Terms of Service

1. Acceptance of Terms

By accessing or using Smart Dental Desk ("the Service"), operated by Yeshika Enterprises, you agree to be bound by these Terms of Service. If you do not agree to all terms, you may not use the Service.

2. Description of Service

Smart Dental Desk is a cloud-based dental clinic management software-as-a-service (SaaS) platform for dental practices worldwide. The Service includes the web dashboard, optional mobile staff apps for Android and iOS, and provides appointment scheduling, patient management, billing, dental charting, prescriptions, inventory management, communication tools, and WhatsApp Business messaging services.

3. Account Registration

To use the Service, you must register a clinic account and provide accurate, complete information. You are responsible for maintaining the security of your account credentials and for all activities under your account.

4. Subscription Plans & Payment

• The Service is offered under Free, Standard, and Growth plans with different feature sets.
• Payment is processed via Razorpay. Fees are charged in Indian Rupees (&rupee;) for clinics in India and in US Dollars ($) for international clinics, as shown at checkout, and are exclusive of applicable taxes (such as GST for Indian customers).
• Subscriptions auto-renew monthly unless cancelled before the renewal date.
• WhatsApp messaging usage may be billed separately based on conversation volume as per your plan.
• Refunds are subject to our refund policy. Contact support within 7 days of payment for refund requests.

4.1 Plan pricing & changes

Published plan prices, feature limits, and plan names on our website or in-app are indicative and may be updated from time to time. By subscribing or continuing to use a paid plan after a change takes effect, you agree to the pricing and terms in force for your account.

• We may increase or decrease subscription fees, introduce new plans, modify features included in each plan, or discontinue plans, in our sole discretion, to reflect product changes, costs, or market conditions.
• For paid subscriptions, we will give at least 30 days' notice before a price increase applies to your account, via email to your registered clinic or admin address and/or an in-product notice. The new price applies from your next billing cycle after the notice period unless you cancel before renewal.
• Price decreases or promotional offers may take effect immediately or on a date we specify; we are not obliged to provide retroactive credits for earlier billing periods.
• Limited-time discounts, trials, and promotional rates may end or change without extending the same terms to renewals or future sign-ups.
• Usage-based charges (for example WhatsApp messaging beyond plan allowances) may be adjusted with reasonable notice where practicable; continued use after notice constitutes acceptance.
• If you do not agree to a change, you may cancel your subscription before the next charge; cancellation stops future renewals but does not entitle you to a refund for fees already paid except as stated in our refund policy or required by applicable law.

5. WhatsApp Business Messaging

Smart Dental Desk provides WhatsApp Business messaging as part of the Service. By using the WhatsApp messaging features, you agree to the following:

5.1 Platform Messaging (Free & Standard Plans)

• Messages are sent from Smart Dental Desk's shared WhatsApp Business number on behalf of your clinic
• Message content must comply with Meta's WhatsApp Business Policy and Commerce Policy
• You must obtain patient consent before sending WhatsApp messages
• You may not send spam, unsolicited marketing, or messages unrelated to dental care
• Message volume limits apply based on your subscription plan

5.2 Own Number Integration (Growth Plan)

• Enterprise clients may connect their own WhatsApp Business Account to the platform
• By connecting your account, you authorize Smart Dental Desk to send and receive messages on your behalf
• You retain full ownership of your WhatsApp Business Account and phone number
• You are responsible for maintaining your Meta Business verification and compliance
• You may disconnect your account at any time; upon disconnection, all stored credentials are permanently deleted
• Smart Dental Desk is not responsible for Meta's actions regarding your WhatsApp Business Account, including restrictions or bans resulting from policy violations

5.3 Prohibited Message Content

You must not use the WhatsApp messaging feature to send:

• Spam or bulk unsolicited messages
• Content that violates Meta's WhatsApp Business Policy
• Messages to recipients who have opted out
• False, misleading, or deceptive content
• Content unrelated to dental/healthcare services

5.4 Compliance

• You agree to comply with all laws applicable to you and your patients, including data-protection and electronic-communication laws in your country — and, for clinics in India, TRAI regulations, the IT Act 2000, and the DPDP Act 2023
• You agree to comply with Meta's WhatsApp Business Platform Terms of Service
• Violation of messaging policies may result in suspension of WhatsApp messaging for your clinic

6. Data Handling & Medical Records

The Service stores patient medical records including dental charts, treatment histories, and prescriptions. As the data controller, each clinic is responsible for obtaining patient consent for data collection and ensuring compliance with applicable healthcare and data-protection laws that apply to it.

