Terms and Conditions 

These Terms and Conditions govern all services provided by Avaris Media Limited to its clients. By engaging Avaris Media Limited and signing or accepting a proposal or order confirmation, you agree to be bound by these Terms.

Please read these Terms carefully before instructing us. If you have any questions, please contact us at info@avarismedia.com before work commences.

1. Definitions and Interpretation

1.1  In these Terms and Conditions the following words and expressions shall have the meanings set out below:

“Avaris Media” or “the Company” means Avaris Media Limited, company number 13841542, registered in England and Wales.

“Client” or “you” means any person, business, clinic or organisation who engages the Company for Services.

“Services” means any digital marketing, advertising, SEO, AI, website, content or related services provided by the Company as described in the relevant Proposal or Order Confirmation.

“Proposal” means any written quotation, scope of work, pricing document or proposal issued by the Company.

“Order Confirmation” means the Company’s written acceptance of the Client’s instruction to proceed.

“Contract” means the agreement formed between the Company and the Client incorporating these Terms and any Proposal or Order Confirmation.

“Deliverables” means any materials, reports, content, campaigns, code or outputs produced by the Company in relation to the Services.

“Confidential Information” means any non-public information disclosed by one party to the other, whether marked confidential or reasonably understood to be so.

“Intellectual Property Rights” means patents, trademarks, design rights, copyright, database rights, trade secrets and all other intellectual property rights whether registered or unregistered.

“Guarantee Period” means the 90-day period during which the Company’s Appointment Guarantee applies, as set out in Clause 10.

“Qualifying Clinic” means a Client that satisfies the eligibility criteria for the Appointment Guarantee as set out in Clause 10.

1.2  References to clauses are to clauses of these Terms. Headings are for convenience only and do not affect interpretation.

1.3  Words in the singular include the plural and vice versa.

2. Application of These Terms

2.1  These Terms apply to all Services provided by the Company and shall prevail over any other terms or conditions submitted or referred to by the Client, unless expressly agreed otherwise in writing by the Company.

2.2  A Contract comes into existence when the Company issues an Order Confirmation or begins performing the Services, whichever occurs first.

2.3  Any Proposal issued by the Company is valid for 30 days from the date of issue, unless otherwise stated or withdrawn earlier.

2.4  The Company reserves the right to decline any instruction at its sole discretion without giving a reason.

2.5  The Client is responsible for ensuring that any information, specifications or instructions provided to the Company are accurate and complete.

2.6  The Company may update these Terms at any time. The version in force at the date of the Order Confirmation shall govern that Contract.

3. The Services

3.1  General

The Company provides specialist digital marketing services to aesthetic, cosmetic and private healthcare clinics. Services may include, without limitation:

  • Search Engine Optimisation (SEO)
  • Paid Search Advertising (Google Ads / PPC)
  • AI SEO — optimisation for AI-powered search tools
  • AI Conversion System — missed call text-back, live chat and review automation
  • AI Clinic Receptionist
  • Multi-location SEO
  • Remarketing campaigns
  • Conversion rate optimisation
  • Website support and content
  • Monthly reporting and strategy

The specific Services to be provided are set out in the Proposal and Order Confirmation. The Company reserves the right to determine the method, process and approach used to deliver the Services.

3.2  Google Ads / PPC

Where the Company provides paid advertising management:

  • Ad spend (what Google charges to display your advertisements) is paid directly by the Client and is separate from the Company’s management fee.
  • The Company will recommend a suitable ad budget based on the Client’s treatments, location and objectives.
  • The Company manages campaigns on behalf of the Client but does not guarantee specific ad positions, click volumes or conversion rates.
  • The Company reserves the right to pause, amend or restructure campaigns where doing so is in the Client’s best interests or required for compliance.
  • In cases where the Company creates and manages a Google Ads account on behalf of the Client, that account remains the property of the Client, unless otherwise agreed in writing. Campaigns and optimisations created by the Company remain the intellectual property of the Company.

