The agreement

Between HealerSites, operated by Sahil Ahluwalia (sole proprietor), [email protected] (the “Agency”), and you, the practice signing it (the “Client”).

Effective Date: the date the Client signs this Agreement.

This Agreement sets out what the Agency will build and manage for the Client, what it costs, and how the partnership works. It is written in plain language so both parties know exactly what to expect.

Plan Summary

If you choose the Subscription

If you choose the Lump sum

All prices include applicable taxes.

1. What’s Included

The Agency will design, build, host and manage a custom, hand-coded website for the Client’s practice. The build includes:

• Custom design: designed specifically for the Client’s practice. The design is exclusive to the Client (see Section 11).
• 5 pages: Home, About, Services, FAQ, Contact.
• Professional copywriting: the Agency writes the website copy based on the Client’s questionnaire answers and kickoff call. Any text, photos or other materials the Client provides are incorporated as well.
• Mobile-friendly design: the website adapts to phones, tablets and desktops.
• SEO foundations: page titles, meta descriptions, headings, image descriptions, a sitemap and fast loading, following search engine best practices.
• Contact form: for general enquiries, with a privacy notice and crisis resources (see Section 15).
• Online booking: integration with the EHR / practice-management platform of the Client’s choice, confirmed during the kickoff call (see Section 14).
• Google Business Profile optimization: a one-time review and optimization of the Client’s profile (categories, description, services, links) during the build. The Client gives the Agency manager access to the profile.
• Psychology Today profile optimization: optimized profile text and recommendations, prepared during the build. The Agency can apply them with the Client’s access, or the Client can apply them directly.
• Hosting and SSL certificate: fast, secure hosting with HTTPS (see Section 13).
• Domain setup and guidance: see Section 12.
• Crisis disclaimer, sample Privacy Policy and sample Notice of Privacy Practices: see Section 16.
• Ongoing care: the yearly maintenance hours shown in the Plan Summary (see Section 4).

Anything else is quoted separately. Features, pages or integrations not listed above (for example, membership areas, custom patient portals or additional integrations) are outside this Agreement. The Agency will provide a written quote, and no work or charge begins without the Client’s agreement.

2. How the Build Works

Getting started. The Client completes one questionnaire, then joins one 60–90 minute kickoff call to talk through the answers. After that, everything happens on the Client’s schedule, by email or WhatsApp.

Phase 1: Design options. The Agency shares a few different design options for the Client’s practice. The Client reviews them and tells the Agency which parts of each they like.

Phase 2: Landing page. The Agency combines the Client’s choices into one design and builds it as a landing page on a private preview link. The preview is for review only and is hidden from search engines. Changes the Client asks for during Phase 2 are not counted as revision rounds. Once the Client approves the landing page by email, Phase 2 is complete. This is the “design approval” referred to in Section 7.

Phase 3: Full website. The Agency builds the remaining pages on the same preview link, so the Client can see every update as it is made. When the pages are complete, the Agency notifies the Client and asks for their approval. The Agency notes every change the Client asks for, then applies them.

Revisions. Phase 3 includes up to two (2) rounds of revisions. A “round” is one combined set of changes from the Client, which the Agency notes and then applies. Any further rounds are $50 USD per round, and the Agency will confirm by email before starting.

Launch. Once the Client approves the completed website by email, the Agency connects it to the Client’s domain. “Launch” means the website is deployed and live on the Client’s domain. At Launch, the build is complete, and any further changes are handled through ongoing care (Section 4).

Redesigns. A redesign or rebrand after Launch is a new project, not maintenance. The Agency will quote it separately.

