Terms of Service

These Terms of Service (the "Agreement") are concluded between Farvex Labs LLC, established at 30 N Gould St #57914, Sheridan, WY 82801, Sheridan, Wyoming ("Dentexa AI", the "Provider"), and the natural or legal person subscribing to the Service (the "Subscriber", "you").

The Agreement governs the use of the software-as-a-service platform provided by the Provider, enabling dental clinics to respond to patient messages received via WhatsApp with AI assistance, create appointments and manage these processes.

Service

The web application, dashboard, APIs and WhatsApp AI assistant accessible at dentexa.co.

Subscriber

The clinic or business that subscribes to the Service and is liable for the fees.

Authorised User

Team members invited to the Subscriber's account and assigned a role.

End User

A patient or prospective patient communicating with the assistant through the Subscriber's WhatsApp line.

Subscriber Content

All data uploaded to the Knowledge Base, settings and End User data processed through the Service.

Assistant

The AI component generating responses to End User messages using Subscriber Content.

• The Service may only be used in a commercial or professional capacity by persons over 18 with full legal capacity.
• A person registering on behalf of a legal entity represents that they are authorised to bind that entity.
• You are responsible for ensuring that the information you provide at registration is accurate, current and complete.
• You must keep your credentials confidential and are responsible for all activity under your account. Notify us immediately of any suspected unauthorised access.
• The Subscriber is responsible for ensuring that Authorised Users comply with this Agreement; their acts are attributed to the Subscriber.

The Service is offered on a monthly or annual subscription basis. Current plans, fees and limits are published in the pricing section of our website.

• Fees are stated in US dollars (USD) and are exclusive of taxes unless stated otherwise. Applicable VAT, withholding and similar taxes as well as bank and currency conversion charges are borne by the Subscriber.
• Subscriptions renew automatically for the same term unless cancelled, at the rate applicable on the renewal date.
• You may cancel at any time from the dashboard. Cancellation takes effect at the end of the current billing period; fees for that period are not refunded.
• Upgrades are charged pro-rata for the remaining term. Downgrades take effect from the next billing period.
• Price changes are notified at least 30 days in advance and apply only from the following renewal. You may cancel before the renewal date if you do not accept the change.
• If a payment fails we retry at reasonable intervals; the account may be suspended if payment is not completed within 14 days.
• If plan limits (monthly messages, documents, seats) are exceeded, the relevant features may be limited until the end of the period or an upgrade may be proposed.

Where offered, a trial period may convert automatically into a paid subscription at its end; this is stated clearly at sign-up and you are notified before conversion.

Right of withdrawal: the Service constitutes digital content/services supplied instantaneously in electronic form. Under Turkish distance contracts legislation, no right of withdrawal exists for such services once performance has begun with your consent. Mandatory rights you may have as a consumer are reserved.

For consumers resident in the EU, the 14-day right of withdrawal is lost where performance begins with your express consent and your acknowledgement that the right will be lost.

When using the Service you agree not to:

• Use it in breach of applicable law, public order or morality,
• Send unsolicited bulk messages (spam) or commercial electronic messages without the End User's consent,
• Use it in a manner contrary to the WhatsApp Business Policies and Meta Platform Terms,
• Create content amounting to advertising in breach of healthcare promotion and information rules applicable to dental practices,
• Configure the Assistant to diagnose, prescribe medication or recommend treatment,
• Upload content infringing the intellectual property, personality or data protection rights of third parties,
• Reverse engineer, copy, create derivative works of the Service or attempt to circumvent security measures,
• Resell, lease or make the Service available to third parties without our written consent,
• Impose excessive load through automated tools or otherwise disrupt the infrastructure,
• Upload malware or malicious code.

In respect of End User data the Subscriber is the controller and the Provider is the processor. Accordingly, the Subscriber:

• Must inform its patients and obtain explicit consent for the processing of special category health data,
• Must ensure patients communicating via the WhatsApp line are made aware that their data will be processed by an AI assistant,
• Is responsible for the accuracy, currency and legality of content uploaded to the Knowledge Base,
• Represents that it holds the licences, permits and professional qualifications required for its practice and will comply with dental practice and healthcare advertising rules,
• Must review price, availability and treatment information generated by the Assistant,
• Complies with the Data Processing Agreement concluded with the Provider.

• The Assistant uses probabilistic language models; output may be inaccurate, incomplete or out of context ('hallucination'). Accuracy is not guaranteed.
• Assistant output is not medical advice, diagnosis or treatment recommendation and does not replace clinical judgement.
• The Subscriber must supervise the information shared with patients and take over conversations where necessary.
• The Subscriber is responsible for decisions taken in reliance on Assistant output.
• The Assistant does not create appointments directly; it only prepares a pending appointment request. Writing that request to a calendar or practice management system requires approval by the Subscriber's staff, and the Subscriber is responsible for the accuracy of the approved appointment.
• In the event of provider outages, policy changes or model deprecation, an equivalent alternative model may be used.

