Effective Date: September 1, 2026
These Terms of Service ("Terms") govern your use of DentaTrak ("Service"), a case tracking application provided to dental practices. By using the Service, you agree to these Terms.
1. Definitions
For purposes of these Terms:
- "Customer" means the dental practice, dental service organization, or other entity identified as the account holder for a Practice Account/Practice Workspace and responsible for payment and compliance.
- "Practice" means a separately identifiable dental practice, including its associated personnel, locations, and operations, that is represented within the Service as a distinct workspace or account.
- "Practice Account" or "Practice Workspace" means the partitioned area of the Service created for and administered on behalf of a single Practice, including associated cases, records, users, permissions, and subscription entitlements.
- "Authorized User" means an individual whom the Customer has permitted to access and use the Service on behalf of the Practice, such as dentists, hygienists, assistants, office administrators, and other practice personnel with a legitimate need to access Practice information.
- "External Collaborator" means an individual or entity that is not an employee or agent of the Customer but is invited by the Customer or an Authorized User to access a Practice Account/Practice Workspace solely for the purpose of supporting the inviting Practice's cases, such as a dental laboratory technician, consultant, or vendor.
- "Subscription Plan" means the fee-based or trial service tier purchased by or assigned to a Customer, which governs the number of Practices, users, features, storage, and other entitlements available under the Service.
2. Eligibility and Account Ownership
A Practice Account may be created, controlled, and administered only by:
- the dental practice itself or personnel expressly authorized by the practice;
- a dental service organization or management organization that has written authority to create and manage the covered Practice's workspace under these Terms; or
- any other party that has received DentaTrak's prior written approval to create or control a Practice Account on behalf of a Practice.
Dental laboratories and other external organizations may not create, control, or administer a Practice Account for a dental practice unless expressly approved in writing by DentaTrak. Such entities may participate only as External Collaborators invited by the Customer or an Authorized User.
By creating or administering a Practice Account or inviting users, Customer represents and warrants that:
- all information provided about the Practice, its ownership, affiliation, and personnel is accurate and complete;
- the individual creating or administering the account has the authority to bind or act on behalf of the Customer and Practice;
- the Customer has the right and authority to subscribe to the Service for the covered Practice under the selected Subscription Plan;
- the Customer has the authority to invite each Authorized User and External Collaborator to access the Practice's data;
- the Customer has the legal right to share case and patient information made available through the Service with each invited user as contemplated hereunder; and
- Customer will keep all organizational, ownership, affiliation, and contact information accurate and up to date.
3. Separate Practice Requirement
Each separately identifiable dental practice must have its own distinct Practice Account/Practice Workspace, except to the extent DentaTrak expressly approves otherwise in writing. Commonly owned or managed Practices may be grouped or administered together only to the extent permitted by the applicable Subscription Plan and any written agreement between the parties. Unless such approval or plan entitlement exists, a Customer may not combine unrelated practices into a single Practice Account, share one subscription across multiple independent practices, or administer unrelated practices from a single workspace.
4. External Collaborators
External Collaborators have no ownership rights in any Practice Account and may access the Service only for the Practice or Practices that have invited them. External Collaborators agree to use the Service only to serve the inviting Practice and its cases. Without limiting the foregoing, External Collaborators must not:
- use one Practice's subscription, workspace, or data for the benefit of another practice, customer, or entity;
- independently add customers, patients, or unrelated practices to the Service or to any Practice Account;
- use information obtained from one Practice for the benefit of, or share it with, another practice or customer;
- invite, add, or share access with other users who are not authorized by the inviting Practice;
- convert an invited collaboration arrangement into a customer portal, case-tracking service, or other independent use of the Service; or
- continue accessing the Service after the inviting Practice has revoked the invitation or the collaboration has otherwise ended.
A dental laboratory or similar provider invited by several Practices may access each such Practice separately, provided that each Practice is independently owned, administered, and subscribed by its respective Customer, and the laboratory's access to each Practice is independently granted and maintained under these Terms. Nothing in this section authorizes an External Collaborator to combine, duplicate, or transfer data between Practices without express permission from each affected Practice.
Nothing in this section prohibits ordinary invited laboratory case collaboration consistent with these Terms and the inviting Practice's instructions.
5. Subscription Circumvention and Prohibited Account Structures
The following actions are prohibited, regardless of intent:
- using a single Practice Account/Practice Workspace for multiple unrelated dental practices;
- creating or controlling a Practice Account on behalf of an unrelated dental practice without DentaTrak's prior written approval;
- a dental laboratory or other external organization using one subscription or Practice Account to serve multiple customers or practices as a substitute for each customer maintaining its own Practice Account;
- adding unrelated users or practices to a Practice Account primarily to give them independent use of the Service without paying for separate subscriptions;
- sharing login credentials among individuals or practices, or allowing one account to be used by multiple Practices or entities;
- creating duplicate, artificial, nominee, or sham Practice Accounts or identities to avoid subscription fees or limits;
- misrepresenting the identity, type, ownership, affiliation, or authority of any user, Practice, or Customer;
- reselling, sublicensing, white-labeling, leasing, time-sharing, operating a service bureau, or otherwise commercializing access to the Service without DentaTrak's prior written consent;
- using the Service to operate a competing hosted case-tracking, practice-management, or customer-portal service; or
- taking any action designed to avoid fees, exceed permitted usage, circumvent usage limits or charges, or assist any other party in doing any of the foregoing.
