Terms of Service

1. Acceptance of Terms

By accessing or using MyDentalPractice ("Service", "Platform", or "we"), you agree to be bound by these Terms of Service ("Terms"). These Terms constitute a legally binding agreement between you and MyDentalPractice Technologies Limited, a company incorporated in Nigeria and Ghana.

If you are agreeing to these Terms on behalf of a dental practice, clinic, or organization, you represent that you have the authority to bind that entity to these Terms, in which case "you" refers to that entity.

If you do not agree to these Terms, you may not access or use the Service.

2. Description of Services

2.1 Platform Overview

MyDentalPractice provides a cloud-based dental practice management platform designed specifically for dental clinics and practices in West Africa (Nigeria & Ghana). Our comprehensive solution includes:

• Patient Management: Complete patient records, medical history, and demographics
• Appointment Scheduling: Online booking, calendar management, and automated reminders
• Clinical Documentation: Dental charting, treatment planning, and clinical notes
• Billing & Invoicing: Invoice generation, payment tracking, and financial reporting
• Inventory Management: Stock tracking, reorder alerts, and supplier management
• Communication Tools: SMS and email messaging, appointment reminders, and recall management
• Patient Portal: Secure patient access to records, appointments, and communications
• Reporting & Analytics: Practice insights, performance metrics, and custom reports
• Document Management: Digital document storage, imaging, and file organization
• Referral Management: Specialist referrals and inter-practice communications

2.2 Service Availability

We strive to maintain 99.9% platform uptime. However, we do not guarantee uninterrupted access to the Service. Scheduled maintenance windows will be communicated at least 48 hours in advance when possible. Emergency maintenance may be performed with shorter notice.

2.3 Service Modifications

We continuously improve our platform. We reserve the right to modify, enhance, or discontinue features with reasonable notice. Significant changes affecting core functionality will be communicated at least 30 days in advance.

3. Account Types and Registration

3.1 Clinic Owner Accounts

When you register a dental practice, the initial account holder becomes the Clinic Owner with full administrative privileges, including:

• Managing subscription and billing
• Adding and removing staff users
• Configuring practice settings and preferences
• Accessing all patient and financial data
• Designating additional administrators
• Exporting practice data

3.2 Staff User Accounts

Clinic Owners can create accounts for staff members with customizable role-based permissions:

• Administrators: Full access to all features except billing ownership
• Dentists: Clinical access, patient records, treatment planning
• Dental Assistants: Limited clinical access, appointment management
• Hygienists: Hygiene-specific features and patient access
• Receptionists: Scheduling, patient intake, basic communications
• Billing Staff: Financial features, invoicing, payment processing

3.3 Patient Portal Accounts

Patients of registered clinics may access the Patient Portal with limited functionality:

• View upcoming appointments
• Access their own treatment history and records
• View and pay invoices online
• Update personal contact information
• Communicate with the practice via secure messaging
• View and download their documents

3.4 Registration Requirements

You agree to:

• Provide accurate, current, and complete registration information
• Maintain and promptly update your account information
• Keep your password secure and confidential
• Notify us immediately of any unauthorized account access
• Accept responsibility for all activities under your account
• Use only one account per individual user

3.5 Clinic Code

Each registered practice receives a unique Clinic Code (e.g., CLI-ABC1234). This code is required for staff members to join your practice and should be shared only with authorized personnel. You are responsible for maintaining the security of your Clinic Code.

4. Subscription, Billing, and Payment

4.1 Subscription Plans

We offer multiple subscription tiers to accommodate practices of different sizes:

• Starter: For solo practitioners and small clinics
• Professional: For growing practices with multiple staff
• Enterprise: For large practices and multi-location clinics

Full plan details, features, and pricing are available at mydentalpractice.ng/pricing.

4.2 Free Trial

New accounts receive a 14-day free trial with full access to all features of your selected plan. No payment method is required to start your trial. At the end of the trial period:

• You will be notified 3 days before trial expiration
• To continue using the Service, you must subscribe to a paid plan
• If you do not subscribe, your account will be placed in read-only mode
• Your data will be retained for 30 days, after which it may be deleted

4.3 Payment Terms

• Subscription fees are billed in advance on a monthly or annual basis
• Annual subscriptions receive a discount as displayed on the pricing page
• Payment is due upon subscription and each renewal date
• We accept bank transfers, card payments, and mobile money
• All fees are quoted and payable in Nigerian Naira (NGN) or Ghanaian Cedi (GHS) depending on your location

4.4 Price Changes

We may adjust pricing with at least 30 days' written notice. Price increases will not affect your current billing cycle. Annual subscribers are protected from price increases until their renewal date.

