1. Provider, service and definitions
The Provider identified above offers Mesana, a software platform available at app.mesana.studio. The Customer is the studio subscribing in the course of its business, professional or institutional activity. Authorised Users are its owner and staff authorised by the Customer; Students are the students and other customers of the studio.
The Organisation is the Customer’s separate logical environment. Customer Content includes data, text, images, logos and materials entered into the service. The DPA is the data processing agreement and forms an integral part of these Terms.
2. Scope and formation of the contract
The Provider grants a non-exclusive, non-transferable, non-sublicensable SaaS licence for the duration of the contract and the management of the Customer’s activity. The software is neither sold nor installed on the Customer’s premises. The contract is formed when registration is completed and the Terms and DPA are accepted.
The service is intended for professional, business or institutional use. The Customer warrants that its details are accurate and that it acts in that capacity. Tax details required for a paid subscription are collected during subscription. An invitation code may be required during restricted access phases. Applicable mandatory rules remain unaffected.
3. Free trial without a card
The trial lasts fourteen days and starts when the email address is confirmed and the studio is created. It requires no card and does not automatically become a paid subscription. Reaching the fifth real customer during the trial grants one seven-day extension. Demo customers do not count towards this milestone.
Subscribing during the trial preserves the remaining free days according to the start date shown before confirmation. During the trial the service is supplied without a guarantee of continuity or a specified service level, within the limits permitted by law.
4. Accounts, credentials and roles
The Customer keeps its details current, protects credentials and is responsible for its Authorised Users’ activity. The owner has configuration, subscription and export functions; staff have authorised operational functions. The number of staff users does not determine the plan price. Suspected unauthorised access must be reported promptly to the Provider.
5. Prices, renewal and taxes
Standard prices, including Italian VAT at 22%, are: Studio for up to 150 active customers, €50 monthly or €500 annually; Studio+ for up to 500, €80 monthly or €800 annually; Pro with no active-customer limit, €120 monthly or €1,200 annually. The pre-subscription summary shows the plan, interval, start date, price and applicable taxes. Where VAT is not due, the total is reduced by removing the 22% VAT component from the list price. Before confirmation, the applicable VAT-inclusive amounts and amounts with VAT removed are shown. Promotions apply only to the periods and conditions displayed and accepted.
Subscription fees are paid in advance through Stripe. The Customer authorises recurring charges until cancellation; Mesana does not store full card details. Tax treatment depends on the Customer’s status, country and tax details checked during subscription: no exemption or automatic reverse charge is guaranteed. Subscription documents are made available through the provider’s billing service.
6. Acceptable use and student data
The Customer uses the service lawfully. Health data, other special-category data under GDPR Article 9 and criminal-offence data must not be entered, including in notes or attachments. Healthcare or rehabilitation use, purchased contacts or contacts collected without a legal basis, unsolicited marketing, access to other organisations, bypassing controls, abnormal loads, resale and sublicensing are prohibited.
The Customer establishes and documents the legal basis for communications to its students, provides privacy information and handles objections, withdrawals and deletion requests. Optional communications depend on the studio’s settings. Mesana may limit or suspend sending or the service where there are signs of abuse or security risk, stating the reason; the Customer may submit observations to the formal contact.
7. Duration, cancellation and price changes
The contract renews at the end of each monthly or annual period. The Customer may cancel in settings without a penalty: cancellation takes effect at the end of the paid period. Current periods are not refunded unless required by law. The Provider may terminate with ninety days’ notice and a proportional refund of the unused paid period.
Price changes are notified by email and in the service with thirty days’ notice and take effect from a subsequent renewal. A Customer who does not accept may cancel without charge before they take effect.
8. Expiry, suspension and export
When the trial expires without a subscription, the studio becomes read-only for thirty days: data can be viewed and exported but not created or changed. Operational access is then suspended; data is retained and the owner can access the available export path. Expiry does not trigger a charge or automatic data deletion.
Non-payment may immediately make the studio read-only; a verified payment removes the billing-related restriction. Cancellation, expiry and suspension do not prevent export of the Customer’s data. The Customer may request return or deletion through the formal contact; statutory retention obligations remain unaffected. Retention and backup copies are addressed in the DPA.
