Terms of Service

1. The Provider, and the Scope of These Terms

1.1. DentalPolyglot is a business-to-business software service operated by DTCONCIERGE S.R.L., a limited liability company incorporated under the laws of Romania, with registered office at Aleea Călărașilor nr. 5, bl. G, ap. 54, Municipiul Sibiu, județul Sibiu, Romania, registered with the Trade Register under number J2026003869000, unique registration code 53369247, intra-Community VAT identification number RO54852877 (the "Provider", "we", "us", or "our"). The identification particulars set out above are published in satisfaction of Article 5 of Law no. 365/2002 on electronic commerce, republished, and of Article 29 of Law no. 26/1990 on the trade register, republished.

1.2. The Provider may be contacted at service@dentalpolyglot.com for all matters concerning the Service, and at privacy@dentalpolyglot.com for matters concerning the processing of personal data. Correspondence sent to either address reaches a member of staff, and no recipient is required to use an automated tool in order to communicate with us.

1.3. These Terms of Service (the "Terms") govern the supply of the Service described in Section 3 to the dental clinic, dental practice, or other professional undertaking that opens an account (the "Customer", "Clinic", or "you"). Together with the Refund and Cancellation Policy, the Privacy Policy, the Cookie Policy, the Copyright, Content Licence, and Notice-and-Action Policy, and the Data Processing Agreement, the Terms constitute the entire contract between the parties (the "Agreement").

1.4. Where a conflict arises between the documents forming the Agreement, the order of precedence is the Data Processing Agreement in respect of the processing of Patient Data, the Refund and Cancellation Policy in respect of fees and their reimbursement, the Copyright, Content Licence, and Notice-and-Action Policy in respect of content rights and content moderation, and these Terms in all remaining respects. Any order form, quotation, or written offer signed by both parties prevails over each of the foregoing to the extent of the derogation it expressly records.

1.5. The Service is directed at professional undertakings and is not offered to consumers. Sections 10 and 11 of the Refund and Cancellation Policy address the limited circumstances in which a customer contracting as a natural person outside any trade, business, craft, or profession may benefit from mandatory consumer protection.

2. Definitions

2.1. "Service" means the DentalPolyglot platform in all of its components, comprising the hosted multilingual website service, the patient-communication tools accompanying it, the WordPress plugin known as the Conversation Layer, and every associated dashboard, interface, and application programming interface made available to the Customer.

2.2. "Tenant Site" means the multilingual website that the Provider builds, translates, publishes, and hosts for the Customer, whether on a subdomain of the Customer's own domain or on a domain the Customer connects under Section 15.

2.3. "Tenant Materials" means all text, images, photographs, video, audio, logos, trade marks, pricing information, clinical descriptions, practitioner biographies, documents, and other content that the Customer supplies to the Provider, uploads to the Service, or authorises the Provider to import from a website or other source under the Customer's control.

2.4. "Platform Materials" means the software, source code, templates, layouts, design systems, component libraries, translation pipelines, prompts, databases, documentation, and know-how that constitute the Service, excluding Tenant Materials and excluding Patient Data.

2.5. "Patient Data" means personal data relating to patients and prospective patients of the Customer that is submitted to, generated within, or transmitted through the Service, including special categories of personal data within the meaning of Article 9 of Regulation (EU) 2016/679.

2.6. "Authorised User" means a natural person to whom the Customer grants access to the Customer's account, whether an employee, a collaborator, a contractor, or a professional adviser.

2.7. "Plan" means a subscription tier to which the Customer subscribes, together with any add-on selected at subscription or subsequently. "Setup Fee" means the one-time charge payable at the commencement of a paid Plan for the initial build of the Tenant Site. "Recurring Fee" means the periodic charge payable monthly or annually for continued provision of the Service.

2.8. "GDPR" means Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data. "DSA" means Regulation (EU) 2022/2065 of the European Parliament and of the Council of 19 October 2022 on a Single Market For Digital Services. "Data Act" means Regulation (EU) 2023/2854 of the European Parliament and of the Council of 13 December 2023 on harmonised rules on fair access to and use of data. "AI Act" means Regulation (EU) 2024/1689 of the European Parliament and of the Council of 13 June 2024 laying down harmonised rules on artificial intelligence.

3. What the Service Is, and What It Is Not

3.1. The Service imports the Customer's existing public website, translates its content into the patient languages the Customer selects, and publishes the result as a separate multilingual website hosted by the Provider. The Customer's original website is not modified, replaced, or interfered with at any point, and the Provider acquires no control over it.

3.2. Around the Tenant Site, the Service supplies an inbound enquiry workflow. The components of that workflow are a lead inbox with automatic translation of incoming patient enquiries, a two-way translated message thread between the Customer and the patient, multilingual treatment-plan documents, a scheduling page, attached to a treatment plan, on which the patient proposes visit windows for the Customer to confirm or to answer with an alternative, automated appointment reminders delivered by electronic mail, and an email composer. Availability of each component depends on the Plan to which the Customer subscribes.

3.3. The Conversation Layer is a plugin distributed through the WordPress plugin directory that the Customer may install on its own existing website in order to add translated patient conversation without commissioning a Tenant Site. Entitlements attaching to the free tier and to each paid tier of the plugin are those published on the Provider's website at the time of subscription.

3.4. The Provider is a supplier of software. The Provider is not a dental practice, a medical practitioner, a healthcare provider, a health insurer, a travel agency, a tour operator, a patient marketplace, a lead broker, or a treatment-coordination service. No commission, referral fee, or success fee is charged on any treatment, consultation, or booking arising from use of the Service, and the Provider derives no revenue from the clinical relationship between the Customer and any patient.

3.5. No content generated, translated, transmitted, or displayed by the Service constitutes clinical, medical, dental, diagnostic, pharmaceutical, insurance, financial, or legal advice, and none of it may be represented as such. The Provider does not verify the clinical accuracy of Tenant Materials, does not review treatment plans for correctness, and exercises no professional judgement of any kind in relation to patient care. Responsibility for the clinical content of everything published on the Tenant Site or transmitted through the Service rests with the Customer alone.