4.5 Refund Policy

• Monthly subscriptions: No refunds for partial months
• Annual subscriptions: Pro-rata refund available within first 30 days
• Service issues: Credits may be issued at our discretion for significant outages

4.6 Late Payment

If payment fails, we will attempt to charge your payment method again. After 7 days of failed payment, your account may be placed in restricted mode. After 30 days, your subscription may be cancelled.

5. Data Ownership and Usage

5.1 Your Data

You retain full ownership of all data you upload to the Service. This includes:

• Patient records and health information
• Practice and business information
• Financial records and invoices
• Documents, images, and files
• Communications and messages

We do not sell, rent, or share your data with third parties for their marketing purposes.

5.2 License to Provide Service

By using the Service, you grant us a limited, non-exclusive license to access, process, and store your data solely for the purpose of providing the Service. This license terminates when you close your account.

5.3 Data Processing

We process your data only as necessary to:

• Operate and maintain the Service
• Provide customer support
• Improve platform performance and features
• Comply with legal obligations
• Send service-related communications

5.4 Data Export

You may export your data at any time through the platform's export features. We support export in standard formats (CSV, PDF, JSON) for all major data types. Upon account termination, you have 30 days to export your data.

5.5 Data Deletion

Upon account closure or at your request, we will delete your data within 90 days, except where retention is required by law or for legitimate business purposes (e.g., audit trails, billing records).

5.6 Aggregated Data

We may use anonymized, aggregated data for analytics, benchmarking, and service improvement. This data cannot be used to identify you or your patients.

6. Healthcare Data Compliance

6.1 Data Controller and Processor Roles

For patient health information stored on the Platform:

• You are the Data Controller: You determine what patient data is collected and how it is used
• We are the Data Processor: We process patient data on your behalf according to your instructions

6.2 Your Responsibilities

As a healthcare provider using our platform, you agree to:

• Obtain appropriate consent from patients before entering their data
• Ensure data entered is accurate and up-to-date
• Maintain appropriate professional licenses and credentials
• Comply with all applicable healthcare laws and regulations in Nigeria and Ghana
• Implement appropriate access controls for your staff
• Report any suspected data breaches to us immediately
• Maintain patient confidentiality as required by professional ethics

6.3 Our Commitments

We commit to:

• Implementing enterprise-grade security measures
• Maintaining comprehensive audit logs
• Providing data encryption in transit and at rest
• Conducting regular security assessments
• Notifying you of any security incidents affecting your data
• Supporting your compliance with NDPR and healthcare regulations

6.4 Patient Rights

You must facilitate patient rights under applicable law, including the right to access, correct, and request deletion of their personal data. Our platform provides tools to support these requests.

7. Acceptable Use Policy

7.1 Permitted Uses

You may use the Service only for:

• Managing your legitimate dental practice operations
• Storing and processing patient data for treatment purposes
• Business activities directly related to your dental practice
• Communications with patients and staff as permitted

7.2 Prohibited Uses

You agree NOT to:

• Share login credentials with unauthorized users
• Attempt to access other users' or clinics' data
• Use the platform for non-dental healthcare services without authorization
• Reverse engineer, decompile, or attempt to extract source code
• Transmit malware, viruses, or harmful code
• Circumvent security measures or access controls
• Use automated tools to scrape or extract data
• Resell, sublicense, or redistribute access to the Service
• Use the platform for illegal activities
• Harass, abuse, or harm other users
• Impersonate other users, clinics, or entities
• Overload or disrupt the platform infrastructure

7.3 Content Standards

All content you upload or create must be accurate, lawful, and appropriate for a professional healthcare setting. We reserve the right to remove content that violates these standards.

7.4 Enforcement

Violation of acceptable use policies may result in warnings, account suspension, or termination. We may report illegal activities to appropriate authorities.

8. Intellectual Property

8.1 Our Intellectual Property

The Service, including all software, code, designs, interfaces, text, graphics, logos, and documentation, is owned by MyDentalPractice and protected by copyright, trademark, and other intellectual property laws. You may not copy, modify, distribute, or create derivative works without our express written consent.

8.2 Trademarks

"MyDentalPractice" and our logo are trademarks of MyDentalPractice Technologies Limited. You may not use our trademarks without prior written permission.

