Terms & Conditions

These Terms & Conditions ("Terms") govern your access to and use of the DentZen website and services (the "Service") operated by DentZen ("DentZen", "we", "us"). By creating an account or using the Service, you agree to be bound by these Terms and our Privacy Policy. If you are entering into these Terms on behalf of a dental clinic, you represent that you are authorised to bind that clinic.

DentZen is a subscription software platform for dental clinics that provides: online appointment booking and calendar management; automated WhatsApp confirmation, reminder and recall messaging; an AI chat agent for patient conversations; an AI voice receptionist for inbound calls; review requests and broadcasts; and patient payment collection. We may modify, add or remove features as we improve the Service.

Clinics are responsible for the accuracy of the data they enter or import, for their patients' records, and for the treatments, working hours and availability they configure.

• Accounts. You must be at least 18 years old and provide accurate registration information. Keep your credentials confidential; you are responsible for activity under your account.
• Free trials. We may offer a free trial period. During a trial, WhatsApp messages may be sent from a DentZen-managed shared number. Trial features may be limited and trial messaging is provided subject to availability. We may withdraw or modify trial offers at any time.
• Subscriptions and payment. Paid plans are billed in advance through our payment provider (Cashfree) at the rates shown at signup. Prices exclude applicable taxes (including GST), which are added at checkout. Unless stated otherwise, plans renew automatically until cancelled.
• Usage-based charges. AI voice minutes and certain messaging usage may be metered and billed separately at published rates.
• Refunds. Fees already paid for the current billing period are non-refundable, except where required by applicable law or at our discretion. If a pricing change applies to your plan, we will give you advance notice.

You agree not to:

• use the Service for any purpose other than operating a legitimate dental or healthcare practice;
• send messages that are unlawful, misleading, harassing, or that violate applicable law, including spam and unsolicited bulk messaging;
• upload data you have no right to process, or misuse patient information;
• interfere with, reverse engineer, probe or overload the Service, or bypass usage limits or security measures;
• resell or provide the Service to third parties without our written agreement; or
• use the Service in a manner that could harm our reputation, our providers, including Meta, or other clinics.

Messaging features are delivered through the WhatsApp Business Platform, operated by Meta Platforms, Inc. The following applies to your use of WhatsApp through the Service:

• you must comply with Meta's WhatsApp Business Terms and WhatsApp Terms of Service, which are incorporated into your messaging obligations by reference;
• you must have an appropriate lawful basis and consent (or another valid legal ground) to message each patient on WhatsApp, and you must honour opt-out requests promptly — the Service automatically opts patients out when they reply "STOP", "UNSUBSCRIBE" or "CANCEL";
• you are responsible for the content of your messages, including message templates you configure and any custom broadcasts, and for ensuring they comply with WhatsApp's commerce and business messaging policies;
• WhatsApp Business messaging is not intended for communications that require emergency response or guaranteed delivery; never rely on it for emergencies or urgent clinical needs;
• Meta is an intended beneficiary of this section. If Meta determines that your use violates its terms, Meta may restrict or terminate your WhatsApp Business Account and messaging, and neither DentZen nor Meta will be liable to you for such action; and
• nothing in these Terms grants you any rights in WhatsApp or Meta products, and WhatsApp and Meta trademarks remain the property of Meta.

The AI chat agent and voice receptionist use artificial intelligence to assist patients with scheduling and common questions. AI outputs may be inaccurate or incomplete, do not constitute medical, dental or clinical advice, and must not be used as the sole basis for clinical decisions. Conversations may be handed off to your team; you are responsible for reviewing escalated conversations. Voice minutes and AI usage are metered and billed per your plan.

As between you and DentZen, you are the data fiduciary (controller) of your patients' personal data and DentZen is a data processor, acting on your instructions. You must have appropriate consents and legal bases to process patient data — including granting access to your team members, importing patient lists, and messaging patients on WhatsApp — and to permit us to process it on your behalf as described in our Privacy Policy. You must keep patient data accurate and secure within your own organisation.

DentZen and its licensors own all right, title and interest in the Service, including its software, design, content and trademarks. These Terms grant you a limited, revocable, non-exclusive, non-transferable licence to use the Service for your clinic operations. You retain ownership of your clinic and patient data; you grant us a limited licence to host, process and transmit that data solely to operate the Service for you.

Each party will protect the other's confidential information (including pricing, product plans, integration credentials and patient data) with no less than reasonable care and use it only for purposes of these Terms.

The Service is provided "as is" and "as available" without warranties of any kind, whether express or implied, including merchantability, fitness for a particular purpose, and non-infringement. We do not warrant that the Service will be uninterrupted, timely, secure or error-free, that messages will always be delivered, or that AI outputs will be accurate. Messaging, payment and AI capabilities depend on third-party providers, including Meta, Cashfree and our AI service providers, and their availability is outside our control.

To the maximum extent permitted by law, DentZen shall not be liable for any indirect, incidental, special, consequential or punitive damages, or for loss of profits, revenue, data, goodwill or patient relationships, arising out of or relating to the Service. Our aggregate liability for all claims shall not exceed the fees you paid us in the three (3) months preceding the event giving rise to the claim. Nothing in these Terms limits liability that cannot be limited under applicable law.

You agree to indemnify and hold harmless DentZen, its affiliates and personnel from claims, damages, losses and expenses (including reasonable legal fees) arising from: your data and message content; your violation of these Terms, applicable law, or third-party terms including Meta's WhatsApp Business Terms; or your breach of patient consents and data protection obligations.

You may cancel your subscription at any time from your account settings; cancellation takes effect at the end of the current billing period. We may suspend or terminate the Service for non-payment, suspected violation of these Terms or applicable law, or where required by a third-party provider such as Meta. Upon termination you may request an export of your clinic data, after which we may delete it subject to legal retention requirements. Sections 7 through 16 survive termination.

These Terms are governed by the laws of India. The courts at Bengaluru, Karnataka shall have exclusive jurisdiction over any disputes arising out of these Terms. Before filing a claim, the parties will attempt in good faith to resolve the dispute informally for thirty (30) days.

We may update these Terms from time to time and will revise the "Last updated" date above. We will notify account holders of material changes by email or in-app notice at least seven (7) days before they take effect. Continued use after the effective date constitutes acceptance.

Questions about these Terms? Write to us at contact@dentzen.in.