Terms of Service

1. Acceptance of Terms

By clicking "I Agree," completing our onboarding process, or accessing DentaHub in any way, you confirm that you have read, understood, and agreed to these Terms of Service on behalf of yourself and the dental practice or organization you represent. You represent that you have the authority to bind your organization to these terms.

These Terms of Service, together with our Privacy Policy and any applicable Business Associate Agreement (BAA), form the complete agreement between you and Virtutools Inc. regarding DentaHub.

2. Description of Services

DentaHub is a software-as-a-service platform that provides the following to dental clinics using Dentrix practice management software:

• Automated syncing of treatment plan and pre-determination (Pre-D) data from Dentrix via a locally installed Windows service (DentrixDBReader)
• A web-based dashboard for tracking insurance Pre-D workflow status across one or more clinic locations
• Automated email notifications to clinic staff for overdue cases, daily digests, and escalation alerts
• Optional automated patient booking emails when insurance approves treatment
• AI-powered case prioritization scoring
• Weekly cohort reports and conversion analytics
• Role-based access control for clinic owners, managers, doctors, and staff

DentaHub is a read-only integration with Dentrix. We do not write to, modify, or alter your Dentrix database in any way. All clinical data remains in your Dentrix system.

3. Eligibility

DentaHub is designed for and available only to licensed dental practices and dental service organizations (DSOs) operating in Canada and the United States. By subscribing, you represent that:

• Your organization is a legitimate dental practice or DSO
• You are authorized to enter into this agreement on behalf of your organization
• Your organization uses Dentrix practice management software
• You will use DentaHub only for lawful business purposes related to dental practice management
• You are at least 18 years of age

4. Accounts & Access

Access to DentaHub requires a user account. Account credentials are personal and non-transferable. You are responsible for:

• Keeping your login credentials confidential and secure
• All activity that occurs under your account or credentials
• Immediately notifying us at info@virtutools.com of any unauthorized use of your account
• Ensuring that departing staff members' accounts are deactivated promptly
• Only granting access to individuals who are authorized employees or contractors of your practice

We reserve the right to suspend or terminate accounts that we reasonably believe have been compromised or are being misused.

5. Subscription & Fees

5.1 Plans & Billing

DentaHub is offered on a monthly subscription basis. Current pricing plans are available at dentahub.ca/#pricing. Pricing is subject to change with 30 days' notice to existing subscribers.

5.2 Payment

• Subscriptions are billed monthly in advance
• All fees are in Canadian dollars (CAD) unless otherwise specified
• Payments are non-refundable except as described in Section 5.4
• Failure to pay may result in suspension of service after 10 days' notice

5.3 Annual Plans

Annual plans may be offered at a discount (currently 2 months free). Annual subscriptions are billed upfront and are non-refundable after 30 days from purchase.

5.4 Refunds

If DentaHub fails to perform in accordance with these Terms and we are unable to remedy the failure within 30 days of written notice, you may be entitled to a pro-rata refund for the unused portion of your current billing period. We do not offer refunds for partial months, unused features, or change of mind.

5.5 Taxes

Subscription fees are exclusive of applicable taxes including GST/HST, PST, and any US sales taxes. You are responsible for applicable taxes in your jurisdiction.

6. Client Responsibilities

As a DentaHub subscriber, you agree to:

• Provide accurate information about your practice during onboarding and keep it current
• Act as the data controller for all patient personal health information that flows through DentaHub, including obtaining appropriate patient consents as required by PIPEDA, PHIPA, HIPAA, or other applicable law
• Ensure your staff use DentaHub only for its intended purposes — managing dental treatment workflows
• Cooperate with our installation team to deploy the DentrixDBReader service on your clinic PC(s) and maintain the necessary Dentrix ODBC access
• Maintain appropriate IT security practices on clinic computers that run the DentrixDBReader service
• Notify us promptly of any changes to your clinic locations, staff, or Dentrix configuration that affect the sync service
• Comply with all applicable laws in your jurisdiction when using DentaHub, including privacy, dental practice, and employment laws
• Not attempt to access data belonging to other clinics or organizations