8.3 Feedback

If you provide suggestions, ideas, or feedback about the Service, we may use this feedback without restriction or compensation to you.

9. Service Level and Support

9.1 Support Channels

• Email Support: support@mydentalpractice.ng (response within 24 hours)
• Phone Support: +234 812 513 9446 (business hours: 8 AM - 6 PM WAT)
• Help Center: Self-service documentation and guides
• Emergency: 24/7 for critical system issues affecting patient care

9.2 Response Times

• Critical (system down): Initial response within 1 hour
• High (major feature impaired): Initial response within 4 hours
• Normal (minor issues): Initial response within 24 hours
• Low (questions, feature requests): Initial response within 48 hours

10. Limitation of Liability

10.1 Disclaimer of Warranties

THE SERVICE IS PROVIDED "AS IS" WITHOUT WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, OR NON-INFRINGEMENT.

10.2 Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, MYDENTALPRACTICE SHALL NOT BE LIABLE FOR:

• Indirect, incidental, special, consequential, or punitive damages
• Loss of profits, revenue, data, or business opportunities
• Damages resulting from unauthorized access to your data
• Interruption of service or data loss due to circumstances beyond our control

OUR TOTAL LIABILITY SHALL NOT EXCEED THE FEES YOU PAID IN THE 12 MONTHS PRECEDING THE CLAIM.

10.3 Healthcare Decisions

We provide a practice management tool only. We do not provide medical advice, diagnosis, or treatment recommendations. You are solely responsible for all clinical decisions and patient care.

11. Indemnification

You agree to indemnify, defend, and hold harmless MyDentalPractice, its officers, directors, employees, and agents from any claims, damages, losses, or expenses (including reasonable legal fees) arising from:

• Your use of the Service
• Violation of these Terms
• Violation of any applicable laws or regulations
• Your treatment of patients or professional conduct
• Data breaches caused by your negligence

12. Termination

12.1 Termination by You

You may cancel your subscription at any time through your account settings or by contacting support. Upon cancellation:

• Access continues until the end of your current billing period
• No refunds for unused time (except as stated in Refund Policy)
• You have 30 days to export your data
• After 30 days, your data may be deleted

12.2 Termination by Us

We may suspend or terminate your account:

• With notice: For non-payment or general Terms violations (7 days to cure)
• Immediately: For serious violations including illegal activity, security threats, or harm to other users

12.3 Effect of Termination

Upon termination, your right to access the Service ends. Provisions relating to data ownership, intellectual property, limitation of liability, and indemnification survive termination.

13. Dispute Resolution

13.1 Governing Law

For Nigerian users, these Terms are governed by the laws of the Federal Republic of Nigeria. For Ghanaian users, these Terms are governed by the laws of the Republic of Ghana. Both shall be applied without regard to conflict of law principles.

13.2 Informal Resolution

Before initiating formal proceedings, you agree to contact us at legal@mydentalpractice.ng to attempt informal resolution. Most disputes can be resolved within 30 days.

13.3 Arbitration

Any dispute that cannot be resolved informally shall be submitted to binding arbitration in Lagos, Nigeria, under the Arbitration and Mediation Act of Nigeria. For Ghanaian users, arbitration will be conducted in Accra, Ghana. The arbitrator's decision shall be final and binding.

13.4 Class Action Waiver

You agree to resolve disputes with us individually and waive any right to participate in class actions or collective proceedings.

14. Changes to Terms

We may modify these Terms at any time. We will notify you of material changes at least 30 days before they take effect via:

• Email to your registered address
• In-app notification
• Prominent notice on our website

Your continued use of the Service after changes take effect constitutes acceptance of the modified Terms. If you disagree with changes, you may cancel your subscription before the changes take effect.

15. General Provisions

15.1 Entire Agreement

These Terms, together with our Privacy Policy and any additional terms you accept, constitute the entire agreement between you and MyDentalPractice.

15.2 Severability

If any provision of these Terms is found unenforceable, the remaining provisions continue in full force and effect.

15.3 No Waiver

Our failure to enforce any right or provision does not waive that right or provision.

15.4 Assignment

You may not assign your rights or obligations under these Terms without our written consent. We may assign our rights and obligations in connection with a merger, acquisition, or sale of assets.

15.5 Force Majeure

We are not liable for delays or failures in performance resulting from circumstances beyond our reasonable control, including natural disasters, war, terrorism, riots, embargoes, acts of government, or power or telecommunications failures.

16. Contact Information

For questions about these Terms or the Service: