Terms & Conditions

Acceptance of Terms

By accessing, downloading, installing, or using DentOnly software and services ("Service"), you ("User," "Customer," or "you") agree to be bound by these Terms of Service ("Terms"). These Terms constitute a legally binding agreement between you and DentOnly, Inc. ("DentOnly," "we," "us," or "our").

If you are accessing or using the Service on behalf of a dental practice, clinic, or other healthcare entity, you represent and warrant that you have the authority to bind such entity to these Terms, and your agreement to these Terms will be treated as the agreement of such entity.

Service Description

Core Platform Features

• Practice Management: Patient scheduling, treatment planning, and clinical workflow management
• Electronic Health Records: Secure storage and management of patient health information
• Billing and Insurance: Claims processing, payment management, and financial reporting
• Patient Communication: Appointment reminders, treatment notifications, and patient portal access
• Reporting and Analytics: Practice performance metrics and business intelligence tools

Additional Services

• Third-party integrations (imaging systems, laboratories, insurance networks)
• Data migration and onboarding assistance
• Training and customer support services
• Compliance monitoring and audit support
• Software updates and feature enhancements

Eligibility and Registration

Eligibility Requirements

• Licensed Healthcare Providers: Must hold valid dental licenses in jurisdictions where practicing
• Authorized Staff: Must be employed by or contracted with eligible healthcare providers
• Legal Capacity: Must have legal authority to enter into binding agreements
• Compliance Status: Must not be excluded from federal healthcare programs

Registration Process

• Provide accurate and complete registration information
• Verify professional credentials and practice information
• Complete required compliance and security training
• Accept Business Associate Agreement (BAA) for HIPAA compliance
• Maintain current and accurate account information

You are responsible for maintaining the confidentiality of your account credentials and for all activities that occur under your account. You must immediately notify DentOnly of any unauthorized use of your account.

Subscription and Payment Terms

Subscription Plans

• Monthly Subscriptions: Billed monthly in advance
• Annual Subscriptions: Billed annually in advance with applicable discounts
• Enterprise Plans: Custom pricing and billing terms
• Add-on Services: Additional features and integrations as selected

Payment Terms

• Payment is due upon subscription activation or renewal
• Automatic renewal unless cancelled with 30 days notice
• Late payment may result in service suspension
• Refunds subject to specific refund policy terms
• Price changes with 30 days advance notice

Free Trial Terms

Free trial periods are available for new customers only. Trial access is limited to evaluation purposes and may include feature or data limitations. Trial accounts automatically convert to paid subscriptions unless cancelled before trial expiration.

User Responsibilities

Professional Obligations

• Clinical Judgment: Use professional judgment in all patient care decisions
• Regulatory Compliance: Comply with all applicable healthcare regulations
• License Maintenance: Maintain current professional licenses and certifications
• Continuing Education: Stay current with relevant professional standards

Data Management

• Ensure accuracy and completeness of patient data
• Maintain appropriate backup and recovery procedures
• Implement user access controls and permissions
• Report security incidents promptly
• Comply with data retention requirements

System Security

• Use strong passwords and enable multi-factor authentication
• Keep software and devices updated with security patches
• Restrict access to authorized personnel only
• Monitor for suspicious activity
• Follow cybersecurity best practices

Prohibited Use

You agree not to use the Service for any of the following prohibited activities:

Unlawful Activities

• Violating any applicable laws, regulations, or professional standards
• Engaging in fraudulent billing or insurance claims
• Unauthorized access to patient information
• Identity theft or impersonation

Technical Violations

• Attempting to gain unauthorized access to the Service
• Reverse engineering or decompiling the software
• Introducing viruses, malware, or malicious code
• Interfering with Service performance or availability
• Exceeding usage limits or attempting to circumvent restrictions

Commercial Misuse

• Reselling or redistributing the Service without authorization
• Using the Service for competitive analysis or benchmarking
• Sharing login credentials with unauthorized parties
• Creating derivative works based on the Service

Data Ownership and Security

Customer Data Ownership

You retain all rights, title, and interest in your data, including patient health information, practice data, and other content you input into the Service. DentOnly does not claim ownership of your data.

Data Processing Rights

By using the Service, you grant DentOnly the right to:

• Process your data to provide the Service features
• Create aggregated, de-identified analytics (with your consent)
• Perform backup and disaster recovery operations
• Ensure system security and performance monitoring

Data Security Measures

• Encryption: Data encrypted in transit and at rest using industry standards
• Access Controls: Role-based access with authentication requirements
• Monitoring: Continuous security monitoring and incident response
• Compliance: HIPAA, SOC 2, and other applicable security standards

Data Export and Portability

You have the right to export your data in standard formats upon request. Data export services may be subject to reasonable fees and technical limitations.

Intellectual Property

DentOnly Intellectual Property

The Service, including all software, interfaces, content, and documentation, is protected by intellectual property laws. DentOnly owns all rights, title, and interest in the Service, except for your data and content.

