Terms of Service

These Terms of Service ("Terms") govern your access to and use of the website-building, translation, and hosting service provided by DentalPolyglot SRL (in formation), a Romanian company in formation; its registration number and registered office will be added upon incorporation ("we", "us", "our"). By creating an account, clicking to accept these Terms, or using the Service, you ("you", "the Clinic", "Tenant") agree to be bound by them. If you accept on behalf of a clinic or company, you confirm you are authorized to bind that organization.

These Terms work alongside two related documents that form part of your agreement with us: our Privacy Policy and our Data Processing Agreement. Where the Service involves a separate service operated by us or an affiliate (see Section 15), that service is governed by its own terms.

1. Definitions

• Service means the multilingual website creation, translation, hosting, patient-inquiry, treatment-plan, messaging, and related software we provide across all tiers.
• Tenant Site means the website we create, host, and maintain for you under the Service.
• Tenant Materials means logos, trademarks, images, photographs, illustrations, text, and other content you provide to us or that we import from your existing website at your authorization.
• Our Platform means the software, templates, design systems, rendering and translation systems, code, and infrastructure used to deliver the Service, excluding Tenant Materials.
• Patient Data means personal data relating to your patients or prospective patients that is submitted through, stored in, or processed by the Service, including contact details, messages, treatment information, clinical findings, and uploaded documents.
• Subscription means your paid plan, billed on a recurring basis, together with any one-time setup fee.
• Authorized Users means the individuals you permit to access your account (for example, account owners and editors).

2. The Service

2.1 We provide a software service that creates, translates, hosts, and maintains a multilingual patient-facing website for your clinic, alongside dashboard tools for managing patient inquiries, two-way translated messaging, treatment plans, scheduling, and outbound email. The specific features and limits available to you depend on your subscription tier (Start, International, or Concierge) as described on our pricing page and in Section 6.

2.2 To create your Tenant Site, you authorize us to import content from your existing website (see Section 4). New Tenant Sites are placed in review before publication, and we review and approve a Tenant Site before it goes live. Going live is subject to that review.

2.3 We are a software and website service provider. We are not a dental, medical, insurance, or travel provider. We do not provide clinical, medical, insurance, or treatment advice, and we do not verify the clinical accuracy of any content, treatment plan, diagnosis, price, or claim you publish or send through the Service. Responsibility for the accuracy and lawfulness of all such content rests with you. The Service's translation and AI features are intended solely for language conversion of business communications and website content; they are not intended for diagnosis, triage, treatment decisions, or use as a medical device.

2.4 We may add, change, or remove features over time. If we make a material reduction to features in your active tier, we will give you reasonable notice.

3. Accounts, Eligibility, and Authorized Users

3.1 You must provide accurate registration information and keep it current. You are responsible for all activity under your account and for keeping credentials secure.

3.2 The Service is offered to clinics and businesses for professional purposes, not to consumers acting for personal purposes.

3.3 You are responsible for the conduct of all Authorized Users you grant access to, and for ensuring they comply with these Terms. Account security requirements (such as password standards) are applied by the Service; you remain responsible for activity conducted with valid credentials.

4. Brand Assets and Existing Website Content

4.1 Authorization to import. You authorize us to access your existing website and to copy, import, and reproduce the Tenant Materials for the purpose of creating, populating, and maintaining your Tenant Site. You may instead provide these materials to us directly, and you may ask us to remove or replace any imported material at any time.

4.2 Your warranty of rights. You represent and warrant that you own, or hold valid and sufficient licenses to use and to authorize our use of, all Tenant Materials, and that our reproduction of them on the Tenant Site will not infringe the intellectual property, trademark, privacy, or other rights of any third party. This includes any stock photography, fonts, illustrations, or agency-produced material appearing on your existing website.

4.3 License to us. You grant us a non-exclusive, worldwide, royalty-free license to use, reproduce, adapt, translate, and display the Tenant Materials solely for the purpose of operating, maintaining, and improving the Tenant Site we provide to you. This license ends when your account is closed, except for copies retained in routine backups for the period described in our Privacy Policy.

4.4 Translation. Delivering a multilingual site and multilingual patient communications requires us to translate and adapt your content using automated systems, including third-party AI services (see Section 9 and our Data Processing Agreement). You authorize this. Translations are provided on a reasonable-effort basis and are not warranted to be accurate, complete, or fit for any clinical, legal, or contractual purpose. You are responsible for reviewing translated content, and you acknowledge that responsibility is especially important for clinical and pricing information. Higher tiers may include human review as described on the pricing page; human review does not transfer responsibility for accuracy to us.