3.3  Search Engine Optimisation

Where the Company provides SEO services:

  • Search engine algorithms are controlled by third parties and change frequently. The Company has no control over search engine ranking decisions.
  • SEO is a medium to long-term activity. Significant ranking improvements typically take three to six months or longer to materialise.
  • The Company makes no guarantee of specific keyword rankings or traffic levels.
  • The Client must not make changes to the website that reverse or undo work carried out by the Company without prior written agreement. Any remedial work required as a result of such changes may incur additional charges.
  • The Client must provide appropriate access to the website and any associated analytics platforms.

3.4  AI Conversion System

The AI Conversion System is a technology service that includes:

  • AI missed call text-back — automated follow-up messages sent to callers when the clinic is unavailable.
  • AI website live chat — an intelligent chat interface to capture website enquiries at any time.
  • Automated Google review requests — triggered messages to encourage satisfied patients to leave reviews.
  • Custom response flows, website integrations, and lead notification to the Client’s team.

A one-time setup fee applies to the AI Conversion System, in addition to the ongoing monthly fee. The setup fee is non-refundable once setup has commenced. The system requires a minimum period to configure and integrate with the Client’s website and telephony. The Company makes no guarantee of specific conversion rates, review volumes or call response times. Performance is dependent on the quality and volume of the Client’s existing enquiries.

3.5  Reporting

Monthly performance reports are provided to all Clients. Reports focus on metrics relevant to the specific Services contracted, including but not limited to: enquiries generated, Google Ads performance, keyword rankings, and AI system activity. The Company will not knowingly present misleading data in any report.

4. Pricing and Packages

4.1  Package Overview

The Company offers four standard monthly retainer packages, as well as the AI Conversion System as a standalone add-on. All packages are tailored to the Client’s clinic, treatments and objectives. Prices shown are starting points and the exact scope is confirmed in the Order Confirmation.

Starter Plan — from £925/month

Expert Google Ads management, keyword research, landing page creation, copywriting,

conversion tracking and optimisation, monthly reporting.

Growth Plan — from £2,000/month

Everything in Starter, plus: Local SEO, AI SEO, top rankings in Google Maps

and organic search.

Pro Plan — from £4,000/month

Everything in Growth, plus: multi-location SEO, remarketing ads,

full AI Conversion System.

Enterprise Plan — from £9,950/month

Everything in Pro, plus: enterprise SEO, national dominance strategy,

AI Clinic Receptionist.

AI Conversion System (standalone add-on)

One-time setup: £1,495 | Then £497/month

Included within Pro and Enterprise plans.

4.2  Bespoke Packages

Where no standard package is suitable, the Company is pleased to create a bespoke digital marketing package. Bespoke packages are priced individually and confirmed in writing before any work commences.

4.3  Pricing Changes

The Company reserves the right to review and adjust its pricing with a minimum of 30 days written notice to the Client. Existing Contracts will not be subject to price increases during the current contract term without the Client’s written agreement.

4.4  Ad Spend

Google Ads and other paid advertising spend is paid directly by the Client to the relevant platform (Google, Meta, etc.) and is entirely separate from the Company’s management fee. The Client is responsible for ensuring sufficient ad budget is available at all times to sustain campaign performance. Insufficient ad budget may materially affect results, and the Company will not be held responsible for reduced performance resulting from the Client’s budget decisions.

4.5  VAT

All prices are stated exclusive of Value Added Tax (VAT), which will be charged at the applicable rate where required by law.

5. Payment Terms

5.1  Monthly retainer fees are invoiced in advance on the first working day of each calendar month, or on the start date agreed in the Order Confirmation.

5.2  Payment is due within 14 days of the invoice date, unless otherwise agreed in writing. Time for payment is of the essence.

5.3  The one-time setup fee for the AI Conversion System is due before setup commences and is non-refundable.

5.4  Where a website or project requires a deposit, 50% is payable before work begins and the remaining 50% is payable on completion, unless otherwise agreed.

5.5  All payments shall be made in full without deduction, set-off or withholding.

5.6  If the Client fails to pay any invoice by its due date, the Company reserves the right to:

  • Suspend the Services immediately without liability;
  • Charge interest at 8% per annum above the Bank of England base rate, calculated daily from the due date until payment is received;
  • Recover all reasonable costs incurred in collecting the overdue amount;
  • Terminate the Contract in accordance with Clause 12.

