Terms of Use

1. Acceptance of Terms

By registering, accessing or using the SmileSync platform in any form, you confirm that you have read, understood and accepted these Terms of Use in their entirety.

If you are acting on behalf of a clinic, company or other legal entity, you declare that you have the necessary authority to enter into this agreement on its behalf. In that case, the term "you" refers to that entity.

If you do not agree with any part of these terms, you are not permitted to use the platform.

2. Description of Service

SmileSync is a SaaS (Software as a Service) platform created specifically for dental clinics and practices. The platform's core service includes:

• An AI-powered virtual assistant that communicates with patients for appointment management
• A clinic schedule and calendar system with centralized management
• Automatic sending of appointment reminders and confirmations via SMS or email
• An analytics dashboard for monitoring clinic activity and performance
• Patient record management for administrative purposes

SmileSync is not a health information system (HIS/EMR) and does not replace existing clinical software. The platform deals exclusively with the administrative aspect and patient communication.

3. Registration and Account

3.1 Account creation

To access the platform, you must create an account by providing accurate, complete and up-to-date information. You are responsible for the accuracy of your registration data and are required to update it whenever it changes.

3.2 Password and security

You are fully responsible for maintaining the confidentiality of your account credentials. SmileSync is not liable for any loss or damage resulting from unauthorized access to your account as a consequence of your negligence.

You must notify us immediately if you suspect or discover any unauthorized use of your account.

3.3 One account — one entity

Each account corresponds to one clinic or dental practice. Sharing credentials with third-party entities outside your organization is prohibited and may lead to account suspension.

4. Permitted Use

You may use the platform exclusively for the following purposes:

• Managing the schedules and appointments of your dental clinic
• Automated communication with your existing or potential patients
• Viewing and administering the administrative data of your patients
• Configuring the AI assistant according to your clinic's needs
• Exporting your administrative data for internal purposes

You are required to ensure that every member of your staff who accesses the platform is aware of these terms and complies with them.

5. Prohibitions

When using SmileSync, the following actions are strictly prohibited:

Technical prohibitions

• Attempting unauthorized access to SmileSync's systems, servers or databases
• Uploading any malicious code, virus or malicious software
• Bypassing or compromising the platform's security and authentication measures
• Reverse engineering any component of the platform
• Unauthorized automated use via bots, scrapers or similar tools

Content and conduct prohibitions

• Entering false, misleading or unauthorized patient data
• Reconstructing or reproducing the platform to offer it as a service to third parties without permission
• Violating any applicable law while using the platform
• Interfering with the platform's availability for other users

6. Subscription and Payment

6.1 Plans and fees

SmileSync is offered with monthly subscription plans published on the official website. The free trial period lasts 14 calendar days from the date of registration, at no cost and without requiring payment details.

6.2 Billing

After the trial period ends, the subscription is billed automatically at the start of each billing period. You receive an electronic invoice at your registered email address within 24 hours of each transaction.

6.3 Non-payment

In the event of non-payment, your account will first enter a limited (read-only) mode with a grace period of 7 days, after which it may be suspended until the situation is resolved. Your data remains safely stored throughout this period.

6.4 Refunds

Payments made are non-refundable except in cases where SmileSync has made a billing error or where applicable law requires otherwise. Refund requests must be submitted within 14 days of the charge date.

7. Intellectual Property

7.1 SmileSync's ownership

The SmileSync platform, including its source code, design, algorithms, logo, trademarks, documentation and any other material produced by SmileSync, is the exclusive property of SmileSync and is protected by applicable intellectual property laws.

Nothing in these terms transfers any ownership rights over the platform to you. The permission granted to you is non-exclusive, non-transferable and limited solely to the purposes set out in section 4.

7.2 Ownership of your data

Data that you and your staff upload or generate through the platform remains your property. SmileSync claims no ownership rights over your operational or patient data.

You grant us a limited, non-exclusive license to process this data exclusively for the purpose of providing the service under our agreement.

8. Data and Privacy

The protection of personal data is a core priority for SmileSync. The way we collect, process and store your data and your patients' data is explained in detail in our Privacy Policy, which is an integral part of these terms and carries the same legal force.

As the clinic operator, you are the data controller for your patients' data within the meaning of GDPR and applicable Albanian legislation. SmileSync acts as a data processor on your behalf and solely according to your instructions.

You are solely responsible for ensuring an appropriate legal basis before sharing patient data with the platform, including obtaining any required consent.

9. Service Availability

9.1 Availability target

SmileSync targets an availability level of 99.5% on a monthly basis, excluding scheduled maintenance and circumstances beyond our reasonable control.

9.2 Scheduled maintenance

Planned interruptions for maintenance will be notified to you at least 24 hours in advance via email or in-platform notifications. SmileSync endeavors to carry out maintenance during low-traffic hours.

9.3 No continuous guarantee

SmileSync does not guarantee that the platform will always be uninterrupted, delay-free or error-free. The service is provided "as is" and "as available". We are not liable for operational damages resulting from interruptions unrelated to our direct negligence.

10. Limitation of Liability

To the maximum extent permitted by applicable law, SmileSync is not liable for:

• Indirect, incidental, special or consequential damages arising from the use or inability to use the platform
• Data loss caused by operator negligence or unauthorized access resulting from failure to safeguard credentials
• Damages arising from decisions made on the basis of information generated by the AI assistant
• The actions or omissions of third parties, including infrastructure and messaging service providers
• Loss of profit, customers or business reputation

In any case, SmileSync's total liability to you shall not exceed the amount paid by you during the 3 calendar months preceding the event that caused the damage.

11. Account Termination

11.1 Closure by the operator

You may close your account at any time by contacting us or through your account settings. Closing the account stops future billing. Payments already made are non-refundable except in cases provided for in section 6.4.

Once you confirm closure, you have 30 days to export your data. After this deadline, all data is permanently deleted from our servers.

11.2 Closure by SmileSync

SmileSync reserves the right to suspend or close your account, with or without prior notice, in the event of a serious breach of these terms, non-payment exceeding 30 days, or when required by competent authorities.

For closures not caused by your breach, SmileSync will notify you at least 30 days in advance and will allow you to export your data.

12. Changes to Terms

SmileSync may modify these terms from time to time to reflect changes in the service, technology or legal requirements. Any material change will be communicated to you:

• By email sent to your account address, at least 14 days before taking effect
• With a prominent notice upon your first login after the change

Non-material changes — such as grammatical corrections, plain-language reformulations or minor clarifying additions — may take effect immediately without prior notice.

Continued use of the platform after the effective date is considered acceptance of the updated terms. If you do not agree with the changes, you have the right to close your account per the procedure in section 11.1.

13. Governing Law and Dispute Resolution

These terms are governed by and interpreted in accordance with the laws of the Republic of Albania, without regard to its conflict of law provisions.

Any dispute arising from or related to these terms or the use of the platform shall first be resolved through direct negotiation between the parties, within a period of 30 days from notification of the dispute.

If negotiations do not lead to a resolution, the dispute shall be subject to the exclusive jurisdiction of the competent courts of Tirana, Albania, except where the law provides otherwise.