7. Our Commitments to You

Virtutools Inc. commits to:

• Provide DentaHub substantially as described in Section 2 and our current feature documentation
• Process patient data only as directed by your configuration of DentaHub and as described in our Privacy Policy
• Implement and maintain reasonable technical and organizational security measures to protect your data
• Provide email-based customer support and respond to support requests within 2 business days
• Notify you of planned maintenance that may cause service interruption with at least 24 hours' notice where practicable
• Notify you of any security breach involving your data in accordance with the timelines in our Privacy Policy
• Not sell, rent, or share your patient data with any third party for marketing or advertising purposes
• Maintain and update DentaHub to remain compatible with current versions of Dentrix as a Henry Schein authorized technology partner

8. Data Processing & Privacy

Your use of DentaHub involves the processing of personal information, including patient health information. The following applies:

• Our Privacy Policy is incorporated into these Terms by reference and governs all data processing activities
• You are the data controller; Virtutools Inc. is the data processor with respect to patient data
• You grant Virtutools Inc. a limited, non-exclusive license to process patient data solely for the purpose of providing the DentaHub service to you
• Upon termination of your subscription, we will delete or anonymize all patient data within 90 days unless you request earlier deletion or applicable law requires longer retention
• You may request an export of your practice's data at any time by contacting info@virtutools.com
• Patient data synced from Dentrix is stored on servers located in the United States (Linode / Akamai)

9. HIPAA & Business Associate Agreement (US Clinics)

If your dental practice is located in the United States and handles Protected Health Information (PHI) as defined under HIPAA, the following terms apply:

• Virtutools Inc. is a Business Associate under HIPAA with respect to PHI processed through DentaHub
• US-based clinics are required to execute a Business Associate Agreement (BAA) with Virtutools Inc. before using DentaHub
• The BAA governs our obligations with respect to PHI and is incorporated into these Terms by reference once executed
• To request a BAA, contact info@virtutools.com with the subject "BAA Request"
• Use of DentaHub by a US-based HIPAA covered entity without an executed BAA is a breach of these Terms

Canadian clinics are subject to PIPEDA and PHIPA obligations as described in our Privacy Policy. A separate data processing addendum is available for Canadian enterprise clients upon request.

10. Intellectual Property

All rights, title, and interest in DentaHub — including the software, algorithms, AI scoring logic, user interface, documentation, and all related intellectual property — belong exclusively to Virtutools Inc. DentaHub is protected by Canadian and international copyright law, and by patent-pending protections (USPTO Provisional Application #63/979,233).

Your subscription grants you a limited, non-exclusive, non-transferable, revocable license to access and use DentaHub for your own internal dental practice management purposes. You may not:

• Copy, modify, distribute, sell, or sublicense DentaHub or any part of it
• Reverse engineer, decompile, or attempt to extract the source code of DentaHub
• Use DentaHub to build a competing product or service
• Remove or obscure any proprietary notices or labels
• Use the DentaHub name, logo, or branding without prior written permission

Your practice retains all ownership rights to your own patient data. We claim no ownership over patient data processed through DentaHub.

11. Acceptable Use

You agree not to use DentaHub to:

• Access or attempt to access another clinic's data without authorization
• Upload or transmit malicious code, viruses, or any disruptive software
• Circumvent, disable, or interfere with any security features of DentaHub
• Use automated scripts or bots to scrape, crawl, or extract data from DentaHub
• Violate any applicable law, including privacy, healthcare, or data protection law
• Impersonate any person or entity, or misrepresent your affiliation with any organization
• Attempt to overwhelm our servers with an excessive volume of requests

Violation of this section may result in immediate suspension or termination of your account without refund.

12. Uptime, Maintenance & Support

12.1 Availability

We target 99% uptime for the DentaHub web application, excluding scheduled maintenance windows. The Dentrix sync service (DentrixDBReader) operates on your local clinic PC and is not subject to our uptime commitment.

