Terms & Conditions

1. Acceptance of Terms

By visiting our websites, creating an account, purchasing a subscription, clicking an acceptance button, signing an order form, or otherwise using IntakeIQ or related DentCMO services, you acknowledge that you have read, understood, and agree to be bound by these Terms.

If you use the Services on behalf of a dental practice, company, or other organization, you represent that you have authority to bind that organization. If you do not agree to these Terms, do not access or use the Services.

2. About IntakeIQ

IntakeIQ is a patient opportunity management and communications platform for dental practices. Depending on the selected plan and configuration, the Services may include patient inquiry tracking, workflow management, notes, source attribution, dashboard texting, follow-up tools, reporting, Google Business Profile growth services, consulting, and related functionality.

IntakeIQ is an operational and marketing-support platform. It is not a clinical decision-support tool, emergency service, medical device, law firm, accounting service, or substitute for professional judgment.

3. Eligibility and authority

You must be at least 18 years old and legally capable of entering into a binding agreement. Organizations are responsible for ensuring that each user is properly authorized and that access is limited to personnel with a legitimate business need.

4. Accounts and access

You agree to provide accurate, current, and complete account information and to keep it updated. You are responsible for all activity under your account and for protecting usernames, passwords, authentication methods, and other credentials.

You must promptly notify us of suspected unauthorized access or compromised credentials. You may not share individual credentials, permit unauthorized access, or attempt to bypass security, plan, or usage restrictions.

5. Customer responsibilities

You are responsible for your use of the Services, the actions of your users, the accuracy and legality of information submitted, and compliance with all laws, professional rules, contracts, and consent requirements applicable to your organization.

• Obtain all permissions and consents required to collect, enter, use, store, and communicate information through IntakeIQ.
• Use patient and prospect information only for lawful and appropriate purposes.
• Maintain your own privacy notices, consent language, recordkeeping, and internal policies.
• Review and verify messages, workflows, statuses, reports, and other outputs before relying on them.
• Maintain reasonable administrative, technical, and physical safeguards within your organization.

You are solely responsible for clinical decisions, treatment, patient care, emergency procedures, professional obligations, and compliance requirements specific to your practice.

6. Acceptable use

You may use the Services only for lawful business purposes. You may not send unlawful, deceptive, abusive, harassing, fraudulent, or unsolicited communications; use purchased, rented, scraped, or improperly obtained contact lists; send messages without required consent; upload malware; interfere with the Services; attempt unauthorized access; reverse engineer or resell the Services without authorization; or infringe the rights of others.

We may investigate suspected misuse and cooperate with carriers, service providers, regulators, courts, and law-enforcement authorities when appropriate.

7. Patient data, privacy, and healthcare information

As between DentCMO and a dental practice customer, the customer generally determines the purposes and means of processing patient and prospect information submitted to IntakeIQ. DentCMO processes that information to provide and support the Services.

The customer represents that it has lawful authority to provide information to IntakeIQ and instruct us to process it. The customer remains responsible for privacy, healthcare, advertising, telemarketing, and communications obligations.

Any business associate agreement, data-processing agreement, or similar agreement applies only if separately executed by authorized representatives. No statement on this website by itself guarantees that every customer configuration is compliant with HIPAA or any other specific law.

8. SMS messaging terms

IntakeIQ may enable participating dental practices to send and receive conversational, transactional, and customer-care text messages, including responses to inquiries, scheduling, reminders, confirmations, follow-up communications, and requests for information.

Consent

Each dental practice is responsible for obtaining and documenting all consent required before sending messages. Consent may be collected through a website form, verbally during scheduling or registration, through written materials, or through another clearly disclosed opt-in method permitted by law.

Where required, consent to receive automated or promotional messages is not a condition of purchasing goods or services.

Message frequency and charges

Message frequency varies based on the recipient's interactions, appointment activity, requests, and the communication practices of the applicable dental practice. Message and data rates may apply.

Opt-out and help

Recipients may reply STOP to opt out of further SMS messages from the applicable messaging program and HELP for assistance. A confirmation message may be sent after an opt-out request.