3.6. The contractual relationship concerning dental treatment arises exclusively between the Customer and the patient. The Provider is not a party to it, assumes no obligation under it, and gives no undertaking to any patient concerning the availability, quality, price, or outcome of treatment.

4. Formation of the Contract, and Separately Accepted Clauses

4.1. The Agreement is formed when the Customer completes the registration flow, accepts these Terms and the accompanying documents by the means presented in that flow, and, in the case of a paid Plan, when the Provider confirms the subscription following successful authorisation of the first payment.

4.2. Certain provisions of these Terms fall within the categories listed in Article 1203 of the Romanian Civil Code (Law no. 287/2009, republished), which subjects standard clauses of the kinds there enumerated to a requirement of express acceptance in writing by the adhering party. A signature on the instrument as a whole, or an acceptance framed in general terms, does not satisfy that requirement. The Provider therefore presents the clauses concerned separately in the registration flow, records the Customer's acceptance of each of them, and reproduces them for convenience in Section 29.

4.3. The clauses subject to separate acceptance are those concerning limitation of liability (Section 20), the Provider's right to suspend performance and to terminate unilaterally (Sections 10 and 21), automatic renewal of the subscription (Section 9), the applicable law and the jurisdiction of the courts of Sibiu (Section 27), and the general authorisation for the engagement of sub-processors (Section 14). Absent the separate acceptance described in Section 4.2, none of those clauses produces effect, and the corresponding matter is governed by the ordinary rules of Romanian law.

4.4. Where the Customer registers for the free tier of the Conversation Layer, acceptance is recorded through the same mechanism, and the Data Processing Agreement is presented and accepted as a distinct instrument rather than by reference alone. No processing of Patient Data is enabled on any tier, free or paid, before acceptance of the Data Processing Agreement has been recorded.

4.5. The person completing registration warrants that they hold authority to bind the Customer. Where that warranty proves inaccurate, the Provider may treat the Agreement as concluded with the person who completed registration, without prejudice to any other remedy.

5. Accounts, Eligibility, and Authorised Users

5.1. The Customer must supply accurate, complete, and current registration particulars, including its legal name, registered office or place of business, registration number, and, where it holds one, its VAT identification number. Changes to those particulars must be notified through the dashboard or to service@dentalpolyglot.com without undue delay.

5.2. The Customer is responsible for the confidentiality of authentication credentials issued to it and to its Authorised Users, for all activity conducted through its account, and for the acts and omissions of every Authorised User as though they were its own. Suspected compromise of credentials must be reported to the Provider without delay, and the Provider may require a credential reset as a condition of continued access.

5.3. The Customer determines which natural persons become Authorised Users, which permissions each of them holds, and when access is withdrawn. Prompt withdrawal of access from persons who cease to require it forms part of the Customer's obligations as controller of Patient Data under Section 12.

5.4. The Service is offered only to undertakings lawfully entitled to provide dental or related healthcare services in the jurisdiction in which they operate, or to undertakings acting on behalf of such providers with their authority. The Provider may require evidence of professional registration, of authorisation to operate, or of authority to act, and may decline or discontinue service where such evidence is not produced within a reasonable period.

6. Onboarding, Import, Build, and Acceptance of the Tenant Site

6.1. Following subscription to a paid Plan, the Customer authorises the Provider to access, retrieve, and copy the content of the public website the Customer identifies, together with any additional materials the Customer supplies, for the purpose of constructing the Tenant Site. Section 4 of the Copyright, Content Licence, and Notice-and-Action Policy governs the extent of that authorisation and the warranties supporting it.

6.2. The Provider builds the Tenant Site, translates its content into the languages the Customer has selected, and submits the result to the Customer for review. The build reflects the structure, the number of pages, the number of languages, and the other quantitative limits attaching to the Plan, as published at the time of subscription.

6.3. The Customer reviews the build and either accepts it, requests amendment within the revision allowance attaching to the Plan, or rejects it with reasons. Publication of the Tenant Site occurs only after the Customer has formally accepted the build. Acceptance constitutes the Customer's confirmation that the content of the Tenant Site is accurate, lawful, professionally appropriate, and consistent with the advertising rules applicable to the Customer's profession and market.

6.4. Because the Provider restructures, adapts, translates, and reviews the material forming the Tenant Site, the Provider does not occupy a merely technical, automatic, and passive position in relation to that material. Acceptance under Section 6.3 attributes the published result to the Customer's own editorial decision, and the allocation of responsibility set out in Sections 7 and 11 applies accordingly. Section 18 of the Copyright, Content Licence, and Notice-and-Action Policy explains how the position differs for material the Service merely stores without editorial involvement.

6.5. Delivery estimates communicated during onboarding are indicative. Where the Customer's cooperation is required, in particular for the supply of materials, the grant of access, the confirmation of language selections, the review of drafts, or the completion of domain configuration, any period during which that cooperation is outstanding extends the estimate correspondingly.

6.6. Where, after undertaking the work reasonably to be expected, the Provider determines that it cannot deliver a lawful and presentable Tenant Site for a new Customer, and no cure is available, the Provider notifies the Customer and the consequences set out in Section 4 of the Refund and Cancellation Policy apply.

7. Tenant Materials, Licence, and Warranties

7.1. As between the parties, the Customer retains ownership of all Tenant Materials, and the Provider retains ownership of all Platform Materials. Nothing in the Agreement transfers title in either direction.

7.2. The Customer grants the Provider a non-exclusive, worldwide, royalty-free licence to host, store, reproduce, adapt, translate, format, publicly display, and transmit the Tenant Materials, for the term of the Agreement and solely for the purposes of operating, supporting, securing, and improving the Service supplied to that Customer. The licence extends to sub-processors engaged under Section 14 to the extent necessary for them to perform their function, and terminates in accordance with Section 22 on expiry of the retention periods described there.

