The service, PracticePilot AI (the “Service”), is a copyrighted work owned by PracticePilot AI, Inc. (“Company”, “us”, “our”, “we”). It encompasses the practicepilotai.com website and includes all related services, applications, and tools needed to provide the Service to you, including (as applicable) AI documentation, voice intake, patient summaries, voice agent features, and analytics dashboards. Certain features of the Service may be subject to additional guidelines, terms, or rules, which will be posted on the Service in connection with such features. All such additional terms, guidelines, and rules are incorporated by reference into these Terms.
1. Accounts
1.1 Account Creation
In order to use certain features of the Service, you must register for an account (“Account”) and provide certain information as prompted by the registration form. You represent and warrant that: (a) all required registration information you submit is truthful and accurate; (b) you will maintain the accuracy of such information. You may delete your Account at any time by contacting us at the email below. Company may suspend or terminate your Account in accordance with Section 8.
1.2 Account Responsibilities
You are responsible for maintaining the confidentiality of your Account login information and are fully responsible for all activities that occur under your Account. You agree to immediately notify Company of any unauthorized use, or suspected unauthorized use of your Account or any other breach of security. Company cannot and will not be liable for any loss or damage arising from your failure to comply with these requirements.
1.3 Subscription Services
Access to certain features of the Service requires a paid subscription or paid pilot conversion, as applicable. Subscriptions are billed in advance on a recurring basis, with the period defined by the selected plan (for example, monthly or annually).
1.4 Renewal and Cancellation
Subscriptions automatically renew under the same terms unless cancelled. You can cancel your subscription by contacting the Company. Unless required by law, no refunds are provided for fees already paid, but you will maintain access until the end of the current billing period.
1.5 Payment Information and Procedures
You are required to furnish the Company with complete and accurate billing details, including your name, address, and valid payment method. In instances where automatic billing encounters issues, the Company may send an electronic invoice for manual payment within a specified timeframe.
1.6 Adjustments to Subscription Charges
The Company reserves the right to adjust pricing for subscription services. Pricing changes take effect after the conclusion of the current billing cycle. We will provide advance notice of pricing changes so you can cancel before new pricing applies. Continued use after a pricing change means you accept the new pricing.
1.7 Refund Policy
Subscription charges are generally final and non-refundable, except as mandated by applicable law. The Company may evaluate refund requests individually at its discretion.
1.8 Trial Offers
The Company may provide trials for a defined period. Billing details may be required. If you do not cancel before trial end, you authorize us to charge your payment method for the applicable subscription fees. The Company may alter or discontinue trials at any time.
1.9 Promotions
The Service may offer promotions subject to separate terms. If promotional terms conflict with these Terms, promotional terms control.
2. Access to the Service
2.1 License
Subject to these Terms, Company grants you a non-transferable, non-exclusive, revocable, limited license to use and access the Service solely for your internal business purposes (for example, within your dental practice or organization). You may not resell, distribute, or provide access to the Service to third parties except as expressly permitted by a separate written agreement with Company.
2.2 Certain Restrictions
The rights granted to you in these Terms are subject to these restrictions:
- You shall not license, sell, rent, lease, transfer, assign, distribute, host, or otherwise commercially exploit the Service, in whole or in part;
- You shall not modify, make derivative works of, disassemble, reverse compile, or reverse engineer any part of the Service;
- You shall not access the Service in order to build a similar or competitive product or service;
- Except as expressly stated, no part of the Service may be copied, reproduced, distributed, republished, downloaded, displayed, posted, or transmitted in any form.
All copyright and proprietary notices must be retained. Future releases, updates, or additions to functionality are subject to these Terms.
2.3 Modification
Company reserves the right to modify, suspend, or discontinue the Service (in whole or in part) at any time. You agree Company will not be liable for any modification, suspension, or discontinuation.
2.4 Ownership
Excluding User Content (defined below), you acknowledge all intellectual property rights in the Service and its content are owned by Company or its suppliers. These Terms do not transfer any ownership to you, except the limited license in Section 2.1.
2.5 Feedback
If you provide feedback or suggestions (“Feedback”), you assign to Company all rights in that Feedback and agree Company may use it without restriction, except where Feedback is explicitly marked by you as confidential and provided through a designated private channel.
2.6 User Eligibility
Use of the Service is permitted only if you have the legal capacity to enter into contracts and comply with these Terms and applicable laws. The Service is not intended for individuals under 18. The Service is intended primarily for use in the United States and Canada. Access from jurisdictions where access is illegal is prohibited.
2.7 Telephone Conversation Recording
By using voice features of the Service, you acknowledge and agree that call recording may be an integral part of the Service. If you use the Service to place or receive calls, you are responsible for providing any notices, obtaining any consents, and making any disclosures required under applicable laws regarding call recording and monitoring.
