Terms & Conditions

Welcome to SmileDesk.ai. These Terms & Conditions ("Terms") govern your access to and use of the SmileDesk virtual receptionist software and related services ("Services") provided by SmileDesk Ltd ("we", "us", or "our").

By using SmileDesk.ai, you agree to be bound by these Terms. If you do not agree with these Terms, you may not use our Services.

1. Use of Services

SmileDesk provides AI-powered receptionist services for dental and orthodontic practices, including (but not limited to) answering calls, booking appointments, and providing information to patients.

To use the Services, you must:

• Be 18 years or older;
• Have the authority to enter into these Terms on behalf of your business;
• Provide accurate and up-to-date registration and billing information;
• Use the Services only for lawful and authorised purposes.

2. Subscriptions & Payment

SmileDesk operates on a subscription-based model. By subscribing to a plan:

• You agree to pay all fees associated with your chosen plan;
• Subscription fees are billed in advance and are non-refundable (except where required by law);
• You may cancel your subscription at any time, but no refunds will be provided for the remaining billing period;
• We reserve the right to change pricing with prior notice.

3. Customer Responsibilities

You are responsible for:

• Integrating SmileDesk into your phone system or website, where applicable;
• Ensuring patient data is handled in accordance with applicable laws;
• Maintaining the security of your SmileDesk login credentials;
• Informing staff about SmileDesk's operation and functionality to avoid confusion or duplication of tasks.

4. Data & Privacy

We take data security seriously. SmileDesk is designed to be GDPR-compliant. We will:

• Never sell your data or patient data to third parties;
• Only use collected data to provide and improve our services;
• Store all recordings, call logs, and transcripts securely.

You are responsible for informing your patients that calls may be handled or recorded by an AI assistant and obtaining any necessary consent.

For full details, please see our Privacy Policy.

5. Intellectual Property

All content, software, and systems provided as part of SmileDesk remain our intellectual property. You may not:

• Copy, modify, or distribute the software;
• Reverse engineer or attempt to extract source code;
• Use the SmileDesk name or branding without written permission.

6. Service Availability

We aim to provide 99.9% uptime but do not guarantee uninterrupted service. From time to time, maintenance, updates, or outages may occur. We are not liable for any business loss resulting from service interruptions.

7. Limitation of Liability

To the maximum extent permitted by law, SmileDesk Ltd shall not be liable for:

• Any indirect, incidental, or consequential damages;
• Loss of revenue, profits, goodwill, or business opportunity;
• Errors in call handling due to incorrect customer setup or user input.

Our total liability under these Terms shall not exceed the amount paid by you for the Services in the 3 months preceding the incident giving rise to the claim.

8. Termination

We reserve the right to suspend or terminate your access to the Services if:

• You breach these Terms;
• You fail to pay subscription fees;
• You engage in abuse or misuse of the platform.

Upon termination, your access to all data and services will cease. We recommend downloading any important data before cancellation.

9. Changes to Terms

We may update these Terms from time to time. We will notify you of significant changes via email or through the dashboard. Continued use of the Services after such changes constitutes your acceptance of the new Terms.

10. Contact

If you have any questions about these Terms, please contact us at: