Legal
Terms of Service
For Clinics and Dental Practitioners — Last updated: May 14, 2026
1. Interpretation and Definitions
Interpretation: Words with initial capital letters have meanings defined below. These definitions apply whether they appear in singular or plural form.
- Service: the Dental Patient Management System software, including all features, updates, and associated services, provided by the Company.
- Company: (referred to as “We”, “Us”, or “Our”) refers to Dental Patient Management System.
- Subscriber / You: the licensed dental practitioner, clinic owner, or authorized entity that has registered for and uses the Service.
- Patient Data / Client Data: all personal and sensitive personal information relating to your patients that You upload to or generate within the Service, including but not limited to medical history, dental charts, radiographs (X-rays), photographs, and treatment records.
- Account Data: information about You as a Subscriber, including clinic registration details, contact information, and billing data.
2. Professional Use & Clinical Responsibility
Licensed Practitioners Only: This Service is intended exclusively for use by dentists and dental clinic staff registered with the Professional Regulation Commission (PRC) under Republic Act No. 9484 (Philippine Dental Act of 2007). By subscribing, You warrant that the supervising dentist holds a valid, current PRC license to practice dentistry in the Philippines.
Practice Management Tool Only: The Service is a software tool designed to assist in the administrative and record-keeping aspects of dental practice management. It does not constitute the practice of dentistry.
No Clinical Advice: The Service does not provide, and must not be relied upon for, medical or dental diagnoses, treatment plans, or clinical advice of any kind. You remain solely and exclusively responsible for all clinical decisions, diagnoses, and the professional care of your patients, in accordance with the standards set by the Board of Dentistry (BOD) and the Philippine Dental Association (PDA) Code of Ethics.
Record-Keeping Compliance: You are responsible for ensuring that records maintained through the Service comply with applicable PRC and BOD guidelines on clinical record retention. Dental records are generally recommended to be retained for a minimum of ten (10) years.
3. Data Privacy and Patient Confidentiality
Your Role as Personal Information Controller (PIC): As a Subscriber handling patient health records, You are the Personal Information Controller as defined under Republic Act No. 10173 (Data Privacy Act of 2012) and its Implementing Rules and Regulations (IRR). You are responsible for:
- Obtaining valid, specific, and informed consent from your patients before collecting and processing their sensitive personal information (health, dental, and medical records), consistent with Section 13 of RA 10173.
- Informing patients of their rights as data subjects under RA 10173, including the right to access, correct, and object to processing of their personal data.
- Registering your data processing systems with the National Privacy Commission (NPC) if required under NPC issuances.
Our Role as Personal Information Processor (PIP): We act solely as a Personal Information Processor under your instructions. We process Patient Data only to the extent necessary to provide the Service. We do not own, share, sell, or use Patient Data for any purpose beyond the provision of the Service.
Data Sharing Agreement: By accepting these Terms, You and the Company enter into a Data Sharing Agreement as contemplated under NPC Circular No. 16-01, whereby We process Patient Data on your behalf subject to the security and confidentiality obligations described herein.
4. Data Breach Notification
In the event of a personal data breach that is likely to give rise to a real risk to the rights and freedoms of affected data subjects, We will:
- Notify You without undue delay and, where feasible, within 72 hours of becoming aware of the breach, consistent with NPC Circular No. 2023-04.
- Provide a description of the nature of the breach, the categories and approximate number of data subjects affected, and the measures taken or proposed to address the breach.
- Assist You in fulfilling your own notification obligations to affected patients and to the NPC.
5. Account Security
You are responsible for maintaining the confidentiality of your account credentials and for all activities that occur under your account, including actions taken by staff members to whom You have granted access. You agree to notify Us immediately of any unauthorized access or suspected security breach at sevillanthonyy@gmail.com. We recommend using strong, unique passwords and enabling available access controls for all staff accounts.
6. Service Availability
We strive to maintain Service availability and perform regular backups of your data. However, We do not guarantee uninterrupted, secure, or error-free operation. Scheduled maintenance, updates, or circumstances beyond Our control (including force majeure events) may cause temporary downtime. We will endeavor to provide advance notice of planned maintenance where feasible. We are not liable for any business losses or clinical disruptions arising from unplanned service interruptions.
7. Subscription, Fees, and Termination
Fees: Subscription fees, if any, are as stated on the applicable pricing page at the time of subscription. We reserve the right to modify pricing with reasonable advance notice to Subscribers.
Termination by You: You may terminate your subscription at any time. Upon termination, You will have a 30-day grace period to export your Patient Data. After this period, We may permanently and irreversibly delete your Patient Data from Our servers.
Termination by Us:We reserve the right to suspend or terminate Your access to the Service for material breach of these Terms, non-payment, or conduct that We reasonably believe threatens the security or integrity of the Service or other users’ data.
8. Limitation of Liability
To the maximum extent permitted by Philippine law, the Company shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including loss of profits, loss of data, or business interruption, arising from your use of or inability to use the Service.
Liability Cap:The Company’s total aggregate liability for any and all claims relating to the Service shall not exceed the amount You actually paid to the Company in the twelve (12) months preceding the claim, or such nominal amount if no fees were paid.
9. “AS IS” Disclaimer
The Service is provided on an “AS IS” and “AS AVAILABLE” basis without warranties of any kind, whether express or implied, including but not limited to implied warranties of merchantability, fitness for a particular purpose, and non-infringement. We do not warrant that the Service is free of errors, viruses, or other harmful components.
10. Amendments to These Terms
We reserve the right to update or modify these Terms at any time. We will notify Subscribers of material changes by email or by displaying a prominent notice within the Service at least 14 days before the changes take effect. Your continued use of the Service after the effective date constitutes acceptance of the revised Terms. If You do not agree to the revised Terms, You may terminate your subscription before the changes take effect.
11. Governing Law and Dispute Resolution
These Terms shall be governed by and construed in accordance with the laws of the Republic of the Philippines, including but not limited to:
- Republic Act No. 10173 — Data Privacy Act of 2012
- Republic Act No. 9484 — Philippine Dental Act of 2007
- Republic Act No. 8792 — Electronic Commerce Act of 2000
- Republic Act No. 7394 — Consumer Act of the Philippines
Any dispute arising from or related to these Terms shall be submitted to the exclusive jurisdiction of the proper courts of the Philippines. The parties agree to attempt good-faith negotiation before resorting to formal legal proceedings.
12. Contact Us
If you have any questions, concerns, or requests regarding these Terms:
For data privacy concerns, You may also reach the National Privacy Commission at www.privacy.gov.ph.