Terms of Service

1. Purpose

These Terms of Service govern the contractual relationship between AlBarakate LTD, publisher of DentalChase (hereinafter "the Provider"), and any dental practice or dental professional subscribing to one of the platform's subscription plans (hereinafter "the Client").

2. Service description

DentalChase is a SaaS platform for automated follow-up of unsigned dental treatment quotes. The service includes: importing quotes from dental practice software, AI-generated follow-up messages, automated delivery by email and/or SMS, and conversion tracking. The service is accessible via a web interface and API.

3. Plans and pricing

Prices are quoted exclusive of VAT. VAT will be applied at the rate applicable at the time of invoicing according to the Client's location. Prices may be revised with 30 days' notice.

4. Term, renewal and cancellation

5. Availability and service level

The Provider aims to maintain 99% service availability on a monthly basis, excluding scheduled maintenance notified in advance. In the event of prolonged unavailability attributable to the Provider, a pro-rata credit may be granted upon request. The Provider's liability is limited to the amounts paid by the Client during the preceding 3 months.

6. Client obligations

• Be a registered dental professional or an employee of a dental practice.
• Only import data for patients with whom the practice has an established care relationship.
• Have informed patients that their data may be used for follow-up communications.
• Not use the service for any unlawful purpose.
• Maintain the confidentiality of login credentials.
• Verify compliance with all regulations applicable to their practice, including any requirements under GDC (General Dental Council) standards, CQC (Care Quality Commission) registration, and applicable NHS or private practice data handling obligations.

6a. Health data

7. Intellectual property

The software, algorithms, interfaces and DentalChase brand are the exclusive property of AlBarakate LTD. The Client is granted a non-exclusive, non-transferable licence to use the service for the duration of their subscription. Data imported by the Client remains their exclusive property.

8. Governing law and jurisdiction

These Terms of Service are governed by the laws of England and Wales. In the event of a dispute, the parties agree to seek an amicable resolution before initiating legal proceedings. Failing agreement, the courts of England and Wales shall have exclusive jurisdiction.

A. Subject matter of processing

The Processor processes personal data on behalf of the Controller in order to provide the automated dental quote follow-up service described in the Terms of Service.

B. Nature and categories of data

• Patient name
• Patient email address and phone number
• Quote amount, treatment description and status (data that may constitute indirect health data)

C. Processor obligations (AlBarakate LTD)

• Process data only on documented instructions from the Controller.
• Ensure that persons authorised to process the data are bound by confidentiality obligations.
• Implement appropriate technical and organisational security measures (UK GDPR Art. 32).
• Not engage sub-processors without prior authorisation from the Controller. Current sub-processors are listed in the Privacy Policy.
• Assist the Controller in responding to data subject rights requests.
• Notify any personal data breach without undue delay.
• Delete or return all personal data at the end of the contract, at the Controller's choice.
• Make available all information necessary to demonstrate compliance with obligations.

D. Controller obligations (the practice)

• Have a lawful basis for processing patient data.
• Inform patients that their data may be used for follow-up communications.
• Ensure that data imported is accurate and up to date.
• Only transfer to the Processor data strictly necessary for the service.
• Determine, under their sole responsibility, whether data transmitted constitutes special category health data under the UK GDPR, and where applicable, ensure that use of this service is compatible with their obligations under GDC standards, CQC requirements, and any applicable NHS frameworks. The Processor (AlBarakate LTD) is not a certified health data host and cannot be held liable for any failure by the Controller to comply with these obligations.

E. International transfers

The API and database are hosted by Railway on servers located in Amsterdam, Netherlands (European Union). Certain sub-processors (OpenAI, Resend, Stripe) are established in the United States. These transfers are governed by the UK International Data Transfer Agreement (IDTA), issued by the ICO under the Data Protection Act 2018, ensuring an adequate level of protection in accordance with UK GDPR Article 46.

F. Duration

This DPA remains in force for the duration of the DentalChase subscription. Upon termination, data is retained for 30 days then permanently deleted, unless a legal obligation or express request from the Client requires otherwise.