DentEaseDentEase

Terms and Conditions

DentEase -- Dental Clinic Management Platform

Effective Date: May 19, 2026 Last Updated: June 13, 2026

1. Introduction and Acceptance of Terms

These Terms and Conditions ("Terms") constitute a legally binding agreement between you ("User," "you," or "your") and DentEase ("Company," "we," "us," or "our") governing your access to and use of the DentEase dental clinic management platform, including all associated applications, services, and websites (collectively, the "Platform").

By accessing, registering for, or using the Platform, you acknowledge that you have read, understood, and agree to be bound by these Terms, our Privacy Policy, and any additional guidelines or policies referenced herein. If you do not agree to these Terms, you must not access or use the Platform.

These Terms apply to all users of the Platform, including but not limited to dental clinic administrators, dentists, clinical staff, and patients.

2. Definitions

  • "Authorized User" means any individual who has been granted access to the Platform by a Clinic Administrator, including dentists, staff members, and patients.
  • "Clinic" means the dental practice or organization that subscribes to the Platform.
  • "Clinic Administrator" means the dentist or authorized representative who manages the Clinic's account and Platform settings.
  • "Patient Data" means any information relating to a patient's dental or medical history, treatment records, odontograms, appointment history, invoices, and any other personally identifiable health information entered into or generated by the Platform.
  • "Protected Health Information" (PHI) has the meaning ascribed to it under the Health Insurance Portability and Accountability Act (HIPAA) of 1996, as amended, or equivalent data protection legislation in the applicable jurisdiction.
  • "Services" means all features and functionalities provided through the Platform, including but not limited to appointment management, patient records management, invoicing, dental charting (odontograms), medical history tracking, analytics, notifications, online booking, and data export.

3. Eligibility and Account Registration

3.1 Eligibility

To use the Platform, you must:

  • Be at least 18 years of age or the age of legal majority in your jurisdiction.
  • If registering as a Clinic, be a legally established dental practice operating under valid licensure in your jurisdiction.
  • If registering as a dentist, hold a valid and current license to practice dentistry in the jurisdiction where you provide services.

3.2 Account Registration

  • You must provide accurate, current, and complete information during registration.
  • You are responsible for maintaining the confidentiality of your account credentials, including your username and password.
  • You must immediately notify us of any unauthorized use of your account or any other security breach.
  • You may not share, transfer, or assign your account credentials to any third party.
  • Each Authorized User must have a unique account; shared accounts are prohibited.

3.3 Account Types and Roles

The Platform supports multiple account types (Administrator, Dentist, Staff, and Patient), each with distinct access levels and permissions. Clinic Administrators are responsible for assigning appropriate roles and permissions to their staff.

4. Healthcare Regulatory Compliance

4.1 HIPAA Compliance (United States)

For Users subject to the Health Insurance Portability and Accountability Act (HIPAA):

  • DentEase operates as a Business Associate under HIPAA when processing PHI on behalf of Covered Entities.
  • A Business Associate Agreement (BAA) must be executed between DentEase and the Clinic prior to any processing of PHI through the Platform.
  • We implement administrative, physical, and technical safeguards in accordance with the HIPAA Security Rule (45 CFR Part 160 and Subparts A and C of Part 164).
  • We maintain audit controls and activity logs as required under 45 CFR 164.312(b).
  • In the event of a data breach involving PHI, we will notify the affected Clinic without undue delay and no later than 72 hours after becoming aware of the breach. The Clinic, as Covered Entity, remains responsible for individual and regulatory notifications within the timelines set by the HIPAA Breach Notification Rule (45 CFR 164.400-414).

4.2 GDPR Compliance (European Economic Area)

For Users within the European Economic Area (EEA) or where the General Data Protection Regulation (EU) 2016/679 ("GDPR") applies:

  • DentEase acts as a Data Processor when processing personal data on behalf of Clinics, which act as Data Controllers.
  • A Data Processing Agreement (DPA) in compliance with Article 28 of the GDPR will be executed upon request.
  • We process personal data only on documented instructions from the Data Controller, in accordance with Article 28(3)(a).
  • Data subjects retain all rights under Articles 15-22 of the GDPR, including the right of access, rectification, erasure, restriction of processing, data portability, and the right to object.
  • We conduct Data Protection Impact Assessments (DPIAs) as required under Article 35 where processing is likely to result in a high risk to the rights and freedoms of individuals.
  • International data transfers, where applicable, are conducted in compliance with Chapter V of the GDPR, using Standard Contractual Clauses (SCCs) or other approved transfer mechanisms.

