Terms of service

These Terms and Conditions govern the use of the mobile application/platform DentAccel (“the App”), which is owned, operated, and maintained by DentAccel Solutions Pvt. Ltd. (“the Company”, “We”, “Us”, or “Our”).

They are an agreement between the Company and the clinic, practice or organisation that uses the App (“you”, “the clinic”), and cover the App and this website.

The clinic accepts these terms when it signs an order that refers to them or when its owner first signs in to DentAccel, whichever happens first. The person accepting confirms that they are allowed to do so for the clinic.

Our agreement is made up of these terms, any order form, proposal or invoice we agree with you that sets out your plan and fees (an “order”), and our privacy policy. If an order says something different from these terms, the order applies on that point.

If you only visit this website, these terms apply to your visit as far as they are relevant.

• We set up each clinic on request; there is no self-serve sign-up. The clinic owner receives an email with a link to set a password, and signs in at the clinic's own web address.
• The clinic decides who on its team has access and what each role can do, and removes access promptly when someone leaves.
• Everyone needs their own login. Logins must not be shared.
• Keep passwords private, and tell us at once at support@dentaccel.com if you think a login has been misused. The clinic is responsible for what is done with its logins, unless it was caused by our failure.
• We take instructions about the clinic's account from its owner, or from someone the owner has authorised. Please keep the owner's details up to date.

The clinic is responsible for:

• making sure its dentists and other clinicians are qualified and registered to practise where they work;
• the accuracy and completeness of what it records, and for all clinical decisions, prescriptions and treatment;
• its patients' information: telling patients how it is used, having a lawful basis and any consent the law requires (including before recording a consultation with AI Scribe and before sending patients messages), and handling patients' requests to see, correct or delete their records;
• keeping records for as long as the rules for its practice require;
• its own tax, invoicing and accounting obligations. DentAccel helps a clinic keep its accounts, but it doesn't give tax or accounting advice, so the clinic should check settings such as tax rates and document numbering;
• its staff's use of DentAccel and their compliance with these terms;
• its own devices, browsers and internet connection.

The clinic and its team must not:

• use DentAccel for anything unlawful, or to hold information they have no right to hold;
• try to reach another clinic's information, or any part of DentAccel they are not allowed to use;
• test, probe or scan DentAccel for weaknesses, or try to get around its security, without our written permission. If you find a weakness, please tell us instead;
• disrupt or overload the service, or upload viruses or other harmful files;
• copy, reverse engineer or resell DentAccel, or use it to build a competing product;
• give access to anyone outside the clinic's team, other than people acting for the clinic, such as its accountant;
• send unlawful or unwanted messages to patients or anyone else through DentAccel.

We may suspend access that breaks these rules (see Suspension and ending the service).

The clinic owns its data. Everything the clinic puts into DentAccel, including patient records and files (“clinic data”), belongs to the clinic. The clinic allows us to store, copy, process and display it only as needed to provide, support and secure DentAccel for the clinic, and where the law requires.

Our role. For patient information the clinic is the controller (some laws use the term “data fiduciary”) and the Company is its processor. We will:

• process clinic data only to provide DentAccel, following the clinic's instructions, which are these terms, the clinic's settings and its requests to us;
• keep it confidential, and make sure everyone at the Company who can see it is bound by confidentiality;
• protect it with suitable technical and organisational safeguards, as described in our privacy policy;
• use only service providers that are bound to protect it as we do, and stay responsible for them. We keep a list of these providers, available on request, and will tell the clinic at least 30 days before adding or replacing one that processes patient information. If the clinic objects for a good reason and we can't resolve it, the clinic may end the service without penalty;
• tell the clinic without undue delay, and within 48 hours of becoming aware of it, about any security breach affecting clinic data, and help the clinic meet its own obligations;
• help the clinic answer patients' requests and questions from regulators about clinic data;
• never sell clinic data, use it for advertising, contact the clinic's patients for our own purposes, or use it to train AI models;
• give the clinic, on request and no more than once a year unless a regulator requires it, the information it reasonably needs to check that we keep these promises;
• return and delete clinic data when the service ends, as set out in Suspension and ending the service.

Usage information. We may use information about how DentAccel is used, such as the features used, the number of staff and the amount of AI Scribe use, to run, bill, secure and improve the service. This never includes the content of patient records.

If the law that applies to the clinic requires a separate data processing agreement, we will sign one on request.

To set up, run and support DentAccel, our team sometimes needs to see a clinic's records.

• Support access. The clinic owner can give our support team read-only access from inside the app, for a period the owner chooses, and can see when access was given.
• Operations access. Our operations team can open a clinic's records when needed to set the clinic up, fix a problem, keep the service secure, prepare a copy of the data the clinic has asked for, or meet a legal obligation.

Every time our team opens a clinic's records, it is recorded in the clinic's activity log with the person's name. Only staff who need this access have it, and they are bound by confidentiality.

• AI Scribe drafts a structured clinical note from the dentist's dictation or the consultation. It is available to every clinic, and the clinic can switch it off at any time in its settings.
• It doesn't diagnose, make clinical decisions or replace professional judgement. A draft can be incomplete or wrong.
• The dentist must review, correct and approve every draft before saving it. Once saved, the note is part of the clinic's clinical record, and the dentist and the clinic are responsible for it.
• Before recording a consultation, the clinic must tell the patient and get any consent the law requires. If a patient doesn't want to be recorded, don't use AI Scribe for that visit.
• AI Scribe uses a third-party AI service provider. Our privacy policy explains what is sent to it and what is kept.