4.5 Our right to decline or remove. We may, at our discretion, decline to import, or remove after import, any material we reasonably believe you do not have the rights to use, or that is unlawful. Exercising or not exercising this right does not reduce your responsibility under 4.2.

4.6 Indemnity. You agree to indemnify and hold us harmless from any claim, demand, loss, or expense (including reasonable legal fees) arising from a breach of the warranty in 4.2, including any claim by a third party that the Tenant Materials infringe their rights.

5. Intellectual Property

5.1 Yours stays yours. You retain all ownership of the Tenant Materials. Nothing in these Terms transfers ownership of your brand to us; we receive only the license in 4.3.

5.2 Ours stays ours. We retain all ownership of Our Platform, including templates, design and rendering systems, translation systems, and code. The Tenant Site is built using Our Platform, and your right to use it lasts only for the duration of your Subscription. You may not copy, resell, reverse-engineer, or extract Our Platform.

5.3 On termination, you may export your own content (the Tenant Materials and your published text and data) as described in Section 12. You do not receive any license to Our Platform, templates, or code.

6. Tiers, Fees, Setup Charges, Billing, and Usage Limits

6.1 Tiers and limits. Each tier includes defined limits, which may include the number of patient-facing languages, the number of pages on your Tenant Site, the number of managed edits per month, and outbound email volume. The limits applicable to your tier are shown at the point of purchase and in your dashboard. We may apply reasonable technical limits (such as daily email-sending caps and request rate limits) to protect the Service.

6.2 Setup fee. Your tier includes a one-time setup fee charged at the start of your Subscription, separate from the recurring fee. The setup fee is non-refundable once setup work has begun, except where required by law.

6.3 Recurring fees and renewal. Recurring fees are billed monthly or annually as selected and renew automatically at the end of each billing period unless cancelled before renewal. Payment is processed through our payment provider, Stripe, which collects your billing details and any applicable VAT information.

6.4 Promotional pricing. We may offer promotional terms (for example, a limited-time waiver of recurring fees for early customers). Promotional terms apply only as described at the time of the offer and do not affect the setup fee unless expressly stated.

6.5 Changes between tiers. You may request to change tiers. Upgrades may take effect immediately with proration and any applicable setup-fee difference; downgrades take effect at the next renewal and may be unavailable while your usage exceeds the lower tier's limits.

6.6 Cancellation. You may cancel at any time, effective at the end of the current billing period. Unless required by law, fees already paid (including the setup fee) are non-refundable, and cancellation does not entitle you to a refund of the current period.

6.7 Failed payment. If a payment fails, we may retry and will notify you. If the amount remains unpaid after a grace period, we may pause your Tenant Site (replacing public pages with a holding page) while preserving dashboard access for a limited reactivation window, after which the account and its data may be terminated and deleted as described in Section 12 and our Privacy Policy.

6.8 Price changes. We may change pricing for future billing periods with reasonable advance notice. Price changes do not affect a period already paid for.

7. Tenant Responsibilities and Acceptable Use

7.1 You are responsible for the lawfulness and accuracy of all content published on your Tenant Site or sent through the Service, including clinical claims, pricing, credentials, treatment plans, and statements about outcomes or qualifications.

7.2 You will not use the Service to publish or send content that is unlawful, misleading, infringing, defamatory, or in breach of medical-advertising, consumer-protection, or advertising rules applicable to you.

7.3 You will not misuse the Service, attempt to breach its security, access other tenants' data, or interfere with its operation.

7.4 We may suspend or remove content, or suspend the Service, if we reasonably believe these obligations are breached.

7.5 Reporting illegal content. Anyone may report content on a Tenant Site or on our own site they believe is illegal by writing to [ABUSE CONTACT EMAIL] with the location (URL) of the content, the reasons it is considered illegal, and their contact details. We acknowledge reports, assess them diligently and without undue delay, and inform the reporter of the outcome. This mailbox is also our point of contact for authorities and service recipients under Regulation (EU) 2022/2065; communication is possible in English and Romanian.

7.6 Action and reasons. Where we remove or restrict content, or suspend an account, under Section 7.4 or following a report, we inform the affected Tenant of the decision and the reasons for it, except where we are legally prevented from doing so.

8. Patient Data and Communications

8.1 Roles. When we process Patient Data through the Service, you are the data controller and we act as your data processor. The terms of our Data Processing Agreement apply to that processing and form part of these Terms.

8.2 Your responsibilities as controller. You are responsible for having a lawful basis to collect and process Patient Data, for providing patients with the privacy information they are entitled to, and for the accuracy and lawfulness of the Patient Data you submit or invite patients to submit through the Service.

