Terms of Service
Effective Date: 26 July 2026 · Last Updated: 26 July 2026 · Version 2.0
Scope: ORALZY is operated from India and is currently offered to dental clinics and laboratories in India. These Terms are governed by Indian law. Sections 8 and 9 describe the additional commitments that apply if and when we serve customers in the European Union, the United Kingdom or the United States.
These Terms of Service ("Terms") govern your access to and use of the ORALZY practice-management software ("Service") provided by ORALZY ("we", "our", "us"), via oralzy.com and our Android, Windows and web applications.
By creating an account, subscribing to, or using the Service, you agree to these Terms and to our Privacy Policy. If you do not agree, do not use the Service.
1. Eligibility
- You must be a licensed dental practitioner, a registered dental clinic or laboratory, or an authorised representative thereof.
- You must be at least 18 years of age and capable of entering into a legally binding contract.
- You agree to provide accurate, current and complete registration information, including clinic name, professional registration numbers (Dental Council of India or the applicable state council) and tax identifiers (GSTIN / PAN).
- You will not use the Service in any jurisdiction where its use is prohibited by law.
2. Account & Access
- You are responsible for the confidentiality of login credentials and for all activity under your account.
- Login credentials must not be shared between doctors or staff. Create a separate user for each person — audit trails, NABH records and accountability all depend on it.
- You will configure user roles and access levels appropriately for your staff.
- Two-factor authentication (TOTP) is available and is strongly recommended for owner and admin accounts.
- Notify us immediately of any unauthorised access at [email protected].
3. Clinical Responsibility
ORALZY is a record-keeping and decision-support tool. Diagnoses, prescriptions, treatment decisions and all clinical judgments remain the sole responsibility of the treating practitioner. Nothing in the Service constitutes medical advice, and no output of the Service may be relied upon in place of clinical assessment.
The Service is not a medical device under the CDSCO Medical Device Rules, the US FDA regime, the EU MDR, or any equivalent regulator, and is not offered or certified as one.
4. Subscription & Payments
- The Service is offered on a subscription basis (monthly, quarterly or annual). Current plans and fees are stated at oralzy.com/pricing.
- Fees are charged in advance and are exclusive of GST at 18% (SAC 998314 — Information Technology Software Services), which is added to invoices as applicable.
- Trial periods and promotional discounts are non-transferable.
- Non-payment beyond 14 days may result in a read-only downgrade and, subsequently, account suspension. Your data is retained through this period per Section 14.
5. Refund Policy
- New subscribers: 7-day money-back guarantee from the date of first payment.
- Renewals: No refunds on auto-renewals. Cancel before the renewal date to avoid the charge.
- Downtime: Downtime exceeding our availability target (Section 12) may be credited as additional Service days, not as a cash refund.
See also our full Refund Policy.
6. Acceptable Use
You agree not to:
- Use the Service for any illegal purpose, or in violation of data-protection, anti-spam or healthcare regulations.
- Upload data you do not have a lawful basis or patient consent to process.
- Upload malicious code or attempt to compromise the security or availability of the Service.
- Reverse engineer, decompile, scrape, or attempt to extract the source code.
- Resell, sublicense or share access without our prior written consent.
- Send unsolicited bulk messages, or messages that violate WhatsApp Business Platform policy or TRAI / DLT rules.
- Use the patient portal for anything other than a patient's own records.
7. Customer Data & Your Compliance Duties
You own the data you enter. Clinic records, patient records, images and documents remain yours ("Customer Data"). You acknowledge and agree that:
- You are the Data Fiduciary (Controller) for patient data; ORALZY is the Data Processor and processes it only on your instructions.
- You are responsible for obtaining all required patient consents, authorisations and notices under the DPDP Act, 2023 and any other law applicable to you.
- You are responsible for retaining clinical records for the period mandated by your state dental council.
- You grant us a limited, non-exclusive licence to process Customer Data solely to provide and support the Service, consistent with the Privacy Policy.
- We may use de-identified, aggregated data for product improvement. We do not sell personal data, and we do not use patient data to train foundation AI models.
8. Data Processing (DPDP / GDPR)
India. The Service operates as a Data Processor under the DPDP Act, 2023. You act as the Data Fiduciary and remain responsible for your obligations under §§4–9 of the Act toward your Data Principals.