The Service depends on third-party services such as the WhatsApp Business Platform (Meta), Google Calendar, practice management systems (Open Dental, Dentally), model providers and the payment provider. Their own terms apply and compliance with them is the Subscriber's responsibility. Establishing the practice management integration, providing the necessary access credentials and maintaining its own agreement with that provider are the Subscriber's responsibility.

Features of the Service may be affected if a third-party service changes its APIs, discontinues its service, suspends your account or changes its pricing. The Provider is not liable for such interruptions occurring without its fault but will use reasonable efforts to provide alternatives.

• All software, source code, design, trade marks, logos and intellectual property in the Service belong to Farvex Labs LLC. This Agreement grants you only a non-exclusive, non-transferable, non-sublicensable right of use for the subscription term.
• Ownership of Subscriber Content remains with the Subscriber. The Provider is granted a limited licence to process it solely to provide, operate and support the Service.
• Subscriber Content and End User data are not used to train AI models.
• We may use feedback and suggestions you provide to improve the product without any obligation to you.
• The Provider will obtain prior written consent before using the Subscriber's trade name or logo as a reference.

• We aim to provide the Service without interruption using commercially reasonable efforts; uninterrupted availability is not guaranteed.
• Planned maintenance is carried out during low-traffic hours where possible and announced in advance.
• We respond to unplanned outages as quickly as possible. A separate service level agreement (SLA) may be agreed in writing for enterprise plans.
• You may export your data from the dashboard at any time; keeping your own backups is recommended.

To the maximum extent permitted by law, the Service is provided 'as is' and 'as available'. The Provider gives no express or implied warranty that the Service will be uninterrupted or error-free, that it is fit for a particular purpose, that Assistant output will be accurate, or that use of the Service will produce any particular commercial result. Mandatory consumer rights are unaffected.

To the maximum extent permitted by law:

• The Provider is not liable for loss of profit, business, goodwill or data, or for indirect, incidental or consequential damages.
• The Provider's aggregate liability under this Agreement shall not exceed the total subscription fees actually paid by the Subscriber in the 12 months preceding the event giving rise to the claim.
• These limitations do not apply in cases of intent, gross negligence, death or personal injury, or where the law does not permit limitation of liability.

The Subscriber agrees to indemnify the Provider against third-party claims, administrative fines, litigation costs and reasonable legal fees arising from (i) its breach of this Agreement, (ii) Subscriber Content, (iii) failure to meet its data protection obligations towards patients, (iv) breach of healthcare or advertising regulations, or (v) claims arising from the practitioner-patient relationship.

• The Subscriber may cancel the subscription at any time without giving reasons.
• The Provider may suspend the account or terminate the Agreement for non-payment, material breach, unlawful use or use threatening system security.
• For remediable material breaches the Subscriber is given notice and 7 days to cure; immediate suspension may apply in serious cases involving security or illegality.
• On termination you have 30 days to export your data. Thereafter data is deleted, subject to the retention obligations set out in the Privacy Policy.
• If the Provider decides to discontinue the Service entirely, it will give at least 90 days' notice and refund the unused portion of any prepaid fees.

Events beyond the parties' reasonable control — natural disaster, epidemic, war, terrorism, cyber attack, general failures of power or internet infrastructure, discontinuation of third-party services and decisions of public authorities — constitute force majeure. The affected party's obligations are suspended for the duration of the impediment. If it exceeds 30 days, either party may terminate without compensation.

• The Provider may update this Agreement. For material changes adverse to you, notice is given by email or in-app at least 30 days in advance; continued use after notice constitutes acceptance.
• If you do not accept a change you may terminate before its effective date.
• The Subscriber may not assign its rights or obligations without the Provider's written consent. The Provider may assign the Agreement to a successor in a merger or transfer.

This Agreement is governed by the laws of United States. The parties will first attempt to resolve disputes in good faith through negotiation.

For commercial disputes the courts and enforcement offices of Sheridan, Wyoming have jurisdiction. Mandatory mediation requirements for commercial disputes are reserved.

Users qualifying as consumers retain the right to apply to consumer arbitration committees within the applicable monetary thresholds and to consumer courts above them, with jurisdiction at their place of residence. Rights of EU-resident consumers under the mandatory consumer protection rules of their country are unaffected.

• If any provision is held invalid, the remainder stays in force and the invalid provision is replaced by a valid one closest to the parties' intent.
• Failure to exercise a right does not constitute a waiver of it.
• Notices are given to the email address registered on the account or through in-app notification.
• This Agreement, together with the Privacy Policy, Cookie Policy and Data Processing Agreement, constitutes the entire agreement between the parties.
• In case of conflict between language versions, the Turkish version prevails.

Legal name

Farvex Labs LLC

Address

30 N Gould St #57914, Sheridan, WY 82801, Sheridan, Wyoming, United States

Email

support@dentexa.co

Phone

+1 (210) 996-5020