1. Agreement Overview

By subscribing to Intake.Dental (“Service”), provided by Dental Education, Inc. (“Company”, “we”, “us”, or “our”), you agree to these Terms and Conditions. This is a flexible subscription service. All Services are hosted on our infrastructure and delivered through practice-branded subdomains.

2. Subscription Terms

2.1 No Binding Contracts

Our service operates on a month-to-month or annual subscription basis. There are no binding long-term contracts, minimum commitment periods, or cancellation penalties. You are free to cancel your subscription at any time.

2.2 Billing and Payment

• Subscriptions are billed monthly or annually in advance
• Payments are processed securely through Stripe, Inc.
• Your subscription will automatically renew unless cancelled
• We do not store credit card information on our servers
• All payment processing and security is handled by Stripe's PCI-compliant infrastructure

2.3 Cancellation Policy

• Cancel anytime by emailing support@intake.dental or through your account settings
• No cancellation fees or penalties
• Access continues until the end of your current billing period
• No partial period refunds for mid-cycle cancellations, except for the initial 30-day guarantee

3. Service Description

Intake.Dental provides a comprehensive digital patient intake and practice management platform for dental practices, including:

• Digital Patient Intake Forms: Customizable, HIPAA-compliant forms delivered via practice-branded subdomains (yourpractice.intake.dental)
• Intake.Dental Chat: Secure office communication platform with team channels and direct messaging
• Virtual Consultations & Teledentistry: HIPAA-compliant video consultation tools (see Section 11)
• PMS Integration: Bi-directional synchronization with 30+ practice management systems via Sikka AI (see Section 12)
• Insurance Verification: Real-time eligibility checks and benefits breakdowns (see Section 13)
• PDF Generation: Automated professional PDF documents with electronic signatures
• Multi-language Support: Forms available in 20+ languages with automatic translation
• Marketing Analytics: Patient acquisition tracking, referral ROI, and conversion metrics
• Encryption: AES-256-GCM with proprietary dual-layer encryption for all PHI

4. Data Hosting & Security

All Services are hosted on infrastructure owned and operated by Dental Education, Inc. Our security measures include:

• AES-256-GCM encryption with proprietary dual-layer (Glyph) encryption for all PHI
• HIPAA-compliant AWS infrastructure with encryption at rest and in transit
• Isolated per-practice data environments with row-level security
• TLS 1.3 encrypted transmission protocols
• Comprehensive audit logging
• Regular security updates, audits, and vulnerability assessments

We rely on third-party infrastructure providers including Amazon Web Services, Supabase, and Stripe. Each maintains their own security and compliance programs. We maintain BAAs with all subcontractors who process PHI on our behalf.

5. Limitation of Liability

To the maximum extent permitted by law:

• We are not liable for any HIPAA violations resulting from the practice's failure to implement proper administrative, physical, or operational safeguards
• We are not responsible for data breaches resulting from compromised practice account credentials
• We are not liable for any indirect, incidental, special, consequential, or punitive damages
• Our total liability shall not exceed the amount paid by you in the 12 months preceding the claim

6. User Responsibilities

As a subscriber, you are responsible for:

• Maintaining the security of your account credentials
• Ensuring all users in your practice comply with these Terms
• Training staff on proper PHI handling
• Implementing appropriate access controls within your practice
• Ensuring HIPAA compliance in all aspects of your practice operations
• Providing accurate information during registration
• Reporting any security incidents or unauthorized access immediately

7. Intellectual Property

The Service, including all software, design, code, encryption systems, and documentation, is owned by Dental Education, Inc. and protected by intellectual property laws. Your subscription grants you a limited, non-exclusive, non-transferable license to use the Service for your dental practice operations.

You retain ownership of your patient data and practice information. By using our Services, you grant us a limited license to process this data solely for the purpose of delivering the Services.

8. Modifications to Terms

We reserve the right to modify these terms at any time. Significant changes will be communicated via email to the practice administrator at least 30 days before taking effect. Continued use of the Service after the effective date of changes constitutes acceptance of modified terms.

9. Termination

Either party may terminate this agreement:

• With 30 days written notice at the end of any billing period
• Immediately for material breach that remains uncured for 15 days after written notice
• Immediately if the other party becomes insolvent or files for bankruptcy

Upon termination, you will have 30 days to export your data. After this period, we will securely delete your data in accordance with our data retention policy and the BAA. Deletion certificates are available upon request.

