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Terms and Conditions

Last updated: May 2026

These Terms govern your access to and use of the Dentvora platform — a SaaS service offered by Dentvora Technologies (OPC) Private Limited. They cover subscription terms, healthcare and patient data obligations, AI-generated content, WhatsApp and Meta integrations, and dispute resolution.

1. Introduction and Acceptance of Terms

  • These Terms and Conditions ("Terms") govern access to and use of the Dentvora platform and related services ("Services") provided by Dentvora Technologies (OPC) Private Limited ("Dentvora", "we", "our", "us").
  • By registering, accessing, or using the Services, you agree to be legally bound by these Terms, our Privacy Policy, our Data Policy, and any service-specific terms incorporated by reference. If you do not agree, you must not use the Services.
  • These Terms apply to clinic owners, doctors, registered medical practitioners, clinic staff, administrative users, and any authorized representatives who access the Services on behalf of a clinic.

2. Definitions

  • "Platform" or "Services" means Dentvora's SaaS offerings, including the practice management system, marketing automation, patient communication tools (including WhatsApp and email), AI-assisted content generation, analytics, and connected third-party integrations.
  • "Clinic" means the dental practice, business entity, or healthcare establishment that subscribes to the Services.
  • "User", "you", or "your" means any individual authorized by a Clinic to access the Services.
  • "Clinic Data" means information uploaded, entered, generated, or transmitted by a Clinic through the Platform, including operational data, patient identifiers, treatment records, and uploaded media.
  • "Patient Data" means personal data of patients of the Clinic processed through the Services on the Clinic's instructions.
  • "AI Output" means content generated by the Platform using artificial intelligence models, including text captions, image edits, image generations, scene plans, and content suggestions.
  • "DPDP Act" means the Digital Personal Data Protection Act, 2023 of India and any rules made thereunder.

3. Eligibility and Account Responsibility

  • You must be at least 18 years of age and legally competent under Indian law to enter into these Terms.
  • You must be authorized to act on behalf of your Clinic and to bind it to these Terms.
  • You are responsible for maintaining the confidentiality of your account credentials and for all activities under your account.
  • You must promptly notify us at [email protected] if you suspect unauthorized access, credential compromise, or any security incident affecting your account.
  • Dentvora is not liable for losses arising from your failure to safeguard credentials, share access tokens, or grant access to unauthorized persons.

4. Description of Services

  • Dentvora is a software-as-a-service platform that supports dental clinic operations and growth. It is a technology tool — it is not a medical device, does not provide medical advice, diagnosis, or treatment, and must not be relied on for clinical decision-making.
  • Features may include: appointment scheduling, patient recalls, WhatsApp and email reminders, AI-assisted social-media content generation, marketing analytics, online presence management, and approved third-party integrations.
  • We may add, modify, deprecate, or remove features at any time for legal, security, operational, or product reasons. Where a feature change materially reduces the value of a paid subscription, we will provide reasonable advance notice.

5. User Obligations and Acceptable Use

  • You agree to use the Services lawfully and in compliance with the DPDP Act, the Information Technology Act 2000, the Consumer Protection Act 2019, the Drugs and Cosmetics Act 1940, the Dental Council of India regulations, the Medical Council of India / National Medical Commission code of ethics, and all other applicable Indian laws.
  • You must not: (a) attempt to access the Services other than through interfaces we provide; (b) reverse-engineer or attempt to extract source code; (c) introduce malware, scrape, or interfere with operation; (d) use the Services to send spam, unsolicited bulk communications, or content prohibited under applicable telecom regulations; (e) misrepresent your identity or authority; (f) use the Services to provide medical advice to patients in a manner inconsistent with your professional registration.
  • You must obtain and maintain all consents, authorizations, registrations, and licences required for your clinical practice and for any data you submit to the Platform.
  • You agree not to upload Clinic Data or Patient Data that infringes intellectual property, violates privacy, defames any person, or is otherwise unlawful.

6. Patient Data, Healthcare, and Informed Consent

  • Dentvora processes Clinic Data and Patient Data only as a processor / data processor on the Clinic's instructions. The Clinic remains the data fiduciary / controller for its Patient Data.
  • You represent and warrant that, before submitting Patient Data to the Platform, you have obtained all required consents — including informed written consent for the use of any patient photographs (before-and-after images, smile-design results, case-study material, identifiable portraits) on social media, marketing channels, and any other purpose enabled by the Platform.
  • For any post created using the before/after, case-study, or carousel templates, you must use the Platform's consent capture feature to record patient consent. Dentvora will block approval and publication of such posts until consent is explicitly captured.
  • You acknowledge that clinical decisions, diagnoses, treatment outcomes, prescription accuracy, billing correctness, and statutory record-keeping obligations remain solely with the Clinic and its registered practitioners.
  • Dentvora is not a substitute for a Practice Management System certified under any specific medical standard. The Clinic remains responsible for maintaining statutory medical records under applicable regulations.

