Terms of Service
Version 1.0.0 — Effective 2026-07-07
DRAFT v1.0.0 — pending attorney review. Effective date: 2026-07-07.
1. Acceptance of These Terms
These Terms of Service ("Terms") are a binding agreement between you and Dental Refer ("Dental Refer," "we," "us," or "our"), the operator of the dentalrefer.com referral coordination platform (the "Service"). By creating an account, checking the acceptance box during registration, or using the Service, you agree to these Terms on your own behalf and, where applicable, on behalf of the dental practice or organization you represent. If you do not agree, do not use the Service.
2. Eligibility and Professional Use Only
The Service is intended solely for licensed dental professionals, their staff, and authorized personnel of dental practices, specialty practices, dental support organizations, and clinics located in the United States. You represent that you are at least 18 years old, that any professional credentials you provide (including NPI numbers and state license numbers) are accurate and current, and that you are authorized to act on behalf of the organization you register. The Service is not directed to patients or consumers, except for limited patient-facing features (such as referral status lookup) made available at the direction of a participating practice.
3. Accounts and Security
You are responsible for maintaining the confidentiality of your account credentials and for all activity that occurs under your account. You must use a unique, strong password, and you must notify us promptly at [email protected] of any suspected unauthorized access. We may require email verification, administrator approval, and two-factor authentication before granting access to certain features. You may not share credentials between individuals; each workforce member must have their own account.
4. The Service
Dental Refer provides software for coordinating dental referrals between practices, including a provider directory, referral creation and tracking, secure messaging, document and imaging exchange, specialist reporting, scheduling coordination, and related administrative tools. The Service is a communications and workflow platform: we do not provide dental or medical care, do not verify the clinical judgment of any provider, and are not a party to the treatment relationship between any provider and patient.
5. No Medical or Professional Advice
Content available through the Service — including directory listings, referral scores, matching suggestions, and any AI-assisted drafting or triage features — is provided for administrative convenience only and does not constitute medical, dental, legal, or professional advice. Clinical decisions, including whether and where to refer a patient, remain the sole responsibility of the treating providers.
6. Protected Health Information and HIPAA
The Service stores and transmits Protected Health Information ("PHI") on behalf of participating practices. When acting on behalf of a covered entity subscriber, Dental Refer acts as a Business Associate under HIPAA (45 CFR Parts 160 and 164). Use of the Service to create, receive, maintain, or transmit PHI requires an executed Business Associate Agreement ("BAA") between your organization and Dental Refer. Organization owners and administrators can review and sign the BAA in Settings under the Compliance tab. You agree to: (a) enter PHI only into fields intended for it; (b) apply the minimum-necessary standard when sharing PHI through the Service; (c) not attempt to access PHI belonging to organizations other than your own; and (d) promptly report suspected privacy or security incidents to [email protected].
7. Acceptable Use
You agree not to: (a) use the Service in violation of any law or professional regulation; (b) access or attempt to access data of another organization without authorization; (c) probe, scan, or test the vulnerability of the Service except through our authorized disclosure process; (d) upload malware or content that infringes the rights of others; (e) scrape, bulk-export, or resell directory data; (f) misrepresent your identity, credentials, or affiliation; (g) use the Service to send unsolicited communications; or (h) interfere with the operation of the Service or circumvent usage limits, access controls, or audit mechanisms.
8. Your Content and Data
As between you and Dental Refer, your organization retains all rights to the data it submits to the Service, including referral records, patient information, and uploaded documents ("Customer Data"). You grant us a limited license to host, process, transmit, and display Customer Data solely to provide and support the Service, consistent with these Terms, the Privacy Policy, and any executed BAA. You are responsible for the accuracy and lawfulness of Customer Data and for obtaining any consents required to submit it.
9. Subscriptions, Billing, and Trials
Certain features require a paid subscription. Fees, plan tiers, and usage limits are described at dentalrefer.com/pricing. Payments are processed by Stripe; we do not store full payment card numbers. Unless otherwise stated: subscriptions renew automatically at the end of each billing period; you may cancel at any time effective at the end of the current period; and fees are non-refundable except where required by law. We may offer free or beta access ("early adopter" programs) and may change the features or pricing of such programs with reasonable notice. Taxes are your responsibility where applicable.
