Terms of service

Last updated September 2026

1. These terms

These terms govern use of the Dently practice management service — the website, the application at app.thedently.com, and anything we provide with them. By creating an account, or by using the service, the practice accepts them. If you are accepting on behalf of a practice, you confirm you are authorised to bind it.

In these terms, we and us mean Dently. You and the practice mean the dental practice that holds the account. Clinic data means everything the practice puts into the service, including patient and clinical records.

2. The account

An account is for a dental practice and the people it authorises. The practice is responsible for its users, for keeping credentials secure, and for everything done under its account. Accounts are not to be shared between practices. You must be able to enter a binding contract and must not be barred from receiving the service under applicable law.

Tell us promptly at security@thedently.com if you believe an account has been accessed without authorisation.

3. The trial

The trial runs for 3 days with the full product and no card on file. Nothing is charged automatically at the end of it. If no plan is chosen, the account becomes read-only — it is not deleted, and the data can still be exported.

4. Plans, billing and tax

Plans are priced per chair per month and billed either annually in advance or monthly. Chairs added mid-term are pro-rated; chairs removed take effect at the next renewal. Subscriptions renew for the same term unless cancelled before the renewal date.

All prices exclude GST and any other tax, duty or levy, which is added at the prevailing rate and is payable by the practice. Invoices are due on the date stated on them. We may suspend a subscription that remains unpaid after notice.

We may change prices. A change does not affect a term already paid for, and we will give at least 30 days’ notice before it applies to a renewal.

5. Refunds and cancellation

A first payment is refundable in full for 14 days from the day it is charged, no reason needed. After that, a paid term is not refunded and cancellation stops the next renewal rather than the current term. The exceptions — our failure to provide the service, a charge we got wrong, or a mid-term change against you — and the full mechanics are in the refund and cancellation policy, which governs if this summary and that page ever disagree.

6. Clinic data

The practice owns its clinic data. We claim no licence over it beyond what is needed to host, secure, back up and provide the service to that practice, and to comply with law. Export is available at any time, at no charge, without contacting support.

For patient and clinical records the practice is the data fiduciary, or controller, and we act only on its instructions. How we handle personal data, and the separate account data we hold about the practice as our customer, is set out in the privacy policy and the data processing terms, which form part of this agreement.

The practice is responsible for having a lawful basis to record the patient information it enters, for the accuracy of that information, and for meeting the record-keeping and retention obligations that apply to it as a healthcare provider.

7. Acceptable use

The service must not be used to:

• break any law, or infringe anyone’s rights;
• store personal data the practice has no lawful basis to hold, or upload material it has no right to upload;
• attempt to access another practice’s data, probe or test our systems without written permission, or interfere with the service’s operation;
• resell, sublicense or provide the service to a third party as a bureau, unless we have agreed in writing;
• copy, reverse engineer or attempt to derive the source of the software, except where law permits it regardless of contract.

Responsible security research is welcome — write to security@thedently.com first and we will not pursue you for testing agreed in advance.

8. Availability and support

We aim for continuous availability and will tell you about planned maintenance in advance. We do not currently offer a contractual uptime guarantee with service credits, and would rather say so than publish a number we have not committed to. Support is by email at support@thedently.com during Indian business hours.

9. Security

We maintain technical and organisational measures appropriate to the sensitivity of clinical data, including encryption in transit, access control, and an audit trail of record access. No system is perfectly secure, and we do not claim otherwise. We will notify an affected practice without undue delay if we become aware of a breach affecting its data.

10. Third-party services

The service depends on third parties for hosting, email, messaging and payments. We choose them with care and remain responsible to you for the service, but we are not responsible for a third-party product the practice connects to Dently of its own accord, and the terms of that product govern it.

11. Our intellectual property

The software, the interface, the documentation and the Dently name and marks remain ours. Nothing in these terms transfers them. The practice gets a non-exclusive, non-transferable right to use the service for its own dental practice for as long as the subscription is in good standing.

If a practice sends us feedback or suggestions, we may use them without obligation or payment. This does not give us any right to clinic data.

12. Confidentiality

Each side may learn confidential information about the other. Each will protect the other’s confidential information with at least reasonable care and will not disclose it except to people who need it and are under similar obligations, or where law requires disclosure.

13. Dently is not a clinical decision-maker

Dently is a record-keeping and administration system. It does not diagnose, does not treat, does not make clinical decisions, and is not a substitute for professional judgement. It is not a medical device and is not offered as one. Every clinical decision remains the responsibility of the treating clinician, and the practice must not rely on the software as the sole basis for one.

14. Warranties and disclaimers

We warrant that we will provide the service with reasonable skill and care. Beyond that, and to the extent the law allows, the service is provided as it is, without other warranties, express or implied, including any implied warranty of merchantability or fitness for a particular purpose. Nothing here excludes liability that cannot lawfully be excluded, including for death or personal injury caused by negligence, or for fraud.

15. Limitation of liability

Neither side is liable to the other for indirect or consequential loss, loss of profit, loss of goodwill, or loss of anticipated savings. Subject to the paragraph above, our total liability arising out of or in connection with this agreement is limited to the fees paid by the practice in the twelve months before the event giving rise to the claim.

16. Indemnity

The practice will indemnify us against claims arising from its unlawful use of the service, from data it had no right to enter, or from its breach of section 7.

17. Suspension and termination

A practice can close its account at any time. Outside the 14-day refund window, a term that has been paid for runs to its end and is not refunded for the unused part, except in the cases set out in the refund policy.

We may suspend an account for non-payment after notice, or immediately where use of the service is unlawful or endangers the service or other practices. Either side may end the agreement if the other commits a material breach and does not fix it within 30 days of being told. On termination, export remains available for the period stated in the privacy policy.

18. Changes to these terms

We may change these terms. For a change that materially reduces what a practice gets, we will give at least 30 days’ notice by email and in the product, and the practice may end its subscription before the change takes effect and receive a refund of the unused part of a paid term. Other changes take effect when published, and the date at the top of this page is updated.

19. General

Neither side may assign this agreement without the other’s consent, except to a successor of its business. If a provision is unenforceable, the rest stands. A delay in enforcing a right is not a waiver of it. These terms, with the documents they refer to, are the whole agreement between us on their subject.

20. Governing law and disputes

This agreement is governed by the laws of India. The parties will try in good faith to resolve any dispute by discussion first. Failing that, the competent courts in India have exclusive jurisdiction.

Contacting us

Questions about this document, or a request under it, go to hello@thedently.com. We aim to acknowledge within two working days.