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Legal Agreement & Disclosures

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Privacy Policy, Terms of Service, AI Disclaimer, and HIPAA Notice for AI Dental Coach.

AI Dental Coach — Legal Agreement

Effective Date: February 18, 2026

Version: 1.0

TERMS OF SERVICE

1. Acceptance of Terms

By creating an account, accessing, or using AI Dental Coach ("the Service"), you agree to be bound by these Terms of Service, our Privacy Policy, and all applicable laws and regulations. If you do not agree with any part of these terms, you may not use the Service.

2. Description of Service

AI Dental Coach is an artificial intelligence-powered coaching and advisory platform designed for dental professionals. The Service provides:

  • AI-driven business coaching conversations
  • Practice management guidance and benchmarking
  • Role-play scenarios for difficult conversations
  • Daily reflection and mood tracking tools
  • Staff performance tracking (Pro/Elite tiers)
  • Financial analysis tools (Pro/Elite tiers)

    • 3. Eligibility

    You must be at least 18 years of age to use this Service. By using AI Dental Coach, you represent and warrant that you are at least 18 years old and have the legal capacity to enter into this agreement.

    4. Account Registration

    You agree to provide accurate, current, and complete information during registration. You are responsible for maintaining the confidentiality of your account credentials and for all activities that occur under your account. You must notify us immediately of any unauthorized use.

    5. Subscription Tiers and Payment

    AI Dental Coach offers multiple subscription tiers:

  • **Starter (Free):** Limited coaching sessions, basic features
  • **Pro ($19/month):** Unlimited sessions, voice chat, staff tracking, P&L upload & analysis, all role-plays
  • **Elite ($99/month):** All Pro features plus advanced analytics, compliance tools, multi-location support, and priority support

    • Paid subscriptions are billed monthly through Stripe. You may cancel at any time; access continues through the end of your current billing period. No refunds are provided for partial months.

    6. Acceptable Use

    You agree not to:

  • Use the Service for any unlawful purpose
  • Attempt to gain unauthorized access to any part of the Service
  • Interfere with or disrupt the Service or its infrastructure
  • Use the Service to store or transmit malicious code
  • Resell, redistribute, or sublicense access to the Service
  • Use the Service to generate content that is harmful, threatening, or harassing
  • Misrepresent yourself or your professional credentials

    • 7. Intellectual Property

    All content, features, and functionality of AI Dental Coach — including but not limited to text, graphics, logos, software, and AI-generated responses — are owned by AI Dental Coach and protected by intellectual property laws. You may not copy, modify, distribute, or create derivative works without express written permission.

    8. Termination

    We reserve the right to suspend or terminate your account at any time, with or without cause, with or without notice. Upon termination, your right to use the Service ceases immediately. Provisions that by their nature should survive termination will survive, including ownership, warranty disclaimers, indemnity, and limitations of liability.

    9. Modifications to Terms

    We may modify these Terms at any time. Material changes will be communicated through the Service and will require re-acceptance before continued use. Your continued use of the Service after being notified of changes constitutes acceptance of the updated Terms.

    PRIVACY POLICY

    1. Information We Collect

    Information You Provide:

  • Account registration data (name, email address)
  • Professional profile information (practice type, years of experience, team size)
  • Coaching conversation content
  • Daily reflection and mood tracking entries
  • Staff profiles and performance notes (Pro/Elite)
  • Financial data you choose to upload (Pro/Elite)
  • Feedback and questionnaire responses

    • Information Collected Automatically:

  • IP address and approximate location
  • Browser type and device information
  • Usage patterns and feature engagement
  • Session timestamps

    • 2. How We Use Your Information

    Your information is used to:

  • Provide and personalize the AI coaching experience
  • Maintain conversation history and coaching continuity
  • Generate insights and track your progress over time
  • Improve the Service through aggregated, anonymized analytics
  • Communicate important updates about your account or the Service
  • Comply with legal obligations

    • 3. AI Processing

    Your conversations are processed by AI language models (currently Claude by Anthropic) to generate coaching responses. Your conversation data is not used to train AI models. AI providers process your data according to their enterprise data policies, which prohibit training on customer data.

    4. Data Storage and Security

    Your data is stored securely using Supabase (hosted on AWS infrastructure) with:

  • Encryption at rest and in transit (TLS 1.2+)
  • Row-level security policies ensuring you can only access your own data
  • Regular security assessments
  • Access controls limited to essential personnel

    • 5. Data Sharing

    We do not sell, rent, or trade your personal information. We may share data only:

  • With AI processing providers (Anthropic) strictly for generating coaching responses
  • With payment processors (Stripe) for billing
  • With hosting providers (Vercel, Supabase/AWS) for infrastructure
  • When required by law, subpoena, or legal process
  • To protect the rights, property, or safety of AI Dental Coach, our users, or the public

    • 6. Data Retention

  • Active account data is retained as long as your account exists
  • Conversation history is retained to provide coaching continuity
  • Consent records are retained permanently for legal compliance
  • Upon account deletion, personal data is removed within 30 days, except where retention is legally required

    • 7. Your Rights

    You have the right to:

  • Access your personal data
  • Request correction of inaccurate data
  • Request deletion of your account and associated data
  • Export your data in a portable format
  • Opt out of non-essential communications

    • To exercise these rights, contact us through the Settings page or email support@aidentalcoach.com.

    8. Cookies and Tracking

    We use essential cookies for authentication and session management. We do not use third-party advertising cookies or cross-site tracking.

    9. Children's Privacy

    AI Dental Coach is not intended for individuals under 18 years of age. We do not knowingly collect personal information from minors.