10. Governing Law

These Terms are governed by the laws of the State of California, USA. Any disputes shall be resolved through binding arbitration in San Diego County, California.

11. Teledentistry & Virtual Consultations

11.1 Nature of Service

Intake.Dental provides HIPAA-compliant video consultation technology that enables dental practitioners to conduct virtual appointments with patients. Virtual consultations facilitated through the platform are intended for educational and informational purposes, including initial patient assessments, follow-up discussions, treatment plan reviews, and general oral health guidance. The platform serves as a teledentistry communication tool as defined under applicable state teledentistry laws and regulations.

11.2 Provider Responsibility & Covered Entity Status

Dental practitioners using the virtual consultation features acknowledge and agree that they are independent Covered Entities under HIPAA. As Covered Entities, practitioners bear sole responsibility for:

• All clinical content, diagnoses, treatment recommendations, and professional advice provided during virtual consultations
• Compliance with applicable state teledentistry laws, dental board regulations, and licensure requirements
• Proper informed consent, including disclosures about the limitations of virtual consultations
• Verifying their authority to provide teledentistry services in each jurisdiction where their patients are located
• Maintaining appropriate malpractice coverage for telehealth services

Dental Education, Inc. serves as a Business Associate providing the technology platform and does not practice dentistry, provide clinical advice, or direct patient care.

11.3 Communication Safeguards

The platform includes built-in safeguards during one-on-one provider-patient communications:

• Automated text suggestions and prompts to guide providers toward compliant communication practices
• Warning notifications during live sessions reminding providers of documentation and disclosure obligations
• Clear disclaimers presented to patients before, during, and after virtual consultations stating the educational and informational nature of the interaction
• Session recording disclosures and consent mechanisms where required by applicable law
• Encrypted end-to-end video transmission with no recording or storage of video content by Intake.Dental unless explicitly configured by the practice

12. Practice Management System (PMS) Integration

12.1 Sikka AI Integration

Intake.Dental offers optional bi-directional integration with dental Practice Management Systems through Sikka Software Corporation (“Sikka AI”). Sikka AI provides connectivity to 30+ PMS platforms including Dentrix, Eaglesoft, Open Dental, and others. Sikka AI is an independent third-party service provider that maintains its own Business Associate Agreement (BAA) and HIPAA compliance program.

12.2 Data Flow & Responsibility

When PMS integration is enabled, patient data may flow between Intake.Dental, Sikka AI's servers, and the practice's local PMS software. Dental Education, Inc. maintains a BAA with Sikka AI covering all PHI transmitted through the integration. Each practice authorizes this data flow by enabling the PMS integration add-on. Practices are responsible for ensuring their PMS vendor agreements permit third-party data synchronization.

12.3 Service Availability

PMS integration functionality depends on Sikka AI's service availability and compatibility with the practice's specific PMS version and configuration. Dental Education, Inc. does not guarantee uninterrupted PMS synchronization and is not liable for data synchronization delays, failures, or discrepancies caused by third-party PMS systems or Sikka AI service disruptions.

13. Insurance Verification Services

13.1 Service Description

Intake.Dental offers optional real-time insurance eligibility verification, benefits breakdowns, and coverage checks through integration with third-party insurance verification APIs. These services query insurance payer databases on behalf of the practice to retrieve patient eligibility and benefit information.

13.2 Accuracy & Limitations

Insurance verification results are provided as-is based on data returned by insurance payers and clearinghouse APIs. Dental Education, Inc. does not guarantee the accuracy, completeness, or timeliness of insurance verification data. Verification results are informational and do not constitute a guarantee of payment or coverage. Practices are responsible for confirming benefits directly with payers when necessary and for all billing decisions.

13.3 Data Handling

Insurance verification requires transmission of patient identifying information and insurance details to third-party payer networks and clearinghouses. This data is transmitted securely and in compliance with HIPAA and applicable healthcare data exchange standards (X12 EDI 270/271). By enabling insurance verification, the practice authorizes Dental Education, Inc. to transmit the necessary patient and insurance information to perform eligibility checks on the practice's behalf.

Last Updated: February 2026