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Terms of Service

Last updated: July 29, 2026

1. Acceptance of Terms

By accessing or using ToothNote.ai (“the Service”), operated by FSHBWL AI LLC (“we,” “us,” or “our”), you agree to be bound by these Terms of Service. If you do not agree to these terms, do not use the Service.

2. Description of Service

ToothNote.ai is an AI-powered dental correspondence and clinical documentation platform. The Service enables dental professionals to:

  • Record voice dictations and patient encounters
  • Generate AI-powered referral letters and SOAP notes from audio recordings
  • Deliver letters via email to referring doctors
  • Manage patient and referring doctor records

3. Eligibility

The Service is intended for use by licensed dental professionals and their authorized staff. By using the Service, you represent that you are a licensed dental professional or are authorized to use the Service on behalf of a licensed dental practice.

4. Account Responsibilities

  • You are responsible for maintaining the confidentiality of your account credentials
  • You are responsible for all activity that occurs under your account
  • You must notify us immediately of any unauthorized use of your account
  • Practice administrators are responsible for managing team member access and permissions

5. AI-Generated Content

All AI-generated content (referral letters, SOAP notes, transcriptions) must be reviewed and approved by a licensed clinician before use.

  • AI-generated content is provided as a drafting aid, not as a substitute for professional clinical judgment
  • The clinician who approves and sends a letter or note assumes full responsibility for its accuracy and clinical appropriateness
  • We do not guarantee the accuracy, completeness, or clinical correctness of AI-generated content
  • AI models may occasionally produce errors, omissions, or hallucinated content — always verify before sending

6. HIPAA and Compliance

We provide tools to help dental practices maintain HIPAA compliance, including encryption, audit logging, and access controls. However:

  • Each practice is responsible for its own HIPAA compliance, including obtaining patient consent for recording and appropriate use of the Service
  • Practices must enter into a Business Associate Agreement (BAA) with ToothNote.ai before processing Protected Health Information (PHI). Contact [email protected] to request a BAA.
  • Do not record patients without their informed consent as required by applicable law

7. Acceptable Use

You agree not to:

  • Use the Service for any unlawful purpose
  • Attempt to gain unauthorized access to any part of the Service or its systems
  • Upload malicious content, viruses, or code designed to disrupt the Service
  • Share account credentials with unauthorized individuals
  • Use the Service to generate content for purposes other than legitimate clinical communication
  • Reverse-engineer, decompile, or disassemble any part of the Service

8. Payment and Billing

Paid features of the Service are billed on a monthly subscription basis. You agree to pay all fees associated with your selected plan. We may change pricing with 30 days written notice. Refunds are handled on a case-by-case basis — contact [email protected].

9. Intellectual Property

The Service, including its design, code, and AI models, is the property of FSHBWL AI LLC. Content you create using the Service (letters, notes, recordings) remains your property. By using the Service, you grant us a limited license to process your content solely for the purpose of providing the Service.

10. Limitation of Liability

To the maximum extent permitted by law, ToothNote.ai and FSHBWL AI LLC shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to loss of profits, data, or goodwill, arising out of or related to your use of the Service. Our total liability for any claim arising from the Service shall not exceed the fees you paid in the 12 months preceding the claim.

11. Disclaimer of Warranties

The Service is provided “as is” and “as available” without warranties of any kind, express or implied, including but not limited to warranties of merchantability, fitness for a particular purpose, and non-infringement. We do not warrant that the Service will be uninterrupted, error-free, or free of harmful components.

12. Termination

We may suspend or terminate your access to the Service at any time for violation of these terms. You may cancel your account at any time by contacting [email protected]. Upon termination, your data will be retained per our data retention policy and applicable legal requirements.

13. Changes to These Terms

We may update these Terms of Service from time to time. We will notify you of material changes via email or a notice on the Service. Continued use after changes constitutes acceptance of the revised terms.

14. Governing Law

These Terms shall be governed by and construed in accordance with the laws of the State of California, without regard to its conflict of law provisions.

15. Contact Us

If you have questions about these Terms, contact us at:

ToothNote.ai
FSHBWL AI LLC
Email: [email protected]
Web: https://toothnote.ai