Terms of Service

In these Terms of Service, the following definitions apply:

"DentaFlow", "Company", "We", "Us", or "Our" refers to DentaFlow, operator of the platform at usedentaflow.com.

"Client", "Subscriber", "You", or "Your" refers to the dental clinic, business entity, or individual who purchases or uses the Service.

"Service" or "Platform" means the DentaFlow software-as-a-service platform, including the AI receptionist widget, lead management dashboard, appointment tools, automations, and all related features.

"Activation Fee" means the one-time, non-refundable fee charged upon initial subscription, which grants immediate access to the DentaFlow platform. This fee covers access to the platform and is not associated with any manual installation or configuration performed by DentaFlow.

"Subscription Fee" means the recurring monthly or annual fee charged for continued access to the Service.

"AI" refers to the automated, machine-learning-based conversation system embedded in the Service.

By purchasing, accessing, or using the Service, you agree to be bound by these Terms of Service, our Privacy Policy, and all applicable laws and regulations.

If you do not agree to these Terms, you must not access or use the Service.

By completing payment, you confirm that:

No verbal statements or representations by any DentaFlow representative shall modify these Terms unless made in a written document signed by an authorised officer of DentaFlow.

DentaFlow is a software platform. The Service includes:

Limitations. DentaFlow does not:

Results depend on factors outside DentaFlow's control, including your website traffic, market conditions, staff responsiveness, and business quality. The Client bears sole responsibility for monitoring AI conversations and ensuring patient communications are appropriate and compliant with applicable law.

DentaFlow reserves the right to modify, suspend, or discontinue any feature at any time.

A one-time Activation Fee is charged upon subscription activation. This fee grants immediate access to the full DentaFlow platform, including all features, the AI receptionist widget, and the clinic dashboard. It is not a fee for manual work, installation, or configuration by DentaFlow staff.

Non-refundable (outside EU/UK). The Activation Fee is non-refundable. By paying, the Client gains immediate access to a digital platform, and no refund will be issued.

EU and UK clients. Under the Consumer Rights Directive and applicable national laws, you have a 14-day right of withdrawal. However, by completing your purchase you expressly request immediate access to the digital platform and acknowledge that, once access has been granted, you waive your right of withdrawal in accordance with Article 16(a) of Directive 2011/83/EU. If access has not yet been granted and you wish to withdraw, contact us at legal@usedentaflow.com within 14 days of purchase.

The Activation Fee is non-refundable regardless of:

Clarification. The Activation Fee does not cover or imply any manual work by DentaFlow. Any assistance provided is entirely at DentaFlow's discretion and does not create any obligation.

Chargebacks. Initiating a chargeback while having received access to the Service constitutes a material breach of these Terms and grounds for immediate account termination and legal action to recover all amounts plus costs.

Subscription Fees are charged in advance, monthly or annually, as selected at checkout.

No refunds. Subscription Fees are non-refundable, including for unused portions of a billing period, cancellations before renewal, or dissatisfaction with results.

EU and UK clients. By subscribing, you request immediate access to the Service and expressly waive your withdrawal right for each subscription payment, per Article 16(a) of Directive 2011/83/EU. This does not affect mandatory statutory rights that cannot be excluded by contract.

Annual plans are paid upfront and non-refundable. Cancellation does not entitle the Client to a refund for the remaining period.

Auto-renewal. Subscriptions renew automatically. It is the Client's responsibility to cancel before the renewal date. DentaFlow will send a reminder at least 7 days before annual renewals.

Price changes. DentaFlow may change prices with 30 days' notice. EU/UK clients may cancel without penalty if they do not accept the new price.

The Client may cancel at any time via the dashboard Billing section or by emailing support@usedentaflow.com.

Upon cancellation:

DentaFlow may terminate an account immediately, without refund, if the Client breaches these Terms, fails to pay fees, initiates a chargeback, or uses the Service in a manner that harms DentaFlow or third parties.