This section does not prohibit an External Collaborator from serving multiple Practices that have each properly subscribed to the Service and independently invited the External Collaborator, nor does it prohibit ordinary invited laboratory case collaboration.
6. Customer Responsibility
Customer is responsible for all use of the Service by its Authorized Users and External Collaborators, including selecting appropriate roles and permissions, applying the principle of least privilege, removing access promptly when it is no longer needed, and periodically reviewing user lists and permissions. Customer will ensure that all users comply with these Terms and all applicable laws. Customer is solely responsible for determining whether any use of the Service, including the sharing of case information with External Collaborators, complies with applicable professional, privacy, security, and healthcare laws and regulations.
7. Verification and Enforcement
DentaTrak may, in its discretion, verify the identity, affiliation, authority, eligibility, relationships, and compliance of Customers, Practices, Authorized Users, and External Collaborators, including by requesting documentation or information. If DentaTrak reasonably believes that a Practice Account, user, or arrangement does not comply with these Terms, DentaTrak may take one or more of the following actions:
- request additional information or documentation from the Customer or user;
- restrict the ability to create or administer Practice Accounts;
- remove or suspend user memberships, invitations, or access;
- separate or split Practices into distinct accounts or workspaces;
- reclassify an account, user, or arrangement under the appropriate Subscription Plan;
- require an upgrade to, or purchase of, additional or separate subscriptions or fees;
- require payment for unauthorized or unpaid use, including use that would have required a separate or higher Subscription Plan; or
- suspend or terminate access to the Service or any Practice Account, in whole or in part.
DentaTrak will endeavor to provide notice and a reasonable opportunity to cure when practicable before taking enforcement action, except that DentaTrak may act immediately where it reasonably believes there is fraud, security risk, unlawful activity, unauthorized disclosure of data, or other material risk to DentaTrak, other customers, or users. Suspension or termination does not eliminate Customer's obligation to pay any amounts owed or any provisions of these Terms that by their nature survive termination.
8. Data Separation and Confidentiality
Users may access and use data only for the Practice and purpose for which access was granted. Users must not copy, aggregate, export, disclose, or reuse Practice data or Customer information for another customer or practice, or for any independent commercial purpose, except as expressly authorized by the applicable Customer or as required by law. An invitation to collaborate on a particular case or with a particular Practice does not authorize access to all information in that Practice's workspace or to any other Practice's workspace.
9. Relationship to Business Associate Agreement
These Terms do not replace, supersede, or modify any Business Associate Agreement ("BAA") or other data-processing agreement entered into between Customer and DentaTrak. To the extent there is a conflict between these Terms and a signed BAA regarding the handling of protected health information or other regulated data, the BAA shall control.
10. Service Description
DentaTrak is a case management tool that helps dental practices track and manage dental cases. The Service is intended for use by dental professionals and their authorized staff.
11. Account Security
You are responsible for:
- Keeping your login credentials secure
- All activity that occurs under your account
- Notifying us promptly if you suspect unauthorized access to your account
- Ensuring that only authorized personnel in your practice access the Service
12. Acceptable Use
You agree to use the Service only for its intended purpose of dental case management. You agree not to:
- Attempt to gain unauthorized access to the Service or its systems
- Use the Service for any unlawful purpose
- Interfere with or disrupt the Service
- Copy, modify, or distribute any part of the Service
- Use the Service in any way that could harm other users
13. Your Data
You retain ownership of all data you enter into the Service. You are responsible for the accuracy and legality of the information you store. You are also responsible for complying with all applicable laws regarding patient data and privacy.
14. Disclaimer of Warranties
The Service is provided "as is" without warranties of any kind, express or implied. We do not warrant that the Service will be uninterrupted, error-free, or completely secure. We do not provide legal, medical, or compliance advice.
15. Limitation of Liability
To the maximum extent permitted by law, DentaTrak and its operators shall not be liable for any indirect, incidental, special, consequential, or punitive damages arising from your use of the Service. This includes, but is not limited to:
- Loss of data or unauthorized access to your data
- Service interruptions or downtime
- Your failure to comply with applicable laws or regulations
- Any decisions made based on information in the Service
Our total liability for any claims related to the Service shall not exceed the amount you paid us, if any, in the twelve months preceding the claim.
16. Termination
We may suspend or terminate your access to the Service at any time, with or without cause. You may also stop using the Service at any time. Upon termination:
- Your right to use the Service ends immediately
- You may request export of your data within 30 days
- We may delete your data after 30 days
17. Changes to Terms
We may update these Terms from time to time. We will post changes on this page and update the effective date. Continued use of the Service after changes constitutes acceptance of the updated Terms.
18. Governing Law
These Terms are governed by the laws of the United States. Any disputes shall be resolved in accordance with applicable federal and state law.
19. Contact Us
If you have questions about these Terms, please contact us at:
support@dentatrak.com