Carrier limitations

Wireless carriers and messaging providers are not liable for delayed or undelivered messages. Delivery is not guaranteed and may be affected by carrier filtering, network availability, device settings, consent status, or other factors outside our control.

9. Subscriptions, fees, and billing

Pricing, billing frequency, included features, implementation services, and subscription duration are described on the applicable pricing page, order form, proposal, invoice, or checkout screen.

You authorize us and our payment processors to charge applicable fees, taxes, and approved usage charges using the payment method provided. Unless otherwise stated in writing, recurring subscriptions renew automatically until canceled.

Fees are non-refundable except where required by law or expressly stated in a written agreement. Failure to pay may result in suspension or termination. We may change pricing prospectively upon reasonable notice.

10. Third-party services and integrations

The Services may depend on or integrate with third-party platforms, carriers, hosting providers, payment processors, analytics providers, form providers, advertising platforms, and other vendors. We do not control third-party services and are not responsible for their availability, security, terms, or actions.

Your use of third-party services may be subject to separate terms and fees.

11. Intellectual property

DentCMO LLC and its licensors retain all rights, title, and interest in IntakeIQ, our websites, software, designs, workflows, documentation, trademarks, branding, content, and related technology, excluding customer-provided data.

Subject to these Terms and payment of applicable fees, we grant you a limited, non-exclusive, non-transferable, revocable right to use the Services for your internal business operations during the applicable subscription term.

12. Service availability and changes

We may modify, update, replace, or discontinue features to improve the Services, address security or compliance needs, respond to vendor changes, or support business operations. We do not guarantee uninterrupted or error-free availability.

Planned maintenance, emergencies, third-party outages, carrier disruptions, internet failures, and events outside our reasonable control may affect access or delivery.

13. Suspension and termination

You may stop using the Services or cancel as provided in your subscription or written agreement. We may suspend or terminate access for nonpayment, security risk, unlawful use, material breach, carrier or vendor requirements, or conduct that threatens the Services or others.

Upon termination, your right to use the Services ends. Provisions that by their nature should survive will remain effective, including payment obligations, intellectual property, disclaimers, liability limits, indemnification, and governing law.

14. Disclaimers

To the fullest extent permitted by law, the Services are provided "as is" and "as available." We disclaim all warranties, express or implied, including merchantability, fitness for a particular purpose, non-infringement, accuracy, availability, and results.

We do not guarantee patient response, appointment volume, revenue, rankings, marketing performance, message delivery, regulatory approval, or any specific business outcome.

15. Limitation of liability

To the fullest extent permitted by law, DentCMO LLC and its owners, employees, contractors, affiliates, and licensors will not be liable for indirect, incidental, special, consequential, exemplary, or punitive damages, or for lost profits, revenue, data, goodwill, or business opportunities.

Our aggregate liability arising from or related to the Services will not exceed the amounts paid by the Customer to DentCMO LLC for the affected Services during the six months preceding the event giving rise to the claim.

16. Indemnification

You agree to defend, indemnify, and hold harmless DentCMO LLC and its owners, employees, contractors, affiliates, and licensors from claims, damages, losses, liabilities, costs, and expenses arising from your data, messages, consent practices, use of the Services, violation of law, infringement of rights, or breach of these Terms.

17. Governing law and venue

These Terms are governed by the laws of the State of New York, without regard to conflict-of-law principles. Any dispute not subject to a separate written dispute-resolution agreement will be brought in the state or federal courts located in New York, and the parties consent to their jurisdiction.

18. Changes to these Terms

We may update these Terms to reflect changes in the Services, law, technology, or business practices. We will revise the "Last updated" date when changes are made. Material changes may also be communicated through the website, software, email, or another reasonable method.

19. General provisions

These Terms, together with the Privacy Policy and any applicable written order form or agreement, constitute the entire agreement concerning the Services. If any provision is unenforceable, the remaining provisions remain in effect.

You may not assign these Terms without our prior written consent. We may assign them in connection with a merger, acquisition, reorganization, sale of assets, or similar transaction. Failure to enforce a provision is not a waiver.

20. Contact us