7. AI-Generated Content

  • The Platform uses third-party AI models, including those provided by OpenAI and Google (collectively, "AI Providers"), to generate captions, image enhancements, image creations, content plans, and other suggestions ("AI Output").
  • AI Output is generated probabilistically and may contain inaccuracies, omissions, biases, or material that is factually incorrect. You are responsible for reviewing AI Output before approval, publication, or use in patient communication.
  • You acknowledge that AI Output may resemble third-party content. You must not approve or publish AI Output that you know or have reason to believe infringes the intellectual property or publicity rights of any person.
  • As between you and Dentvora, you own the AI Output produced for your Clinic, subject to (i) the underlying licences of the AI Providers, and (ii) Dentvora's right to use de-identified usage signals to operate and improve the Services.
  • We do not authorize AI Providers to train their foundational models on your inputs except where you have separately enabled such training through provider-side settings. Where AI Providers offer enterprise no-training defaults, we use them where commercially available.
  • Dentvora is not liable for any consequence arising from your decision to publish AI Output without adequate review.

8. WhatsApp, Meta Platforms, and Patient Communications

  • The Platform can send WhatsApp messages, Instagram messages, and Facebook messages to patients on the Clinic's behalf through Meta's official Business APIs ("Meta Messaging").
  • Meta Messaging is subject to Meta's WhatsApp Business Solution Terms, Meta Business Tools Terms, and Meta Platform Terms, which you and your Clinic agree to comply with as Dentvora's customer.
  • The Clinic represents that it has obtained explicit, informed opt-in from every patient to receive messages on the patient's chosen channel before that patient's contact details are added to the Platform. You acknowledge that consent for in-clinic visit communication does not, by itself, equal consent for marketing messages.
  • The Clinic must provide a clear, easy opt-out mechanism in messaging flows, and must honour opt-out requests within reasonable timelines.
  • Promotional content sent via WhatsApp must use Meta-approved message templates. Dentvora is not responsible for content the Clinic submits for template approval or for message rejections by Meta.
  • Telecom-regulated channels (SMS, voice) are governed by Indian TRAI Commercial Communications regulations — the Clinic remains responsible for DLT registration and consent management for any such channels enabled.

9. Third-Party Services and Integrations

  • The Platform integrates with third-party providers, including but not limited to: OpenAI (AI text and image models), Google (Gemini AI models, Google Business Profile APIs), Meta Platforms (Facebook, Instagram, WhatsApp Business APIs), Razorpay (payments), and infrastructure / hosting providers.
  • Use of integrations is subject to the third party's terms and policies. We do not control third-party uptime, API availability, pricing, policy changes, or data handling practices beyond what is published by the third party.
  • We may add, remove, or substitute integrations and subprocessors over time. Material changes that affect personal data processing will be reflected in our Privacy Policy.

10. Subscription, Fees, Payments, and Credits

  • Subscription plans, fees, and any AI usage credits are communicated at the time of onboarding or in the Platform's pricing pages.
  • Fees may be charged monthly or annually as agreed. Taxes (including GST) apply additionally where applicable.
  • Payments are processed through third-party payment facilitators such as Razorpay. You agree to the payment provider's own terms applicable to your transaction.
  • Failure to pay applicable charges may result in suspension of access until outstanding amounts are cleared. Re-activation may be subject to a reasonable reinstatement fee.
  • AI usage credits, where applicable, are consumed on a per-action basis (image generation, image enhancement, regeneration). Unused credits do not generally roll over beyond a billing cycle except as expressly stated in the plan.

11. Refunds, Cancellations, and Service Credits

  • Subscription fees are generally non-refundable. You may cancel future renewals at any time; cancellation takes effect at the end of the then-current billing period.
  • Exceptions: where the Services have been materially unavailable for more than five (5) consecutive business days due to causes attributable to Dentvora and not to force majeure or third-party providers, you may request a pro-rated service credit. Such credits are at Dentvora's reasonable discretion and are the sole and exclusive remedy for service unavailability.
  • Refunds for billing errors (duplicate charges, incorrect plan billing) will be processed within a reasonable timeframe upon verification.
  • Statutory rights under the Consumer Protection Act 2019 are not affected by this clause.

12. Intellectual Property Rights

  • All rights, title, and interest in the Platform — including software code, design, trade dress, documentation, the "Dentvora" name and logo, and proprietary content — remain with Dentvora Technologies (OPC) Private Limited or its licensors.
  • You are granted a limited, non-exclusive, non-transferable, revocable licence to use the Services during your active subscription, solely for your Clinic's internal business operations.
  • Clinic Data and AI Output produced for your Clinic remain yours, subject to our right to process them as necessary to deliver the Services and to use aggregated, de-identified data for analytics and product improvement.
  • You may not copy, modify, distribute, sublicense, create derivative works of, or commercially exploit the Platform except as expressly allowed in writing.