7.3. The Customer warrants that it owns, or holds valid and sufficient licences to use and to authorise the Provider's use of, every element of the Tenant Materials, including photographs, illustrations, stock imagery, typefaces, video, music, practitioner portraits, patient images, and third-party trade marks. The scope of the warranty, the treatment of patient images, and the indemnity supporting the warranty are set out in Sections 5, 9, and 11 of the Copyright, Content Licence, and Notice-and-Action Policy.

7.4. Translations produced by the Service are supplied on a reasonable-effort basis. The Provider gives no warranty that a translation is accurate, complete, idiomatic, or suitable for any clinical, regulatory, contractual, or evidential purpose, and the Customer remains responsible for verifying any translated statement on which it, or a patient, may rely. Where a translated statement carries clinical or contractual weight, the Customer should confirm it in the original language before acting on it.

7.5. Ownership of the translated and adapted rendering of the Tenant Materials, and the rights the Customer holds in that rendering on termination, are governed by Section 7 of the Copyright, Content Licence, and Notice-and-Action Policy.

8. Plans, Setup Fees, Add-Ons, and Billing

8.1. The Plans available for the hosted website service are Start, Expand, and Establish. Each carries a one-time Setup Fee payable at commencement and a Recurring Fee payable monthly or annually, at the prices published on the Provider's website at the time of subscription. Annual billing attracts the discount published alongside those prices. Add-ons available at the date of these Terms are an additional custom language and a custom-built site, each priced as published.

8.2. The Plans available for the Conversation Layer are Free, Core, and Pro. No Setup Fee attaches to any of them. Each new plugin account receives a thirty-day trial of the entitlements attaching to the Core tier without the supply of payment-card details, and Section 8 of the Refund and Cancellation Policy governs what happens at the expiry of that trial.

8.3. All prices are stated in euro. Unless a price is expressly described as inclusive of value added tax, prices are exclusive of value added tax and of any other tax, levy, duty, or withholding, each of which is payable by the Customer in addition. Where the reverse charge mechanism applies, the Customer must supply a valid VAT identification number, and the Customer bears responsibility for the accuracy of that number and for accounting for the tax in its own jurisdiction.

8.4. Billing is operated through Stripe. By subscribing, the Customer authorises the Provider, acting through Stripe, to charge the payment method on file for the Setup Fee, for each Recurring Fee as it falls due, and for any add-on the Customer selects. The Customer must keep a valid payment method on file for the duration of the subscription.

8.5. Invoices are issued electronically and made available in the dashboard. The Customer is taken to have accepted an invoice unless it raises a reasoned objection within thirty days of issue. Objection to part of an invoice does not suspend the obligation to pay the undisputed remainder.

8.6. The Provider may revise its prices. A revision affecting a Recurring Fee takes effect at the next renewal following at least thirty days' notice to the Customer, and the Customer may cancel before that renewal in accordance with Section 9 if it does not accept the revision. A revision does not affect a Setup Fee already charged, and does not apply retrospectively to a billing period already paid.

8.7. Quantitative limits attaching to each Plan, including limits on languages, pages, editorial revisions, storage, and outbound email volume, are published alongside the prices. Where the Customer exceeds a limit, the Provider notifies the Customer and the parties agree either a reduction in usage or an upgrade. The Provider does not impose overage charges without prior notice and the Customer's agreement.

8.8. The Provider may offer promotions from time to time, including a founding-customer programme under which the Setup Fee, or the Recurring Fee for a stated number of billing periods, is waived for a stated number of Customers, subject to the conditions stated in the offer and, for a Setup Fee waiver, to Section 3.6 of the Refund and Cancellation Policy; other reductions of up to one hundred per cent of a stated fee; and trial arrangements beyond those described in Section 8.2. The parameters of a promotion, comprising the fees it affects, the number of billing periods it covers, and any eligibility conditions, including a cap on the number of participating Customers, are those stated in the offer at the time of subscription and recorded in the Customer's order summary. A promotion applies only within those stated parameters.

8.9. A promotional reduction does not alter the list prices of the Service. An invoice issued for a period covered by a promotion states the full value of the service provided in that period, with the promotional reduction shown as a distinct line identifying the promotion, in accordance with articles 286(4)(a) and 319 of Law no. 227/2015 on the Fiscal Code. Where the reduction equals the full value of the period, the amount payable is zero and no payment is collected for that period.

8.10. Where a promotion is limited in duration, at its end the subscription continues at the Recurring Fee applicable to the Customer's Plan, as published at the time of subscription or as since revised under Section 8.6, and renews in accordance with Section 9. The renewal reminder described in Section 9.4 states the amount that will be charged.

8.11. A promotion has no cash value, is not convertible into money or credit, is personal to the Customer, and is not transferable. Promotions may be combined only where an offer expressly so provides. The Provider may withdraw or amend a promotion with effect for Customers who have not yet subscribed; a promotion already applied to a subscription continues for its stated duration. Where a promotion was obtained through a misrepresentation of eligibility, the Provider may recover the difference between the applicable list price and the amount paid for the affected periods, without prejudice to any other remedy available under the general law.

9. Term, Renewal, and Cancellation

9.1. The Agreement commences on the date the account is opened and continues until terminated in accordance with its terms.

9.2. A paid subscription runs for the billing period selected, whether monthly or annual, and renews automatically for successive periods of the same length unless cancelled. Automatic renewal is one of the clauses subject to separate acceptance under Section 4.3.

9.3. The Customer may cancel at any time through the dashboard or by written notice to service@dentalpolyglot.com. Cancellation takes effect at the end of the billing period during which notice is given, and the Service continues without alteration until that date. No reason need be given and no administrative charge is levied for cancellation. No penalty attaches, save that a Setup Fee waived under the founding-customer programme becomes payable where the subscription ends within its first six months, as Section 3.6 of the Refund and Cancellation Policy provides.