5.7  All invoices must be disputed in writing within 7 days of receipt. Invoices not disputed within this period are deemed accepted by the Client.

6. Contract Term, Minimum Period and Notice

6.1  All Services are provided on a minimum initial term of three calendar months from the date the Services commence (the “Minimum Period”), unless otherwise stated in the Order Confirmation.

6.2  After the Minimum Period, the Contract continues on a rolling monthly basis until terminated in accordance with this Clause.

6.3  Either party may terminate the rolling monthly Contract by giving 30 days written notice to the other party. Notice given during the Minimum Period will take effect at the end of the Minimum Period at the earliest.

6.4  The Company may terminate the Contract with immediate effect in the circumstances set out in Clause 12.

6.5  For the avoidance of doubt, the monthly fee is payable for the full calendar month in which notice is served. No pro-rata refund will be made for partial months.

7. Client Obligations

7.1  The Client shall:

  • Provide all reasonable assistance, access, information and materials required by the Company to deliver the Services, promptly and in the format requested.
  • Ensure that all information, content and materials provided to the Company are accurate, complete and do not infringe the rights of any third party.
  • Maintain sufficient advertising budget where paid advertising forms part of the Services.
  • Promptly review and approve any materials, drafts or content submitted to the Client for approval, within the timeframe agreed or, where no timeframe is agreed, within 7 working days.
  • Not make changes to the Client’s website or connected systems that may interfere with or reverse the Company’s work without prior written agreement.
  • Provide the Company with appropriate access to all relevant platforms, including but not limited to the website, Google Ads, Google Analytics, Google Business Profile and Google Search Console.
  • Promptly notify the Company of any changes to the business, treatments offered, contact details or marketing requirements that may affect the Services.

7.2  The Company will not be liable for any failure to achieve agreed outcomes where such failure is caused by the Client’s failure to comply with its obligations under this Clause.

8. The 45-Appointment Guarantee

8.1  What the Guarantee Offers

The Company offers Qualifying Clinics a guaranteed minimum of 45 new booked patient consultations within the first 90 days of a qualifying campaign going live (the “Appointment Guarantee”). If this target is not achieved, the Company will continue to provide the relevant Services at no additional cost until the target is met.

8.2  Qualifying Clinics

To be eligible for the Appointment Guarantee, the Client must:

  • Be operating as an aesthetic, cosmetic or private healthcare clinic at the time of engagement.
  • Be subscribed to a qualifying package, as confirmed in writing by the Company at or before the time of the Order Confirmation. The Appointment Guarantee applies to the Pro and Enterprise plans, or to bespoke packages where the Company has confirmed in writing that the Guarantee applies.
  • Maintain the agreed minimum advertising budget throughout the Guarantee Period, without reduction.
  • Provide prompt access to all required platforms and information as set out in Clause 7.
  • Respond to all enquiries received within a timeframe reasonably expected to convert an enquiry into a booked appointment (the Company recommends within one working hour during business hours).
  • Not make material changes to the website, pricing, treatment offering or business operations during the Guarantee Period without notifying the Company.
  • Not be subject to any regulatory restriction, suspension or investigation that materially limits the Company’s ability to advertise the Client’s services.
  • Have confirmed eligibility in writing prior to the commencement of the Guarantee Period.

8.3  What Counts as a Booked Appointment

A booked appointment means a new patient consultation that:

  • Is attributable to the Company’s marketing activities (tracked via agreed tracking systems);
  • Has been confirmed and scheduled in the clinic’s diary;
  • Is for a new patient, not a returning or existing patient.

The Company and Client will agree in advance the tracking methodology to be used. The Company’s tracking data shall be the definitive measure of attributed appointments.