10. Intellectual Property
The Service, including its software, design, documentation, and all associated intellectual property, is owned by Dental Refer or its licensors. We grant you a limited, non-exclusive, non-transferable, revocable license to use the Service for your organization's internal business purposes during your subscription. You may not copy, modify, reverse engineer, or create derivative works of the Service except as permitted by law. Feedback you provide may be used by us without restriction or obligation.
11. Third-Party Services
The Service interoperates with third-party services — including hosting, database, email, SMS, fax, payment, and practice-management integrations. Your use of a third-party service through the Service may be subject to that provider's own terms. We are not responsible for third-party services we do not control, but we contractually bind subcontractors that handle PHI to safeguards consistent with our BAA obligations.
12. Availability, Support, and Modifications
We work to keep the Service available and performant but do not guarantee uninterrupted availability. We may modify, add, or remove features, and may suspend access where reasonably necessary for security, maintenance, legal compliance, or non-payment. Where a change materially reduces core functionality of a paid plan, we will provide reasonable advance notice.
13. Term, Suspension, and Termination
These Terms apply from your first use of the Service until terminated. You may stop using the Service and close your account at any time. We may suspend or terminate accounts that violate these Terms, present a security risk, or fail to pay applicable fees, with notice where practicable. Upon termination, your right to use the Service ends; PHI held on behalf of a covered entity will be returned or destroyed in accordance with the executed BAA, and other Customer Data will be handled per the Privacy Policy and our retention schedule.
14. Disclaimers
THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE." TO THE MAXIMUM EXTENT PERMITTED BY LAW, DENTAL REFER DISCLAIMS ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, AND NON-INFRINGEMENT. WE DO NOT WARRANT THAT THE SERVICE WILL BE ERROR-FREE, THAT DIRECTORY INFORMATION IS ACCURATE OR CURRENT, OR THAT ANY REFERRAL WILL RESULT IN AN APPOINTMENT OR TREATMENT.
15. Limitation of Liability
TO THE MAXIMUM EXTENT PERMITTED BY LAW: (A) DENTAL REFER WILL NOT BE LIABLE FOR INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, OR FOR LOST PROFITS, REVENUE, OR DATA; AND (B) OUR TOTAL AGGREGATE LIABILITY ARISING OUT OF OR RELATING TO THE SERVICE WILL NOT EXCEED THE GREATER OF (i) THE FEES PAID BY YOUR ORGANIZATION TO DENTAL REFER IN THE TWELVE (12) MONTHS PRECEDING THE EVENT GIVING RISE TO LIABILITY, OR (ii) ONE HUNDRED U.S. DOLLARS ($100). THESE LIMITS DO NOT APPLY WHERE PROHIBITED BY LAW AND DO NOT LIMIT OBLIGATIONS UNDER AN EXECUTED BAA TO THE EXTENT THE BAA EXPRESSLY PROVIDES OTHERWISE.
16. Indemnification
You will indemnify and hold harmless Dental Refer and its officers, employees, and agents from claims, damages, and expenses (including reasonable attorneys' fees) arising from: (a) your violation of these Terms; (b) Customer Data you submit, including any failure to obtain required consents; (c) your provision of professional services to patients; or (d) your violation of applicable law or professional regulation.
17. Governing Law and Disputes
These Terms are governed by the laws of [Governing-law state — pending attorney review], without regard to conflict-of-law rules. The parties will first attempt in good faith to resolve any dispute informally by contacting [email protected]. Venue, arbitration, and class-action provisions are pending attorney review and will be specified in a subsequent published version of these Terms.
18. Changes to These Terms
We may update these Terms from time to time. Each version is numbered and dated, and the current published version is always available at dentalrefer.com/terms. For material changes we will provide notice through the Service or by email. Continued use of the Service after the effective date of an updated version constitutes acceptance of that version.
19. General
These Terms, together with the Privacy Policy and any executed BAA or order form, are the entire agreement between you and Dental Refer regarding the Service. If any provision is found unenforceable, the remainder stays in effect. Our failure to enforce a provision is not a waiver. You may not assign these Terms without our consent; we may assign them in connection with a merger, acquisition, or sale of assets, subject to BAA obligations.
20. Contact
Questions about these Terms: [email protected]. Security reports: [email protected]. Privacy requests: [email protected]. Mailing address: [Company address].