4.3 Additional Jurisdictional Compliance

DentEase is designed to support compliance with healthcare data protection regulations across multiple jurisdictions, including but not limited to:

  • Philippines: Data Privacy Act of 2012 (Republic Act No. 10173) and its Implementing Rules and Regulations.
  • United Kingdom: UK GDPR and the Data Protection Act 2018.
  • Canada: Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial health information legislation.
  • Australia: Privacy Act 1988 and the Australian Privacy Principles (APPs), including the My Health Records Act 2012.
  • Japan: Act on the Protection of Personal Information (APPI) as amended.

Clinics are responsible for determining which regulatory frameworks apply to their practice and for ensuring their use of the Platform conforms to all applicable local laws and regulations.

4.4 Medical Device Regulation Disclaimer

The Platform is a clinical practice management and administrative tool. It is not a medical device, diagnostic tool, or clinical decision support system as defined under:

  • EU Medical Device Regulation (MDR) 2017/745
  • U.S. FDA 21 CFR Part 820
  • ISO 13485:2016

The Platform does not provide clinical diagnoses, treatment recommendations, or therapeutic advice. All clinical decisions remain the sole responsibility of the licensed dental practitioner.

5. Data Protection and Privacy

5.1 Data Collection and Processing

We collect and process the following categories of data:

  • Account Data: Name, email address, mobile number, and account credentials. (Date of birth is collected only for patients, as part of Patient Data.)
  • Clinical Data: Patient dental records, medical histories, odontograms, treatment notes, and appointment records.
  • Financial Data: Invoice records, payment information, and billing history.
  • Technical Data: Usage logs, device information, IP addresses, and browser metadata.

5.2 Lawful Basis for Processing

Data is processed on the following legal bases:

  • Performance of a contract: To provide the Services as agreed.
  • Legal obligation: To comply with applicable healthcare regulations, tax laws, and reporting requirements.
  • Legitimate interest: To improve the Platform, ensure security, and prevent fraud.
  • Consent: Where explicitly obtained, for optional features such as marketing communications.

5.3 Data Retention

  • Patient Data is retained for the duration of the Clinic's subscription and for a minimum period as required by applicable healthcare record retention laws (typically 7-10 years from the date of last treatment, or longer for pediatric records, depending on jurisdiction).
  • Upon termination of a Clinic's subscription, data will be retained in accordance with applicable legal requirements and then securely deleted or anonymized.
  • Clinics may request data export at any time during their active subscription.

5.4 Data Security

We implement industry-standard security measures including but not limited to:

  • Encryption of data in transit (TLS 1.2 or higher) and at rest (AES-256).
  • Role-based access controls and permission management.
  • Session-based authentication with JSON Web Token (JWT) mechanisms.
  • Regular security assessments and vulnerability testing.
  • Automated audit logging of data access and modifications.

5.5 Data Breach Notification

In the event of a personal data breach:

  • We will notify the affected Clinic without undue delay and no later than 72 hours after becoming aware of the breach, in accordance with GDPR Article 33 and HIPAA 45 CFR 164.408.
  • Notification will include the nature of the breach, categories and approximate number of individuals affected, likely consequences, and measures taken to mitigate the breach.
  • The Clinic, as Data Controller, remains responsible for notifying affected patients and supervisory authorities as required under applicable law.

6. Use of the Platform

6.1 Permitted Use

The Platform may be used solely for:

  • Managing dental clinic operations, including appointment scheduling, patient record management, billing, and clinical documentation.
  • Online patient appointment booking through authorized booking links.
  • Generating reports, analytics, and data exports for legitimate clinic operations.

6.2 Prohibited Use

You agree not to:

  • Use the Platform for any unlawful purpose or in violation of any applicable law or regulation.
  • Access, store, or transmit any data through the Platform that you do not have lawful authority to collect or process.
  • Attempt to gain unauthorized access to any part of the Platform, other users' accounts, or any systems or networks connected to the Platform.
  • Reverse-engineer, decompile, disassemble, or otherwise attempt to derive the source code of the Platform.
  • Use the Platform to transmit malware, viruses, or other harmful code.
  • Share patient data with unauthorized third parties or use patient data for purposes not directly related to clinical care.
  • Use the Platform for marketing, advertising, or any purpose unrelated to dental practice management without explicit written consent.
  • Exceed the usage limits defined by your subscription plan.
  • Circumvent or disable any security or access control features of the Platform.

6.3 Clinical Responsibility

  • The Platform facilitates administrative and clinical record-keeping; it does not replace professional clinical judgment.
  • All clinical decisions, diagnoses, and treatment plans remain the sole responsibility of the licensed dental practitioner.
  • Users are responsible for verifying the accuracy of all clinical data entered into the Platform.
  • The Platform's dental charting (odontogram) and medical history features are record-keeping tools and do not constitute clinical advice.

7. Subscription and Payment

7.1 Subscription Plans

  • Access to the Platform is provided through subscription plans, details of which are available on our website or through direct inquiry.
  • Each plan defines usage limits, including the number of branches, staff accounts, materials, procedures, and storage capacity.

7.2 Payment Terms

  • Subscription fees are billed in advance on a recurring basis (monthly or annually, as selected).
  • All fees are exclusive of applicable taxes unless otherwise stated.
  • Payment must be made using the payment methods supported by the Platform.
  • Failure to pay may result in suspension or termination of access to the Platform.

7.3 Plan Changes

  • Clinics may upgrade or downgrade their subscription plan at any time, subject to the terms of the selected plan.
  • Downgrades take effect at the end of the current billing cycle.

7.4 Refund Policy

  • New subscriptions are preceded by a 30-day free trial period during which the Platform may be evaluated at no cost and with no payment information required; this trial is your opportunity to assess suitability before any charge.
  • Subscription fees are generally non-refundable, except where required by applicable consumer protection law.
  • Pro-rata refunds may be issued at our sole discretion in cases of documented service failure.

7.5 Merchant of Record

  • All subscription payments are processed by Lemon Squeezy (Lemon Squeezy, LLC), which acts as the authorized reseller and Merchant of Record for DentEase.
  • Lemon Squeezy handles payment processing, billing, fraud screening, and the collection and remittance of applicable sales tax and VAT. The charge on your statement will appear as "Lemon Squeezy" (or "LEMSQUEEZY").
  • Your purchase is additionally subject to Lemon Squeezy's terms of service and privacy policy. Refund requests are handled in accordance with Section 7.4 and Lemon Squeezy's buyer policies.

8. Intellectual Property

8.1 Ownership

  • The Platform, including all software, code, designs, trademarks, logos, and documentation, is the exclusive property of DentEase and is protected by applicable intellectual property laws.
  • Your subscription grants you a limited, non-exclusive, non-transferable, and revocable license to use the Platform in accordance with these Terms.

8.2 User Content

  • Users retain ownership of all data and content they input into the Platform ("User Content").
  • By using the Platform, you grant DentEase a limited license to process, store, and display User Content solely for the purpose of providing and improving the Services.
  • We will not use Patient Data for any purpose other than providing the Services, except in anonymized and aggregated form for analytics and service improvement, and only where permitted by applicable law.

8.3 Feedback

Any suggestions, feedback, or ideas you provide regarding the Platform may be used by DentEase without obligation or compensation to you.

9. Confidentiality

9.1 Confidential Information

Both parties agree to maintain the confidentiality of any non-public information disclosed during the course of using the Platform, including but not limited to:

  • Patient Data and PHI.
  • Business operations, financial information, and trade secrets.
  • Technical information about the Platform's architecture and security measures.

9.2 Exceptions

Confidentiality obligations do not apply to information that:

  • Is or becomes publicly available through no fault of the receiving party.
  • Was known to the receiving party prior to disclosure.
  • Is independently developed by the receiving party without reference to the confidential information.
  • Is required to be disclosed by law, regulation, or court order, provided that the disclosing party is given reasonable prior notice.

10. Warranties and Disclaimers

10.1 Platform Availability

  • We strive to maintain Platform availability but do not guarantee uninterrupted or error-free operation.
  • Scheduled maintenance windows will be communicated in advance when possible.
  • We are not liable for downtime caused by factors outside our reasonable control, including internet service disruptions, third-party service failures, or force majeure events.

10.2 Disclaimer of Warranties

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, THE PLATFORM IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, WHETHER EXPRESS, IMPLIED, OR STATUTORY, INCLUDING BUT NOT LIMITED TO WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, ACCURACY, COMPLETENESS, NON-INFRINGEMENT, OR THAT THE PLATFORM WILL MEET YOUR SPECIFIC REQUIREMENTS.

10.3 No Medical Warranty

We do not warrant that the Platform is suitable for any specific clinical purpose. The Platform does not provide medical or dental advice, and we make no representations regarding the clinical accuracy or completeness of any information entered by users.

11. Limitation of Liability

11.1 Exclusion of Damages

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, IN NO EVENT SHALL DENTEASE, ITS OFFICERS, DIRECTORS, EMPLOYEES, AGENTS, OR AFFILIATES BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING BUT NOT LIMITED TO LOSS OF PROFITS, DATA, BUSINESS OPPORTUNITIES, GOODWILL, OR OTHER INTANGIBLE LOSSES, ARISING OUT OF OR IN CONNECTION WITH YOUR USE OF OR INABILITY TO USE THE PLATFORM.

11.2 Cap on Liability

OUR TOTAL AGGREGATE LIABILITY ARISING OUT OF OR RELATING TO THESE TERMS OR THE PLATFORM SHALL NOT EXCEED THE TOTAL FEES PAID BY YOU TO DENTEASE DURING THE TWELVE (12) MONTHS PRECEDING THE EVENT GIVING RISE TO THE CLAIM.

11.3 Exceptions

Nothing in these Terms excludes or limits liability for:

  • Death or personal injury caused by negligence.
  • Fraud or fraudulent misrepresentation.
  • Any liability that cannot be excluded or limited under applicable law.
  • Willful breach of data protection obligations resulting in unauthorized disclosure of PHI.

12. Indemnification

You agree to indemnify, defend, and hold harmless DentEase and its officers, directors, employees, and agents from and against any and all claims, damages, losses, liabilities, costs, and expenses (including reasonable legal fees) arising out of or in connection with:

  • Your use of the Platform in violation of these Terms.
  • Your breach of any applicable law, regulation, or professional standard.
  • Any claim arising from the clinical care provided by you or your Clinic.
  • Your failure to obtain necessary patient consents for data processing.
  • Any unauthorized access to the Platform resulting from your failure to safeguard account credentials.

13. Termination

13.1 Termination by You

You may terminate your account at any time by contacting us or through the account management features of the Platform. Termination does not entitle you to a refund of prepaid fees unless required by applicable law.

13.2 Termination by Us

We may suspend or terminate your access to the Platform immediately if:

  • You breach any material provision of these Terms.
  • Your subscription fees remain unpaid after reasonable notice.
  • We are required to do so by law or regulatory order.
  • We reasonably believe your use of the Platform poses a security risk or may cause harm to other users.

13.3 Effects of Termination

Upon termination:

  • Your access to the Platform will be revoked.
  • We will provide you with a reasonable period (not less than 30 days) to export your data, subject to applicable legal requirements.
  • Patient Data will be retained as required by applicable healthcare record retention laws and then securely deleted or anonymized.
  • Provisions that by their nature should survive termination (including Sections 5, 8, 9, 10, 11, 12, and 14) shall remain in effect.

14. Dispute Resolution

14.1 Governing Law

These Terms shall be governed by and construed in accordance with the laws of the Republic of the Philippines, without regard to its conflict of laws provisions. The courts of Cagayan de Oro City, Philippines shall have jurisdiction over any dispute not resolved through the informal resolution and arbitration provisions below, subject to any mandatory consumer-protection venue rights you may have under applicable law.