9.4. For annual subscriptions, the Provider sends a renewal reminder to the Customer's registered email address at least thirty days before the renewal date, stating the renewal date and the amount to be charged. The Customer may cancel without penalty at any point up to the renewal date.

9.5. The financial consequences of cancellation, including the treatment of Setup Fees and of fees paid for the current period, are governed by the Refund and Cancellation Policy and are not repeated here.

9.6. An upgrade to a higher tier takes effect immediately, with proration of the Recurring Fee for the remainder of the current period and payment of any difference in Setup Fee, calculated as Section 8 of the Refund and Cancellation Policy provides. A downgrade takes effect at the next renewal, and the entitlements of the higher tier continue until then.

9.7. The maximum notice period the Provider may require for the initiation of a switching process is two months, and the Provider does not in practice require any notice period beyond the current billing period. Section 17 sets out the switching and exit regime in full.

10. Non-Payment, Grace Period, and Pause

10.1. Where a payment fails, the Provider retries collection and notifies the Customer at the registered email address, indicating the amount outstanding and the means of remedying the failure.

10.2. If the amount remains unpaid at the expiry of the grace period notified to the Customer, the Provider may pause the Tenant Site by replacing it with a neutral holding page. A pause is a suspension of performance and not a restriction imposed on grounds of illegality or incompatibility of content, and accordingly it does not attract a statement of reasons under Section 16.

10.3. During a pause, the Customer retains access to the dashboard and to the export functions described in Section 17, so that non-payment does not operate as an obstacle to the recovery of the Customer's own data. The reactivation window notified to the Customer runs from the beginning of the pause.

10.4. Payment of the outstanding amount within the reactivation window restores the Tenant Site without further charge. On expiry of the reactivation window without payment, the Provider may terminate the Agreement under Section 21 and delete the account and its contents in accordance with Section 22.

10.5. Interest on late payment accrues at the statutory rate applicable to obligations between professionals under Romanian law. The Provider may waive interest, and a waiver on one occasion does not preclude its recovery on another.

11. Acceptable Use, Content Standards, and Advertising Rules

11.1. The Customer is responsible for the lawfulness, accuracy, and professional propriety of everything published on the Tenant Site, transmitted through the Service under its identity, or supplied to the Provider for translation or publication. The responsibility extends to clinical claims, descriptions of procedures, statements about outcomes, prices, guarantees, practitioner credentials, qualifications, professional titles, and any comparison with other providers.

11.2. The Customer must not use the Service to publish or transmit material that is unlawful, infringing, defamatory, deceptive, or harassing, that discloses another person's personal data without a lawful basis, that contains malicious code, or that is designed to interfere with the operation of the Service or of any network. Attempts to circumvent authentication, access another tenant's data, probe or scan the infrastructure without authorisation, or extract data by automated means beyond the interfaces provided are likewise prohibited.

11.3. Marketing communications sent through the Service under the Customer's identity must comply with the law applicable to the recipient, including Directive 2002/58/EC and its national implementations, which in Romania is Law no. 506/2004 on the processing of personal data and the protection of privacy in the electronic communications sector. The Customer warrants that it holds a lawful basis to contact each recipient, that it operates a functioning opt-out mechanism, and that it honours objections without delay.

11.4. Where the Customer practises in Romania, advertising published through the Service must comply with the Code of Ethics of the College of Dental Physicians of Romania of 9 July 2021 and with Decision no. 1/1AGN of 21 March 2025 of that College, applicable from 1 July 2025, which requires dental advertising to be realistic, objective, relevant, verifiable, discreet, truthful, and clear, and which prohibits false, misleading, or deceptive content. Customers practising elsewhere must comply with the equivalent professional and advertising rules of their own market and of every market their Tenant Site targets. The Provider does not advise on those rules and does not certify compliance with them.

11.5. The Provider operates an automated check that flags advertising language commonly prohibited in the markets served, together with a review queue applied before publication. Both measures are voluntary own-initiative investigations within the meaning of Article 7 of the DSA. Neither measure constitutes an undertaking to detect every unlawful statement, neither transfers responsibility for content to the Provider, and neither relieves the Customer of the obligations in Sections 11.1 and 11.4.

11.6. Where the Customer breaches Section 11, the Provider may require amendment within a stated period, may remove or restrict access to the material concerned, and, in cases of serious or persistent breach, may suspend or terminate under Section 21. Except where a pause under Section 10 applies, a measure taken under Section 11.6 attracts a statement of reasons in accordance with Section 16.

12. Patient Data, and the Division of Data-Protection Roles

12.1. In respect of Patient Data, the Customer acts as controller and the Provider acts as processor within the meaning of Article 4 of the GDPR. The Provider processes Patient Data solely on the Customer's documented instructions, which comprise the Agreement, the Data Processing Agreement, and any further written instruction the parties record.

12.2. In respect of the Customer's own account data, the data of its Authorised Users, its billing data, and prospect data, the Provider acts as controller. The purposes, legal bases, recipients, transfers, and retention periods applicable to that processing are set out in the Privacy Policy.

12.3. The Customer warrants that it holds a valid legal basis under Article 6 of the GDPR and, in respect of health data and other special categories, under Article 9 of the GDPR, for every category of Patient Data it causes to be processed through the Service. The exemption in Article 9(2)(h) of the GDPR is available only where processing is carried out by or under the responsibility of a professional subject to an obligation of professional secrecy under Article 9(3), a condition satisfied by the Customer and never by the Provider.

12.4. Providing patients with the information required by Articles 12, 13, and 14 of the GDPR is the Customer's obligation. The Provider maintains and keeps current a patient privacy notice template for use on Tenant Sites, and makes it available together with the sub-processor particulars it contains, as a technical and organisational measure assisting the Customer under Article 28(3)(e) and (f) of the GDPR. Adoption of the template, completion of the fields reserved to the Customer, and the accuracy of the resulting notice remain the Customer's responsibility.