EU / UK. If we onboard a Customer established in the EU or UK, we will execute a Data Processing Addendum incorporating GDPR Article 28 requirements, with Standard Contractual Clauses governing any transfer outside the EEA or UK.
9. Customers Outside India (HIPAA)
ORALZY does not currently process the Protected Health Information of US persons and does not hold itself out as HIPAA-compliant today. Before processing any PHI for a US Covered Entity we will (a) execute a Business Associate Agreement incorporating 45 CFR §164.504(e) and the HITECH Act, (b) move the account onto a HIPAA-eligible deployment of our infrastructure providers, and (c) put downstream BAAs in place with every sub-processor that would handle PHI. Until all three are complete, US Covered Entities should not enter PHI into the Service.
10. AI Features Disclaimer
ORALZY's AI features — treatment suggestions, X-ray and intra-oral image analysis, voice-to-notes transcription, communication drafts and similar — are decision-support tools, not medical advice or diagnosis. All AI output must be reviewed and validated by a qualified dental practitioner before any clinical use.
We make no representation or warranty as to the accuracy, completeness or clinical suitability of AI output, and accept no liability for clinical decisions made using it. AI features may be metered; usage and credit terms are shown in the app.
11. WhatsApp, SMS & Third-Party Integrations
- WhatsApp messaging through ORALZY is subject to the WhatsApp Business Platform Policy and WhatsApp Business Terms.
- SMS to Indian numbers is subject to TRAI DLT registration and template approval. Templates must be registered before use.
- You must obtain valid patient opt-in consent before sending any communication, and comply with applicable consent and anti-spam law.
- We are not liable for delivery failures, message blocks, template rejections, account suspensions or policy actions taken by Meta, WhatsApp, a telecom operator, a DLT registrar, or any other third-party platform.
12. Service Availability
We target 99% monthly uptime, excluding scheduled maintenance. Scheduled maintenance will be announced at least 24 hours in advance where reasonably possible.
The Service depends on third-party infrastructure — including MongoDB Atlas, Amazon Web Services, payment gateways and messaging providers — and outages at those providers are excluded from the target. The Service is provided "as is" without warranty of uninterrupted availability.
13. Intellectual Property
- ORALZY, its name, logo, software and content are owned by us and protected by copyright, trademark and other applicable laws.
- You retain ownership of all Customer Data (Section 7).
- Feedback and feature requests you send us may be used to improve the Service without obligation or compensation.
14. Termination & Data Export
By you: You may cancel at any time from account settings or by emailing [email protected].
By us: We may suspend or terminate an account for material breach of these Terms, non-payment, or unlawful activity — with at least 14 days' written notice and an opportunity to cure, except where the activity is unlawful or poses an immediate risk to the Service or to other customers, in which case we may act immediately.
On termination: Customer Data remains available for export for 90 days, after which it is permanently deleted unless law requires longer retention. Full retention periods are set out in Section 10 of the Privacy Policy.
15. Limitation of Liability
To the maximum extent permitted by law, our total cumulative liability arising out of or relating to the Service shall not exceed the fees paid by you in the 12 months immediately preceding the claim.
We are not liable for indirect, incidental, consequential or punitive damages, including loss of profits, data, business opportunity or reputation. We are not liable for clinical outcomes (Section 3).
Nothing in these Terms excludes liability that cannot lawfully be excluded, including liability for fraud or for death or personal injury caused by negligence.
16. Indemnification
You agree to indemnify and hold harmless ORALZY, its directors, officers, employees and agents against any claims, damages, liabilities, costs or expenses (including reasonable legal fees) arising from: (a) your breach of these Terms, the Privacy Policy or applicable law; (b) your handling of patient data or failure to obtain required consent; (c) your clinical decisions and patient interactions; (d) misuse of the Service by you or your users; or (e) your violation of any third-party rights.
17. Governing Law & Dispute Resolution
These Terms are governed by the laws of India. Any dispute arising out of or in connection with these Terms shall be subject to the exclusive jurisdiction of the courts at the place of registration of the Service operator. Mandatory consumer-protection rights in your jurisdiction of residence are not affected.
18. Changes to These Terms
We may update these Terms from time to time. Material changes will be notified by email and in-app at least 30 days before they take effect. Continued use of the Service after the effective date constitutes acceptance.