Terms of Service

These Terms of Service (the "Terms") are a binding agreement between Keplify LLC, a Delaware limited liability company that operates the CuspFlow platform ("Keplify", "CuspFlow", "we", "us" or "our"), and the dental clinic or organization that registers for or uses the CuspFlow platform ("you", "your" or the "Clinic"). Please read them carefully. By creating an account, ticking the box to accept these Terms, or using the service, you agree to be bound by them.

This is important legal information, but it is not legal advice for your clinic. You are responsible for your own compliance with the laws that apply to you.

1. Definitions

• Service: the CuspFlow cloud dental practice management platform, including its websites, applications, features, APIs, documentation and support.
• Clinic Data: all data your staff enter into or generate in the Service, including patient records, clinical notes, images, appointments, billing and financial data.
• Patient Data: the subset of Clinic Data that relates to an identifiable patient, including personal, contact, medical and dental information.
• Authorized User: a staff member you allow to access the Service under your account, with a role and permissions you control.
• Subscription: your paid plan, including any add-on seats and storage.

2. Eligibility and geographic availability

CuspFlow is offered exclusively to dental clinics located and operating in Asia, South America and Africa, from single-chair practices to multi-branch groups. The Service is built for the currencies, tax settings, print formats and connectivity conditions common to clinics in these regions.

CuspFlow is not offered to, and may not be used by, clinics located in Europe, the United States or Canada. We do not market the Service in those regions and do not intend it for use there. By registering, you confirm that your clinic operates in a supported region and that the person accepting these Terms is at least 18 years old and authorized to bind the Clinic. We may suspend or terminate any account that does not meet this requirement.

3. The Service

CuspFlow provides cloud-based tools to run a dental practice, which currently include: patient records and families; appointment scheduling, walk-ins and a live waiting room; treatment planning with an FDI tooth chart, clinical notes and imaging; billing, payments, installments, receipts and insurance claims; lab case tracking; inventory and a price catalog; staff management, roles and permissions, attendance and payroll; patient reminders over WhatsApp and email; an optional online booking page; reporting and analytics; and free data import and export. Features may be added, changed or removed as the product evolves. Each clinic is provisioned as a separate tenant whose data is isolated from every other clinic.

4. Accounts, registration and security

To use the Service you must create an account with accurate, current and complete information and keep it up to date. You are responsible for all activity under your account and for the acts and omissions of your Authorized Users. You must keep login credentials confidential, use the roles and permissions we provide to limit access appropriately, and notify us promptly at security@cuspflow.co of any suspected unauthorized access. Each login is limited to a small number of simultaneously active devices.

5. Free trial

New clinics may start with a free trial of the full Service for the period stated at signup (currently 30 days), without a card. At the end of the trial, continued use requires a paid Subscription. We may change or withdraw trial offers at any time. Data you enter during the trial is treated the same as data under a paid Subscription and is subject to the retention and deletion terms below.

6. Subscriptions, fees and payment

Paid plans differ only by the number of staff seats and the amount of imaging storage included. Every plan includes every feature and unlimited branches. Additional seats and storage can be added at any time as add-ons. Fees, billing frequency (monthly or annual) and current plan details are shown on our pricing page and at checkout, and are exclusive of any taxes, duties or bank and currency-conversion charges that may apply, which are your responsibility. Payments are processed by our third-party payment processor; by subscribing you also agree to that processor's terms. You authorize us and our processor to charge your chosen payment method for all fees due.

7. Renewal, changes and cancellation

Subscriptions renew automatically for successive periods until cancelled. You can cancel, upgrade or downgrade at any time from Settings. Upgrades take effect immediately and are prorated; downgrades and cancellations take effect at the end of the current billing period. If you reduce seats or storage, you are responsible for bringing your usage within the new limits. We may change fees or plan structures on reasonable notice, with changes applying from your next renewal.

8. Refunds

Except where required by the law that applies to you, fees already paid are non-refundable, and cancelling stops future renewals rather than refunding the current period. Because a full-featured free trial is available before any payment, we encourage you to evaluate the Service during the trial. If you believe you were charged in error, contact us at billing@cuspflow.co and we will review it in good faith.

9. Your data and content

As between you and CuspFlow, the Clinic owns all Clinic Data. We claim no ownership over it. You grant us a worldwide, non-exclusive licence to host, copy, process, transmit, display and back up Clinic Data solely to provide, secure, maintain and improve the Service, to prevent or address technical or security issues, and as otherwise instructed by you or permitted by these Terms and our Privacy Policy. You can export your complete Clinic Data at any time, free of charge, in a portable format. You are responsible for the accuracy, quality and legality of Clinic Data and for having the right to provide it to us.

10. Data protection and roles

For Patient Data and other personal information in Clinic Data, the Clinic is the party that decides why and how the data is processed (the controller, responsible party or data fiduciary under the law that applies to you), and CuspFlow processes it on your behalf and on your documented instructions (as processor or operator). We process personal information only to provide the Service and as described in our Privacy Policy, which forms part of these Terms. We maintain reasonable technical and organizational security measures, engage sub-processors only under confidentiality and data-protection obligations, and will assist you, so far as reasonably practicable, in meeting your own obligations to patients and regulators.