12.5. Where the Service is used to collect identity or insurance documents, the Customer acknowledges that such documents may contain a national identification number, which in Romania is the personal numerical code. The Customer must not instruct the processing of a national identification number on the basis of legitimate interests under Article 6(1)(f) of the GDPR, because Article 4 of Romanian Law no. 190/2018 attaches a cascade of additional safeguards to processing carried out on that basis, including the mandatory designation of a data protection officer. Instructions inconsistent with Section 12.5 are outside the scope of the Provider's authority to act.

12.6. Patient Data is not used by the Provider for its own purposes, and is not used to train or to improve any artificial intelligence model, whether the Provider's or a third party's.

12.7. Where the Customer instructs the Provider in a manner the Provider considers to infringe the GDPR or another provision of Union or Member State data protection law, the Provider informs the Customer in accordance with Article 28(3) of the GDPR and may decline to act on that instruction until the matter is resolved.

13. Artificial Intelligence Features, Transparency, and Limits

13.1. The Service uses artificial intelligence to translate website content and messages exchanged between the Customer and patients, to extract text from treatment-plan documents, and to operate a conversational assistant on the Tenant Site. The underlying models are supplied by a third-party provider engaged as a sub-processor under Section 14.

13.2. The conversational assistant identifies itself as an artificial intelligence system at the point of first interaction, clearly and in a manner distinguishable from the surrounding content, in satisfaction of Article 50(1) and Article 50(5) of the AI Act, which have applied since 2 August 2026. The Customer must not disable, obscure, relabel, or otherwise defeat that disclosure, and must not represent the assistant as a human interlocutor or as a clinician.

13.3. Automatically translated messages are labelled as such where they are displayed. The Customer must not remove or suppress the labelling.

13.4. The assistant answers questions about the Customer's practice, its services, its location, and its availability. The assistant does not triage, does not diagnose, does not recommend or exclude treatment, does not quote clinical outcomes, and does not give any advice of a clinical nature. Where the Customer configures the assistant with its own material, the Customer must ensure that the material observes the same boundaries and complies with Section 11.

13.5. The Service does not carry out automated decision-making producing legal effects concerning a patient, or similarly significantly affecting a patient, within the meaning of Article 22 of the GDPR.

13.6. Artificial intelligence output may contain errors, omissions, and mistranslations. The Provider gives no warranty as to its accuracy, and Sections 7.4, 19, and 20 apply to it. The Customer must review any output before relying on it for a clinical, contractual, or regulatory purpose, and must maintain a means for a patient to reach a member of the Customer's staff.

14. Sub-Processors and Third-Party Dependencies

14.1. The Service depends on third-party providers for hosting, content delivery, file storage, database services, transactional email, rate limiting, error monitoring, artificial intelligence processing, subscription billing, and, where the Customer activates it, messaging over a third-party messaging network. Each provider engaged in the processing of Patient Data is a sub-processor, and the current list, with the function, the location, and the transfer mechanism applicable to each, is maintained in Annex B to the Data Processing Agreement.

14.2. The Customer grants a general authorisation for the engagement of the sub-processors listed in that Annex. The general authorisation is one of the clauses subject to separate acceptance under Section 4.3.

14.3. The Provider gives the Customer at least thirty days' notice before adding or replacing a sub-processor. During that period the Customer may object on reasonable grounds relating to data protection. Where the objection cannot be resolved, the Customer may terminate the affected part of the Service without penalty and with reimbursement of any prepaid fee attributable to the unexpired period, and Section 12 of the Refund and Cancellation Policy applies.

14.4. The Provider remains responsible to the Customer for the performance of its sub-processors' data protection obligations in accordance with Article 28(4) of the GDPR. Outside the field of data protection, the Provider is not responsible for interruption, degradation, or discontinuation of a third-party service beyond its reasonable control, subject to Section 25.

14.5. Where a sub-processor discontinues a service, changes its terms materially, or ceases to satisfy the Provider's requirements, the Provider may substitute an equivalent provider on notice under Section 14.3, or, where urgency demands, with the shortest notice reasonably practicable followed by a full explanation.

15. Domains, Subdomains, and DNS

15.1. The Tenant Site is published by default on a subdomain of a domain the Customer controls, and the Customer must configure the delegation records the Provider specifies. Responsibility for the registration, renewal, and administration of the domain remains with the Customer as registrant.

15.2. The Provider does not acquire, hold, renew, or exercise any right over the Customer's domain, and does not act as registrant, administrative contact, or technical contact unless the parties agree otherwise in writing. Expiry, suspension, transfer, or seizure of the domain is outside the Provider's control, and the consequences for the availability of the Tenant Site fall outside the warranties in Section 19.

15.3. Where the Provider makes a subdomain of its own domain available for demonstration, staging, or interim purposes, the Customer acquires no right in that subdomain, and the Provider may withdraw it on termination or on reasonable notice.

15.4. Transport-layer security certificates for the Tenant Site are provisioned and renewed by the Provider or its hosting sub-processor. Correct configuration of the Customer's delegation records is a precondition, and the Provider is not responsible for interruption caused by records the Customer alters without notice.

16. Illegal Content, Notices, and Statements of Reasons

16.1. In storing content at the request of its Customers and of visitors to Tenant Sites, the Provider supplies a hosting service within the meaning of Article 3(g)(iii) of the DSA, and the obligations attaching to providers of hosting services apply to it. The Provider is not an online platform for the purposes of Section 3 of Chapter III of the DSA.

16.2. The single point of contact for the authorities of the Member States, the European Commission, and the European Board for Digital Services under Article 11 of the DSA, and the point of contact for recipients of the service under Article 12 of the DSA, is service@dentalpolyglot.com. Communications are accepted in English and in Romanian.