    10. Changes to Privacy Policy

    We will notify you of material changes to this Privacy Policy through the Service. Continued use after notification constitutes acceptance.

    AI DISCLAIMER

    Important: Please Read Carefully

    AI Dental Coach is an artificial intelligence tool that provides general business coaching, practice management guidance, and emotional support for dental professionals. You acknowledge and agree to the following:

    1. Not a Licensed Professional

    AI Dental Coach is not a licensed therapist, psychologist, psychiatrist, attorney, accountant, financial advisor, or medical professional. The AI coaching persona is a simulated character, not a real person.

    2. Not Professional Advice

    Nothing provided by AI Dental Coach constitutes:

  • **Legal advice** — Always consult a qualified attorney for legal matters including employment law, contracts, malpractice concerns, and regulatory compliance
  • **Tax or financial advice** — Always consult a qualified CPA or financial advisor for tax planning, investment decisions, and complex financial matters
  • **Clinical or medical advice** — AI Dental Coach does not provide clinical diagnoses, treatment recommendations, or medical guidance
  • **Mental health treatment** — If you are experiencing a mental health crisis, suicidal thoughts, or severe psychological distress, please contact a licensed mental health professional or call 988 (Suicide & Crisis Lifeline)

    • 3. AI Limitations

    AI-generated responses may:

  • Contain inaccuracies, outdated information, or errors
  • Provide benchmarks and statistics that are approximate and may not reflect current market conditions
  • Misunderstand context or nuance in your specific situation
  • Generate different responses to the same question at different times

    • You are solely responsible for verifying any information, benchmarks, or recommendations before acting on them.

    4. No Guarantee of Outcomes

    AI Dental Coach makes no guarantees regarding:

  • Business outcomes, revenue growth, or profitability improvements
  • Staff management results
  • Practice valuation accuracy
  • Career advancement
  • Emotional wellbeing improvements

    • 5. Indemnification

    You agree to indemnify and hold harmless AI Dental Coach, its owners, operators, and affiliates from any claims, damages, losses, or expenses arising from your use of the Service or reliance on AI-generated content.

    6. Limitation of Liability

    TO THE MAXIMUM EXTENT PERMITTED BY LAW, AI DENTAL COACH SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING BUT NOT LIMITED TO LOSS OF PROFITS, DATA, OR BUSINESS OPPORTUNITIES, ARISING FROM YOUR USE OF THE SERVICE.

    OUR TOTAL LIABILITY FOR ANY CLAIMS ARISING FROM YOUR USE OF THE SERVICE SHALL NOT EXCEED THE AMOUNT YOU PAID FOR THE SERVICE IN THE TWELVE (12) MONTHS PRECEDING THE CLAIM.

    HIPAA & PROTECTED HEALTH INFORMATION (PHI) NOTICE

    ⚠️ CRITICAL WARNING

    AI Dental Coach is NOT a HIPAA-compliant platform. By using this Service, you acknowledge and agree:

    1. Do NOT Enter Patient PHI

    You must NEVER enter Protected Health Information (PHI) into AI Dental Coach. This includes but is not limited to:

  • Patient names or identifying information
  • Dates of birth, Social Security numbers, or insurance IDs
  • Medical records, diagnoses, treatment plans, or clinical notes
  • Radiographs, photographs, or any patient images
  • Billing records tied to individual patients
  • Any information that could identify a specific patient

    • 2. No Business Associate Agreement

    AI Dental Coach does not maintain a Business Associate Agreement (BAA) with its users. The Service is not designed, intended, or authorized to store, process, or transmit PHI as defined under HIPAA (Health Insurance Portability and Accountability Act of 1996).

    3. Your Responsibility

    As a dental professional, you are responsible for HIPAA compliance in your practice. If you inadvertently enter PHI into AI Dental Coach:

  • The information may be processed by AI systems and stored in our database
  • We cannot guarantee HIPAA-compliant handling of such data
  • You may be in violation of HIPAA regulations
  • You accept full responsibility for any resulting HIPAA violations

    • 4. Acceptable Use Examples

    Acceptable (no PHI):

  • "My overhead is 68%, what should I do?"
  • "I have a hygienist who's been late 3 times this month"
  • "How do I handle a patient complaint about wait times?"
  • "What's a good case acceptance rate?"

    • NOT Acceptable (contains PHI):

  • "John Smith came in today for a crown on tooth #14" ← Patient name + treatment
  • "My patient DOB 03/15/1985 has insurance ID XYZ123" ← Identifying information
  • "Mrs. Johnson's x-ray shows a periapical abscess" ← Patient name + diagnosis

    • 5. Consequences

    Violations of HIPAA can result in civil penalties ranging from $100 to $50,000 per violation (up to $1.5 million per year for repeated violations) and criminal penalties including fines up to $250,000 and imprisonment up to 10 years.

    AI Dental Coach bears no responsibility for PHI entered by users in violation of these terms.

    GENERAL PROVISIONS

    Governing Law

    This Agreement shall be governed by the laws of the State of Delaware, without regard to conflict of law principles.

    Dispute Resolution

    Any disputes arising from this Agreement shall be resolved through binding arbitration in accordance with the rules of the American Arbitration Association, conducted in the State of Delaware.

    Severability

    If any provision of this Agreement is found to be unenforceable, the remaining provisions shall continue in full force and effect.

    Entire Agreement

    This Agreement constitutes the entire agreement between you and AI Dental Coach and supersedes all prior agreements, understandings, and communications.

    Contact Information

    For questions about this Agreement, contact:

    AI Dental Coach

    Email: support@aidentalcoach.com

    Last updated: February 18, 2026

    Version: 1.0

    AI Dental Coach — All rights reserved.