Effective Date: November 14, 2025
These Terms of Service (“Terms”) govern your access to and use of the DentalNote.ai platform (“Service”), operated by Richview pty Ltd (ACN 681140910, “we”, “us”, or “our”), an Australian company. By accessing or using the Service, you (“User” or “you”) agree to be bound by these Terms. If you disagree, you must not use the Service.
These Terms incorporate our Privacy Policy, which is available at https://dentalnote.ai/privacy-policy, and any other policies referenced herein. We may update these Terms from time to time. Continued use of the Service after changes constitutes acceptance of the revised Terms.
1. Eligibility and Account Registration
1.1 You must be at least 18 years old and a qualified dental professional (e.g., registered dentist in Australia or equivalent) to use the Service. By using the Service, you represent that you meet these requirements.
1.2 To access the Service, you must create an account (“Account”) by providing accurate information, including your name, email, practice details, and payment information. You are responsible for maintaining the confidentiality of your Account credentials and for all activities under your Account.
1.3 We reserve the right to refuse registration or terminate Accounts at our discretion, including for violations of these Terms.
2. Description of Service
2.1 DentalNote.ai is an AI-powered SaaS platform that generates dental clinical notes, templates, and documentation based on user inputs. The Service is provided on a multi-tenant basis, with each User accessing a dedicated tenancy via an autogenerated subdomain (e.g., [practice].dentalnote.ai).
2.2 The Service is intended for professional use only and is not a substitute for clinical judgment, medical advice, or compliance with applicable health regulations. You are solely responsible for verifying the accuracy and appropriateness of any generated content.
3. Subscription and Payment
3.1 Access to the Service requires a paid subscription (“Subscription”). The current plan is “DentalNote Unlimited Pro” at AUD $280 per month per User (dentist), providing unlimited note generation subject to the Fair Use Policy in Section 4.4.
3.2 Subscriptions are billed monthly in advance via Stripe. All fees are non-refundable except as required by law. We may offer promotional discounts or coupons for early adopters, subject to terms.
3.3 You authorise us to charge your payment method for the Subscription fee. If payment fails, we may suspend or terminate your access. Prices may change with 30 days’ notice.
3.4 Subscriptions auto-renew unless cancelled at least 24 hours before the renewal date via your Account settings. Cancellation takes effect at the end of the current billing period.
3.5 All fees exclude GST, which will be added where applicable under Australian tax law.
4. Use of the Service
4.1 You may use the Service for lawful purposes only, in compliance with Australian laws, including the Health Practitioner Regulation National Law and Australian Consumer Law.
4.2 Prohibited uses include: (a) uploading harmful, illegal, or infringing content; (b) reverse engineering or copying the Service; (c) using the Service for non-dental purposes; (d) sharing Accounts; or (e) any action that disrupts the Service.
4.3 We may monitor usage to ensure compliance and may suspend access for violations.
4.4 Fair Use Policy. While the Subscription provides for unlimited note generation, this is intended for reasonable use by a single licensed dentist in the course of their individual professional practice. “Unlimited” does not permit sharing of the Account or Service with multiple dentists, staff across various locations, or any other form of unauthorised multi-user access. To prevent abuse, fraud, or excessive consumption that impacts Service performance for others, we reserve the right to monitor usage patterns. Examples of abuse include, but are not limited to: (i) generating an unusually high volume of notes inconsistent with typical single-dentist usage (e.g., exceeding 1,000 notes per month without justification); (ii) accessing the Service from multiple disparate locations suggesting shared use; or (iii) any activity indicating circumvention of per-dentist licensing. If we detect potential abuse, we may: (a) contact you to verify usage; (b) impose temporary limits on note generation; (c) require additional Subscriptions for multi-user scenarios; or (d) suspend or terminate your Account with notice. You agree to cooperate with any investigations into usage. This policy ensures fair access and sustainability of the Service for all users.
5. User Content
5.1 You retain ownership of content you upload or generate (“User Content”), but grant us a worldwide, non-exclusive, royalty-free license to use, store, and process it to provide the Service.
5.2 You represent that User Content does not infringe third-party rights and complies with privacy laws (e.g., Privacy Act 1988 (Cth)). User Content may include sensitive health information; you must obtain necessary consents.
5.3 We are not responsible for the accuracy or legality of User Content. You indemnify us against claims arising from your User Content.
6. Intellectual Property
6.1 We own all rights in the Service, including AI models, software, and generated templates (excluding User Content). You are granted a limited, revocable license to use the Service during your Subscription.
6.2 You must not copy, modify, or distribute any part of the Service without our written consent.
7. Privacy and Data Security
7.1 We handle personal information in accordance with our Privacy Policy and Australian Privacy Principles under the Privacy Act 1988 (Cth).