16.3. Any person or entity may notify the Provider of content considered to be illegal, through the mechanism described in Section 12 of the Copyright, Content Licence, and Notice-and-Action Policy. The elements a notice must contain, the manner in which notices are assessed, and the information returned to the notifier are set out in that Policy and are not repeated here.

16.4. Where the Provider removes, disables access to, restricts the visibility of, or demonetises content on the ground that it is illegal or incompatible with these Terms, or where it suspends or restricts an account or the provision of the Service on either ground, the Provider sends the affected Customer a statement of reasons satisfying Article 17 of the DSA, at the latest when the measure takes effect. Section 14 of the Copyright, Content Licence, and Notice-and-Action Policy specifies what the statement contains.

16.5. The Customer may contest a measure by replying to the statement of reasons or by writing to service@dentalpolyglot.com, and the matter is then re-examined by a member of staff who did not take the original decision. Because the Provider is not an online platform, no out-of-court dispute settlement body under Article 21 of the DSA is available, and none is offered. The Customer's right to seek a judicial remedy is unaffected.

16.6. The Provider is under no general obligation to monitor the content it stores or to seek facts indicating illegal activity, in accordance with Article 8 of the DSA. Voluntary measures taken under Section 11.5 do not alter that position.

17. Switching, Data Export, and Exit

17.1. The Provider supplies a data processing service within the meaning of Chapter VI of the Data Act, applicable since 12 September 2025, and undertakes the obligations set out in Sections 17.2 to 17.8.

17.2. In accordance with Article 23 of the Data Act, the Provider removes pre-commercial, commercial, technical, contractual, and organisational obstacles that would prevent the Customer from terminating the Agreement, from concluding a contract with a different provider, from porting its exportable data and digital assets to another provider or to an on-premises system, and from continuing to use the exported material after the transfer.

17.3. In accordance with Article 25 of the Data Act, the maximum notice period for initiating the switching process is two months, and the transitional period during which the Provider assists the switch is thirty calendar days beginning at the end of the notice period. Where the switch cannot technically be completed within thirty calendar days, the Provider notifies the Customer, explains why, and the transitional period is extended to the period technically required, which does not exceed seven months. The Customer may extend the transitional period once, for the period the Customer considers appropriate, by written notice before its expiry.

17.4. During the transitional period, the Provider maintains full continuity of the Service, maintains a high level of security, and cooperates in good faith with the Customer and with the destination provider in accordance with Article 27 of the Data Act.

17.5. In accordance with Article 26 of the Data Act, the Provider publishes and keeps current, and supplies to a prospective customer before conclusion of the contract, information on the available switching and porting methods and formats, on any restriction or technical limitation known to it, and on the data structures, data formats, standards, and open interoperability specifications applicable to exportable data. The information is available at service@dentalpolyglot.com on request and on the Provider's website.

17.6. In accordance with Article 30 of the Data Act, the Provider makes available, free of charge and on equal terms to all Customers, the open interfaces necessary to carry out a switch, and on request exports all exportable data in a structured, commonly used, and machine-readable format. Exportable data comprises the Customer's account data, the content of the Tenant Site, Patient Data held on the Customer's behalf, message threads, treatment-plan documents, uploaded files, and appointment records. Platform Materials are not exportable data, and no licence to them arises on exit.

17.7. In accordance with Article 29 of the Data Act, the Provider imposes no switching charge of any kind. No charge is levied for exporting data, for using the export tooling, for assistance during the transitional period, or for terminating the Agreement, and no charge will be introduced. The prohibition on switching charges becomes absolute across the Union from 12 January 2027, and the Provider applies it already.

17.8. Where the Customer commissions a custom-built site, the Provider informs the Customer before conclusion of the contract of the extent to which the regime described in Section 17 is modified by Article 31 of the Data Act for services the majority of whose main features are custom-built for an individual customer. In practice the Provider applies Sections 17.2 to 17.7 to custom-built sites without distinction, and the reference to Article 31 is made for transparency rather than to reserve a derogation.

17.9. In accordance with Article 32 of the Data Act, the Provider takes adequate technical, organisational, and legal measures to prevent international and third-country governmental access to, or transfer of, non-personal data held in the Union where such access or transfer would conflict with Union law or with the national law of a Member State. Measures applied include encryption in transit, contractual commitments obtained from sub-processors, and assessment of the legal exposure of each provider engaged.

18. Availability, Maintenance, and Support

18.1. The Provider takes reasonable steps to keep the Service available, but does not commit to a specific availability percentage unless a service level agreement is separately signed by both parties.

18.2. Planned maintenance is scheduled, so far as practicable, outside ordinary business hours in the markets served, and material interruption is notified in advance. Emergency maintenance addressing a security vulnerability, a data protection risk, or an imminent failure may be carried out without notice, and the Provider informs the Customer as soon as reasonably practicable afterwards.

18.3. Support is provided by email at service@dentalpolyglot.com during the Provider's business hours. Response times, where offered, are those published for the Customer's Plan.

18.4. The Provider may modify, add to, or withdraw individual features. Where a modification materially reduces the functionality of the Plan to which the Customer subscribes, the Provider gives at least thirty days' notice, and the Customer may terminate under Section 9 before the modification takes effect, with the financial consequences set out in Section 12 of the Refund and Cancellation Policy.

19. Warranties and Disclaimers

19.1. The Provider warrants that it will supply the Service with reasonable skill and care, in accordance with the description published at the time of subscription, and in compliance with the law applicable to it.

19.2. Save as stated in Section 19.1 and elsewhere in the Agreement, and to the fullest extent permitted by law, the Service is supplied as it stands. The Provider does not warrant that the Service will be uninterrupted, timely, secure against every threat, or free from error, that defects will be corrected within any particular period, that translations will be accurate, that artificial intelligence output will be correct, or that use of the Service will produce any particular volume of patient enquiries, bookings, treatments, or revenue.

19.3. The Provider gives no warranty concerning the clinical accuracy, regulatory compliance, or professional propriety of Tenant Materials, and gives no warranty that the Tenant Site complies with the advertising, professional, or healthcare rules of any market. Verification of those matters is the Customer's obligation under Section 11.