9. Active customers and plan limits
The monthly count includes each real, non-archived customer once if they have an active enrolment, an active package, a confirmed or attended booking in the month, or a paid sale in the month, including retail and custom-item sales. Demo data and anonymous sales do not add customers. The count and method are visible in the service. Purchases in progress may reserve availability before payment.
Exceeding a limit does not automatically change the plan or price. The first grace period lasts until the subscription renewal following the first limit overrun; it does not restart with a new month or after returning below the limit. Afterwards, new commercial activations beyond the limit may be prevented. The calendar, cashier and previously acquired rights remain usable; already-admitted payments are honoured. Trials and unlimited plans are exempt from this restriction. Upgrading requires confirmation.
10. Content and booking page
The Customer retains rights in its content and grants the Provider a non-exclusive, royalty-free licence solely to deliver the service and publish selected content on the booking page. It is responsible for lawful text, images and logos, and for prices, availability and cancellation terms communicated to students. The Provider may remove manifestly unlawful content, stating the reason and allowing observations.
11. Student payments
The studio’s Stripe integration is separate from the Mesana subscription. The studio contracts with Stripe for its collections; student funds are credited to the studio’s Stripe account. Mesana charges no transaction commission of its own. Prices, refunds, disputes and tax obligations towards students remain the studio’s responsibility. Management records do not replace required tax documents. The service can be used without online payments.
12. Availability, maintenance and support
The Provider takes reasonable measures to maintain availability without guaranteeing an uptime percentage or support response time. Planned maintenance is notified with reasonable notice where possible; urgent security work may occur without notice. Backups do not replace the Customer’s exports. Withdrawal of essential functions is notified thirty days in advance and permits cancellation without charge if it substantially reduces the service’s usefulness.
13. Intellectual property
Software, interfaces, marks and documentation belong to the Provider or its licensors. No rights beyond the licence are transferred. Suggestions may be used to improve the service without compensation. Improvement statistics must be aggregated and anonymous, without identifying individual data subjects or studios.
14. Data protection and roles
For student data the Customer is the controller and the Provider acts as processor on the Customer’s instructions. The DPA prevails on matters it governs. The Customer ensures the necessary legal basis, notices and authorisations, including for minors. For contract, billing and owner/staff-user data, the Provider acts as an independent controller under the privacy notice.
15. Warranties and liability
The service is provided with professional care. Within legal limits, fitness for specific requirements, absence of errors and uninterrupted operation are not guaranteed. Outputs are management tools and do not replace the Customer’s accounting, tax or professional assessments and obligations. Liability that cannot legally be excluded, particularly for wilful misconduct or gross negligence, and data subjects’ GDPR rights remain unaffected.
16. Indemnity
The Customer indemnifies the Provider against claims, penalties and reasonable costs arising from prohibited use, unlawful content, missing legal bases or notices, unlawful communications or inaccurate statements attributable to the Customer. This obligation does not exempt the Provider from its mandatory responsibilities.
17. Confidentiality
Each party keeps the other’s non-public information confidential during the contract and for three years afterwards and uses it only to perform the contract. Information lawfully made public, independently developed or required to be disclosed by law or authority is excluded, with notice where permitted.
18. Changes to the Terms
Material changes due to service, offering or legal developments are notified by email and in the service with thirty days’ notice and take effect from a subsequent renewal. The Customer may cancel without charge before they take effect. Changes required by law or security may take immediate effect.
19. Force majeure
Neither party is liable for non-performance caused by exceptional, unforeseeable events outside its control. Accrued fees remain payable. If the impediment lasts over thirty days, either party may terminate without charge.
20. Assignment and additional services
The Customer may not assign the contract without written consent, which must not be unreasonably withheld for a business transfer. The Provider may assign it in corporate transactions or business transfers with notice; the Customer may cancel without charge within thirty days. Assisted migration and other additional services require a separate agreement with their own scope and price.
21. Law and communications
Italian law applies, subject to mandatory rules applicable to the Customer. Notices to the Customer are sent to the registered owner’s contact, which must remain active; notices to the Provider use the formal contact above. The Terms and DPA form the service agreement; an ineffective clause does not affect the rest and tolerance is not a waiver. Italian, Spanish and English versions are available.