DentaFlow makes no representations or guarantees regarding the number of leads, appointments, or revenue you will generate using the Service. Results depend on factors outside DentaFlow's control, including your market, website traffic, pricing, and staff responsiveness.

Any figures referenced in marketing materials represent individual results in specific circumstances and are not guarantees of similar outcomes. The Client assumes all risk and agrees that failure to achieve desired results does not constitute grounds for a refund or legal action.

The Service uses artificial intelligence to generate automated responses. The Client acknowledges that:

The Client bears sole responsibility for all communications made through the AI to their patients.

To the maximum extent permitted by applicable law, DentaFlow's total liability for any claim arising under these Terms shall not exceed the amount paid by the Client in the 3 months preceding the claim.

DentaFlow is not liable for any indirect, incidental, special, consequential, or punitive damages, including lost profits, lost data, or business interruption, even if advised of the possibility of such damages.

EU and UK clients. Nothing in these Terms limits liability for death or personal injury caused by negligence, fraud, or any liability that cannot be limited by applicable law.

The Client agrees to indemnify, defend, and hold harmless DentaFlow and its officers, directors, employees, and agents from any claims, damages, losses, or expenses (including legal fees) arising from:

DentaFlow is a software tool, not a healthcare provider. The Client bears sole responsibility for HIPAA compliance and all applicable healthcare regulations.

A Business Associate Agreement (BAA) is available upon request at hipaa@usedentaflow.com. The Client is responsible for requesting and executing a BAA if required.

DentaFlow does not provide legal, medical, or regulatory compliance advice. The Client must consult qualified professionals to ensure compliance with all applicable laws.

For clients outside the European Union:

All disputes arising from these Terms shall be resolved through final and binding arbitration administered by the American Arbitration Association (AAA). You waive your right to a jury trial and your right to participate in any class action. The governing law is the State of Delaware, United States. Any claim must be filed within one (1) year of arising.

For clients in the European Union or United Kingdom:

The mandatory arbitration clause and Delaware governing law do not apply to you. Your disputes are governed by the laws of your country of residence. You retain the right to bring disputes before your local courts and may use the EU Online Dispute Resolution platform at: https://ec.europa.eu/consumers/odr

Nothing in these Terms limits your statutory rights under applicable EU/UK consumer protection law.

All rights in the Service, including software, algorithms, designs, trademarks, and content, remain the exclusive property of DentaFlow. The Client receives a limited, non-exclusive, non-transferable licence to use the Service during their active subscription for internal business purposes only.

The Client may not copy, reverse engineer, resell, or sublicense the Service, or use DentaFlow's name or trademarks without prior written consent.

The Client is the data controller for all patient data processed through the Service. DentaFlow acts as a data processor on behalf of the Client.

The Client is solely responsible for compliance with applicable data protection laws (GDPR, CCPA, HIPAA, etc.), obtaining patient consents, and maintaining appropriate privacy notices.

EU clients (GDPR). DentaFlow acts as a Data Processor under Regulation (EU) 2016/679. A Data Processing Agreement (DPA) compliant with Article 28 GDPR is available at legal@usedentaflow.com. Data transfers outside the EEA are conducted under Standard Contractual Clauses (SCCs). EU/UK data subjects may request access, rectification, erasure, or portability of their data via legal@usedentaflow.com.

DentaFlow is not responsible for the Client's data protection compliance.

Entire agreement. These Terms, together with our Privacy Policy, constitute the entire agreement between the parties and supersede all prior agreements.

Severability. If any provision is unenforceable, it will be modified to the minimum extent necessary, and the remaining provisions will continue in full force.

No waiver. Failure to enforce any provision does not constitute a waiver.

Assignment. DentaFlow may assign these Terms without restriction. The Client may not assign without DentaFlow's prior written consent.

Notices. Legal notices to DentaFlow must be sent to legal@usedentaflow.com.

Force majeure. DentaFlow is not liable for delays caused by events beyond its reasonable control, including natural disasters, cyberattacks, or third-party service failures.

Contact. Questions about these Terms: legal@usedentaflow.com