DentAccel is software for keeping records and running a practice. It is not meant to diagnose, treat or prevent any condition, and it doesn't give medical or dental advice. Medicine lists, suggested doses, templates, chart summaries and AI drafts are there for convenience; check them before relying on them. Clinical decisions, prescriptions and treatment remain the responsibility of the treating clinician. DentAccel is not for emergencies.

• The clinic's plan, fees, billing period and what is included are set out in its order.
• Unless the order says otherwise, we invoice fees in advance for each billing period, and they are due within 15 days of the invoice.
• Fees do not include taxes, which we add as the law requires.
• We may change fees for future billing periods by giving at least 30 days' notice. If the clinic doesn't agree, it can end the service before the change takes effect.
• If an invoice is still unpaid 15 days after we have reminded the clinic, we may suspend access until it is paid. The clinic can still ask for a copy of its data.

Renewal, cancellation and refunds

• The plan renews automatically at the end of each billing period, unless the clinic cancels before the renewal date.
• The clinic can cancel at any time by writing to us (see Suspension and ending the service). Access continues until the end of the current billing period, and the plan then doesn't renew.
• Fees are paid in advance and are not refundable. We don't refund or credit part-used billing periods, moves to a smaller plan, or periods when the account was active but not used. Cancelling doesn't entitle the clinic to a refund of fees already paid.
• We review requests and refund, where due: duplicate or mistaken payments; payments taken for a plan that was never activated; and services we committed to but did not provide.
• If we end the service without the clinic being at fault, or the clinic leaves because of a change to these terms, we refund prepaid fees for the unused period.
• To ask for a refund, email support@dentaccel.com with the clinic's name and the payment reference. We pay approved refunds to the original payment method within 25 business days. The clinic's bank may take longer to show them.
• Nothing in these terms limits any rights the clinic has under the law.

• DentAccel is provided online. We work to keep it available and responsive, but we can't promise that it will always be uninterrupted or free of errors.
• Planned maintenance may briefly interrupt access. We try to schedule it outside clinic hours and give notice of longer work.
• We keep improving DentAccel. If we plan a change that significantly reduces features the clinic uses, we will tell the clinic at least 30 days in advance.

• The clinic can stop using DentAccel by telling us in writing. The service then ends at the end of the current billing period, unless the order says otherwise.
• We may suspend access straight away, for the whole clinic or for particular users, where needed to protect the service, other clinics or patients, for example because of a security threat or serious misuse. We will tell the clinic why, and restore access once the problem is resolved.
• Either side may end the agreement if the other seriously breaks these terms and doesn't put it right within 30 days of being told. We may also end it if fees remain unpaid 60 days after access was suspended.
• We may end the service for any other reason with at least 90 days' notice, and will refund prepaid fees for the unused period.

Your data when the service ends

For 90 days after the service ends, the clinic can ask for a copy of its data, including patient records and uploaded files, in a commonly used, machine-readable format. We will remind the clinic owner before that period runs out. After it, we delete the clinic's data from our systems within 30 days, and from backups as they expire, unless the law requires us to keep it.

Sections that by their nature should continue after the agreement ends, such as those on clinic data, confidentiality, liability and governing law, continue to apply.

• The clinic owns its clinic data (see above).
• We and our licensors own DentAccel, including its software, design, content and trade marks. We give the clinic a non-exclusive, non-transferable right to use DentAccel for its own practice while the agreement lasts.
• If the clinic suggests improvements, we may use them freely, without any obligation to the clinic.
• Each side keeps the other's non-public business information confidential, and uses it only for this agreement.

• We will provide DentAccel with reasonable skill and care. Beyond that, and as far as the law allows, we make no other promises about it.
• Neither side is liable for indirect or consequential loss, or for lost profits, revenue or goodwill.
• Our total liability for all claims arising in any 12 months is limited to the fees the clinic paid us in the 12 months before the claim.
• These limits don't apply to fraud, wilful misconduct, the clinic's obligation to pay fees, or anything else the law doesn't allow to be limited.
• The clinic will cover us against claims by others, including patients and regulators, that arise from its clinical care, from what it records, or from its breach of the law or of these terms.
• We will cover the clinic against claims by others that DentAccel, used as these terms allow, infringes their intellectual property.
• Whoever is asking to be covered must tell the other side promptly about the claim and let it handle the defence.

These terms are governed by the laws of India.

If a dispute arises, senior people from both sides will first try to resolve it in good faith within 30 days. If they can't, the courts at New Delhi have exclusive jurisdiction.

• Neither side is responsible for delays or failures caused by events outside its reasonable control, such as natural disasters, wide-scale internet or power outages, or government action.
• The clinic may transfer this agreement only with our written consent, which we won't unreasonably refuse. We may transfer it to a company that takes over DentAccel, and will tell the clinic.
• If any part of these terms can't be enforced, the rest still applies. Not enforcing a right straight away doesn't mean giving it up.
• This agreement replaces any earlier discussions about the same subject. Nobody other than the Company and the clinic has rights under it.
• We send notices to the clinic owner's email address. The clinic sends notices to us at support@dentaccel.com.

Questions about these terms, and legal notices to DentAccel Solutions Pvt. Ltd., can go to support@dentaccel.com.

We will tell the clinic owner by email or in the app at least 30 days before a significant change to these terms takes effect. If the clinic doesn't agree, it can end the service before then and we will refund prepaid fees for the unused period. Changes the law requires may take effect sooner. The date at the top of this page shows when these terms last changed.