8.4  Exclusions

The Appointment Guarantee does not apply where:

  • The Client is not a Qualifying Clinic as defined in Clause 8.2;
  • The shortfall in appointments is caused, in whole or in part, by the Client’s failure to comply with its obligations under these Terms or the specific requirements in Clause 8.2;
  • The Client cancels or terminates the Contract before the end of the Guarantee Period;
  • The Client reduces or pauses the agreed advertising budget;
  • The shortfall is caused by circumstances beyond the Company’s reasonable control;
  • The Client has not confirmed eligibility in writing before the campaign commences.

8.5  Remedy

Where the Appointment Guarantee applies and the target has not been met by the end of the Guarantee Period, the Company’s sole obligation is to continue providing the relevant Services at no additional cost until the target is reached. This continuation period does not constitute an extension of the original Contract term and remains subject to the Client’s ongoing compliance with these Terms. The Appointment Guarantee does not entitle the Client to a refund of any fees paid.

8.6  No Other Guarantees

Save for the Appointment Guarantee as set out in this Clause 8, the Company makes no guarantee as to specific results, rankings, traffic levels, revenue, return on investment or any other outcome. Digital marketing performance is subject to a wide range of variables outside the Company’s control, including search engine algorithm changes, market conditions, competitor activity and the Client’s own operations.

9. Intellectual Property Rights

9.1  All Intellectual Property Rights in the Deliverables created by the Company shall vest in and remain the property of the Company unless expressly agreed otherwise in writing.

9.2  Upon payment in full of all outstanding fees, the Company grants the Client a non-exclusive, non-transferable licence to use the Deliverables for the purposes for which they were created.

9.3  All campaigns, campaign structures, keyword lists, ad copy, SEO strategies, content frameworks and reporting systems created by the Company remain the intellectual property of the Company and may not be reproduced, shared or replicated without the Company’s written consent.

9.4  The Client grants the Company a non-exclusive licence to use the Client’s name, logo, branding and content solely for the purposes of providing the Services. The Company may feature the Client’s work in its own portfolio and promotional materials, unless the Client objects in writing.

9.5  The Client warrants that any materials, content, images or data provided to the Company do not infringe any third party’s Intellectual Property Rights and agrees to indemnify the Company against any loss arising from any such infringement.

10. Confidentiality

10.1  Each party agrees to keep the other’s Confidential Information strictly confidential and not to disclose it to any third party without prior written consent, except where required by law.

10.2  Each party agrees to use the other’s Confidential Information only for the purposes of the Contract.

10.3  The obligations in this Clause do not apply to information that is or becomes publicly available other than through a breach of this Clause, or which was already known to the receiving party before disclosure.

10.4  The Company treats all Client data, patient enquiry data and business information as confidential and will not disclose such information to any third party unless required to do so by law or as strictly necessary to deliver the Services.

11. Data Protection

11.1  Both parties shall comply with all applicable data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

11.2  The Company processes personal data relating to the Client’s contacts and business representatives as a data controller for the purposes of contract administration, invoicing and service delivery. The Company’s Privacy Policy (available at avarismedia.com) provides further details.

11.3  Where the Company processes personal data on behalf of the Client (for example, patient enquiry data captured through the AI Conversion System or live chat), the Company acts as a data processor. The parties agree to enter into a Data Processing Agreement if required under applicable legislation.

11.4  The Client is responsible for ensuring that appropriate consents and privacy notices are in place in relation to any personal data of patients or prospective patients that flows through systems operated or supported by the Company.

12. Warranties and Limitation of Liability

12.1  Company Warranty

The Company warrants that it will provide the Services with reasonable skill and care in accordance with good industry practice. The Company does not warrant that the Services will achieve any particular commercial result or that any particular level of website traffic, rankings, enquiries or revenue will be generated.

12.2  Exclusions

To the fullest extent permitted by law, the Company excludes all other warranties, conditions and representations, whether express or implied, including any implied warranty of fitness for a particular purpose or satisfactory quality.

12.3  Limitation of Liability

The Company’s total aggregate liability to the Client in connection with the Contract (whether in contract, tort, breach of statutory duty or otherwise) shall not exceed the total fees paid by the Client to the Company in the three calendar months immediately preceding the event giving rise to the claim.