License Grant

Subject to these Terms, DentOnly grants you a limited, non-exclusive, non-transferable license to access and use the Service for your legitimate business purposes during the subscription term.

Restrictions

You may not:

• Copy, modify, or create derivative works of the Service
• Reverse engineer or attempt to extract source code
• Remove or alter any proprietary notices
• Use DentOnly trademarks without prior written consent

Feedback and Suggestions

Any feedback, suggestions, or ideas you provide about the Service may be used by DentOnly without compensation or attribution.

Service Availability

Uptime Commitment

DentOnly strives to maintain 99.9% service availability, measured monthly. Planned maintenance windows and force majeure events are excluded from availability calculations.

Maintenance and Updates

• Scheduled maintenance typically occurs during off-peak hours
• Emergency maintenance may occur with minimal notice
• Software updates may temporarily affect service availability
• Users will be notified of planned maintenance in advance

Service Interruptions

DentOnly is not liable for service interruptions due to:

• Internet service provider issues
• Third-party service dependencies
• Natural disasters or force majeure events
• Cyber attacks or security incidents
• Customer-caused technical issues

Limitation of Liability

Disclaimer of Warranties

THE SERVICE IS PROVIDED "AS IS" WITHOUT WARRANTIES OF ANY KIND. DENTONLY DISCLAIMS ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT.

Limitation of Damages

IN NO EVENT SHALL DENTONLY BE LIABLE FOR:

• INDIRECT, INCIDENTAL, SPECIAL, OR CONSEQUENTIAL DAMAGES
• LOSS OF PROFITS, DATA, OR BUSINESS OPPORTUNITIES
• DAMAGES EXCEEDING THE AMOUNT PAID FOR THE SERVICE IN THE PRECEDING 12 MONTHS
• DAMAGES RESULTING FROM THIRD-PARTY ACTIONS OR SERVICES

Professional Responsibility

You acknowledge that:

• DentOnly does not provide medical or dental advice
• You are solely responsible for clinical decisions and patient care
• The Service is a tool to assist, not replace, professional judgment
• You must maintain appropriate professional liability insurance

Termination

Termination by Customer

• Cancel subscription with 30 days written notice
• Access continues through the end of the current billing period
• No refunds for partial billing periods
• Data export available for 90 days after termination

Termination by DentOnly

DentOnly may terminate your account:

• For material breach of these Terms
• For non-payment after 30 days notice
• For violation of professional standards or regulations
• For suspected fraudulent or illegal activity
• Upon discontinuation of the Service

Effect of Termination

• Immediate cessation of Service access
• Data deletion after reasonable retention period
• Survival of payment obligations and liability limitations
• Return or destruction of confidential information

Dispute Resolution

Initial Resolution Process

Before pursuing formal legal action, parties agree to attempt resolution through:

• Direct negotiation between designated representatives
• Mediation through mutually agreed mediator
• Escalation to executive-level discussions

Binding Arbitration

Disputes not resolved through initial processes shall be settled by binding arbitration under the rules of the American Arbitration Association. Arbitration shall be conducted in [Your State/Location].

Class Action Waiver

You agree to pursue disputes individually and waive the right to participate in class action lawsuits or representative proceedings.

Emergency Relief

Either party may seek emergency injunctive relief in court to prevent irreparable harm while arbitration is pending.

Regulatory Compliance

HIPAA Compliance

• DentOnly serves as a Business Associate under HIPAA
• Separate Business Associate Agreement required
• Customers remain covered entities with primary compliance responsibility
• Breach notification procedures in place

State and Federal Regulations

• Compliance with applicable dental practice acts
• Adherence to medical device regulations where applicable
• Support for state-specific reporting requirements
• Regular compliance assessments and updates

International Users

International users are responsible for compliance with local data protection laws, including GDPR where applicable. Additional terms may apply for international usage.

Modifications to Terms

Change Process

DentOnly may modify these Terms with 30 days advance notice via:

• Email notification to registered account holders
• In-app notifications within the Service
• Posting updated Terms on our website

Material Changes

For material changes affecting your rights or obligations, we will:

• Provide detailed explanation of changes
• Offer opportunity to terminate before changes take effect
• Maintain previous terms for existing customers for reasonable transition period

Acceptance of Changes

Continued use of the Service after the effective date constitutes acceptance of modified Terms. If you disagree with changes, you may terminate your subscription.

Governing Law

These Terms are governed by the laws of [Your State], without regard to conflict of law principles. Any legal proceedings shall be conducted in the state and federal courts of [Your Location].

Severability

If any provision of these Terms is found unenforceable, the remaining provisions shall continue in full force and effect.

Entire Agreement

These Terms, together with the Privacy Policy and any applicable service agreements, constitute the entire agreement between the parties.

Contact Information

For questions about these Terms of Service or to report violations, please contact us: