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Terms of Service

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These terms are the agreement between DentistaSync and the clinics, staff and patients who use it. Please read them carefully; by using DentistaSync you agree to them.

The short version. Your clinic owns its data and can take it with you. You are responsible for your accounts, for your clinical decisions and for using patient information lawfully. We provide the service with care, protect your data and tell you before anything important changes.

About these terms

These Terms of Service (“Terms”) are an agreement between DentistaSync, operated by Jimwell Buot, Philippines (“DentistaSync”, “we”, “us”), and you. They apply to our website, the online edition of DentistaSync, its patient features (patient accounts, online booking and the patient mobile app) and the desktop edition (together, the “Service”).

If you accept these Terms on behalf of a clinic or company, you confirm that you have the authority to bind it, and “you” means that clinic or company. A separate written agreement or order form signed with us takes precedence over these Terms where they differ.

Our Privacy Policy explains how we handle personal information and forms part of these Terms.

Definitions

  • Clinic — a dental clinic or practice that subscribes to or licenses the Service.
  • Authorized Users — the clinic’s owners, dentists and staff to whom the clinic gives an account.
  • Patients — people whose records a clinic keeps in the Service, and people who use the patient features.
  • Clinic Data — all information a clinic or its Authorized Users enter into the Service, including patient records.
  • Online edition — the version of DentistaSync we host and you use in a web browser.
  • Desktop edition — the version of DentistaSync installed on the clinic’s own computers, which works offline.

Early access

DentistaSync is in early access. During early access:

  • features may be added, changed or removed, and some features described on our website (such as online booking and the patient app) are not yet available;
  • the Service may be offered free of charge or at a reduced price, as we agree with you;
  • we will tell you in advance before early access ends and before any fees start, and you may stop using the Service and export your data at that point.

Accounts and security

  • You must give accurate information when you create an account and keep it up to date.
  • Each Authorized User must have their own account. Do not share accounts or passwords.
  • The clinic decides who gets an account and which roles and permissions each person has, and must remove access promptly when someone leaves the clinic.
  • You are responsible for activity under your accounts. Keep your passwords secure, use two-factor authentication where we offer it, and tell us immediately at support@dentistasync.com if you suspect unauthorized access.

The clinic’s responsibilities

DentistaSync is a tool for keeping records and running a clinic. It does not provide medical or dental advice, and it does not replace the professional judgment of a licensed dentist. The clinic remains responsible for:

  • all diagnoses, treatments and other clinical decisions, and for the care it gives its patients;
  • the accuracy and completeness of the information it enters;
  • collecting, using and keeping patient information lawfully, including giving patients the required privacy notices, obtaining any consent the law requires and answering patients’ requests about their records;
  • complying with the laws and professional rules that apply to it, including the Data Privacy Act of 2012 and the rules for dental practice and record keeping;
  • its invoices, receipts and taxes. Unless we expressly say otherwise, the Service is not a BIR-registered computerized accounting system, and documents it produces are not official receipts or sales invoices for tax purposes.

Patients and online booking

When the patient features are available:

  • a booking made through DentistaSync is a request to the clinic. Each clinic decides whether bookings are confirmed automatically or reviewed by its staff first, and a clinic may decline or reschedule a booking;
  • the agreement for dental care is between the patient and the clinic. We are not a party to it and are not responsible for the care a clinic provides, its fees or its availability;
  • patients must be at least 18 years old to create an account, or have the consent of a parent or guardian.

Acceptable use

You must not, and must not allow anyone else to:

  • use the Service in breach of any law, or to store information you have no right to keep;
  • access another clinic’s or person’s data, or try to get around the Service’s security, permissions or limits;
  • probe, scan or test the Service’s vulnerabilities without our written permission;
  • upload malware, or interfere with or overload the Service;
  • copy, resell, sublicense or make the Service available to anyone other than your Authorized Users;
  • reverse engineer the Service, except where the law allows it despite this restriction;
  • use the Service to send spam or unsolicited messages to patients.

We may suspend access that puts the Service, other clinics or patients at risk. When we can, we will tell you first and give you a chance to fix the problem.

Your data

  • The clinic owns its Clinic Data. We do not claim any ownership of it.
  • You give us permission to host, store, copy, transmit and process Clinic Data only as needed to provide, secure and support the Service for you, and as described in our Privacy Policy. For patient records, we act as the clinic’s personal information processor under a data processing agreement.
  • We do not sell Clinic Data, use it for advertising or use patient records to train AI models.
  • You can export your Clinic Data at any time while your subscription is active, and for [30] days after it ends.
  • We back up the online edition regularly, but you should also keep your own exports of information that is important to you.

