Dentinotes
Terms & Conditions
Version 2026-07-04 · These terms, together with the Privacy Policy and Usage Policy, govern every use of Dentinotes.
1. About these terms
1.1 These terms are an agreement between the dental practice that creates an account (you, the practice) and Dentinotes (we, us). The Privacy Policy and Usage Policy form part of this agreement.
1.2 By creating an account, or by using Dentinotes after being invited to a practice's account, you accept these terms. If you are accepting on behalf of a practice, you confirm you are authorised to bind it.
2. Accounts and registration
2.1 You must provide accurate account information and keep it current. Accounts are personal: each team member must use their own login, credentials must be kept confidential, and you must tell us promptly about any suspected unauthorised access. The practice is responsible for activity under its accounts.
2.2 Dentinotes is intended for registered dental practitioners and their practice staff in Australia. You are responsible for holding, and continuing to hold, any registration your role requires.
3. The service
3.1 Dentinotes is a practice documentation and administration platform: appointment scheduling, patient records, AI-assisted drafting of clinical notes, referral letters and consent forms, recalls, patient messaging and an audit trail. We may improve, change or withdraw features as the product develops; material changes will be notified in the app or by email.
3.2 Dentinotes is currently provided as a beta version. It is under active development and, despite careful testing, may contain errors or be interrupted. You should not rely on Dentinotes as your only record-keeping system while it is in beta, and you must maintain your own complete and compliant clinical records in accordance with the Dental Board of Australia's record-keeping obligations, exporting or backing up material you store in Dentinotes regularly.
3.3 Consistent with conservative beta data practices, we recommend entering patients under a pseudonym or initials, with the patient's full identity held in your existing practice-management system. Dentinotes works fully with records entered this way, and it reduces the information at stake in the unlikely event of a fault or breach.
4. Fees
4.1 Dentinotes is currently free of charge during beta and we do not collect payment details. Published plans and any free-trial period are described on the Pricing page; a free trial never requires payment details. When billing begins, we will give you at least 30 days' notice, pricing will be stated in Australian dollars, payments will be processed by a dedicated payment provider so your card details never touch our servers, and you will never be charged without expressly agreeing to a plan. If you choose not to pay, you may close your account and export your records first (clause 13).
5. You remain responsible for clinical care
5.1 Dentinotes does not provide dental or medical advice, does not diagnose, is not a medical device, and is not a substitute for the professional judgement of a registered practitioner. Every clinical decision, record, referral and consent process remains the sole responsibility of the treating practitioner.
5.2 Some features draft content using artificial intelligence. AI output is a draft only and may be incomplete, inaccurate or inapplicable to your patient. You must review, correct and approve every AI-generated draft before it is saved to a record, given to a patient, sent to a colleague or relied on in any way. An AI-drafted consent form does not itself constitute informed consent — a valid consent discussion between practitioner and patient must still occur. Nothing produced by Dentinotes discharges any obligation you owe to a patient, to AHPRA or the Dental Board of Australia, or under law.
6. Privacy and health information
6.1 Patient information you enter is health information under the Privacy Act 1988 (Cth) and applicable state and territory health records legislation. As the treating practice, you hold those records; we store and process them on your behalf as described in the Privacy Policy.
6.2 You are responsible for having a legal basis — including any patient consent your circumstances require — before recording a patient's information in Dentinotes, and for complying with the privacy legislation that applies to your practice.
7. Acceptable use
7.1 You must use Dentinotes lawfully, in line with your professional obligations and the Usage Policy. Among other things, you must not attempt to access another practice's data, probe, disrupt or overload the service, reverse engineer or copy the software, deliberately enter false or misleading data, or use the service for any purpose other than running a dental practice.
8. Your data and intellectual property
8.1 Your practice's records belong to your practice. You grant us the licence we need to host, process, back up and display that data in order to provide the service — nothing more. We do not use your data to train AI models, and we do not sell it.
8.2 We own or license all rights in the Dentinotes software, design and content. We grant you a limited, non-exclusive, non-transferable licence to use Dentinotes for your practice's internal purposes while these terms apply. You may not resell, sublicense, copy or commercially exploit the platform.
9. Confidentiality
9.1 Each party must keep the other's confidential information confidential and use it only for purposes of this agreement, except where disclosure is required by law or the information is lawfully obtained elsewhere. Patient information is always handled under clause 6 and the Privacy Policy, whichever is more protective.
10. Third-party services
10.1 Dentinotes relies on third-party providers — hosting and database infrastructure, an email delivery service for transactional email, and an AI model provider for drafting features. The optional dictation feature uses your browser's own speech service, which is outside our control. The Privacy Policy describes what data each of these receives. Where Dentinotes links to external sites or resources, we are not responsible for their content.
11. Availability, warranties and consumer guarantees
11.1 We aim for high availability but do not promise uninterrupted or error-free operation, particularly during beta. Because parts of the service use artificial intelligence, output may be inaccurate or incomplete despite our design safeguards, and to the maximum extent permitted by law the service is otherwise provided "as is".
11.2 Nothing in these terms excludes, restricts or modifies any consumer guarantee, right or remedy under the Australian Consumer Law or any other law that cannot lawfully be excluded. Where the law permits us to limit our liability for breach of a non-excludable guarantee, our liability is limited, at our option, to resupplying the services or paying the cost of having them resupplied.
12. Liability and indemnity
12.1 Subject to clause 11.2, and to the maximum extent permitted by law: (a) we are not liable for indirect or consequential loss, loss of data you have not exported, or loss arising from clinical decisions, records, referrals or consent processes, which remain your responsibility under clause 5; and (b) our total aggregate liability arising out of or in connection with the service is limited to the amount you paid us for the service in the twelve months before the claim arose (or AU$100 if you have paid nothing).
12.2 You indemnify us against loss we suffer arising from your breach of these terms, your breach of privacy law in respect of information you entered, or your unlawful use of the service — except to the extent we caused that loss.
13. Suspension and termination
13.1 We may suspend or close accounts that breach these terms, the Usage Policy or the law; where practicable we will give prior notice. You may close your account at any time. Export your records first — statutory record-retention periods (generally at least seven years for adult dental records, longer for minors) remain your responsibility, including after you stop using Dentinotes. You can export your complete records from the Compliance page at any time.
14. Changes to these terms
14.1 We may update these terms, the Privacy Policy and the Usage Policy as the product develops. Material changes will be notified in the app or by email with reasonable notice — where practicable, 30 days. If you do not accept a material change you may close your account before it takes effect; continued use after notice is acceptance.
15. General
15.1 The parties are independent contractors; these terms create no partnership, employment or agency relationship. Accounts and this agreement are not transferable by you without our consent. If part of these terms is unenforceable, the rest still applies. These terms and the documents they incorporate are the entire agreement between us about the service.
15.2 These terms are governed by the laws of New South Wales, Australia, and the parties submit to the exclusive jurisdiction of its courts. Questions about these terms: contact us at support@dentinotes.com.