Terms of Service

By accessing or using Toothmind, you agree to be bound by these Terms of Service and our Privacy Policy. If you do not agree, do not use the service. These terms apply to all users of the Toothmind web application and related services.

Toothmind is built and operated by Toothmind Inc. ("Toothmind," "we," "us," or "our"), a company incorporated in Canada.

Toothmind is intended for use by licensed dental professionals in Canada. By creating an account, you represent that you are a regulated health professional authorized to create clinical notes in your jurisdiction.

Use of Toothmind by unlicensed individuals is not permitted and is a breach of these terms.

Toothmind is a clinical note drafting tool. It generates structured draft notes from procedural descriptions you provide. You are granted a limited, non-exclusive, non-transferable license to access and use Toothmind for your own professional use in accordance with these terms.

It is not:

• A clinical record system. Generated notes are drafts for your review and must be finalized by you before being entered into your practice management software. We do not retain them.
• A medical device or diagnostic tool. Toothmind does not assess, diagnose, or make clinical recommendations.
• A substitute for clinical judgment. The dentist reviewing, editing, and approving each note is always the final authority on its accuracy and appropriateness.
• An autonomous system. No note generated by Toothmind is intended for direct, unreviewed use in a patient record.

You are responsible for:

• Reviewing and editing all generated notes before use in any patient record
• Ensuring all notes you finalize and enter into your practice management software are accurate, complete, and clinically appropriate
• Complying with your professional obligations, applicable privacy legislation, and your practice's internal policies
• Maintaining the confidentiality of your account credentials
• All activity that occurs under your account

You must not enter patient names, dates of birth, health card numbers, provincial health identifiers, appointment identifiers, or any other direct patient identifiers.

Toothmind is designed for procedural descriptions only: tooth number, procedure type, materials used, and clinical findings. Our system has no fields for identifying information, and these terms prohibit its entry.

Entering identifying information is a breach of these terms and may violate applicable privacy legislation.

Draft notes generated through your use of Toothmind are yours. Toothmind makes no claim of ownership over any notes produced through the service, and does not retain them. Once a note is returned to you, it is under your custody as the health information custodian.

To the maximum extent permitted by applicable law, Toothmind and its officers, directors, employees, and agents will not be liable for any loss, damage, or expense arising out of or in connection with your use of the service, including any loss arising from errors or omissions in generated note content or from reliance on any generated note without adequate review. You assume full responsibility for any notes you finalize and enter into your practice management software, and agree to indemnify and hold Toothmind harmless from any claims or liabilities arising from your use of the service or your entry of prohibited inputs.

No Warranty

Toothmind is provided "as is" and without any warranty, express or implied. We do not warrant that the service will be error-free, uninterrupted, or that generated notes will meet any particular standard or expectation. To the fullest extent permitted by law, we disclaim all warranties, including implied warranties of merchantability, fitness for a particular purpose, and non-infringement.

Your use of Toothmind does not reduce or replace your professional obligations as a regulated health professional or health information custodian.

Access to Toothmind requires an active subscription. Subscriptions are billed on a recurring basis at the then-current rate for your chosen plan. By subscribing, you authorize recurring charges to your payment method. We reserve the right to change subscription pricing with advance notice by email or within the application.

No refunds. All subscription fees are non-refundable.

Cancellation. You may cancel at any time. Your subscription remains active through the end of your current billing period and will not renew.

Failed payments. If a payment fails, access to the service may be suspended until payment is resolved.

We reserve the right to suspend or terminate your access to Toothmind at any time, with or without notice, for breach of these terms or at our discretion.

You may close your account at any time directly within the application or by contacting us at info@toothmind.com. Account information will be deleted within 30 days of closure.

We may update these terms from time to time. Material changes will be communicated by email or a notice within the application before taking effect. The last updated date at the top of this page reflects the most recent revision.

Continued use of Toothmind after an update constitutes acceptance of the revised terms. If you do not accept a material change, you may close your account directly within the application or by contacting us at info@toothmind.com.

These terms are governed by the laws of the Province of Ontario and the federal laws of Canada applicable therein. Any disputes arising under these terms are subject to the exclusive jurisdiction of the courts of Ontario.

If any provision of these terms is found to be unenforceable, the remaining provisions will continue in full force and effect.

For questions about these terms:

info@toothmind.com