11. Your responsibilities as a Clinic

You are responsible for:

• Complying with the health, privacy, record-keeping, consumer, tax and other laws that apply to your clinic and its country, including any local data-protection law (for example POPIA in South Africa, the NDPA in Nigeria, the Data Protection Act in Kenya, the LGPD in Brazil, or the DPDP Act in India).
• Obtaining any consent or other lawful basis required before recording and processing Patient Data, and providing patients with any notices your local law requires.
• Managing your Authorized Users, their roles and their access, and the accuracy of the data your staff enter.
• Using the Service only for legitimate dental practice management and not for any unlawful purpose.

12. Acceptable use

You must not, and must not allow anyone to:

• Store data unrelated to dental practice management, or upload unlawful, infringing or malicious content.
• Access, or attempt to access, another clinic's data or any part of the Service you are not authorized to use.
• Reverse-engineer, decompile, copy, resell, sublicense or create derivative works of the Service, except to the extent this restriction is prohibited by law.
• Probe, scan, overload, disrupt or interfere with the integrity, security or performance of the Service, or bypass usage limits.
• Use the Service to send unlawful, deceptive or unsolicited messages, or in violation of any third-party messaging or payment platform's rules.

13. Availability, support and maintenance

We work to keep the Service available and reliable but do not guarantee that it will be uninterrupted or error-free. We may perform maintenance, and will give advance notice of planned downtime where practical. Support is provided by email and through the in-app help centre. The Service depends on third-party infrastructure and on your own internet connection and devices, which are outside our control.

14. Intellectual property

The Service, including its software, design, trademarks, logos and documentation, is and remains the property of Keplify LLC and its licensors. These Terms grant you a limited, non-exclusive, non-transferable, revocable right to access and use the Service during your Subscription for your own clinic's internal business purposes. No other rights are granted. If you send us feedback or suggestions, we may use them without restriction or obligation to you.

15. Third-party services

The Service relies on third parties, including cloud hosting and database infrastructure, a payment processor, an email provider, and the WhatsApp Business Platform for messaging. Your use of features that depend on these may be subject to the relevant third party's terms, and we are not responsible for their acts, omissions or availability. A current list of the categories of sub-processors we use is described in our Privacy Policy.

16. Confidentiality

Each party may receive confidential information from the other. Each party will protect the other's confidential information with reasonable care and use it only to perform under these Terms, except where disclosure is required by law. Clinic Data is your confidential information.

17. Suspension

We may suspend your access to all or part of the Service if your payment is overdue, if we reasonably believe your use threatens the security, integrity or availability of the Service or breaches these Terms, or if we are required to do so by law. Where practical we will give notice and an opportunity to resolve the issue, and will restore access once it is resolved.

18. Term, termination and data deletion

These Terms apply for as long as you use the Service. Either party may terminate the Subscription at any time. Upon cancellation or lapse of the Subscription, the Clinic enters a 60-day view-only window during which its Clinic Data remains readable and can be exported in full. If the Subscription is not reactivated within that window, the Clinic Data is permanently deleted from active systems, and residual copies in backups are overwritten in the ordinary backup cycle.

Separately, individual records your staff delete inside the Service (for example a patient, appointment or catalogue item) are removed from active use immediately and kept recoverable for 30 days, after which they move to archival storage and are eventually erased in line with the record-keeping requirements that apply in your country. We may terminate or suspend accounts that materially breach these Terms or the eligibility requirement in section 2.

19. Disclaimers

CuspFlow is a record-keeping and workflow tool. It does not provide clinical, medical, dental, legal, tax or accounting advice, and it is not a substitute for professional judgment or for your own records obligations. To the fullest extent permitted by law, the Service is provided on an "as is" and "as available" basis, and we disclaim all warranties, express or implied, including merchantability, fitness for a particular purpose, non-infringement, and any warranty that the Service will be error-free, secure or uninterrupted.

20. Limitation of liability

To the fullest extent permitted by law, neither party is liable for any indirect, incidental, special, consequential or punitive damages, or for lost profits, revenue, goodwill or data, arising out of or relating to the Service, even if advised of the possibility. To the fullest extent permitted by law, our total aggregate liability arising out of or relating to the Service is limited to the fees you paid to us for the Service in the twelve months before the event giving rise to the claim. Nothing in these Terms limits liability that cannot be limited under the law that applies to you.

21. Indemnification

You will defend, indemnify and hold CuspFlow harmless from claims, damages and costs arising from your Clinic Data, your use of the Service in breach of these Terms or of law, or your failure to obtain any consent or lawful basis required for the Patient Data you process, except to the extent caused by our own breach of these Terms.

22. Changes to the Service and to these Terms

We may update the Service and these Terms from time to time. When we make material changes to the Terms, we will update the date above and, where appropriate, notify you through the Service. Changes take effect when posted, and your continued use after that constitutes acceptance. If you do not agree to a change, your remedy is to stop using the Service and cancel.

23. Governing law and disputes

These Terms are governed by the laws of the State of Delaware, United States, without regard to its conflict-of-laws rules, and the parties submit to the state and federal courts located in Delaware, except where the mandatory law of your own country gives you rights that cannot be waived. The parties will first try to resolve any dispute informally by contacting each other.

24. General

You may not assign these Terms without our consent; we may assign them to an affiliate or in connection with a merger or sale. If any provision is found unenforceable, the rest remains in effect. Our failure to enforce a provision is not a waiver. Neither party is liable for delay or failure caused by events beyond its reasonable control. These Terms, together with the Privacy Policy and any order or plan details, are the entire agreement between the parties about the Service. Notices to you may be given through the Service or by email; notices to us should go to the address below.

25. Contact

Questions about these Terms: legal@cuspflow.co. Billing questions: billing@cuspflow.co.