Terms of Service - Dental Flow LLC

Last Updated: December 3, 2025

1. Acceptance of Terms

By accessing or using Dental Flow services, you agree to be bound by these Terms of Service and our Privacy Policy. If you are entering into these terms on behalf of a dental practice, you represent that you have the authority to bind that practice.

2. Service Description

Dental Flow provides dental practices with:

• Insurance eligibility verification
• Digital claim submission and tracking
• Patient cost estimation tools
• Insurance benefits management

3. HIPAA Compliance & Business Associate Agreement

3.1 BAA Requirement

As a Covered Entity under HIPAA, your practice must execute a Business Associate Agreement (BAA) with Dental Flow LLC before using our services with patient data.

3.2 Data Handling

We handle Protected Health Information (PHI) in compliance with HIPAA regulations and only for purposes outlined in our BAA.

4. Account Registration

4.1 Practice Information

You must provide accurate practice details including valid dental practice name, address, NPI numbers, and tax identification numbers.

4.2 User Accounts

• Each practice staff member must have individual credentials
• Password sharing is prohibited
• You are responsible for all activities under your account

5. Subscription & Payment

5.1 Subscription Terms

• Monthly subscription fee: $199
• Billed on the 1st of each month
• No long-term contracts; cancel anytime
• Unused API calls do not roll over

5.2 API Usage Limits

• Base plan includes 500 API calls/month
• Overage charges: $0.50 per additional call
• Excessive usage may require plan upgrade

6. Prohibited Uses

You may not use Dental Flow to submit fraudulent insurance claims, access data without proper authorization, violate dental board regulations, or reverse engineer our technology.

7. Data Ownership

7.1 Practice Data

Your practice retains ownership of all patient data and practice information submitted to Dental Flow.

7.2 Usage Data

We may collect aggregated, anonymized usage data to improve our services.

8. Service Availability

We strive for 99.9% uptime but do not guarantee uninterrupted service. Scheduled maintenance will be communicated in advance.

9. Termination

9.1 By You

You may cancel your subscription at any time. Data will be available for export for 30 days following cancellation.

9.2 By Us

We may suspend or terminate accounts for non-payment, violation of these terms, or illegal/fraudulent activity.

10. Limitation of Liability

Dental Flow LLC shall not be liable for insurance claim denials or delays, payer system outages or errors, incorrect patient eligibility information, or indirect/consequential damages.

11. Indemnification

You agree to indemnify Dental Flow LLC against claims arising from your misuse of the service or violation of these terms.

12. Changes to Terms

We will notify practices of material changes 30 days in advance via email. Continued use constitutes acceptance of modified terms.

13. Governing Law

These terms are governed by Texas law. Any disputes shall be resolved in courts located in Dallas County, Texas.

14. Contact Information