3. Timeline

• Start: work begins once this Agreement is signed and the first payment is successfully processed.
• Target: the website is typically live within four (4) weeks of the Agency receiving all the content it needs.
• Content: the Client agrees to provide requested content (questionnaire, bios, headshots, logo, etc.) within thirty (30) days of each request. The Agency will send a friendly reminder if anything is outstanding.
• Reviews: the Client agrees to respond to review and approval requests within seven (7) business days. Silence is never treated as approval; the Agency will follow up instead.
• Need a break? If the Client needs to pause for a holiday, illness or a busy season, they can just let the Agency know by email, and the project will wait for them. The plan and its monthly fee continue as normal.
• Pausing: if the Agency does not hear from the Client for thirty (30) consecutive days during the build, the project is paused and the Agency will notify the Client by email. The plan and its monthly fee stay active during a pause, so the project can pick up right where it left off. If there is still no response thirty (30) days after the pause notice (sixty (60) days in total), the Agency may close the project and end this Agreement. In that case, payments already made cover the work completed, and no further payments are due.

4. Ongoing Care & Maintenance

Always included (never uses the Client’s hours):

• Hosting, SSL certificate renewals and security updates.
• Regular backups. If anything goes wrong, the Agency will make reasonable efforts to restore the website within 48 hours.
• Fixing anything that stops working in the Agency’s own build.
• A yearly check-in (email or video call) to review how the website is performing and plan any updates.

Included maintenance hours. The Client receives the yearly maintenance hours shown in the Plan Summary for updates such as bio changes, new headshots, service updates or text edits. Hours reset each year on the anniversary of the Effective Date. Unused hours do not carry over.

How time is counted. After Launch, changes to the website are counted in full-hour blocks, with a minimum of one (1) hour per request. Sending several changes together in one list lets a single hour cover them all.

Additional time. Work beyond the included hours is $50 USD per hour. The Agency will always ask for the Client’s approval before any billable work begins.

Turnaround. Standard requests are typically completed within two to three (2–3) business days, and small updates are often done sooner. If a request needs more time, the Agency will let the Client know.

Not part of maintenance. Redesigns, rebranding and custom software (for example, a patient portal). The Agency will quote these separately.

5. Growing the Website

• New pages: $50 USD per page, flat, including two (2) rounds of revisions. Additional rounds are $50 USD per round.
• Blog: $100 USD one-time setup, plus $5 USD per month added to the Client’s plan. Includes the blog design and ongoing technical upkeep. Writing blog posts is not included unless agreed separately.

6. Referral Rewards

When the Client refers a therapist colleague who signs a new agreement with HealerSites, both the Client and the colleague receive free months of their own plan’s monthly fee:

• Lump Sum plan: two (2) free months.
• Subscription plan: one (1) free month.

Free months are applied after the colleague’s first full month of paid service. The colleague must mention the Client when first contacting the Agency. Rewards are applied as account credit and have no cash value.

7. Pricing & Payments

• Monthly fee: the first monthly fee is charged when this Agreement is signed, then automatically on the same date each month (or the last day of the month, in shorter months) to the card on file. The Client authorizes these recurring charges.
• Build fee (Lump Sum plan only): 50% is charged when the Client approves the design, and the remaining 50% when the website goes live.
• Taxes included: all prices include applicable taxes.
• Price lock: the Client’s rates stay fixed for as long as this Agreement remains continuously active, even if the Agency’s prices increase for new clients.
• Need some flexibility? If the Client is ever having trouble with a payment, they can reach out, and the Agency will try to work something out.
• Late payments: if a payment is more than fourteen (14) days overdue, a $50 USD late fee may apply. The Agency will always send a friendly reminder before any late fee applies.
• Suspension: if a payment remains unpaid for more than thirty (30) days, services (including hosting) will be paused until the account is brought up to date. The Agency will email the Client a warning at least seven (7) days before any pause. Reactivation requires payment of all outstanding amounts plus a $100 USD reactivation fee.
• Billing questions: if a charge ever looks wrong, the Client agrees to contact the Agency first so it can be sorted out quickly. If the Client disputes a valid charge with their card provider, any resulting chargeback fees are payable by the Client.

