Last reviewed: July 2026.
These terms govern your use of the Heddfa care-management platform and this website. By subscribing to or using Heddfa, you agree to them. If you’re agreeing on behalf of a care home, you confirm you’re authorised to do so. Formal customer contracts (including our data-processing terms) sit alongside these terms; where a signed agreement with us says something different, that agreement takes precedence.
1. Who we are
Heddfa is a family-run business based in South Wales — [[registered company name and number to be confirmed]]. You can reach us at hello@heddfa.co.uk.
2. The service
Heddfa is software provided over the internet (SaaS) to help care homes manage medication rounds, care planning, assessments, compliance, incidents, handovers and family communication. We work to keep improving it and may add, change or retire features. We won’t make a change that materially reduces the core service you’re paying for without letting you know.
3. Your account and acceptable use
- Keep your login credentials secure and don’t share personal accounts — staff accounts are free and unlimited, so everyone should have their own.
- You’re responsible for what your users do in the platform and for the accuracy of the information you enter.
- Use Heddfa only for lawful care-management purposes, and don’t attempt to disrupt, reverse-engineer, or gain unauthorised access to the service or other customers’ data.
- You must have a proper lawful basis for the personal and health data you record about residents, and follow your own regulatory duties (for example CIW/RISCA in Wales or CQC in England).
4. Pricing and payment
Heddfa is priced per service user (resident) per month, and the rate falls as your home grows: £10 per resident up to 20 residents, £8.50 for 21–40, and £7 for 41 or more — the applicable rate applies to every resident, not only those above a band. Staff accounts are free, unlimited, and always will be. There is no setup fee and no feature tiers — every customer gets the whole product. Subscriptions are rolling monthly.
New customers get a 90-day trial built into the product, and early adopters get Heddfa free for their first six months. After any trial or introductory period, fees are billed in advance each month. We’ll give you clear notice before any change to our prices.
5. Your data and ownership
The care records and other content you put into Heddfa remain yours. For that data your care home is the data controller and we are your processor — we only handle it to provide the service and on your instructions, as set out in our privacy policy and data-processing terms. You can export your data, and on the end of your subscription we’ll make it available for export for a reasonable period before secure deletion.
6. Availability
We work hard to keep Heddfa available and publish a live service-status page, but we can’t promise it will be uninterrupted or error-free. From time to time we need to carry out maintenance, which we’ll schedule considerately where we can.
7. Cancellation
Because Heddfa is rolling monthly, you can cancel at any time and it will run to the end of your current paid month. We won’t lock you into long fixed terms.
8. Liability
Heddfa supports your care team — it does not replace professional judgement, and clinical and care decisions remain yours. To the fullest extent the law allows, we’re not liable for indirect or consequential losses, and our total liability in any 12-month period is limited to the fees you paid us in that period. Nothing in these terms limits liability that can’t be limited by law (such as for death or personal injury caused by negligence, or for fraud).
9. Changes to these terms
We may update these terms; we’ll post the revised version here with a new “last reviewed” date and, for material changes affecting customers, tell you directly.
10. Governing law
These terms are governed by the law of England and Wales, and the courts of England and Wales have jurisdiction.