2.8 Text Messaging Services
By submitting a form on our website or otherwise providing your phone number to PracticePilot AI, Inc., you consent to receive informational text messages related to your inquiry and use of the Service. Message types may include demo scheduling confirmations, reminders, follow-ups, account notifications, and service updates.
Message frequency varies. Message and data rates may apply. For help, reply HELP or contact us at varun@practicepilotai.com. You may opt out at any time by replying STOP. After you send STOP, we may send a confirmation text, and you will no longer receive SMS messages unless you re-opt in.
You represent that you are the owner or customary user of the phone number provided and that you have authority to consent to receive messages at that number. Consent to receive SMS/MMS is not a condition of purchasing goods or services.
3. User Content
3.1 User Content
“User Content” means any and all information and content that a user submits to, uploads to, or uses with the Service, including practice data and patient information. You are solely responsible for your User Content and for ensuring it is collected, used, and shared in compliance with applicable laws (including HIPAA, where applicable).
Company is not obligated to backup User Content, and User Content may be deleted in accordance with these Terms, your subscription status, or applicable agreements. You are responsible for maintaining backups where needed.
3.2 License to Use User Content
You grant the Company a non-exclusive, royalty-free, fully paid-up, worldwide license to use, copy, process, transmit, and display User Content only as necessary to:
- Provide, maintain, and secure the Service;
- Perform account management, customer support, and contract performance;
- Generate outputs requested by you (including documentation, summaries, analytics, and voice interactions);
- Comply with legal obligations; and
- Perform business transfers.
De-identified and aggregated data: To the extent permitted by law and applicable agreements, Company may use de-identified and aggregated data derived from Service usage to improve the Service, develop new features, and produce benchmarking and analytics, provided such data is not reasonably identifiable to an individual.
3.3 Acceptable Use Policy
You agree not to use the Service to collect, upload, transmit, display, or distribute any User Content that:
- Violates any third-party right;
- Is unlawful, harassing, abusive, threatening, harmful, invasive of privacy, defamatory, false, intentionally misleading, obscene, or otherwise objectionable;
- Is harmful to minors; or
- Violates any law, regulation, or third-party obligations.
You also agree not to:
- Upload malware or malicious code;
- Send spam or unsolicited messages;
- Harvest other users’ data without consent;
- Interfere with Service operation;
- Attempt unauthorized access;
- Harass other users; or
- Scrape or mine the Service except as allowed by robots.txt and applicable law.
3.4 Enforcement
We may review, refuse, or remove User Content and take appropriate action if you violate these Terms, including terminating your Account.
4. Indemnification
You agree to indemnify and hold Company (and its officers, employees, and agents) harmless, including costs and attorneys’ fees, from any claim or demand due to or arising out of: (a) your use of the Service; (b) your violation of these Terms; (c) your violation of laws or regulations; or (d) your User Content. Company may assume the exclusive defense and control of any matter subject to indemnification.
5. Third-Party Links & Ads; Other Users
5.1 Third-Party Links & Ads
The Service may contain links to third-party websites and services. Company is not responsible for third-party content or practices. Use third-party services at your own risk.
5.2 Other Users
Each user is responsible for its own User Content. We do not control User Content and are not responsible for it.
5.3 Release
You release Company from claims arising out of your use of the Service, interactions with other users, or third-party links, to the extent permitted by law.
6. Disclaimers
7. Limitation on Liability
Some jurisdictions do not allow certain limitations, so some of the above may not apply to you.
8. Term and Termination
These Terms remain in effect while you use the Service. We may suspend or terminate your access at any time for any reason, including violation of these Terms. Upon termination, your right to access the Service ends immediately. Certain provisions survive termination, including Sections 2.2 through 2.6, Sections 3 through 7, and Section 10.
9. Copyright Policy
Company respects the intellectual property of others and expects users to do the same. If you believe content on the Service infringes your copyright, send a notice with the required information under 17 U.S.C. § 512(c) to the Copyright Agent listed in Section 10.9.
10. General
10.1 Changes
We may revise these Terms. If we make material changes, we may notify you by email and/or by posting a notice on the Service. Continued use after changes means you accept the updated Terms.
10.2 Dispute Resolution
10.3 Export
The Service may be subject to U.S. export control laws. You agree not to export, reexport, or transfer the Service in violation of applicable laws.
10.4 Disclosures
If you are a California resident, you may report complaints to the California Department of Consumer Affairs.
10.5 Electronic Communications
You consent to receive communications electronically and agree these communications satisfy legal writing requirements.
10.6 Entire Terms
These Terms are the entire agreement regarding your use of the Service. If any provision is unenforceable, the remainder remains in effect.
10.7 U.S. Federal Government End User Rights
The Service is a commercial item and is licensed to the U.S. Government under these Terms.
10.8 Copyright / Trademark Information
Copyright © 2026 PracticePilot AI, Inc. All rights reserved. All trademarks, logos, and service marks are owned by Company or their respective owners.