Subscription Terms
1. Who these terms cover
These terms are an agreement between the organization holding the portal account and Spot Now LLC, a Delaware limited liability company (“Spot Now”). They apply to any organization that holds a Spot Now portal account and claims one or more directory listings. They do not apply to patients. Patients never pay Spot Now anything, and nothing in these terms changes what a patient or client owes for the services they receive.
2. Subscription fee
Listings are billed as a monthly subscription, charged per claimed listing. The rate applicable to your organization is disclosed in the billing panel of your portal before any payment method is entered, and again on every invoice. Rates are agreed per organization and per group and may differ between organizations; the rate shown to your signed-in account is the rate that applies to your account.
3. Billing cycle and automatic payment
Subscriptions bill on the first day of each calendar month and renew automatically until cancelled. Where a subscription starts mid-month, the first invoice is prorated for the remainder of that month and full monthly billing begins on the first of the following month. Where automatic payment is enabled, the card on file is charged at the start of each billing period. An organization may switch automatic payment off in the portal and instead receive an invoice by email, payable within fourteen days. Enabling automatic payment requires a valid card on file.
4. Adding and releasing listings
The billed quantity follows the number of listings the account currently holds. Claiming an additional listing increases the quantity and releasing one reduces it, with the difference prorated against the current billing period.
5. Failed payments
Where a charge fails, the account is marked past due in the portal and the organization is notified by email so the payment method can be updated. The payment processor retries the charge on its standard retry schedule over the following days. An invoice unpaid thirty days after its date may result in suspension of portal features — editing listings, responding to appointment requests — until the balance is settled; directory listings themselves are not removed from patient search for non-payment. A past-due balance must be settled before new listings can be claimed. [Counsel review: confirm the suspension remedy against state automatic-renewal and commercial-collection requirements.]
6. Cancelling and the reactivation waiting period
An organization may cancel at any time from the billing panel of its portal, and may cancel individual listings or all of them — cancelling one location does not affect the others. Cancellation stops future billing for the listings selected and raises no further invoice for them.
A cancelled listing remains active through the end of the calendar month in which it was cancelled, which — because subscriptions bill on the first — is also the end of the paid period for that month. Where every listing is cancelled, the subscription itself ends at that same point.
A cancelled listing cannot be placed back on subscription by the same organization for 60 days, counted from the day of cancellation rather than from the day access ends. This waiting period is stated in the portal before a cancellation is confirmed, and the date each listing becomes eligible again is shown in the billing panel throughout. The waiting period applies to the cancelling organization only; it does not prevent a different organization from claiming that listing. Cancelling billing does not by itself release a claimed listing — releasing a listing is a separate action in the portal.
7. Card data and processing
Card payments are processed by Stripe. Card details are entered on pages hosted by Stripe and are never transmitted to or stored by Spot Now; we retain only a payment-processor reference and the card brand and last four digits, for display in your portal. Credit and debit cards are accepted.
8. No effect on patients or clinical listings
A subscription buys directory and scheduling functionality. It does not affect a listing’s search ranking on the basis of payment beyond the features the subscription enables, is not a payment for patient referrals, and creates no clinical or financial relationship between Spot Now and any patient. Participation on Spot Now is disclosed to patients through listing verification status.
9. Disputes and governing law
Raise any billing question with doctor_support@getmyspotnow.com first. Invoices and receipts are available in the billing portal at any time. Rights available through your card issuer are unaffected. These terms are governed by the laws of the State of Delaware, without regard to its conflict-of-laws rules, and disputes not resolved informally are brought in the state or federal courts located in Delaware.