14.2 Informal Resolution

Before initiating formal proceedings, both parties agree to attempt in good faith to resolve any dispute through informal negotiation for a period of at least thirty (30) days.

14.3 Arbitration

If informal resolution fails, disputes shall be submitted to binding arbitration under the rules of a recognized arbitration body in the relevant jurisdiction, unless either party seeks injunctive or other equitable relief for intellectual property infringement or data protection violations.

14.4 Class Action Waiver

To the extent permitted by applicable law, you agree to resolve disputes with DentEase on an individual basis and waive any right to participate in a class action, collective action, or representative proceeding.

15. General Provisions

15.1 Modifications to Terms

We reserve the right to modify these Terms at any time. Material changes will be communicated at least thirty (30) days in advance via the Platform or email. Continued use of the Platform after the effective date of any modification constitutes acceptance of the updated Terms.

15.2 Severability

If any provision of these Terms is held to be invalid or unenforceable, the remaining provisions shall remain in full force and effect.

15.3 Entire Agreement

These Terms, together with the Privacy Policy, any executed BAA or DPA, and any other agreements referenced herein, constitute the entire agreement between you and DentEase regarding the subject matter hereof.

15.4 Waiver

No failure or delay by either party in exercising any right under these Terms shall constitute a waiver of that right.

15.5 Assignment

You may not assign or transfer your rights or obligations under these Terms without our prior written consent. We may assign our rights and obligations without restriction.

15.6 Force Majeure

Neither party shall be liable for any failure or delay in performing its obligations due to circumstances beyond its reasonable control, including natural disasters, war, terrorism, pandemics, government actions, power failures, or internet disruptions.

15.7 Notices

All notices under these Terms shall be in writing and delivered to the email address associated with your account or to our designated contact address.

16. Accessibility and Non-Discrimination

DentEase is committed to ensuring the Platform is accessible to all users, in accordance with:

  • Web Content Accessibility Guidelines (WCAG) 2.1 Level AA.
  • Section 508 of the U.S. Rehabilitation Act (where applicable).
  • The European Accessibility Act (Directive 2019/882), where applicable.

We do not discriminate on the basis of race, color, national origin, disability, age, sex, or any other protected characteristic in the provision of our Services.

17. International Data Transfers

Where Patient Data or personal data is transferred across international borders:

  • We ensure appropriate safeguards are in place, including Standard Contractual Clauses (SCCs) approved by the European Commission, adequacy decisions, or Binding Corporate Rules (BCRs).
  • We conduct Transfer Impact Assessments (TIAs) to evaluate the legal framework of the receiving country.
  • Users will be informed of the countries where their data may be processed.

18. Audit Rights

Clinics acting as Data Controllers have the right to:

  • Request documentation demonstrating DentEase's compliance with applicable data protection regulations.
  • Conduct or commission audits of DentEase's data processing activities, subject to reasonable notice and confidentiality obligations.
  • Receive annual compliance summaries upon written request.

19. Children's Data

  • The Platform is not intended for use by individuals under the age of 18 (or the applicable age of majority).
  • Where Patient Data pertains to minors, the Clinic is responsible for obtaining verifiable parental or guardian consent as required under applicable law, including but not limited to:
    • The Children's Online Privacy Protection Act (COPPA) in the United States.
    • GDPR Article 8 in the European Economic Area.
    • Applicable national laws regarding pediatric health records.

20. Third-Party Services

The Platform may integrate with or contain links to third-party services (e.g., payment processing by Lemon Squeezy as our Merchant of Record (see Section 7.5), cloud storage providers). We are not responsible for the practices, content, or availability of third-party services. Your use of such services is governed by their respective terms and privacy policies.

21. Contact Information

For questions, concerns, or requests regarding these Terms and Conditions, please contact us at:

DentEase Molawan Road, Patag, Kauswagan, Cagayan de Oro City, Mindanao, Philippines 9000 Email: dentease.business@gmail.com Data Protection Inquiries: dentease.business@gmail.com

For data protection complaints, you may also contact the relevant supervisory authority in your jurisdiction.

By using the DentEase platform, you acknowledge that you have read, understood, and agree to be bound by these Terms and Conditions.