Last Updated: January 1, 2026 — Effective Date: January 1, 2026
1. Acceptance of Terms
By accessing or using DentalFlow AI’s platform, website, or services, you agree to be bound by these Terms of Service (“Terms”). If you are entering into these Terms on behalf of an organization, you represent that you have authority to bind that organization. If you do not agree to these Terms, do not use our services.
2. Description of Services
DentalFlow AI provides a software-as-a-service (SaaS) platform including AI receptionist services, insurance verification automation, claims processing and denial management, appointment reminder systems, payment collection automation, and analytics and reporting tools (collectively, the “Services”). Services are provided subject to the subscription plan selected at time of enrollment.
3. Subscription and Payment
3.1 Fees. Subscription fees are billed monthly in advance based on your selected plan. All fees are stated in USD and are non-refundable except as provided in our 30-Day Money-Back Guarantee (Section 4).
3.2 Automatic Renewal. Subscriptions automatically renew each month unless cancelled before the renewal date. You may cancel at any time through your account settings or by contacting support.
3.3 Price Changes. We reserve the right to modify pricing with 30 days’ written notice. Continued use after the effective date constitutes acceptance of new pricing.
3.4 Taxes. You are responsible for all applicable taxes associated with your subscription.
4. 30-Day Money-Back Guarantee
If you are not satisfied with the Services within the first 30 days of your initial subscription, you may request a full refund of your first month’s subscription fee. Refund requests must be submitted in writing to [email protected] within 30 days of your initial payment. This guarantee applies to first-time subscribers only and is not available for renewals or add-on services.
5. HIPAA Compliance and Business Associate Agreement
By using our Services, you acknowledge that DentalFlow AI operates as a Business Associate as defined under HIPAA. A Business Associate Agreement (BAA) will be executed between DentalFlow AI and your covered entity prior to any transmission of Protected Health Information. You agree to use the Services in compliance with HIPAA and all applicable healthcare privacy laws. You remain responsible for your own HIPAA compliance obligations as a covered entity.
6. Acceptable Use
You agree not to:
- Use the Services for any unlawful purpose or in violation of any applicable law or regulation
- Reverse engineer, decompile, or attempt to extract source code from our platform
- Resell or sublicense access to the Services without written authorization
- Upload malicious code, viruses, or other harmful software
- Interfere with or disrupt the integrity or performance of the Services
- Access the Services through automated means except as permitted by our API terms
7. Intellectual Property
All platform software, algorithms, AI models, user interfaces, documentation, and other materials comprising the Services are the exclusive property of DentalFlow AI and are protected by applicable intellectual property laws. These Terms grant you a limited, non-exclusive, non-transferable license to use the Services solely for your internal business operations. No ownership rights are transferred.
8. Data Ownership
You retain ownership of all practice data, patient data, and PHI you provide or that is generated in connection with your use of the Services (“Customer Data”). You grant DentalFlow AI a limited license to process Customer Data solely to provide and improve the Services. We will return or destroy Customer Data upon request or upon termination of your subscription, in accordance with your BAA.
9. Disclaimers and Limitation of Liability
9.1 Service Warranty. THE SERVICES ARE PROVIDED “AS IS” WITHOUT WARRANTY OF ANY KIND. WE DISCLAIM ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT.
9.2 No Guarantee of Results. Revenue recovery projections and outcome estimates are illustrative and based on industry averages. Actual results will vary based on practice-specific factors. DentalFlow AI does not guarantee specific financial outcomes.
9.3 Limitation of Liability. TO THE MAXIMUM EXTENT PERMITTED BY LAW, DENTALFLOW AI’S TOTAL LIABILITY ARISING OUT OF OR IN CONNECTION WITH THESE TERMS SHALL NOT EXCEED THE FEES PAID BY YOU IN THE THREE MONTHS PRECEDING THE CLAIM. IN NO EVENT SHALL WE BE LIABLE FOR INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES.
9.4 Medical and Legal Advice. DentalFlow AI is a technology and revenue operations platform. Nothing in our Services constitutes medical, legal, financial, or compliance advice. You should consult qualified professionals for such guidance.
10. Indemnification
You agree to indemnify, defend, and hold harmless DentalFlow AI and its officers, directors, employees, and agents from any claims, losses, damages, or expenses (including reasonable legal fees) arising from your use of the Services, your violation of these Terms, or your violation of any applicable law or third-party right.
11. Term and Termination
These Terms remain in effect until terminated. Either party may terminate with 30 days’ written notice. DentalFlow AI may terminate immediately upon material breach. Upon termination, your access to the Services will cease, and we will return or destroy your data in accordance with your BAA and our data retention policy.
12. Governing Law and Disputes
These Terms are governed by the laws of the State of , without regard to conflict of law principles. Any disputes arising under these Terms shall be resolved through binding arbitration conducted by the American Arbitration Association under its Commercial Arbitration Rules. Nothing herein prevents either party from seeking injunctive or equitable relief in a court of competent jurisdiction.
13. Modifications to Terms
We reserve the right to modify these Terms at any time. We will provide at least 14 days’ notice of material changes. Continued use of the Services after the effective date constitutes acceptance of the modified Terms.
14. Contact
DentalFlow AI — Legal Team
Email: [email protected]