12.4  Consequential Loss

The Company shall not in any circumstances be liable to the Client for any loss of profit, loss of revenue, loss of anticipated savings, loss of business, loss of goodwill or any indirect or consequential loss of any kind, howsoever arising.

12.5  Exceptions

Nothing in these Terms excludes or limits the Company’s liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any other matter which cannot legally be excluded.

12.6  Force Majeure

The Company shall not be liable for any failure or delay in performing its obligations where such failure or delay is caused by circumstances beyond the Company’s reasonable control, including but not limited to search engine algorithm changes, platform policy changes, acts of God, government actions, civil unrest, fire, flood, pandemic, or failures of third-party technology providers.

13. Termination

13.1  Either party may terminate the Contract by giving 30 days written notice, subject to the Minimum Period in Clause 6.

13.2  The Company may terminate the Contract immediately by written notice to the Client if:

  • The Client fails to pay any invoice by its due date and fails to remedy that failure within 7 days of written notice;
  • The Client commits a material breach of these Terms and fails to remedy it within 14 days of written notice;
  • The Client becomes insolvent, enters administration, liquidation or any similar process;
  • The Client acts in a manner that is abusive, threatening or unlawful towards the Company’s staff.

13.3  On termination for any reason:

  • All outstanding fees become immediately due and payable;
  • The Company will cease providing the Services on the termination date;
  • Each party shall promptly return or destroy the other’s Confidential Information;
  • Clauses that are expressed or implied to survive termination shall continue in full force.

13.4  Termination does not affect any accrued rights or remedies of either party.

14. Non-Solicitation

14.1  During the term of the Contract and for a period of 12 months following its termination, the Client shall not, without the prior written consent of the Company, directly or indirectly solicit, employ, engage or attempt to engage any employee, consultant or subcontractor of the Company who was involved in the provision of the Services.

14.2  Any consent granted under this Clause shall be subject to the Client paying to the Company a fee equal to 20% of the relevant individual’s then-current annual remuneration or day rate equivalent.

15. Complaints

15.1  If the Client has a complaint about the Services, the Client should raise this in writing with the Company’s account management team as soon as possible and in any event within 14 days of the issue arising.

15.2  The Company will acknowledge all complaints within 3 working days and aim to resolve them within 14 working days.

15.3  The Company is committed to resolving complaints fairly and in good faith. The Company will not tolerate abusive or threatening behaviour during a complaints process.

16. General

16.1  Entire Agreement. These Terms together with the relevant Proposal and Order Confirmation constitute the entire agreement between the parties and supersede all prior agreements, representations and understandings.

16.2  Variation. No variation to these Terms is effective unless agreed in writing by both parties.

16.3  Waiver. A failure or delay in exercising any right under these Terms shall not constitute a waiver of that right.

16.4  Severance. If any provision of these Terms is found to be invalid or unenforceable, the remaining provisions shall continue in full force.

16.5  Third Parties. These Terms do not confer any rights on any third party under the Contracts (Rights of Third Parties) Act 1999.

16.6  Notices. All notices under these Terms must be in writing and delivered by email with read receipt, or by post to the registered address of the relevant party.

16.7  Assignment. The Client may not assign, transfer or subcontract any of its rights or obligations under the Contract without the prior written consent of the Company. The Company may assign or subcontract the performance of any Services at its discretion.

17. Governing Law and Jurisdiction

17.1  These Terms and all Contracts formed under them shall be governed by and construed in accordance with the laws of England and Wales.

17.2  The parties submit to the exclusive jurisdiction of the courts of England and Wales in relation to any dispute arising out of or in connection with these Terms or any Contract.

17.3  Before commencing any legal proceedings, the parties agree to attempt to resolve any dispute in good faith through direct negotiation. If the dispute cannot be resolved within 30 days of written notice, either party may pursue formal legal proceedings.

Avaris Media Limited

4th Floor, Silverstream House, 45 Fitzroy Street, London, W1T 6EB

Company Number: 13841542

info@avarismedia.com   |   03335679858   |   avarismedia.com

These Terms were last updated in 2025.