19.4. Statements made in marketing material, in documentation, or in correspondence do not constitute warranties unless expressly identified as such in the Agreement or in a document signed by both parties.

20. Limitation of Liability

20.1. Nothing in the Agreement excludes or limits liability that cannot be excluded or limited under Romanian law, including liability for death or personal injury caused by negligence, liability arising from fraud or fraudulent misrepresentation, and liability arising from wilful misconduct or gross negligence.

20.2. Subject to Section 20.1, the aggregate liability of the Provider to the Customer, whether in contract, in tort, under statute, or on any other basis, arising out of or in connection with the Agreement in any period of twelve consecutive months, is limited to the total fees paid by the Customer to the Provider in respect of that period.

20.3. Subject to Section 20.1, the Provider is not liable for loss of profit, loss of revenue, loss of anticipated savings, loss of business opportunity, loss of goodwill, or loss of reputation, in each case whether direct or indirect, nor for any indirect or consequential loss of any kind.

20.4. The Provider is not liable for loss or corruption of data to the extent the loss would have been avoided had the Customer used the export functions described in Section 17 to maintain its own copy of the data concerned, nor for the consequences of a Customer instruction the Provider has questioned under Section 12.7.

20.5. The limitations in Section 20 do not apply to the Customer's obligation to pay fees, nor to the indemnity given by the Customer under Section 11 of the Copyright, Content Licence, and Notice-and-Action Policy, which is unlimited in amount save as Romanian law otherwise requires.

20.6. A claim under the Agreement must be notified to the Provider in writing, with reasons, within twelve months of the date on which the Customer became aware, or ought reasonably to have become aware, of the facts giving rise to it. The limitation in Section 20 is one of the clauses subject to separate acceptance under Section 4.3.

21. Suspension and Termination by the Provider

21.1. The Provider may suspend the Service, in whole or in part, where the Customer commits a material breach of the Agreement and fails to remedy it within fifteen days of written notice, where an amount remains unpaid after the grace period described in Section 10, where continued provision would expose the Provider to a material legal risk, or where suspension is required to address a security incident or to comply with an order of a competent authority.

21.2. Where the circumstances permit, the Provider gives notice before suspending and states what the Customer must do to avoid it. Where the urgency of a security or legal risk does not permit prior notice, the Provider gives notice as soon as reasonably practicable afterwards.

21.3. The Provider may terminate the Agreement on thirty days' written notice where the Customer has been suspended under Section 21.1 and has not remedied the underlying cause, and with immediate effect where the Customer uses the Service for an unlawful purpose, where the Customer becomes subject to insolvency, judicial reorganisation, or dissolution proceedings, or where a competent authority orders the Provider to cease supplying the Customer.

21.4. The Provider may also terminate for convenience, on not less than ninety days' written notice, in which case Section 12 of the Refund and Cancellation Policy governs reimbursement of prepaid fees. The Provider's rights of unilateral suspension and termination are among the clauses subject to separate acceptance under Section 4.3.

21.5. The Customer may terminate with immediate effect where the Provider commits a material breach and fails to remedy it within thirty days of written notice, without prejudice to any other remedy.

22. Consequences of Termination

22.1. On termination, the Customer's right to access and use the Service ends, the Tenant Site is withdrawn from publication, and the licence granted in Section 7.2 ends save to the extent continued processing is required by Section 22.2 or by law.

22.2. For ninety days following termination, the Customer retains read-only access to its account for the purpose of exporting its content and data. On expiry of that period, the account and its contents are deleted, save for records the Provider must retain in order to comply with a legal obligation, and save for backup copies which are overwritten or destroyed within the backup cycle described in the Privacy Policy.

22.3. Patient Data is deleted or returned in accordance with the Customer's instruction under the Data Processing Agreement, and the ninety-day window in Section 22.2 operates as the period during which that instruction may be given. Absent an instruction, the Provider deletes the Patient Data at the end of the window.

22.4. Termination does not affect any right or obligation accrued before it took effect. Sections 2, 7.1, 12.6, 16.4, 19, 20, 22, 23, 26, and 27, together with any provision that by its nature is intended to survive, continue in force after termination.

22.5. Where the Customer wishes to preserve its translated content beyond termination, Section 7 of the Copyright, Content Licence, and Notice-and-Action Policy sets out the licence available to it.

23. Confidentiality

23.1. Each party must keep confidential the non-public information of the other that it receives in connection with the Agreement, must use it solely for the purposes of the Agreement, and must protect it with at least the care it applies to its own confidential information of like importance.

23.2. The obligation does not extend to information that is or becomes public otherwise than through a breach, that the receiving party already held free of any duty of confidence, that it develops independently, or that it lawfully obtains from a third party entitled to disclose it.

23.3. Disclosure required by law, by a court, or by a competent authority is permitted, provided the disclosing party gives the other party notice sufficient to allow it to seek protective measures, unless notice is itself prohibited.

23.4. The confidentiality obligation continues for three years after termination, and, in respect of information constituting a trade secret within the meaning of Directive (EU) 2016/943 and its Romanian implementation, for as long as the information retains that character.

23.5. Personal data is governed by Section 12, by the Privacy Policy, and by the Data Processing Agreement rather than by Section 23.

24. Changes to the Service and to These Terms

24.1. The Provider may amend these Terms in order to reflect a change in the Service, a change in the law, a decision of a competent authority, or a change in the Provider's operations.

24.2. A material amendment is notified to the Customer at its registered email address at least thirty days before it takes effect, and the notice identifies what is changing. Continued use of the Service after the amendment takes effect constitutes acceptance. Where the Customer does not accept, it may terminate before the effective date, and Section 12 of the Refund and Cancellation Policy governs reimbursement.