12.2 Scheduled Maintenance

We perform routine maintenance outside of peak business hours (typically nights and weekends, Eastern Time). We will provide at least 24 hours' notice for planned maintenance expected to exceed 30 minutes of downtime.

12.3 Support

• Email support: info@virtutools.com — response within 2 business days
• Enterprise and priority support tiers are available — contact us for details
• Support is provided in English
• On-site or remote installation assistance is included in initial clinic setup

13. Disclaimers

DentaHub is provided "as is" and "as available." To the fullest extent permitted by applicable law, Virtutools Inc. disclaims all warranties, express or implied, including but not limited to:

• Implied warranties of merchantability, fitness for a particular purpose, and non-infringement
• Warranties that DentaHub will be error-free, uninterrupted, or free of viruses or harmful components
• Warranties regarding the accuracy or completeness of data synced from Dentrix

DentaHub is a workflow visibility and tracking tool. It is not a substitute for professional clinical judgment, insurance billing compliance review, or legal or financial advice. Treatment and billing decisions remain the sole responsibility of the dental practice.

14. Limitation of Liability

To the maximum extent permitted by applicable law, Virtutools Inc.'s total cumulative liability to you for any claims arising from or related to DentaHub or these Terms — regardless of the theory of liability — is limited to the greater of:

• The total subscription fees you paid to Virtutools Inc. in the three (3) months immediately preceding the claim, or
• Five hundred Canadian dollars (CAD $500)

In no event will Virtutools Inc. be liable for any indirect, incidental, special, consequential, or punitive damages, including loss of revenue, loss of profits, loss of data, or business interruption, even if we have been advised of the possibility of such damages.

Some jurisdictions do not allow limitations on liability for certain types of damages, so some of the above limitations may not apply to you.

15. Termination

15.1 Termination by You

You may cancel your DentaHub subscription at any time by providing written notice to info@virtutools.com. Cancellation takes effect at the end of your current billing period. You will retain access to DentaHub until the end of the period for which you have paid.

15.2 Termination by Us

We may suspend or terminate your access to DentaHub:

• Immediately if you breach these Terms in a material way and fail to remedy the breach within 10 days of written notice
• Immediately if you fail to pay fees after 10 days' notice of non-payment
• Immediately if we believe your use poses a security risk to DentaHub or other users
• Upon 30 days' written notice for any reason, with a pro-rata refund for any prepaid unused period

15.3 Effect of Termination

Upon termination: your access to DentaHub will cease; you are responsible for uninstalling the DentrixDBReader service from clinic PCs; and your patient data will be retained for 90 days to allow export requests, then deleted or anonymized.

16. Governing Law & Dispute Resolution

These Terms are governed by and construed in accordance with the laws of the Province of Ontario, Canada and the federal laws of Canada applicable therein, without regard to conflict of law provisions.

Any dispute arising from these Terms that cannot be resolved amicably between the parties within 30 days of written notice shall be submitted to binding arbitration in Toronto, Ontario, Canada, administered under the Arbitration Act (Ontario). The language of arbitration shall be English.

For US-based clients: to the extent that any matter is not subject to arbitration or where emergency injunctive relief is sought, the parties submit to the exclusive jurisdiction of the federal and state courts located in Los Angeles County, California.

Nothing in this section prevents either party from seeking emergency injunctive relief from a court of competent jurisdiction to prevent irreparable harm.

17. Changes to These Terms

We may update these Terms from time to time. When we make material changes, we will:

• Update the "Effective Date" at the top of this page
• Notify all active subscribers by email at least 30 days before the changes take effect
• Post a notice in the DentaHub dashboard

If you do not agree to the revised Terms, you may cancel your subscription before the effective date. Continued use of DentaHub after the effective date constitutes acceptance of the updated Terms.

18. Contact Us

For any questions about these Terms, to request a BAA, or for any legal or billing inquiries:

Also see our Privacy Policy for information about how we handle your data.