Terms of Service

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These Terms govern your use of DDSEMail — HIPAA-compliant email for dental practices. By creating an account you agree to acceptable-use rules, our Privacy Policy, and the HIPAA Business Associate Agreement. The Service is provided as-is, with sensible liability limits. Routing protected health information requires a service tier covered by the executed BAA.

1. Agreement

These Terms of Service ("Terms") are a binding agreement between {{TODO: legal entity name}} ("DDSEMail", "we") and the person or entity that accepts them ("you", "Customer"). By creating an account or using the Service you accept these Terms, our Privacy Policy, our Cookie Policy, and — for any flows involving protected health information — the HIPAA Business Associate Agreement.

2. What is DDSEMail?

DDSEMail provides secure, HIPAA-compliant email tooling for dental practices. Depending on your plan, this includes (a) protected alias forwarding, (b) custom-domain email, and (c) fully managed mailbox hosting, together with administration, audit logging, breach-notification infrastructure, and optional AI-assisted triage.

3. Accounts

You must provide accurate information when registering and keep your credentials confidential. You are responsible for activity under your account and must notify us of any suspected unauthorized use. Accounts are intended for use by dental practices and their authorized personnel.

4. Acceptable use

You must not, and must not allow anyone using your account to:

  • Send unsolicited commercial email, phishing, malware, or otherwise abusive content.
  • Violate the privacy or intellectual property rights of others.
  • Use the Service to harm minors or to facilitate illegal activity.
  • Attempt to defeat or probe security controls, rate limits, or quota systems.
  • Route protected health information (PHI) through the relay alias feature, which is positioned as a non-PHI surface (see the in-product warning and the BAA).
  • Reverse-engineer, resell, or rebrand the Service without written permission.

5. Intellectual property

DDSEMail, the DDSEMail wordmark, and the Service (including its software, design, and documentation) are and remain the property of {{TODO: legal entity name}} and its licensors. We grant you a limited, non-exclusive, non-transferable right to use the Service per these Terms.

You retain all rights in your own content (including emails you send or receive). You grant us the limited rights necessary to transmit, store, back up, and otherwise operate the Service on your behalf.

6. AI features

Some features use third-party large language models (currently Anthropic Claude via AWS Bedrock) to triage, summarize, or draft replies at your request. AI output is suggestion-only; you remain responsible for what you send. AI features must not be used to fabricate clinical findings or patient information.

7. Fees and billing

Pricing, billing cycle, and any free-trial terms are described at sign-up or in your order form. Unless your order states otherwise, fees are non-refundable except where required by law. Late or unpaid amounts may result in suspension after notice.

8. Service availability

We work to keep DDSEMail available, but the Service is provided "as is" and "as available". To the maximum extent permitted by law, we disclaim all implied warranties (including merchantability, fitness for a particular purpose, and non-infringement). No advice or information from us creates any warranty not expressly stated in these Terms.

9. Limitation of liability

To the maximum extent permitted by law, neither party will be liable for any indirect, incidental, special, consequential, exemplary, or punitive damages, or loss of profits, revenue, data, or goodwill, arising out of or in connection with these Terms or the Service. Each party's aggregate liability under these Terms will not exceed the fees you paid us in the twelve (12) months preceding the event giving rise to the claim.

10. Indemnification

You will defend and indemnify DDSEMail against third-party claims arising from your violation of these Terms, your acceptable-use breaches, your content, or your unlawful use of the Service.

11. Suspension and termination

We may suspend or terminate accounts that materially breach these Terms, that pose a security or compliance risk, or that we are legally required to suspend. You may terminate your account at any time. Sections that by their nature should survive termination (IP, disclaimers, liability limits, governing law) will survive.

12. Governing law and disputes

These Terms are governed by the laws of {{TODO: governing-law jurisdiction}}, excluding its conflict-of-laws rules. Subject to applicable law, disputes will be brought exclusively in the courts located in that jurisdiction, and each party consents to that venue.

13. Changes to the Terms

We may update these Terms; the "Last updated" date above reflects the most recent change. Material changes will be announced in-product or by email. Continued use after the effective date is acceptance of the updated Terms.

14. Contact

Questions about these Terms: {{TODO: legal contact email}} · {{TODO: business mailing address}}.