7.2 As a multi-tenant platform, we implement measures to isolate tenancies. Still, you are responsible for securing your Account and complying with data protection laws (e.g., not sharing sensitive data in an insecure manner).
7.3 In the event of a data breach, we will notify you as required by law.
8. HIPAA Compliance
8.1 If you are a “Covered Entity” under the U.S. Health Insurance Portability and Accountability Act of 1996 (“HIPAA”) and use the Service in a manner that involves the creation, receipt, maintenance, or transmission of “Protected Health Information” (“PHI”) as defined under HIPAA (45 C.F.R. § 160.103), the following provisions apply. These provisions are intended to satisfy the requirements for a Business Associate Agreement (“BAA”) under HIPAA. Terms used but not defined in this section shall have the meanings ascribed in HIPAA and its implementing regulations.
8.2 Permitted Uses and Disclosures of PHI. We may use or disclose PHI only as necessary to provide the Service to you, for our proper management and administration, or as required by law. We will not use or disclose PHI in a manner that would violate HIPAA if you did, and we will comply with the minimum necessary standard for uses and disclosures.
8.3 Safeguards. We will implement administrative, physical, and technical safeguards to protect the confidentiality, integrity, and availability of electronic PHI (“ePHI”) that we create, receive, maintain, or transmit on your behalf, in accordance with the HIPAA Security Rule (45 C.F.R. Part 164, Subpart C).
8.4 Reporting. We will report to you any use or disclosure of PHI not permitted by these Terms of which we become aware, including Breaches of Unsecured PHI as defined under HIPAA (45 C.F.R. § 164.402), within thirty (30) calendar days of discovery. We will also report any Security Incident of which we become aware within five (5) business days.
8.5 Mitigation. We will take reasonable steps, to the extent practicable, to mitigate any known harmful effects arising from any unauthorised use or disclosure of PHI.
8.6 Subcontractors. If we engage any agent or subcontractor with access to PHI, we will ensure they agree to the same restrictions and conditions that apply to us under this section.
8.7 Access, Amendment, and Accounting. Upon your request, we will make PHI available for access, amendment, or accounting of disclosures as required under HIPAA (45 C.F.R. §§ 164.524, 164.526, 164.528). We will forward any direct requests from individuals to you within ten (10) business days.
8.8 Books and Records. We will make our internal practices, books, and records relating to the use and disclosure of PHI available to the U.S. Secretary of Health and Human Services for purposes of determining your compliance with HIPAA.
8.9 Termination Provisions. Upon termination of these Terms, we will return or destroy all PHI in our possession, if feasible. If return or destruction is not possible, we will extend the protections of this section to the PHI and limit further uses and disclosures to those purposes that make return or destruction infeasible.
8.10 Effect of Breach. In the event of a material breach of this section by us, you may terminate these Terms immediately upon written notice. We will reimburse you for reasonable costs incurred due to a Breach caused by us.
8.11 Amendments. We agree to amend this section as necessary to comply with changes in HIPAA or related regulations.
8.12 No Warranty. While we aim to support HIPAA compliance, we do not guarantee that the Service meets all HIPAA requirements in every scenario. You are responsible for determining if the Service is suitable for your HIPAA obligations. This section does not apply to non-US users and is governed by U.S. federal law to the extent it conflicts with Australian law.
9. Termination
9.1 You may terminate your Subscription at any time via your Account. We may terminate for breach of Terms, non-payment, or at our discretion, with notice.
9.2 Upon termination, access ceases, and we may delete User Content after 30 days (unless required to retain by law). Outstanding fees remain payable.
10. Limitation of Liability
10.1 To the maximum extent permitted by law (including Australian Consumer Law), we exclude liability for indirect, consequential, or special damages, including loss of data, profits, or business interruption.
10.2 Our total liability is limited to the fees paid by you in the 12 months preceding the claim.
10.3 We do not warrant that the Service is error-free, secure, or uninterrupted. Use is at your own risk.
11. Indemnity
11.1 You indemnify us against all claims, losses, and expenses arising from your use of the Service, User Content, or breach of these Terms.
12. Governing Law and Dispute Resolution
12.1 The laws of New South Wales, Australia, govern these Terms. Any disputes will be resolved in the courts of New South Wales.
12.2 Before litigation, parties must attempt good-faith negotiation and, if unsuccessful, mediation under the Australian Disputes Centre guidelines.
13. Miscellaneous
13.1 Force Majeure: We are not liable for delays due to events beyond our control (e.g., natural disasters, cyber-attacks).
13.2 Severability: If any provision is invalid, the remainder remains enforceable.
13.3 Assignment: We may assign these Terms; you may not without our consent.
13.4 Entire Agreement: These Terms constitute the whole agreement, superseding prior understandings.
For questions, contact us at denver@richview.com.au
By using DentalNote.ai, you acknowledge that you have read and agree to these Terms.