collects from its own clients — deposits, no-show fees, services, packages and gift cards — are processed by Stripe through the business's own Stripe account: the business is the seller, sets its own prices and refund policy, and Stripe's terms apply to those transactions.
7. Your content
You retain ownership of the data you upload (client records, services, business information). You grant us a limited license to host, process, and display that content as needed to operate the service. You are responsible for the accuracy and legality of the data you enter and for obtaining the consents your clients and patients must give — to receive messages, to be photographed, or to have their images used in your marketing.
8. Healthcare providers
If your business is a healthcare provider or another covered entity under HIPAA, you must accept our Business Associate Agreement before storing protected health information in TopBook; the BAA governs how we handle it. Clinical features — charts, visit notes, treatment photos, dictation and insurance eligibility — can be turned on only after you have accepted the BAA and completed the clinical readiness checks in Settings. You remain responsible for your own obligations to your patients: obtaining their consents, providing your Notice of Privacy Practices, granting clinical access only to the staff who need it, and the clinical accuracy of your records. TopBook is a records and scheduling tool; it does not give medical advice or make clinical decisions.
9. AI features
Some features use artificial intelligence: the assistant that answers your clients by chat and by phone, dictation that turns spoken notes into a structured draft, and content suggestions. AI output can be wrong. Review what it drafts before relying on it — a dictated note is saved only after you confirm it — and keep the information you give the assistant about your business accurate. The assistant does not give medical advice and hands questions about symptoms to your team. You are responsible for how you use AI output.
10. Intellectual property
The TopBook platform, software, design, and branding are owned by MithrilCore. These Terms do not grant you any rights to our trademarks or copyrights beyond the limited license to use the service.
11. Termination
You may close your account at any time. We may suspend or terminate your account if you violate these Terms, fail to pay, or for legal or security reasons. After termination, your data is deleted as our Privacy Policy describes, except records the law requires to be kept, which are deleted when their retention period ends.
12. Disclaimer
TopBook is provided "as is" without warranties of any kind, express or implied, including merchantability, fitness for a particular purpose, and non-infringement. We do not guarantee uninterrupted or error-free service. The service is not a substitute for professional medical, legal, or financial advice.
13. Limitation of liability
To the maximum extent permitted by law, MithrilCore is not liable for indirect, incidental, consequential, special, or punitive damages, or for loss of profits, revenue, data, or business opportunity. Our total liability for any claim is limited to the amounts you paid us in the 12 months preceding the claim, or $100, whichever is greater.
14. Indemnification
You agree to defend and indemnify MithrilCore from any claims arising out of your use of the service, your content, your violation of these Terms, or your violation of any law or third-party rights.
15. Governing law
These Terms are governed by the laws of the State of Florida, United States, without regard to conflict-of-law principles. Any dispute will be resolved in the state or federal courts located in Miami-Dade County, Florida.
16. Changes to these terms
We may update these Terms from time to time. Material changes will be notified by email or in-app banner at least 30 days before they take effect. Continued use of the service after the effective date constitutes acceptance.
17. Contact
Questions about these Terms? Contact MithrilCore LLC at support@topbook.app.