Terms of Service

Effective Date: October 14, 2026

Please read these Terms of Service ("Terms") carefully before using OrthoRecords, operated by Pattani Dental PC ("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 Pattani Dental PC. The practice owner executes the BAA electronically inside the platform at onboarding, and the executed copy is available from Settings; your practice must execute the BAA before storing PHI in the platform. 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.

AI-Assisted Features

The platform includes optional AI-assisted features (for example, case summaries, treatment second opinions, cephalometric analysis assistance, and document processing). AI output is decision support only: it is provided for review by qualified clinicians, may contain errors, and is not a diagnosis, a treatment recommendation, or a substitute for professional judgment. The treating clinician remains solely responsible for all clinical decisions and for reviewing any AI-generated content before relying on it or entering it into the patient record.

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, including training artificial intelligence models.

Subscription and Billing

New practice accounts start with a free trial (currently 90 days) with every feature enabled and no payment method required. If the trial ends without a paid plan, the account becomes read-only for a short grace period (currently 10 days) during which you can still sign in and view your records; after that it is locked until a plan is selected. Your data is retained through the read-only and locked periods as described under Termination.

Paid plans are billed monthly in advance through our payment processor. Fees are non-refundable except as required by law or as stated in your plan. You may upgrade, downgrade, or cancel at any time from your billing settings; cancellation stops future charges, and your access continues through the end of the period already paid. AI features consume credits included with your plan or purchased separately, and credits are returned for runs that fail. 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 you may export it or request an export from us, and you may direct us under the BAA to return or destroy your practice's PHI. After 90 days we may permanently delete the account's data; we will attempt to notify the account owner before doing so. A locked trial account that never subscribes is treated the same way, with the 90 days measured from the date the account locked. Backup copies expire on the fixed schedule described in our Privacy Policy, and audit logs and executed BAAs are retained as HIPAA requires.

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, Pattani Dental PC 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 Pattani Dental PC 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. For changes that materially reduce your rights or increase your obligations, we will give at least 14 days' notice by email or in-app notification before they take effect. Changes required by law, corrections and clarifications that do not reduce your rights, and terms governing new features or services take effect when posted with an updated effective date. Continued use after a change takes effect constitutes acceptance of the updated Terms.

Contact

Pattani Dental PC legal@orthorecords.com OrthoRecords.com