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Last updated: 2026-04-25

Terms of Service

The Master Service Agreement between a subscribing dental practice and ODent.

Terms of Service / Master Service Agreement

Last updated: 2026-04-25

These terms govern the Practice's subscription to ODent. By signing up for an account, the Practice agrees to them. The Data Processing Agreement (DPA) at /dpa forms part of these terms by reference.

1. Definitions

  • "ODent", "we", "us" — ODent Limited (in formation), a company registered in England and Wales (company number to be inserted).
  • "Practice", "you" — the dental practice that subscribes to the Service, identified by the account owner who accepted these terms.
  • "Service" — the ODent dental practice management software, the associated documentation, and any updates we release.
  • "Subscription" — the Practice's right to use the Service in exchange for the fees set out in Section 3.
  • "Authorised Users" — staff and contractors of the Practice who are invited to the account by the owner or an administrator.
  • "Patient Data" — personal data relating to the Practice's patients that the Practice records in the Service.
  • "DPA" — the Data Processing Agreement at /dpa, which governs our processing of Patient Data on the Practice's behalf.

2. The Service

We provide a cloud-based dental practice management system as described on our website and in our documentation. We will use commercially reasonable efforts to:

  • Maintain the Service's availability at 99.5% uptime measured monthly, excluding scheduled maintenance windows announced in advance and excluding unavailability caused by factors outside our reasonable control.
  • Operate a public status page (status.odent.app) reflecting current Service health.
  • Provide support via email at lee@odent.app during UK business hours, with best-effort response on the same business day.

The Service is provided "as a service". We may add, change, deprecate or remove features over time. We will not remove a feature in a way that materially reduces functionality the Practice relies on without giving at least 30 days' notice.

3. Subscription, trial and billing

  • Trial. New Practices receive a 14-day free trial with full feature access. No payment card is required to start the trial.
  • Pricing. Our published price is £195 per month per Practice at two surgeries, with per-surgery scaling for larger practices, all exclusive of VAT. Current pricing is on /pricing.
  • Billing cycle. Subscriptions are billed monthly in advance via Stripe. The first paid billing period starts at the end of the trial if a payment method has been added.
  • Auto-renewal. Subscriptions auto-renew each month until cancelled.
  • Cancellation. The Practice may cancel at any time from the billing page. Cancellation takes effect at the end of the current billing period. We do not refund partial months.
  • Failed payments. If a payment fails, we will retry per Stripe's standard dunning schedule. After repeated failure we may suspend the Service; the Practice retains data export rights during the cancellation grace period in Section 9.
  • Price changes. We will give at least 60 days' notice before changing the price. The Practice may cancel before the new price takes effect.

4. Acceptable use

The Practice and its Authorised Users must not:

  • Use the Service for any illegal purpose, or in breach of professional obligations to patients or regulators (GDC, CQC, ICO).
  • Share account credentials. Each Authorised User must have their own account.
  • Reverse-engineer, decompile or otherwise attempt to extract source code from the Service, except to the extent UK law permits and we cannot lawfully exclude.
  • Scrape, bulk-extract or otherwise access the Service through any interface other than the user interface and any API we publish.
  • Use the Service to send spam, host malware, or for any other abusive purpose.
  • Use the Service for personal, social or non-clinical purposes unrelated to the operation of the Practice.
  • Resell, sublicense or operate the Service on behalf of practices other than the subscribing Practice. One Practice per Subscription. Multi-site groups should contact us for a group arrangement.

We may suspend the Service immediately if we reasonably believe these rules have been breached, with notice and an opportunity to remediate where the breach is curable.

5. The Practice's obligations

The Practice is responsible for:

  • Keeping account credentials secure, including using strong passwords and enabling multi-factor authentication where offered.
  • The acts and omissions of its Authorised Users — they bind the Practice as if the Practice itself had acted.
  • Obtaining all necessary consents from patients to record their data in the Service and to receive communications generated by it.
  • Maintaining patient confidentiality consistent with GDC standards and UK law.
  • Complying with its own controller obligations under UK GDPR — see the DPA.

6. Our obligations

We will:

  • Provide the Service in accordance with these terms and the DPA.
  • Apply the security measures described in the DPA Schedule 2 and in docs/data-segregation.md.
  • Not use Patient Data to train AI models, profile patients, or for any marketing purpose. Patient Data is processed solely to provide the Service to the Practice.
  • Not sell, share or otherwise commercialise Practice or Patient Data.

