Terms of Service

Effective Date: April 2026

Please read these Terms of Service ("Terms") carefully before using OrthoRecords, operated by [Practice Name] ("Company," "we," or "us"). By accessing or using our platform, you agree to be bound by these Terms and our Privacy Policy.

Acceptance of Terms

By creating an account, you represent that you are authorized to enter into these Terms on behalf of your dental practice and that your practice will comply with all applicable laws and regulations, including HIPAA.

Description of Service

OrthoRecords is a cloud-based dental practice management platform providing tools for patient record management, clinical photography, treatment planning, appointment scheduling, proposal generation, and related practice workflows.

HIPAA Compliance

By using OrthoRecords to store or process Protected Health Information (PHI), your practice agrees to execute a Business Associate Agreement (BAA) with [Practice Name]. You are solely responsible for ensuring your use of the platform complies with HIPAA and all applicable privacy and security regulations. You may not use OrthoRecords in any manner that violates HIPAA or any other applicable law.

Account Responsibilities

You are responsible for maintaining the confidentiality of your login credentials and for all activity that occurs under your account. You must promptly notify us of any unauthorized account access. You may not share credentials with unauthorized individuals or allow access to the platform by persons who have not agreed to these Terms.

Acceptable Use

You agree to use OrthoRecords only for lawful purposes in accordance with these Terms. You may not use the platform to transmit harmful, unlawful, or unauthorized content; attempt to gain unauthorized system access; interfere with platform operations; violate the privacy rights of patients or users; or engage in any activity that violates applicable law.

Data Ownership

You retain full ownership of all practice data, patient records, and PHI entered into OrthoRecords. By using the platform, you grant us a limited license to process this data solely to provide the services. We will not use your data for any other purpose.

Subscription and Billing

Access to OrthoRecords requires a paid subscription. Subscription fees are charged in advance on a monthly or annual basis as selected at signup. Fees are non-refundable except as required by law or as stated in your plan. We reserve the right to modify subscription pricing with 30 days prior written notice.

Termination

Either party may terminate the subscription at any time. Upon termination, your access to the platform will be suspended. Your data will be retained for 90 days following termination, during which time you may request an export. After 90 days, data may be permanently deleted.

Disclaimer of Warranties

The platform is provided "as is" and "as available" without warranties of any kind, express or implied. We do not warrant that the platform will be uninterrupted, error-free, or meet your specific requirements.

Limitation of Liability

To the fullest extent permitted by law, [Practice Name] shall not be liable for any indirect, incidental, special, consequential, or punitive damages arising from your use of the platform. Our total aggregate liability shall not exceed the total fees paid by you in the twelve months preceding the applicable claim.

Indemnification

You agree to indemnify, defend, and hold harmless [Practice Name] and its officers, directors, and employees from any claims, damages, or expenses arising out of your use of the platform, your violation of these Terms, or your violation of any applicable law or regulation.

Governing Law

These Terms are governed by the laws of the State of Illinois, without regard to conflict of law principles. Any disputes shall be resolved exclusively in the courts of the State of Illinois.

Changes to Terms

We may modify these Terms at any time. We will provide at least 14 days' notice of material changes via email or platform notification. Continued use following notice constitutes acceptance of the updated Terms.

Contact

[Practice Name] legal@orthorecords.com OrthoRecords.com