Terms & Conditions

01 Agreement to terms

These Terms form a binding agreement between you (and, if you use the Services on behalf of a clinic or practice, that organisation) and VCPility Dental. Together with ourPrivacy Policy, they set out the rules for using the Services. If you are entering into these Terms on behalf of a practice, you represent that you have authority to bind that practice.

02 Eligibility & accounts

The Services are intended for dental practices and their staff. You must be at least 18 years old and able to form a binding contract to use them. When you create an account, you agree to provide accurate clinic information and to keep it up to date. You are responsible for safeguarding your login credentials, for the accounts you give your team, and for all activity that happens under your account. Notify us promptly if you suspect any unauthorised use.

03 The Services

VCPility Dental provides an AI-powered platform for dental clinics covering patient CRM, websites, online appointment booking, reminders and recalls, reviews, marketing and automation, along with related done-for-you services. We may add, change or remove features from time to time to improve the Services. We aim to keep the Services available and reliable but do not guarantee uninterrupted or error-free operation, and the Services should not be relied on as the only route for urgent or emergency patient contact.

04 Subscriptions & payment

• Fees - access to paid features requires a subscription or agreed fee, billed on the plan and cycle presented to you at sign-up.
• Renewal - subscriptions renew automatically for the same period unless cancelled before the renewal date.
• Taxes - fees are exclusive of taxes unless stated otherwise; you are responsible for any applicable taxes.
• Changes - we may change pricing on reasonable notice, with changes taking effect at your next billing cycle.
• Non-payment - we may suspend or limit the Services if payment is overdue.

05 Acceptable use

You agree not to, and not to allow others to:

• Use the Services for any unlawful, harmful, deceptive or abusive purpose;
• Send spam or messages that violate anti-spam, marketing or telecommunications laws;
• Publish dental advertising or claims that breach the advertising standards and professional rules that apply to your practice, including misleading treatment claims or the misuse of patient images or testimonials;
• Message patients who have not given the consent your local law requires, or who have opted out;
• Upload content that is illegal, infringing, defamatory or that you have no right to use;
• Attempt to gain unauthorised access to the Services or disrupt their operation;
• Reverse engineer, copy or resell the Services except as permitted by law;
• Use the Services to build a competing product or to misuse others' personal data.

You are responsible for ensuring your use of the marketing and messaging features complies with all laws and professional obligations that apply to you, including obtaining any consents required to contact your own patients.

06 Clinical responsibility

The Services are communication, booking and marketing tools. They are not a clinical record system, not a medical device, and nothing produced by the platform — including AI replies, chat responses, reminders or campaign copy — is dental or medical advice. All clinical judgement, diagnosis, treatment planning and patient care remain entirely yours.

You should not store dental records, radiographs, treatment notes or other clinical health information in the platform. You are responsible for reviewing automated messages before they go live, for keeping your own patient records in an appropriate system, and for meeting the registration, confidentiality and professional standards that apply to your practice.

07 Your content & data

You retain ownership of the content and data you submit to the Services ("Your Content"), including your patient contact lists. You grant us a limited licence to host, process and use Your Content solely to provide and improve the Services. You are responsible for the accuracy and legality of Your Content and for having the rights and patient consents needed to use it. Our handling of personal information is described in our Privacy Policy.

08 Third-party services

The Services may integrate with or link to third-party products such as advertising, payment, review, calendar, practice management and messaging platforms. Those products are governed by their own terms and privacy policies. We are not responsible for third-party services, and your use of them is at your own risk.

09 Intellectual property

The Services, including all software, design, text, graphics and the VCPility Dental name and logo, are owned by VCPility or its licensors and are protected by intellectual property laws. Subject to these Terms, we grant you a limited, non-exclusive, non-transferable right to use the Services for your practice. We reserve all rights not expressly granted.

10 Disclaimers

The Services are provided on an "as is" and "as available" basis without warranties of any kind, whether express or implied, including any implied warranties of merchantability, fitness for a particular purpose and non-infringement. We do not warrant that the Services will meet your requirements, be uninterrupted or error-free, or that any results or business outcomes will be achieved.

11 Limitation of liability

To the maximum extent permitted by law, VCPility and its affiliates will not be liable for any indirect, incidental, special, consequential or punitive damages, or for any loss of profits, revenue, data or goodwill, arising out of or related to your use of the Services. Our total liability for any claim relating to the Services will not exceed the amount you paid us for the Services in the twelve months before the event giving rise to the claim.

12 Indemnification

You agree to indemnify and hold harmless VCPility and its affiliates, officers and employees from any claims, damages, liabilities and expenses (including reasonable legal fees) arising from Your Content, your use of the Services, or your breach of these Terms or of any law.

13 Termination

You may stop using the Services and cancel your subscription at any time. We may suspend or terminate your access if you breach these Terms, fail to pay applicable fees, or use the Services in a way that could cause harm or legal exposure. On termination, your right to use the Services ends; provisions that by their nature should survive - such as ownership, disclaimers, limitation of liability and indemnification - will continue to apply.

14 Changes to these terms

We may update these Terms from time to time. When we do, we will revise the "Last updated" date above and, where changes are material, provide a more prominent notice. Your continued use of the Services after an update means you accept the revised Terms.

15 Governing law

These Terms are governed by the laws applicable at VCPility's principal place of business, without regard to conflict-of-law principles, and the courts there will have jurisdiction over any disputes, unless a mandatory law in your country of residence requires otherwise. Nothing in these Terms limits any consumer rights that cannot be waived under applicable law.