8. Refunds

If the Client is not satisfied with the finished website, the Client may request a refund by email within thirty (30) days of Launch. A refund applies where the Client asked the Agency by email to make changes or edits within the scope of this Agreement (including the revision rounds and maintenance hours included in the Client’s plan), and the Agency did not complete them within a reasonable time.

• The refund covers every payment the Client has made under this Agreement, minus only the processing fees charged by the payment provider (which the provider does not return to the Agency).
• Refunds are issued to the original payment method within ten (10) business days.
• Once a refund is issued, this Agreement ends (including any minimum term), the website is taken offline, and the Client receives back all materials the Client provided. The design, code and copy created by the Agency remain with the Agency.

9. Term & Cancellation

Term. This Agreement starts on the Effective Date and continues for the minimum term shown in the Plan Summary (if any), then month to month until either party ends it.

Cancellation by the Client. The Client can cancel at any time with thirty (30) days’ notice by email.

• Subscription plan: the 12-month minimum term is what makes the low monthly price possible. If the Client cancels before the minimum term ends, the website stays live and fully managed until the end of the minimum term, monthly fees continue until then, and the plan ends at that point.
• Before Launch: if the Client cancels before Launch, payments already made cover the work completed and are non-refundable, and no further payments are due.

Ending by the Agency. The Agency may end this Agreement with thirty (30) days’ notice by email. The Agency may end it immediately if a payment is more than sixty (60) days overdue, or if the Client seriously breaches this Agreement or engages in abusive or unlawful conduct. If HealerSites ever winds down its business, the Client will receive at least sixty (60) days’ notice.

When the Agreement ends:

• The website stays live and fully managed until the last day of any notice period, so the Client has time to set up their new website.
• The Client can ask for their content at any time, including during the notice period. Within fourteen (14) days of the request, the Agency will send a ZIP file containing all of the Client’s page copy, images and media, once any outstanding balance is settled. Asking early in the notice period means the Client will have everything before the website goes offline.
• The Agency will help the Client point their domain to their new provider.

10. Content & Copy

• The Client provides: information about the practice (through the questionnaire and kickoff call), headshots, logo, and any text, photos or videos the Client wants included. The Client confirms they have the right to use everything they provide.
• The Agency provides: professional website copy, layout, design, standard icons, and royalty-free stock photos (from sources such as Unsplash or Pexels) where needed.
• Approving copy: the Client reviews all copy before Launch. Once approved, the copy is treated as the Client’s content, and the Client is responsible for its accuracy (see Section 16).

11. Ownership

Always the Client’s:

• The Client’s domain name.
• The Client’s logo, photos, videos and other materials.
• All page copy on the website, including the copy the Agency writes (except where a refund has been issued under Section 8).
• Blog posts.

Included with the plan: the website’s design, code and technical setup are created and owned by the Agency and provided to the Client as part of the fully managed service. The Agency grants the Client the right to use them for as long as the plan is active. This is what allows the Agency to keep the website fast, secure and up to date without the Client ever touching a setting. When the plan ends, the Client takes all of their content (copy, images and media) with them, and the design and code remain with the Agency.

Exclusive design: the Agency will not reuse the Client’s design for any other practice while the Client’s plan is active. The Agency may work with other practices, including in the Client’s area, but never with the same design.

Footer credit: the website footer includes a small “Designed & Managed by HealerSites” credit with a link.

Portfolio: the Agency may show the finished website, or screenshots of it, in its portfolio and marketing.

12. Domain Name

• The Client owns the domain. The Client purchases and renews it and pays its costs. The Agency provides guidance on choosing and setting up a domain at no extra charge.
• Setup is handled for the Client. To connect the website, the Agency needs temporary access to the Client’s domain account. The Agency will let the Client know each time access is needed.
• Two-factor authentication: if the domain account uses two-factor authentication, the Client may need to turn it off briefly during setup. The Agency will notify the Client as soon as setup is complete so it can be turned back on right away. If the Client prefers, setup can instead be done together on a short screen-share.
• Limited, temporary access: the Agency only changes the settings needed to connect the website and does not keep the Client’s login details after setup is complete. The Client remains the account owner and is responsible for its security at all other times, including using a strong password and two-factor authentication.