13. Confidentiality

  • Each party agrees to keep confidential any non-public information disclosed by the other in connection with the Services, including pricing, product roadmaps, technical architecture, and Clinic Data.
  • Confidentiality obligations do not apply to information that is or becomes public through no fault of the receiving party, was lawfully known prior to disclosure, or is independently developed.
  • Disclosure required by law (court order, regulator request) is permitted with reasonable prior notice to the disclosing party where lawful.

14. Suspension, Termination, and Effects

  • We may suspend or terminate access where required for security, legal compliance, non-payment, abuse, or material breach of these Terms. We will provide reasonable notice except in urgent security or legal scenarios.
  • You may discontinue use of the Services at any time in line with your subscription terms.
  • On termination, your access ceases. Subject to our retention obligations, we will make a reasonable export of Clinic Data available for a limited period after termination. Following that window, residual data will be deleted or anonymized in accordance with our Data Policy.
  • Sections that by their nature should survive termination (intellectual property, limitation of liability, indemnity, confidentiality, governing law) will survive.

15. Warranties and Disclaimers

  • The Services are provided "as is" and "as available". To the maximum extent permitted by law, Dentvora disclaims all implied warranties of merchantability, fitness for a particular purpose, accuracy, and non-infringement.
  • We do not warrant that the Services will be uninterrupted, error-free, secure against every possible threat, free of inaccuracies in AI Output, or compatible with every third-party platform.
  • We do not warrant that any specific marketing outcome, patient growth metric, ranking, or revenue result will be achieved through use of the Services.

16. Limitation of Liability

  • To the maximum extent permitted by Indian law, Dentvora shall not be liable for indirect, incidental, special, consequential, exemplary, or punitive damages, including loss of profits, loss of patients, loss of reputation, or loss of data.
  • Dentvora's aggregate liability for any and all claims arising out of or relating to the Services in any twelve-month period shall not exceed the total subscription fees paid by you to Dentvora in the twelve months immediately preceding the event giving rise to the claim.
  • Healthcare carve-out: Dentvora is not liable for any clinical, diagnostic, prescribing, treatment, or patient-care decision made by the Clinic, its practitioners, or its staff. The Clinic indemnifies Dentvora against any claim arising from clinical activity.
  • Nothing in these Terms limits liability for: (a) fraud or wilful misconduct; (b) statutory liability that cannot be limited under Indian law; or (c) death or personal injury caused by negligence to the extent such limitation is prohibited by law.

17. Indemnification

  • You agree to indemnify, defend, and hold harmless Dentvora, its directors, officers, employees, and affiliates from and against any third-party claim, loss, liability, damage, fine, or expense (including reasonable legal fees) arising from: (a) your use of the Services in breach of these Terms or applicable law; (b) Clinic Data or Patient Data submitted without required consent or in violation of any third party's rights; (c) your clinical activities, prescriptions, or treatment outcomes; (d) AI Output you approved and published; or (e) your breach of Meta, WhatsApp, OpenAI, Google, or other third-party platform terms.

18. Force Majeure

  • Neither party shall be liable for delay or failure in performance arising from events beyond reasonable control, including natural disasters, pandemics, acts of war or terrorism, government action, internet or telecom outages, cyber incidents, labour disputes, and third-party API or infrastructure failures.

19. Changes to the Terms

  • We may update these Terms to reflect legal, regulatory, product, or operational changes.
  • Material changes will be notified by reasonable means (in-product notice, email to the registered administrator, or a notice on this page).
  • Continued use of the Services after the effective date of the updated Terms constitutes acceptance.

20. Governing Law, Dispute Resolution, and Jurisdiction

  • These Terms are governed by and construed in accordance with the laws of India.
  • The parties shall first attempt to resolve any dispute through good-faith discussion. If unresolved within thirty (30) days, the dispute shall be referred to mediation under the Mediation Act 2023.
  • If mediation fails, the dispute shall be finally resolved by the competent civil courts at Ghaziabad, Uttar Pradesh, which shall have exclusive jurisdiction.

21. Notices and Grievance Officer

  • Legal notices to Dentvora must be sent to: Dentvora Technologies (OPC) Private Limited, Giri Market, Loni, Ghaziabad, Uttar Pradesh, 201102, India. Email: [email protected]. Phone / WhatsApp: +91 70421 39045.
  • Grievance Officer (designated under the Information Technology (Intermediary Guidelines and Digital Media Ethics Code) Rules 2021 and the DPDP Act 2023): The Grievance Officer can be contacted at [email protected] or +91 70421 39045 (call / WhatsApp). We will acknowledge receipt within 24 hours and respond to grievances within 15 days as required by applicable rules.

22. Severability and Entire Agreement

  • If any provision is found unenforceable, the remaining provisions remain in full force.
  • These Terms, together with the Privacy Policy, Data Policy, and any order form or plan-specific terms, constitute the entire agreement between you and Dentvora and supersede all prior agreements on the same subject.