Terms of Service

These Terms of Service govern your access to and use of the Retain Dental platform and website. By creating an account or using the service, you agree to these terms on behalf of the practice you represent.

1. The service

Retain Dental provides a patient retention platform for dental practices. It includes a branded patient app, aftercare plans, recall automation, loyalty and referral features, review collection, payments, and analytics. We may improve or change features over time.

2. Accounts and eligibility

You must be at least 18 and authorized to act for the practice you register. You are responsible for keeping your credentials secure and for activity under your account.

3. Free trial and subscriptions

• New practices receive a 14-day free trial. No credit card is required to start.
• Paid plans are billed per location based on active patients, and are explained during your demo. There are no setup fees and no per-feature upcharges.
• Unless a separate agreement says otherwise, subscriptions renew until cancelled, and you may cancel at any time.

4. Customer data and ownership

Your practice owns its patient data and the content it uploads. We process that data only to provide the service, as described in our Privacy Policy and any BAA. You can export your data at any time. We do not sell your data.

5. HIPAA responsibilities

We enter into a Business Associate Agreement (BAA) with each practice and require our PHI-handling subprocessors to do the same. As the Covered Entity, the practice is responsible for its own HIPAA compliance program, including workforce training, policies, and the lawful basis for contacting patients.

6. Acceptable use

You agree not to use the service to send unlawful messages, to upload data you do not have the right to use, to attempt to breach security, to reverse engineer the platform, or to resell the service without our written permission. Messaging features must be used in line with applicable law, including consent and opt-out requirements.

7. Third-party integrations

The service can connect with third-party systems such as practice management software. Your use of those systems is governed by their own terms, and we are not responsible for them.

8. Intellectual property

We own the platform, our software, and our brand. You receive a limited, non-exclusive right to use the service during your subscription. You retain all rights to your own content and data.

9. Disclaimers

The service is provided on an "as is" basis. We do not provide clinical advice, and the platform does not replace your professional judgment. Retain Dental does not guarantee any particular business outcome, including a specific retention or revenue result.

10. Limitation of liability

To the maximum extent permitted by law, Retain Dental is not liable for indirect, incidental, or consequential damages, and our total liability is limited to the fees you paid in the twelve months before the claim.

11. Termination

You may cancel at any time. We may suspend or terminate access for material breach of these terms or non-payment. On termination, we will make your data available for export for a reasonable period, after which it is deleted in line with our retention practices.

12. Governing law

These terms are governed by the laws of the State of Texas, United States, without regard to its conflict of law rules.

13. Changes

We may update these terms from time to time. Material changes will be communicated to account holders, and continued use after a change means you accept the updated terms.

14. Contact

Questions about these terms? Email hello@retaindental.com.