13. Hosting & Email

• Hosting is included and provided under fair use for a typical therapy practice website. Large video files should be hosted on a platform such as YouTube or Vimeo and embedded. The Agency chooses, and may change, the underlying hosting provider at no cost to the Client.
• Email (email accounts and email hosting) is not included and remains the Client’s responsibility. Contact form messages are delivered to the Client’s email inbox, and the Client is responsible for that inbox and for how messages are handled once received. The Agency does not keep copies of form messages. When connecting the domain, the Agency will take reasonable care to keep the Client’s existing email settings in place.

14. Third-Party Services & Online Booking

• The Client’s choice of platform. The Client chooses, subscribes to and pays for any third-party services (for example, EHR / practice-management, scheduling or email marketing tools).
• Integration included. During the build, the Agency integrates the Client’s chosen booking platform at no extra charge, for example by embedding a booking widget or linking to a client portal. New integrations or changes after Launch use maintenance hours.
• Third-party responsibility. Each third-party service is responsible for its own uptime, features and handling of data. The Agency is not responsible for third-party services, and questions about them should be directed to the provider.

15. Privacy & Patient Data

• No patient records on the website. The website does not store Protected Health Information (PHI), and the Agency does not access the Client’s patient or clinical records.
• The contact form is for general enquiries only. Messages are sent over an encrypted (HTTPS) connection, delivered straight to the Client’s inbox, and never stored on the website. Like most therapy websites, the form is meant for first contact, such as questions about availability or booking, not for health information, so it is not a secure or HIPAA-compliant channel. It includes a notice asking visitors not to share clinical details or crisis information, along with emergency resources (911 and 988). Secure communication with patients takes place through the Client’s EHR or patient portal.
• The Client’s role. As the healthcare provider, the Client is responsible for how patient information is handled in their practice, including any information visitors choose to send through the contact form.
• No advertising trackers. The Agency does not add advertising or tracking pixels (such as Meta or Google Ads pixels) unless the Client requests them in writing. If the Client requests them, the Client is responsible for ensuring their use complies with applicable privacy laws.
• Third-party platforms. Data that the Client or the Client’s patients enter into third-party platforms (such as an EHR) is governed by those platforms’ own terms and privacy policies.

16. Accessibility, Legal Pages & Professional Responsibility

• Accessibility. The Agency builds the website following WCAG 2.1 AA accessibility best practices. Because accessibility law depends on many factors, including content added later, the Agency cannot guarantee legal compliance. The Client is responsible for the accessibility of materials the Client provides (such as PDFs and videos).
• Crisis disclaimer. The Agency adds a crisis disclaimer to the website with emergency resources (911 and 988).
• Legal pages. The Agency provides a sample Privacy Policy and a sample Notice of Privacy Practices as a starting point. The Client is responsible for reviewing them and providing the final versions, which the Agency will publish on the website.
• Professional responsibility. The Client is responsible for the accuracy of everything on the website about their practice, including credentials, licenses, specialties, fees and insurance details. The Client is also responsible for making sure the website meets their licensing board’s advertising rules and professional ethics codes (for example, rules on testimonials or specialty claims). The Agency does not provide legal, clinical or compliance advice.

17. Communication

• Official communication is by email. All official communication, including approvals, scope changes, refund and cancellation requests, and formal notices, takes place by email.
• Quick messages. WhatsApp can be used for quick day-to-day messages, but anything official discussed there only counts once it is confirmed by email.
• Response times. The Agency acknowledges all messages within two (2) business days. Completion times for updates are covered in Section 4.
• Business days. Monday to Friday, excluding public holidays in India or the Client’s country. The Agency operates from India (IST), and both parties will allow reasonable response windows for the time difference.

18. Confidentiality

The Agency keeps all business information the Client shares confidential, during and after this Agreement.