24.3. An amendment to a clause falling within Article 1203 of the Romanian Civil Code requires fresh separate acceptance in the manner described in Section 4.2, and does not take effect against the Customer until that acceptance has been recorded.

24.4. Amendments required in order to comply with a legal obligation or to address a security risk may take effect with shorter notice, or immediately where the law so requires, and the Provider explains the reason when it gives notice.

24.5. The version of the Terms in force at any time is published on the Provider's website with the date of its last revision. Superseded versions are retained by the Provider and supplied to the Customer on request.

25. Force Majeure

25.1. Neither party is liable for failure to perform, or for delay in performing, an obligation under the Agreement to the extent the failure or delay results from an event beyond its reasonable control, including natural disaster, armed conflict, act of terrorism, civil disturbance, epidemic, general failure of electrical power or of telecommunications, large-scale failure of internet infrastructure, and act of a public authority. Force majeure does not excuse an obligation to pay a sum already due.

25.2. The affected party must notify the other as soon as reasonably practicable, must describe the event and its expected duration, and must take reasonable steps to mitigate its effect.

25.3. Where the event continues for more than sixty consecutive days, either party may terminate the Agreement on written notice, and prepaid fees attributable to the period during which the Service was not supplied are reimbursed.

26. General Provisions

26.1. The Customer may not assign, novate, or otherwise transfer the Agreement without the Provider's prior written consent, which is not unreasonably withheld. The Provider may assign or novate the Agreement to an affiliate, or to a successor in connection with a merger, a reorganisation, or a transfer of the business or of the relevant part of it, on notice to the Customer.

26.2. Nothing in the Agreement creates a partnership, a joint venture, an agency, or an employment relationship between the parties. Neither party may bind the other or hold itself out as entitled to do so.

26.3. Where a provision of the Agreement is held invalid, unlawful, or unenforceable, it is severed to the minimum extent necessary and the remainder continues in force. The parties will negotiate in good faith a replacement provision reflecting the original commercial intention so far as the law allows.

26.4. Failure or delay in exercising a right under the Agreement does not waive it, and a single or partial exercise does not preclude further exercise. A waiver is effective only if given in writing.

26.5. Notices under the Agreement are given in writing, by email to the addresses recorded in the account, or, where a party so elects, by registered post to the registered office of the other. A notice sent by email takes effect on the business day following transmission, absent a delivery failure notification.

26.6. The Agreement constitutes the entire understanding between the parties on its subject matter and supersedes every prior representation, understanding, and arrangement concerning it, save that nothing excludes liability for fraudulent misrepresentation.

26.7. The Agreement is concluded in English. Where the Provider supplies a translation for convenience, the English version prevails in the event of divergence, save where mandatory law requires otherwise in favour of the Customer.

26.8. Rights and remedies provided by the Agreement are cumulative and do not exclude any right or remedy available at law.

27. Governing Law, Jurisdiction, and Complaints

27.1. The Agreement, and any non-contractual obligation arising out of or in connection with it, is governed by the law of Romania, without regard to any conflict-of-laws rule that would apply the law of another jurisdiction.

27.2. The courts of Sibiu, Romania, have exclusive jurisdiction over any dispute arising out of or in connection with the Agreement. The choice of law and the choice of forum are among the clauses subject to separate acceptance under Section 4.3. Where mandatory law confers on the Customer a right to bring proceedings in another forum, or confers protection that cannot be derogated from by agreement, the Agreement does not deprive the Customer of it.

27.3. Before commencing proceedings, the parties will attempt in good faith to resolve the dispute by negotiation for a period of thirty days from written notice of it, save where interim or protective relief is required, or where a limitation period is about to expire.

27.4. Complaints concerning the Service should be addressed in the first instance to service@dentalpolyglot.com, with a description of the matter and of the outcome sought. The Provider acknowledges a complaint within five business days and responds substantively within thirty days.

27.5. The European online dispute resolution platform established under Regulation (EU) No 524/2013 ceased operating on 20 July 2025 and was repealed by Regulation (EU) 2024/3228. No link to that platform is provided, no complaint may be submitted through it, and any reference to it appearing in earlier documentation of the Provider is superseded. Section 17 of the Refund and Cancellation Policy identifies the avenue that remains open to a customer qualifying as a consumer under mandatory law.

27.6. Nothing in Section 27 restricts the right of a data subject to lodge a complaint with a supervisory authority under Article 77 of the GDPR, or the right of any person to address the Digital Services Coordinator designated in Romania under Law no. 50/2024.

28. Contact

28.1. DTCONCIERGE S.R.L., Aleea Călărașilor nr. 5, bl. G, ap. 54, Municipiul Sibiu, județul Sibiu, Romania. General and contractual correspondence: service@dentalpolyglot.com. Data protection correspondence: privacy@dentalpolyglot.com. Website: https://dentalpolyglot.com.

29. Express Acceptance of Clauses Under Article 1203 of the Romanian Civil Code

29.1. The Customer declares that it has read, understood, and expressly accepts the following clauses of these Terms, having had the opportunity to consider each of them separately and to decline the Agreement had it not accepted them.

Section 9.2, providing for automatic renewal of the subscription for successive billing periods unless cancelled. Section 10.2 and Section 21.1, permitting the Provider to suspend performance and to pause the Tenant Site. Section 21.3 and Section 21.4, permitting the Provider to terminate the Agreement unilaterally, including for convenience on ninety days' notice. Section 14.2, granting a general authorisation for the engagement of sub-processors. Section 20.2, Section 20.3, Section 20.4, and Section 20.6, limiting the amount and the categories of the Provider's liability and imposing a period within which claims must be notified. Section 27.1 and Section 27.2, designating Romanian law as the applicable law and the courts of Sibiu as the competent forum.

29.2. Acceptance is recorded electronically at the moment of subscription, clause by clause, and the record is retained by the Provider as evidence of compliance with Article 1203 of the Romanian Civil Code. A copy of the record is supplied to the Customer on request to service@dentalpolyglot.com.