Terms of Service

These Terms of Service ("Terms") govern your access to and use of the SiftDental platform, including our website at siftdental.com, the SiftDental application, APIs, and any related services (collectively, the "Service"). The Service is operated by SiftDental ("Company," "we," "us," or "our").

By creating an account, accessing, or using the Service, you agree to be bound by these Terms. If you are using the Service on behalf of a dental practice, organization, or other entity, you represent that you have the authority to bind that entity to these Terms.

1. Eligibility and Account Registration

You must be at least 18 years old and legally able to enter into a binding agreement to use the Service. When you create an account, you agree to provide accurate, current, and complete information. You are responsible for maintaining the confidentiality of your account credentials and for all activities that occur under your account.

Each practice account is intended for use by a single dental practice location. Multi-location practices must use the Enterprise plan or obtain separate accounts for each location.

2. Description of the Service

SiftDental is a cloud-based dental practice management platform that provides appointment scheduling, patient records management, clinical charting, billing and insurance claims processing, recall management, reporting, AI-powered clinical tools, and related functionality. Each practice receives a dedicated, isolated infrastructure instance including a separate database and application services.

3. Subscription Plans and Pricing

3.1 Plans

The Service is offered under tiered subscription plans (Solo, Practice, and Enterprise) as described on our pricing page. Features and provider limits vary by plan. We reserve the right to modify plan features and pricing with 30 days' advance notice to existing subscribers.

3.2 Free Trial

New accounts receive a 14-day free trial with full access to all features of their selected plan. No credit card is required to start a trial. At the end of the trial period, you must subscribe to a paid plan to continue accessing the Service. If you do not subscribe, your access will be suspended but your data will be retained for 30 days.

3.3 Billing

Paid subscriptions are billed monthly in advance. Payment is processed through our third-party payment processor (currently Stripe). By subscribing, you authorize us to charge your designated payment method on a recurring monthly basis. All fees are quoted in U.S. dollars and are non-refundable except as required by law.

3.4 Plan Changes

You may upgrade or downgrade your plan at any time through the portal dashboard. Upgrades take effect immediately. Downgrades take effect at the start of the next billing cycle. No prorated refunds are issued for downgrades.

4. Your Data and Protected Health Information (PHI)

4.1 Ownership

You retain all ownership rights to the data you enter, upload, or generate through the Service ("Your Data"). We do not claim ownership of Your Data. We process Your Data solely to provide and improve the Service as described in these Terms and our Privacy Policy.

4.2 HIPAA Compliance

SiftDental is designed to comply with the Health Insurance Portability and Accountability Act of 1996 ("HIPAA") and the Health Information Technology for Economic and Clinical Health Act ("HITECH"). We will enter into a Business Associate Agreement ("BAA") with each subscribing practice upon request. The BAA governs our obligations with respect to Protected Health Information ("PHI") that we process on your behalf.

4.3 Data Isolation

Each practice receives a fully isolated database and infrastructure. Your Data is never commingled with data from other practices. Access to Your Data is restricted to authorized users within your practice account and to SiftDental personnel only as necessary to provide support and maintain the Service.

4.4 Data Security

We implement administrative, technical, and physical safeguards designed to protect Your Data, including encryption at rest and in transit, access controls, audit logging, and regular security assessments. Specific security measures are described in our Privacy Policy and, where applicable, in the BAA.

4.5 Data Export

You may export Your Data at any time through the Service's built-in export functionality or by contacting support. We will provide Your Data in a standard, machine-readable format (such as CSV or JSON) within a reasonable timeframe.

5. Acceptable Use

You agree not to:

• Use the Service for any purpose other than managing a dental practice or dental-related healthcare operations.
• Share your account credentials with unauthorized individuals or allow unauthorized access to the Service.
• Attempt to access, tamper with, or use the infrastructure, databases, or accounts of other practices.
• Upload or transmit malicious code, viruses, or any content designed to disrupt the Service.
• Use the Service in violation of any applicable law, regulation, or professional licensing requirement.
• Reverse-engineer, decompile, or disassemble any part of the Service.
• Resell, sublicense, or redistribute the Service without our written consent.
• Use the Service to store data unrelated to dental practice management.

6. AI Features and Automated Tools

6.1 AI Clinical Assistant

The Service includes AI-powered features such as a clinical chat assistant, voice perio charting, denial analysis, and an AI phone receptionist. These tools are designed to assist clinical and administrative workflows but are not intended to replace professional clinical judgment.

6.2 No Medical Advice

AI-generated suggestions, including treatment recommendations, billing appeal language, and clinical queries, are provided for informational purposes only. They do not constitute medical advice, diagnosis, or treatment recommendations. Licensed dental professionals remain solely responsible for all clinical decisions.

6.3 AI Data Processing

AI features process Your Data within your isolated infrastructure. Patient data is not used to train AI models or shared across practices. Voice recordings processed for charting purposes are transcribed in real-time and are not stored after transcription is complete.