7. Data ownership

  • Patient Data belongs to the Practice. We are processor only; we acquire no rights in Patient Data by virtue of these terms.
  • The Service belongs to us. Subscription gives the Practice a non-exclusive, non-transferable right to use it; it does not transfer any intellectual property in the software.
  • Feedback — if the Practice gives us feedback or suggestions, we may use them without restriction or compensation, but they remain non-confidential.

8. Data export and portability

The Practice may, at any time during the Subscription, export all Patient Data via the in-product GDPR Article 20 export. The export delivers a ZIP containing a machine-readable JSON record, a human-readable Markdown summary, signed consent PDFs, photos and uploaded documents.

After cancellation, the Practice has 60 days to take a final export. After 60 days we GDPR-delete all Patient Data, retaining only:

  • Financial records (invoices, payments) for the period UK tax law requires (currently 6 years), with patient identifiers anonymised to [ERASED] placeholders so totals reconcile but no person can be identified.
  • Audit log entries, retained for 7 years, recording only the practice ID and the action — never patient PII.

9. Termination

  • By the Practice for convenience. Cancel at any time from the billing page. Subscription ends at the end of the current billing period.
  • By either party for cause. If the other party materially breaches these terms and does not cure the breach within 30 days of written notice, the non-breaching party may terminate immediately.
  • By us for non-payment. If a Subscription remains unpaid for more than 30 days, we may suspend or terminate the account.
  • Effect of termination. Authorised Users lose Service access. The Practice retains data export rights for 60 days as described in Section 8. After 60 days we GDPR-delete.

10. Liability

We provide clinical practice management software. We do not provide clinical advice, and we are not a medical device. Clinical decisions are the responsibility of the registered dental professionals making them. We accept no liability for clinical outcomes resulting from decisions made using information displayed by the Service.

To the maximum extent permitted by UK law:

  • Each party's total aggregate liability arising out of or relating to these terms is limited to the total fees paid by the Practice in the 12 months immediately preceding the event giving rise to the claim.
  • Neither party is liable for indirect, incidental, special, consequential or exemplary damages, or for loss of profits, revenue, goodwill, or anticipated savings.
  • Nothing in these terms limits or excludes liability that cannot lawfully be limited or excluded — including liability for death or personal injury caused by negligence, fraud, or fraudulent misrepresentation.

The Practice will indemnify us against third-party claims arising from the Practice's breach of Section 4 (Acceptable use) or Section 5 (The Practice's obligations). We will indemnify the Practice against third-party claims that the Service, used in accordance with these terms, infringes that third party's UK intellectual property rights.

11. Confidentiality

Each party will keep the other's confidential information confidential and use it only to perform under these terms. Patient Data is the Practice's confidential information; ODent's source code, security controls and pricing arrangements (where bespoke) are ours. The obligation survives termination for 3 years, except that Patient Data confidentiality survives indefinitely.

12. Modifications to these terms

We may update these terms from time to time. For material changes we will give at least 30 days' notice by email to the Practice's owner account. Continued use of the Service after the notice period constitutes acceptance. If the Practice does not accept the change, the Practice may cancel under Section 9 with effect before the change takes effect.

13. Governing law and jurisdiction

These terms are governed by the laws of England and Wales. Each party submits to the exclusive jurisdiction of the courts of England and Wales for any dispute arising out of or in connection with these terms.

14. General

  • Entire agreement. These terms (including the DPA) are the entire agreement between the parties on the subject matter and supersede any prior agreement, proposal, or marketing material.
  • Severability. If any clause is held unenforceable, the rest remains in force.
  • No waiver. A failure to enforce a right is not a waiver of that right.
  • Assignment. The Practice may not assign without our prior written consent. We may assign to a successor in connection with a reorganisation, merger or sale of all or substantially all of the business.
  • Notices. To us: lee@odent.app. To the Practice: the email address on the owner account.
  • No partnership. Nothing here creates a partnership, joint venture or employment relationship.
  • Force majeure. Neither party is liable for failure to perform caused by circumstances beyond reasonable control.

Honest software for honest practices.