Terms and Conditions

1. About These Terms

These Terms & Conditions (“Terms”) govern access to and use of the ToothTrack platform (“ToothTrack”, “Platform”) provided by Webmobyle Limited (“we”, “us”, “our”). By creating an account, subscribing, accessing, or using the Platform, you agree to these Terms.

If you are accepting these Terms on behalf of a dental practice, clinic, organisation, or entity (the “Practice”), you represent that you have authority to bind that Practice.

2. Definitions

• Practice / Tenant / Clinic: The dental practice organisation using ToothTrack under its own subdomain and data partition.
• Authorised Users: Individuals invited by a Practice to access ToothTrack (e.g., staff, clinicians, receptionists).
• Patient Users: Patients or patient dependants who may access self-service features where enabled by the Practice.
• Clinical Data: Patient records and health-related information stored in the Platform (e.g., demographics, medical history, notes, appointments).
• Operational Data: Configuration, billing, logs, access events, and other non-clinical platform metadata.
• Content: Data submitted, stored, transmitted, or processed through the Platform.

3. Eligibility & Accounts

3.1 Practice Accounts

A Practice account may be created by an authorised representative. The Practice is responsible for all activity under its tenant environment and for ensuring only appropriate personnel are granted access.

3.2 User Accounts

Users must keep login credentials confidential and must not share accounts. The Practice must promptly revoke access for any user who no longer requires it.

4. Use of the Platform

4.1 Permitted Use

You may use ToothTrack only for lawful practice operations and only in accordance with these Terms and applicable laws.

4.2 Prohibited Use

• Attempting to access data belonging to another tenant or bypassing access controls.
• Uploading malicious code, attempting exploitation, or interfering with service operation.
• Using ToothTrack in a way that violates patient confidentiality or applicable privacy obligations.
• Reverse engineering or copying the Platform, except where legally permitted.

5. Roles, Permissions & Patient Self-Service

ToothTrack supports role-based access control. Each Practice is responsible for configuring permissions and ensuring users only have the access required for their duties.

Patient self-service features (e.g., portal access, appointment requests) may be enabled or disabled by the Practice. The Practice remains responsible for patient communications, approvals, and clinical workflows.

6. Subscription, Billing & Suspension

6.1 Subscription Plans

Subscription pricing and plan limits are as displayed within ToothTrack or in your subscription agreement. Certain features may be restricted by plan (e.g., branches, seats, patients, appointments).

6.2 Payments

Fees are payable in advance unless otherwise agreed. Where a payment gateway is used, payment processing may be performed by third-party providers, and their terms may apply.

6.3 Suspension for Non-Payment

If a Practice fails to pay fees by the due date, we may suspend access or place the tenant in read-only mode. Suspension does not transfer ownership of data and does not waive payment obligations.

7. Data Ownership & Responsibilities

7.1 Practice Ownership of Clinical Data

As between us and the Practice, the Practice owns the Clinical Data it stores on ToothTrack. We act as a service provider and custodian for the purposes of providing the Platform.

7.2 Practice Responsibilities

• Ensuring accuracy of patient information entered into ToothTrack.
• Obtaining any patient consents or authorisations required for processing data.
• Configuring access controls and ensuring appropriate user permissions.
• Complying with applicable laws and professional record-keeping requirements.

8. Data Retention & Archiving (Medical Records)

8.1 Clinical Data Retention

ToothTrack retains Clinical Data for as long as necessary for the purposes of medical record-keeping, continuity of care, audits, and lawful requirements. In many cases, this means long-term or indefinite retention. This approach aligns with common healthcare governance expectations and the reality that medical records may be needed years later.

8.2 No Hard Deletion of Clinical Records

The Platform does not provide routine “hard delete” for core medical record structures (e.g., patients, appointments, treatment notes, clinical attachments). Where appropriate, records may be archived or marked inactive to prevent accidental use while remaining recoverable.

8.3 Tenant Cancellation / Suspension

If a Practice cancels or is suspended, we may place the tenant in archived or read-only mode. Clinical Data remains retained and protected. Reactivation may restore access subject to subscription status.

8.4 Deletion Requests

We will only consider deletion of data in exceptional circumstances and only where permitted by applicable law and professional healthcare record retention standards. We may require written authorisation from the Practice owner and may retain a minimal audit record of such action.

8.5 Backups

ToothTrack maintains backups for business continuity and disaster recovery. Backup retention may include daily, monthly, and yearly snapshots. Backup copies may persist beyond live system changes as part of reasonable disaster recovery practice.

9. Security & Confidentiality

We implement reasonable technical and organisational measures to protect data. However, no system can guarantee absolute security. The Practice is responsible for securing end-user devices, passwords, and internal procedures.

10. Third-Party Services

The Platform may integrate with third-party services (e.g., email providers, SMS gateways, payment gateways). Your use of those services may be governed by their terms. We are not responsible for third-party outages or changes.

11. Service Availability & Changes

We aim for high availability but teach that service interruptions may occur (maintenance, upgrades, network issues). We may modify, add, or discontinue features and will attempt to give reasonable notice for material changes.

12. Disclaimer (No Medical Advice)

ToothTrack provides workflow and record-keeping tools only. The Platform does not provide medical advice or guarantee outcomes. Clinical decisions are solely the responsibility of licensed professionals.

13. Limitation of Liability

To the maximum extent permitted by law, Webmobyle Limited will not be liable for indirect, incidental, consequential, or special damages (including loss of profit, goodwill, data, or business interruption), arising from use of the Platform.

Some jurisdictions do not allow certain limitations; in such cases, liability is limited to the maximum extent permitted.

14. Indemnity

The Practice agrees to indemnify and hold harmless Webmobyle Limited from claims arising from: (a) the Practice’s use of the Platform, (b) clinical decisions and treatment, (c) the Practice’s breach of these Terms or applicable laws, or (d) unauthorised access due to the Practice’s failure to secure credentials or devices.

15. Termination

Either party may terminate in accordance with subscription terms. Upon termination, access may be removed or restricted, but data retention provisions (especially for Clinical Data) remain in effect as described in Section 8.

16. Governing Law

These Terms are governed by the laws of the jurisdiction in which Webmobyle Limited is registered, unless otherwise required by mandatory local consumer or healthcare regulations.

17. Changes to These Terms

We may update these Terms from time to time. Material changes will be communicated through the Platform or by email. Continued use after the effective date of an update constitutes acceptance.

18. Contact

Webmobyle Limited
Support: [email protected]
Website: https://toothtrack.dental