Terms & Conditions

Last updated: April 2026

1. About These Terms

These Terms and Conditions govern the relationship between Dentflow Pro Ltd (Company No. 17152155, registered in England and Wales) ("DentFlow Pro", "we", "us") and any dental practice or individual ("Client", "you") that engages our services.

By signing up, paying, or using any part of the DentFlow Pro service, you agree to these terms in full.

2. Our Services

DentFlow Pro provides patient acquisition automation services including:

• Automated SMS and email responses to patient enquiries
• AI-powered lead qualification and routing
• Missed call text-back
• Appointment reminder sequences
• Post-appointment review request automation
• Reporting via Google Sheets dashboard

The exact features available depend on the pricing tier selected. We reserve the right to update or improve features with reasonable notice.

3. Payment Terms

• Fees are charged monthly in advance via Stripe
• The first payment is due before setup begins
• All prices are in GBP and exclusive of VAT (where applicable)
• Failed payments may result in service suspension after 7 days
• We do not offer refunds for part-used months, except where required by law

4. Pilot Terms

Where a 30-day pilot is agreed, the following applies:

• The pilot fee is £297 (or as otherwise agreed in writing)
• The Client may cancel at any time during the pilot with no further obligation
• If the Client continues beyond 30 days, the standard monthly fee applies

5. Client Obligations

The Client agrees to:

• Provide accurate setup information in a timely manner
• Ensure their practice website and contact channels are accessible for integration
• Inform their team of the system and how it works
• Not attempt to reverse-engineer, resell, or replicate the service
• Comply with all applicable laws, including UK GDPR and CQC guidelines

6. Data Processing

In delivering the service, DentFlow Pro will process personal data on behalf of the Client (including patient names, phone numbers, and enquiry content). This processing is governed by our Data Processing Agreement (DPA), which forms part of these terms.

The Client is the data controller. DentFlow Pro acts as the data processor. The Client is responsible for ensuring their patients are appropriately informed that their data may be processed by third-party automation systems.

7. Limitation of Liability

• DentFlow Pro is not liable for missed leads, lost revenue, or system downtime caused by third-party platforms (GoHighLevel, Twilio, Google, etc.)
• Our total liability to any Client in any 12-month period shall not exceed the total fees paid in that period
• We are not liable for any indirect, consequential, or special losses

8. Cancellation

• Either party may cancel with 30 days written notice to hello@dentflowpro.co.uk
• On cancellation, access to the system will cease at the end of the paid period
• We will delete or return client data within 30 days of cancellation on request
• DentFlow Pro may terminate immediately for non-payment or breach of these terms

9. Intellectual Property

All systems, workflows, templates, and software developed by DentFlow Pro remain our intellectual property. The Client receives a non-exclusive licence to use the service during the active subscription period only.

10. Governing Law

These terms are governed by the laws of England and Wales. Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.

11. Changes to These Terms

We may update these terms from time to time. Active clients will be notified by email at least 14 days before any material changes take effect. Continued use of the service after that date constitutes acceptance of the updated terms.

12. Contact

For any questions about these terms: hello@dentflowpro.co.uk