Terms & Conditions

Last updated: 24 September 2026

1. Agreement

These terms form a binding agreement between [ENTITY], registered at [ADDRESS] (“DentaMinder”, “we”), and the practice or individual that creates an account (“you”, “the practice”). By creating an account or using the service you accept these terms. If you are accepting on behalf of a practice, you confirm you are authorised to bind it.

2. The service

DentaMinder provides web-based practice management: appointment scheduling, patient records, dental charting, invoicing and expense tracking, patient messaging, reporting, and optional AI-assisted note drafting and calendar synchronisation. Features available to you depend on your subscription tier.

3. Not a medical device, not clinical advice

DentaMinder is an administrative and record-keeping tool. It is not a medical device, it does not diagnose, and nothing it produces constitutes clinical advice. Any output of the AI note feature is an unreviewed draft. All clinical decisions, and the accuracy and completeness of the clinical record, remain the responsibility of the treating clinician. You are responsible for meeting the record-keeping and professional obligations that apply to you.

4. Accounts and eligibility

• You must provide accurate registration details and keep them current.
• You are responsible for the confidentiality of your credentials and for activity under your account.
• You must be legally capable of entering into this agreement and, where relevant, licensed to provide the dental services you record.
• You must notify us promptly of any unauthorised access.

5. Your data

All patient records, clinical notes, documents and financial records you enter remain your property. You grant us a limited licence to host, process and transmit that content solely to operate the service for you. We do not sell it, and we do not use patient data to train AI models.

Our handling of personal data is described in the Privacy Policy. For patient data we act as your processor; you remain the controller and are responsible for having a lawful basis for the records you keep.

You may export your data at any time while your account is active. On termination we will make your data available for export for [EXPORT_WINDOW] days before deletion.

6. Patient messaging and consent

The service can send appointment reminders and campaign messages to your patients by SMS, WhatsApp and email. You are responsible for:

• Obtaining and recording any consent required before messaging a patient.
• Honouring opt-outs promptly.
• The content of the messages you send, and their compliance with advertising, healthcare-communication and telecommunications rules where you operate, as well as the WhatsApp Business Messaging Policy.

We may suspend messaging where we reasonably believe it breaches these rules or a provider's policy, or where it puts delivery for other customers at risk.

7. Acceptable use

You may not: use the service unlawfully; upload malware; attempt to access another practice's data or circumvent the tenancy controls that separate practices; probe, scan or load-test the service without our written permission; resell or white-label the service without a written agreement; reverse engineer it except to the extent that restriction is unenforceable by law; or send unsolicited bulk messages.

8. Subscriptions and billing

• Paid subscriptions are billed in advance through our payment processor, Stripe, on the cycle shown at checkout.
• Fees are exclusive of taxes unless stated; you are responsible for applicable taxes.
• Subscriptions renew automatically until cancelled. You may cancel at any time, effective at the end of the current period.
• Except where required by law, payments are non-refundable; we do not refund partial periods.
• We may change pricing with at least [PRICE_NOTICE] days' notice before it applies to your next renewal.
• While the service is in beta, features may be offered free of charge; we will give notice before a free feature becomes paid.

9. Third-party services

Some features depend on third parties — Google Calendar, Twilio, WhatsApp Business, Resend, Stripe, Supabase and Anthropic. Their availability, changes and outages are outside our control, and their own terms govern your use of them where you connect an account.

10. Availability and support

We aim to keep the service available and will give advance notice of planned maintenance where practicable. During beta, no uptime commitment or service level agreement applies. Support is provided at [SUPPORT_EMAIL] on a reasonable-efforts basis.

11. Intellectual property

The service, its software, design and documentation remain our property and that of our licensors. These terms grant you a non-exclusive, non-transferable right to use the service during your subscription, and nothing more. Feedback you send us may be used without obligation to you.

12. Disclaimer of warranties

To the fullest extent permitted by law, the service is provided “as is” and “as available”, without warranties of any kind, whether express, implied or statutory, including merchantability, fitness for a particular purpose and non-infringement. We do not warrant that the service will be uninterrupted, error-free, or that messages will always be delivered by third-party networks.

13. Limitation of liability

To the fullest extent permitted by law, neither party is liable for indirect, incidental, special, consequential or punitive damages, or for lost profits, revenue, goodwill or data, however caused. Our total aggregate liability arising out of or relating to this agreement is limited to the fees you paid us in the [LIABILITY_PERIOD] months preceding the event giving rise to the claim.

Nothing in these terms excludes liability that cannot lawfully be excluded, including liability for death or personal injury caused by negligence, or for fraud.

14. Indemnity

You will indemnify us against claims arising from your content, your use of the service in breach of these terms, or your failure to obtain a required patient consent.

15. Suspension and termination

You may terminate at any time from the application. We may suspend or terminate your account for material breach of these terms, non-payment, or where required by law — with notice and an opportunity to cure where the breach is curable and the circumstances allow. On termination your right to use the service ends, and clause 5 governs data export.

16. Changes to these terms

We may update these terms. For material changes we will notify account holders by email at least [TERMS_NOTICE] days before they take effect. Continuing to use the service after that date means you accept the revised terms.

17. Governing law and disputes

These terms are governed by the laws of [JURISDICTION], and the courts of [JURISDICTION] have exclusive jurisdiction, without prejudice to any mandatory consumer protections available to you locally.

18. General

If a provision is held unenforceable, the rest remains in force. Our failure to enforce a right is not a waiver of it. You may not assign this agreement without our consent; we may assign it in connection with a merger or sale of assets. These terms, with the Privacy Policy and any data processing agreement, are the entire agreement between us.

19. Contact

[ENTITY]
[ADDRESS]
[SUPPORT_EMAIL]