Terms of Service

These Terms of Service ("Terms") govern your access to and use of DentalCloud ("we", "us", or "our"), including our website and web application (collectively, the "Service"). By accessing or using the Service, you agree to be bound by these Terms. If you do not agree, do not use the Service.

1. Eligibility

The Service is intended for dental professionals and practice staff. By creating an account, you represent that you are at least 18 years old and have the authority to agree to these Terms on behalf of yourself or the organisation you represent.

2. Your Account

• You are responsible for maintaining the confidentiality of your login credentials.
• You are responsible for all activity that occurs under your account.
• You must notify us immediately at support@dentalcloud.io if you suspect unauthorised access to your account.

3. Acceptable Use

You agree to use the Service only for lawful purposes and in accordance with these Terms. You must not:

• Upload content that is unlawful, harmful, threatening, abusive, or otherwise objectionable.
• Use the Service in any way that violates applicable laws or regulations, including data protection and healthcare privacy laws.
• Attempt to gain unauthorised access to any part of the Service or its related systems.
• Interfere with or disrupt the Service or the servers and networks connected to it.
• Reverse-engineer, decompile, or disassemble any part of the Service.
• Resell, sublicense, or redistribute the Service without our prior written consent.

4. Patient Data and Your Responsibilities

You retain ownership of all patient data and photographs you upload to the Service. You are solely responsible for:

• Obtaining informed consent from your patients before uploading their data or photographs to the Service. It is your responsibility to ensure each patient has given appropriate consent for their records to be stored digitally.
• Ensuring your use of the Service complies with all applicable data protection, privacy, and healthcare regulations in your jurisdiction.
• Maintaining your own backups of critical data where appropriate.

Storage-only service

DentalCloud is a storage-onlyplatform. We do not analyse, process, scan, or derive insights from your patient photographs or data. Images and records are stored securely and displayed back to you — nothing more. To help protect patient privacy, we automatically strip EXIF metadata (such as location, device, and timestamp information) from uploaded images, making them less identifiable outside of the Service.

If we ever introduce features that involve processing your data (such as image analysis or AI-assisted tools), we will request your explicit consent before any such processing takes place. We will never process your patient data beyond storage without your prior agreement.

For full details on how we handle data, see our Privacy Policy.

5. Security and Compliance

We take the security of patient data seriously. DentalCloud implements the following measures to meet the standards required for storing sensitive healthcare data:

• Encryption at rest— all patient photographs and data are encrypted at rest using AES-256 encryption in Microsoft Azure Blob Storage.
• Encryption in transit— all data transmitted between your browser and our servers is protected using TLS 1.2 or higher (HTTPS).
• EXIF metadata stripping— we automatically remove EXIF metadata (GPS coordinates, device identifiers, timestamps) from uploaded images to reduce identifiability.
• Access controls— role-based access controls ensure only authorised personnel can access production systems. Patient data is logically isolated per account.
• Audit logging— access to patient data is logged for accountability and incident investigation.
• Regular backups— automated backups ensure data can be recovered in the event of infrastructure failure.
• Vulnerability management— we perform regular security assessments and keep dependencies up to date to address known vulnerabilities.

We are working towards compliance with the following standards and regulations. These are not yet fully certified but represent our security roadmap:

• HIPAA(Health Insurance Portability and Accountability Act) — US healthcare data protection standard for safeguarding Protected Health Information (PHI).
• UK GDPR & Data Protection Act 2018— UK data protection regulations governing the processing and storage of personal data.
• NHS Data Security and Protection Toolkit (DSPT) — the NHS standard for organisations handling health and care data in England.
• ISO 27001— international standard for information security management systems (ISMS).
• SOC 2 Type II— independent audit of security, availability, and confidentiality controls.
• Cyber Essentials Plus— UK government-backed scheme for protection against common cyber threats.

6. Subscriptions and Payments

• The Service offers Free, Pro, and Enterprise plans. Features and storage limits vary by plan as described on our Pricing page.
• Paid subscriptions are billed monthly. You authorise us to charge your payment method on a recurring basis.
• Prices are listed in GBP and may change with 30 days' notice.
• All fees are non-refundable except where required by law.

7. Cancellation

• You may cancel your subscription at any time from your account settings.
• Upon cancellation, you retain access to the Service until the end of your current billing period.
• Your data remains accessible for 30 days after your subscription ends. After that period, it is permanently deleted.
• Pro and Enterprise users may export their data before the retention period expires.

8. Intellectual Property

The Service, including its design, code, logos, and documentation, is owned by DentalCloud and protected by intellectual property laws. You are granted a limited, non-exclusive, non-transferable licence to use the Service for its intended purpose, subject to these Terms.

9. Service Availability

We strive to keep the Service available at all times but do not guarantee uninterrupted access. We may temporarily suspend the Service for maintenance, updates, or circumstances beyond our control. We will make reasonable efforts to notify you in advance of planned downtime.

10. Limitation of Liability

To the maximum extent permitted by law, DentalCloud shall not be liable for any indirect, incidental, special, consequential, or punitive damages arising from your use of or inability to use the Service. Our total liability for any claim arising from or related to the Service shall not exceed the amount you paid us in the 12 months preceding the claim.

11. Disclaimer of Warranties

The Service is provided "as is" and "as available" without warranties of any kind, whether 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 error-free or that defects will be corrected.

12. Indemnification

You agree to indemnify and hold harmless DentalCloud, its officers, directors, and employees from any claims, liabilities, damages, losses, or expenses (including reasonable legal fees) arising from your use of the Service, your breach of these Terms, or your violation of any applicable laws.

13. Termination

We may suspend or terminate your access to the Service at any time if you breach these Terms, engage in fraudulent or abusive behaviour, or if required by law. Upon termination, your right to use the Service ceases immediately. We will make reasonable efforts to allow you to export your data before deletion.

14. Governing Law

These Terms are governed by and construed in accordance with the laws of England and Wales. Any disputes arising from these Terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.

15. Changes to These Terms

We may update these Terms from time to time. We will notify you of material changes by posting the updated Terms on this page and updating the "Last updated" date. Your continued use of the Service after changes are posted constitutes acceptance of the revised Terms.

16. Contact Us

If you have any questions about these Terms, please contact us at support@dentalcloud.io or use our contact form.