Where we process personal data on your behalf, we do so as your data processor under our Data Processing Agreement, which is incorporated into and forms part of these Terms. The DPA applies to all clinics, including those located outside India, and governs how data is processed, secured, and transferred internationally.

7. Support Access & Account Impersonation

To deliver effective customer support, diagnose technical issues, and maintain the quality and security of the Service, authorised Smart Dental Desk support personnel may, from time to time, access your clinic account on your behalf ("support access"). By accepting these Terms, you explicitly consent to such access under the conditions set out below.

• Purpose limitation — Support access is used exclusively for troubleshooting, resolving support tickets, verifying reported issues, and performing maintenance tasks requested by or on behalf of your clinic.
• Authorised personnel only — Only designated Smart Dental Desk super-administrators with appropriate internal authorisation may perform support access. Access is role-restricted at the system level.
• Full audit logging — Every support access session is automatically recorded in an immutable audit log with a timestamp, the staff member's identity, and actions performed. Clinic administrators can view their audit log at any time from the dashboard.
• No data extraction — Support personnel will not download, copy, or share your patient records or clinic data with any third party during or after a support access session, except as required by law or explicitly authorised by you.
• No modification without consent — Support personnel will not alter your clinic data, settings, or patient records unless you have explicitly requested them to do so as part of a support interaction.
• Session confidentiality — Information viewed during support access is treated as confidential and subject to the same obligations as our Privacy Policy.
• Patient data — Access to patient records during support sessions is incidental to diagnosing system issues and is governed by the data processing obligations in our Privacy Policy, our Data Processing Agreement, and applicable data-protection law (including, in India, the DPDP Act 2023).

If you do not wish Smart Dental Desk personnel to access your account, you may notify us in writing at support@smartdentaldesk.com. We will make reasonable efforts to accommodate such requests; however, doing so may limit our ability to provide certain support services.

9. Acceptable Use

You agree not to:

• Use the Service for any unlawful purpose
• Attempt to gain unauthorized access to any part of the Service
• Interfere with the performance or security of the Service
• Resell or redistribute the Service without authorization
• Use the messaging features to send spam or unsolicited messages
• Share or expose API credentials or access tokens

10. Data Portability

Clinic administrators can export all their clinic data (patients, invoices, records) at any time via the data export feature. Upon account termination, data will be retained for 30 days before permanent deletion.

11. Service Availability

We aim for 99.9% uptime but do not guarantee uninterrupted service. Scheduled maintenance windows will be communicated in advance. We are not liable for downtime caused by third-party services including Meta's WhatsApp Cloud API.

12. Limitation of Liability

Smart Dental Desk is a practice management tool and does not provide medical advice. All clinical decisions remain the sole responsibility of the licensed dental practitioner. Our total liability shall not exceed the amount paid by you in the 12 months preceding the claim. We are not liable for message delivery failures caused by Meta, network issues, or incorrect phone numbers provided by the clinic.

13. Suspension & Termination

• We may suspend or terminate your access to WhatsApp messaging features if you violate Meta's policies or these Terms
• We may suspend messaging if your clinic exceeds its plan's message limits without upgrading
• You may cancel your subscription at any time from your dashboard
• Upon termination, your data will be retained for 30 days before permanent deletion

14. Governing Law

These Terms are governed by the laws of India. Any disputes shall be subject to the exclusive jurisdiction of courts in Bangalore, Karnataka.

15. Changes to Terms

We may update these Terms from time to time. We will notify you of material changes via email or in-app notification. Continued use after changes constitutes acceptance.

Contact

For questions about these Terms, contact us at support@smartdentaldesk.com

Smart Dental Desk is a product of Yeshika Enterprises, a registered proprietorship firm.