Fees and payment

  • Fees, plans and billing periods are set out in your order or on our pricing page when published. During early access, the Service is provided on the terms we agree with you.
  • Unless stated otherwise, fees are in Philippine pesos and exclude VAT and other taxes, which are added as required.
  • Fees are payable in advance and are non-refundable except where the law or these Terms say otherwise.
  • We will give you at least [30] days’ notice of any price change, which applies from your next billing period.
  • If a payment is overdue, we will remind you before taking action. If it remains unpaid [15] days after the reminder, we may suspend the online edition. While suspended, your data is kept and you can still export it; online booking for your clinic is turned off.
  • For questions about invoices, payments or your subscription, write to billing@dentistasync.com.

The desktop edition

  • We grant the clinic a limited, non-exclusive, non-transferable license to install and use the desktop edition on its own computers, for its own clinic, for the license period it has paid for or that we have agreed.
  • When the license period ends, the desktop edition stops working until the license is renewed. We will warn you before the license expires and give you a way to obtain a copy of your data.
  • The desktop edition stores all data on the clinic’s computers. We have no access to it and cannot recover it. The clinic is responsible for its computers, its network, the security of the installation and regular, secure backups.
  • Updates may be provided during the license period. You may not remove or circumvent the license checks.

Availability and support

  • We work to keep the online edition available and secure, but we do not guarantee that it will be uninterrupted or error-free. We may need to perform maintenance, which we will try to schedule outside clinic hours and announce in advance when it may cause downtime.
  • We provide support by email at support@dentistasync.com during business hours in the Philippines.
  • We may change or improve the Service over time. We will not materially reduce the core features of a paid plan during a billing period you have already paid for.

Third-party services

Some features rely on services from other companies, such as Sign in with Google, email and SMS delivery and payment processing. Your use of those services may also be subject to their own terms. We are not responsible for services we do not control, but we choose providers carefully and require them to protect personal information.

Intellectual property

The Service, including its software, design, logos and the name DentistaSync, belongs to us or our licensors and is protected by law. These Terms give you the right to use the Service, not ownership of it. If you send us ideas or feedback, we may use them without any obligation to you.

Ending the agreement

  • You may stop using the Service and cancel your subscription at any time; cancellation takes effect at the end of the current billing period.
  • We may end these Terms or suspend the Service if you seriously breach them and do not fix the breach within [15] days of our notice, or immediately where the law requires it or the breach puts other clinics or patients at risk.
  • If we decide to discontinue the Service, we will give you at least [90] days’ notice.
  • When the agreement ends, you can export your Clinic Data for [30] days. After that we delete it as described in our Privacy Policy, except where the law requires us to keep it.

Disclaimers

Except as expressly stated in these Terms, the Service is provided “as is” and “as available”, especially during early access. To the extent the law allows, we disclaim all implied warranties, including fitness for a particular purpose and merchantability. Nothing in these Terms excludes rights you have under the law that cannot be excluded.

Limitation of liability

To the extent the law allows:

  • neither party is liable for indirect, incidental, special or consequential damages, or for lost profits, revenue or goodwill;
  • our total liability arising out of these Terms or the Service is limited to the fees you paid us for the Service in the 12 months before the event that gave rise to the claim, or ₱[5,000] if you have not paid any fees.

These limits do not apply to liability that cannot be limited by law, including liability for fraud, gross negligence or wilful misconduct.

Indemnity

The clinic will defend and indemnify us against third-party claims arising from its Clinic Data, its clinical services to patients, or its use of the Service in breach of these Terms or the law.

Changes to these Terms

We may update these Terms from time to time. We will change the “Last updated” date above and, for significant changes, notify clinics by email or in the Service at least [30] days before they take effect. If you do not agree with the changes, you may stop using the Service and export your data before they take effect.

Governing law

These Terms are governed by the laws of the Republic of the Philippines. Before going to court, both parties will try in good faith to resolve any dispute by discussion. Any dispute that cannot be resolved this way will be brought exclusively before the proper courts of [City], Philippines.

General

  • If any part of these Terms is found unenforceable, the rest remains in effect.
  • If we do not enforce a right immediately, we have not waived it.
  • You may not transfer these Terms without our written consent. We may transfer them to a successor business, and will tell you if we do.
  • Neither party is responsible for delays caused by events beyond its reasonable control, such as natural disasters, power or internet outages, or government action.
  • We send notices to the email address on your account; you can send notices to us at business@dentistasync.com.

Contact us

DentistaSync is operated by Jimwell Buot, Philippines. The registered business name and address will be published here once the business registration is complete.