8.3 Communications on your behalf. The Service sends communications (such as inquiry replies, treatment-plan emails, scheduling and reminder messages) under your clinic's identity and branding. You warrant that you have a lawful basis to contact each recipient and that these communications comply with applicable email and privacy laws. We send these messages on your instruction and are not responsible for their content.

8.4 Patients are your contacts. Patients interact with the Service through your Tenant Site and token-based links. Patients are your contacts and data subjects; we do not establish a direct contractual relationship with them through the Service.

8.5 Sensitive data. You acknowledge that the Service may carry clinical and health-related information (such as treatment plans, diagnoses, and uploaded medical documents). You are responsible for ensuring you may lawfully process such data and for any heightened obligations that apply to it.

9. Third-Party Services and Subprocessors

9.1 The Service relies on third-party providers, including for payment processing, hosting and storage, email delivery, error monitoring, rate limiting, and AI-assisted translation. The current list of subprocessors that process personal data, and the regions in which they operate, is set out in our Data Processing Agreement.

9.2 We remain responsible for our subprocessors as set out in the Data Processing Agreement, but we are not responsible for outages, errors, or acts of third-party providers beyond our reasonable control, or for third-party services you connect yourself (such as your domain registrar).

10. Domains

10.1 Subdomain. We may provide your Tenant Site on a subdomain of our domain, which we manage at no additional cost or registrar effort to you.

10.2 Your own domain. If you connect a custom domain, you are the registrant and remain responsible for purchasing and renewing that domain and for maintaining the required DNS records. We attach and verify the domain to the Service but do not control or renew it. We are not responsible for any interruption caused by your domain expiring, DNS misconfiguration, or registrar action.

10.3 We may decline to connect, or may disconnect, a domain we cannot verify you control.

11. Warranties, Disclaimers, and Limitation of Liability

11.1 We provide the Service with reasonable skill and care.

11.2 Except as expressly stated, the Service is provided "as is". We do not warrant that it will be uninterrupted or error-free, that translations will be accurate, or that the Service will produce any particular level of patient inquiries, traffic, or business outcome. Any response times, review times, or availability described in marketing materials are targets, not guarantees, unless stated as a binding service-level commitment in these Terms.

11.3 We are not responsible for the consequences of inaccurate or unlawful content you provide, for translation review you fail to perform, or for third-party services outside our control.

11.4 Nothing in these Terms limits liability that cannot be limited by law (such as for death or personal injury caused by negligence, or for fraud).

11.5 Subject to 11.4, we are not liable for indirect or consequential loss, loss of profits, loss of business, or loss of data beyond what we are required to retain.

11.6 Subject to 11.4, our total liability arising out of or in connection with these Terms in any 12-month period is limited to the total fees you paid us in that period.

12. Term, Suspension, Termination, and Data Handling

12.1 These Terms apply for as long as you have an account.

12.2 Either party may terminate by closing the account or with reasonable notice. We may suspend or terminate immediately for material breach, non-payment, or unlawful use.

12.3 Pause vs. termination. A paused account (for example, for non-payment) keeps your data and allows reactivation within the reactivation window described in our Privacy Policy. On termination, your Tenant Site is taken offline.

12.4 Export. Before deletion, you may export your content and data through the self-serve export tool or by request, for the period described in our Privacy Policy.

12.5 Deletion and retention. After termination, we delete your data within the period set out in our Privacy Policy, subject to routine backup retention and any legal obligation to retain certain records (such as invoices). Patient Data is handled in accordance with the Data Processing Agreement, including on deletion and in response to data-subject requests.

12.6 Sections that by their nature should survive termination (including 4.2, 4.6, 5, 8, 11) survive.

13. Changes to These Terms

13.1 We may update these Terms. For material changes we will give reasonable notice. Continued use of the Service after changes take effect means you accept the updated Terms.

14. Governing Law and Disputes

14.1 These Terms are governed by the laws of Romania.

14.2 The courts of [CITY], Romania have jurisdiction over any dispute, without prejudice to any mandatory rights you have under the law of your own country.

15. Related Services

15.1 Certain tiers may include or offer access to a separate travel-coordination service operated by us or an affiliate ("the Coordination Service"). The Coordination Service is governed by its own separate terms, and those terms, not these, apply to it.

15.2 Where a tier states that the Coordination Service is included, "included" means what is described on the pricing page at the time of purchase. Inclusion does not transfer to us responsibility for the clinical care, travel, or other outcomes coordinated through that service. We may change or discontinue the bundling of the Coordination Service with reasonable notice.

16. Contact

DentalPolyglot SRL (in formation), [ADDRESS — pending registration], [CONTACT EMAIL].