7. Third-Party Integrations

The Service supports integrations with third-party providers including, but not limited to, Twilio (SMS messaging), Stripe (payment processing), ElevenLabs (voice AI), Stedi (insurance eligibility), and SendGrid (email). Your use of these integrations is subject to the respective third-party provider's terms of service and privacy policies. You are responsible for obtaining and maintaining valid API credentials for any third-party integrations you enable.

We are not responsible for the availability, performance, or security practices of third-party providers. Integration features may change or become unavailable if a third-party provider modifies or discontinues their service.

8. Data Migration

The Service offers data migration tools to import records from other dental practice management systems. While we make reasonable efforts to ensure accurate data transfer, you are responsible for verifying the completeness and accuracy of migrated data. We recommend reviewing imported records before relying on them for clinical or billing purposes.

9. Intellectual Property

The Service, including its design, code, features, documentation, and trademarks, is owned by SiftDental and protected by intellectual property laws. These Terms do not grant you any rights to our intellectual property except the limited right to use the Service as described herein.

You grant us a limited, non-exclusive license to use, process, and display Your Data solely as necessary to provide the Service. This license terminates when your account is closed or Your Data is deleted.

10. Cancellation and Termination

10.1 Cancellation by You

You may cancel your subscription at any time through the portal dashboard or by contacting support. Cancellation takes effect at the end of your current billing period. No refunds are issued for partial billing periods.

10.2 Data Retention After Cancellation

After cancellation, your practice instance remains accessible in read-only mode for 30 days. During this period, you may export Your Data. After the 30-day retention period, your infrastructure and data will be permanently deleted. This deletion is irreversible.

10.3 Termination by Us

We may suspend or terminate your account immediately if you breach these Terms, fail to pay fees when due (after a reasonable grace period), or if required to do so by law. We will provide reasonable notice before termination when possible. In the event of termination for cause, you will have 30 days to export Your Data unless prohibited by law.

11. Service Availability and Support

11.1 Uptime

We strive to maintain high availability of the Service but do not guarantee uninterrupted access. Scheduled maintenance will be communicated in advance when possible. We are not liable for service interruptions caused by factors outside our reasonable control, including internet outages, cloud infrastructure failures, or force majeure events.

11.2 Support

Support is provided via email for Solo plan subscribers and via priority email and chat for Practice and Enterprise plan subscribers. Enterprise subscribers receive dedicated support. Response times vary by plan and issue severity.

12. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, DENTALOS SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, OR ANY LOSS OF PROFITS, REVENUE, DATA, OR BUSINESS OPPORTUNITIES, ARISING OUT OF OR RELATED TO YOUR USE OF THE SERVICE, REGARDLESS OF THE THEORY OF LIABILITY.

OUR TOTAL AGGREGATE LIABILITY FOR ALL CLAIMS ARISING OUT OF OR RELATED TO THESE TERMS OR THE SERVICE SHALL NOT EXCEED THE AMOUNTS YOU HAVE PAID TO US IN THE TWELVE (12) MONTHS PRECEDING THE CLAIM.

13. Disclaimer of Warranties

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT. WE DO NOT WARRANT THAT THE SERVICE WILL BE UNINTERRUPTED, ERROR-FREE, OR FREE OF HARMFUL COMPONENTS.

14. Indemnification

You agree to indemnify, defend, and hold harmless SiftDental and its officers, directors, employees, and agents from and against any claims, liabilities, damages, losses, and expenses (including reasonable attorneys' fees) arising out of or related to: (a) your use of the Service; (b) your violation of these Terms; (c) your violation of any applicable law or regulation; or (d) any claim by a third party related to Your Data or your use of the Service.

15. Governing Law and Dispute Resolution

These Terms are governed by the laws of the State of Texas, without regard to conflict of law principles. Any disputes arising from these Terms or the Service shall be resolved through binding arbitration administered by the American Arbitration Association in Dallas, Texas, except that either party may seek injunctive relief in a court of competent jurisdiction.

16. Changes to These Terms

We may update these Terms from time to time. We will notify you of material changes by email or through the Service at least 30 days before they take effect. Your continued use of the Service after the effective date of updated Terms constitutes your acceptance of the changes. If you do not agree to the updated Terms, you may cancel your subscription before the effective date.

17. General Provisions

• Entire Agreement. These Terms, together with our Privacy Policy and any applicable BAA, constitute the entire agreement between you and SiftDental regarding the Service.
• Severability. If any provision of these Terms is found to be unenforceable, the remaining provisions shall remain in full force and effect.
• Waiver. Our failure to enforce any provision of these Terms does not constitute a waiver of that provision.
• Assignment. You may not assign or transfer your rights under these Terms without our written consent. We may assign our rights and obligations under these Terms in connection with a merger, acquisition, or sale of assets.
• Notices. Notices to you will be sent to the email address associated with your account. Notices to us should be sent to legal@siftdental.com.

18. Contact Information

If you have questions about these Terms, please contact us at:

SiftDental
Email: legal@siftdental.com
Website: https://siftdental.com/contact