19. Results

The Agency builds every website for speed and search visibility, but no one can promise specific results. The Agency does not guarantee search rankings, traffic, enquiries or new clients, which depend on many factors outside the Agency’s control. Speed scores (such as Google PageSpeed) are measured at Launch and may change with content the Client adds or third-party tools (such as booking widgets).

20. If Something Goes Wrong

The Agency’s commitment. If something in the Agency’s work is not working as it should, the Agency will fix it at no charge. If it cannot be fixed, the Client may end this Agreement and receive a refund of the monthly fees paid for the affected period. Together with the refund in Section 8, these are the Client’s remedies under this Agreement.

Other losses. To the maximum extent permitted by law, the Agency is not liable for any other loss or damage of any kind, whether direct, indirect, incidental or consequential, including lost profits, lost clients, business interruption or lost data (the website stores no patient records; see Section 15). The Agency is also not responsible for downtime or issues caused by hosting providers, internet providers, third-party services or events outside the Agency’s control.

Overall limit. Where any liability cannot be excluded by law, the Agency’s total liability for all claims is limited to the fees the Client paid in the three (3) months before the claim.

Changes by others. If the Client or anyone other than the Agency changes the website’s code, the Agency’s commitments no longer apply to the affected parts of the website.

21. Responsibility for Content

The Client’s content. If someone makes a legal claim against the Agency because of content the Client provided or approved (for example, a photo the Client did not have the rights to use, or an inaccurate statement about credentials), or because of the Client’s compliance with the laws and licensing rules that apply to their practice, the Client will cover the Agency’s reasonable costs and any amounts the Agency has to pay because of that claim.

The Agency’s design materials. The Agency uses properly licensed fonts, icons, images and code. If any element the Agency supplied is ever challenged, the Agency will promptly replace it at no cost to the Client.

22. Resolving Concerns & Governing Law

Step 1: Talk first. Most concerns are resolved with a simple conversation. If a disagreement arises, the Client raises it by email, and both parties agree to work it out together in good faith for at least thirty (30) days. Refunds under Section 8 are handled directly by email and never require any of these steps.

Step 2: Video call. If the concern is still open, either party may request a video call between the Client and the Agency to resolve it directly, so neither party needs to travel. If the Client prefers not to meet, or the call does not resolve the concern, either party may move to Step 3.

Step 3: Courts. If a dispute is still not resolved, the party bringing the claim must file it in the courts where the other party is based: claims against the Agency in the courts of Mumbai, Maharashtra, India, and claims against the Client in the courts of the Client’s home state or province. Each court applies its own local law. This way, neither party can ever be taken to court outside their own country.

23. General Terms

• Entire agreement. This Agreement, including the Plan Summary, is the complete agreement between the parties and replaces all earlier discussions. Changes must be agreed in writing by both parties; email confirmation from both is enough.
• Severability. If any part of this Agreement is found unenforceable, the rest remains in effect.
• Events beyond control. Neither party is responsible for delays caused by events outside its reasonable control, such as natural disasters, power or internet outages, serious illness or government action. This does not apply to payments.
• Transfer. The Agency may transfer this Agreement to a business that takes over HealerSites, with notice to the Client; the Client’s terms stay the same. The Client may transfer it with the Agency’s written approval.
• Independent business. The Agency is an independent contractor. The Agency may use trusted subcontractors who are bound by confidentiality.
• Notices. Formal notices are sent by email to the addresses at the top of this Agreement.
• Survival. Sections 11 (Ownership), 18 (Confidentiality), 20 (If Something Goes Wrong), 21 (Responsibility for Content) and 22 (Resolving Concerns) continue to apply after this Agreement ends.
• Electronic signatures. This Agreement may be signed electronically, and electronic signatures are binding.

Agreement

By signing below, the Client agrees to these terms and authorizes HealerSites to begin work once the first payment is successfully processed.

You sign this electronically once we’ve agreed on your plan. Work starts when the first payment goes through.