Terms of Service

1. Acceptance of Terms

By creating an account or using Toothnote (“Service”), you agree to these Terms of Service. If you do not agree, do not use the Service. These terms apply to all users worldwide.

2. What Toothnote Is

Toothnote is an AI-assisted documentation tool for dental professionals. It helps generate SOAP notes, CDT codes, insurance narratives, and patient summaries from audio recordings of dental appointments.

Toothnote is a documentation aid only. It is not a medical device, clinical decision support system, or a substitute for professional judgment. All AI-generated content must be reviewed, verified, and approved by a licensed dental professional before being used for clinical, billing, or legal purposes.

3. Eligibility

You must be at least 18 years old and a licensed dental professional or authorized staff member of a dental practice to use this Service. By signing up, you represent that this is the case.

4. Your Account

• You are responsible for maintaining the security of your account credentials.
• You are responsible for all activity that occurs under your account.
• You must notify us immediately at support@gettoothnote.com if you suspect unauthorized access to your account.

5. Patient Privacy & Your Compliance Obligations

You are responsible for your own HIPAA and local privacy law compliance. Toothnote is a software tool, not a healthcare provider or covered entity. When you use Toothnote in connection with patient appointments, you — as the dental professional — remain the party responsible for compliance with applicable healthcare privacy laws (including HIPAA in the US, GDPR in the EU, and similar laws elsewhere).

To protect patient privacy, you must:

• Use anonymous patient identifiers only (e.g., a case number, initials, or a label like “Patient A”). Do not enter a patient's full name, date of birth, Social Security number, or other directly identifying information into the app.
• Obtain any patient consent required by your local laws before recording an appointment.
• Delete appointment data when it is no longer needed, using the in-app delete feature.

Toothnote is not liable for any privacy violations that result from your failure to follow these obligations.

6. AI-Generated Content Disclaimer

Toothnote uses artificial intelligence to generate clinical documentation. You acknowledge that:

• AI-generated notes, codes, and narratives may contain errors or omissions.
• All outputs must be reviewed and verified by a licensed dental professional before use.
• Toothnote is not responsible for any clinical, billing, or legal consequences arising from the use of AI-generated content without proper professional review.

7. Acceptable Use

You agree not to:

• Use the Service for any unlawful purpose.
• Attempt to reverse engineer, scrape, or access the Service in unauthorized ways.
• Share your account with others or resell access to the Service.
• Upload content that violates any third party's rights.
• Use the Service to process data for individuals who have not consented to being recorded.

8. Billing & Subscriptions

• Toothnote offers a 14-day free trial. No credit card is required to start.
• After your trial, continued use requires a paid subscription. Pricing is listed on the billing page within the app.
• Subscriptions are billed monthly or annually and renew automatically until cancelled.
• You may cancel at any time from the billing page. Cancellation takes effect at the end of the current billing period. We do not offer refunds for partial periods.

9. Intellectual Property

Toothnote and its underlying technology are owned by us. You retain ownership of all recordings and notes you create. By using the Service, you grant us a limited license to process your content solely for the purpose of providing the Service to you.

We do not use your recordings or notes to train AI models.

10. Termination

We may suspend or terminate your account if you violate these Terms or engage in activity that we reasonably believe is harmful, fraudulent, or unlawful. You may cancel your account at any time by contacting us at support@gettoothnote.com.

11. Limitation of Liability

To the fullest extent permitted by law, Toothnote is provided “as is” without warranty of any kind. We are not liable for:

• Any errors in AI-generated clinical documentation.
• Loss of data due to technical failures (though we take reasonable steps to prevent this).
• Any indirect, incidental, or consequential damages arising from your use of the Service.
• Privacy violations resulting from your failure to use anonymous patient identifiers.

Our total liability to you for any claim will not exceed the amount you paid us in the 3 months preceding the claim.

12. Changes to These Terms

We may update these Terms from time to time. Continued use of the Service after changes are posted constitutes your acceptance of the updated Terms. For material changes, we will notify you by email at least 14 days in advance.

13. Governing Law

These Terms are governed by the laws of the United States to the extent applicable. For EU users, mandatory local consumer protections apply and are not waived by these Terms.

14. Contact

Questions about these Terms? Email us at support@gettoothnote.com.