Terms and Conditions

1. Who we are

ReflectionGuide is operated by Fivesmiths Limited. You can contact us at [email protected].

2. Acceptance of these terms

Your use of the Service confirms acceptance of these terms, our Privacy Policy, our Cookie Policy, and our Acceptable Use Policy.

3. Eligibility and account registration

You must be 18 or over and legally able to enter into a contract to use the Service. You are responsible for keeping your account credentials secure and for all activity under your account.

4. Description of the Service

ReflectionGuide is a guided reflection tool that helps users work through recognised reflective models — including Gibbs, Driscoll, Kolb, and ERA — to produce structured draft reflections from their own responses. The Service is designed to support reflective writing, not to replace your own judgement, learning, or professional accountability.

5. Subscription and billing

Some features require a paid subscription. Subscriptions are offered on a monthly or annual basis and may be subject to founder-cohort or early-access pricing rules described at the point of purchase.

Payments are processed by Stripe Payments Europe, Ltd.. By subscribing, you authorise recurring charges in line with the plan you select. Subscriptions renew automatically until cancelled.

Future price changes will only apply to renewals or new customers, in line with our published business rules and applicable consumer law.

6. Acceptable use

You agree to comply with our Acceptable Use Policy. In summary, you must use the Service lawfully, must not enter information you are not entitled to share, and must not attempt to misuse, attack, or circumvent the Service.

7. Confidentiality and user responsibility for entered content

You are responsible for the content you enter into the Service. You must not enter patient-identifiable, service-user-identifiable, colleague-identifiable, or other confidential information unless you are clearly entitled to do so for the purpose for which you are using the Service.

ReflectionGuide provides automated checks to help flag potentially identifying content, but these checks do not replace your responsibility to review and anonymise your reflections.

8. No professional, academic, or regulatory guarantee

ReflectionGuide supports reflective drafting and structuring; it does not guarantee acceptance of any output by your educator, university, regulator, employer, supervisor, placement provider, or professional body. The Service is not clinical advice, legal advice, educational assessment, or regulatory advice.

9. User responsibility for reviewing outputs

Drafts produced by the Service are working drafts based on your responses. You must review and edit them before using them in coursework, portfolios, placements, supervision, revalidation, or any other professional setting.

10. Intellectual property

We and our licensors own the Service, including its software, design, trademarks, and content. You receive a limited, non-exclusive, non-transferable right to use the Service in line with these terms.

11. User content

You retain ownership of the reflective content you create using the Service. You grant us the limited rights necessary to host, store, process, display, and back up your content so that we can provide the Service to you.

12. Suspension and termination

We may suspend or terminate access to the Service if you breach these terms or our Acceptable Use Policy, or where we are required to do so by law. You may cancel your subscription at any time as described in our Refund and Cancellation Policy.

13. Disclaimers and service availability

The Service is provided on an "as available" basis. We aim to keep the Service running reliably but do not guarantee uninterrupted availability or fitness for any particular purpose, except as required by applicable law.

14. Limitation of liability

To the fullest extent permitted by law, we are not liable for indirect or consequential losses, loss of profits, loss of opportunity, loss of data, or any losses arising from your use of, or reliance on, the Service. Nothing in these terms limits liability that cannot be limited under applicable law, including liability for death or personal injury caused by negligence, or for fraud.

15. Consumer rights

Nothing in these terms affects your statutory rights as a consumer under UK law.

16. Governing law and jurisdiction

These terms are governed by the laws of England and Wales. Disputes will be subject to the exclusive jurisdiction of the courts of England and Wales, save where mandatory consumer protection laws provide otherwise.

17. Changes to these terms

We may update these terms from time to time. The "Last updated" date indicates the most recent change. Material changes will be notified through the Service or by email where appropriate.

18. Contact details

For questions about these terms, contact [email protected].