Terms & conditions

Terms

The agreement between your practice and Carelytics, written to be read. The short version: one flat price, month-to-month, your data stays yours, and you can leave with it at any time.

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About these terms

These Terms & Conditions (the "Terms") are an agreement between Carelytics ("Carelytics", "we", "us") and the dental practice or organization that subscribes to or uses the Carelytics platform (the "Customer", "you"). They cover the Carelytics web and mobile applications and related services (the "Platform") and the website carelytics.io (the "Website").

By creating an account, signing an order or using the Platform, you accept these Terms on behalf of your organization and confirm you are authorized to do so. If you have signed a separate written agreement with us, that agreement takes priority where it differs from these Terms.

Our Privacy Policy explains how we handle personal information and forms part of these Terms.

The Platform

Carelytics gives dental practices one place for the operational side of the practice: HR and people, scheduling and time, payroll preparation, finance and accounting, hiring, engagement, analytics and KPIs, patient communication, and inventory and ordering. It connects to your existing practice management software (PMS); it does not replace it, and your PMS remains your clinical record.

We continually improve the Platform. We may add, change or retire features, but we will not materially reduce the core functionality of your subscription during a paid billing period. We will give reasonable notice of significant changes.

Accounts and users

  • You may invite your owners, managers and team members as users. Every user must have their own login; accounts may not be shared.
  • You decide each user's role and permissions and are responsible for activity in your account.
  • Keep login details confidential and tell us promptly at info@carelytics.io if you suspect unauthorized access.
  • You must provide accurate account and billing information and keep it up to date.

Pricing, billing and taxes

  • The subscription price is $350 CAD per location per month, unless your order says otherwise. It includes every pillar, every team member and every update. There is no setup fee and no per-user pricing.
  • Subscriptions are billed monthly in advance for each active location, by the payment method on file.
  • Prices are in Canadian dollars and exclude applicable taxes (such as GST/HST, PST or QST), which are added to your invoice.
  • We may change prices with at least 60 days' written notice. The new price applies from your next billing period after the notice period; if you do not agree, you may cancel before it takes effect.
  • If a payment fails, we will let you know and give you at least 14 days to fix it before we suspend access. Your data is not deleted because of a late payment.

Optional services outside the subscription (for example, text-message volume above a fair-use level, or custom data migration) will always be quoted and agreed with you in advance.

60-day money-back guarantee

If Carelytics is not right for your practice, you can cancel within the first 60 days of your first paid subscription and we will refund the subscription fees you paid during those 60 days. Just email info@carelytics.io. The guarantee applies once per organization, to new customers, and does not cover third-party charges you incurred directly (such as fees charged by your bank or other software vendors).

Term, cancellation and your data

  • Subscriptions are month-to-month with no long-term contract and renew automatically each month until cancelled.
  • You can cancel at any time from your account settings or by emailing info@carelytics.io. Cancellation takes effect at the end of the current billing period; apart from the 60-day guarantee, fees already paid are not refunded.
  • You can add or remove locations at any time; changes apply from the next billing period.
  • After cancellation, you can export your data for 30 days. We then delete it as described in our Privacy Policy.

We may suspend or end your access if you materially breach these Terms and do not fix the breach within 30 days of our notice, or immediately if continued access would create a serious security or legal risk. Where possible, we will let you export your data first.

Your data

You own your data - the information you or your users put into the Platform or sync from your systems, including employee and patient information ("Customer Data"). You give us permission to host, process and display Customer Data only to provide, secure and support the Platform for you and as described in our Privacy Policy.

For personal information in Customer Data, you are the organization in control of it and we act as your service provider. We will:

  • Process it only on your instructions and to provide the Platform.
  • Host it in Canada and protect it with appropriate safeguards.
  • Keep it confidential and require our service providers to do the same.
  • Notify you without undue delay of any breach of security safeguards involving it, and help you meet your legal obligations.
  • Help you respond to requests from individuals to access or correct their information.

We may use aggregated, de-identified information that cannot identify you, your practice, your team or your patients to operate, benchmark and improve the Platform.

Your responsibilities

You are responsible for:

  • Having the right to share Customer Data with us, including any notices and consents required to use your team's and patients' information with the Platform.
  • Patient communications: confirming that you have the consent required by law (including Canada's Anti-Spam Legislation and applicable health privacy laws) before sending texts or emails to patients, and honouring opt-outs.
  • Payroll, finance and employment decisions: reviewing the calculations, reports and exports the Platform prepares (for example, payroll, production-based pay, time-off balances and reconciliations) before you rely on them. Carelytics prepares information; you or your payroll provider and accountant remain responsible for pay, tax and accounting filings.
  • Clinical decisions: Carelytics is not a clinical record and does not provide medical or dental advice.
  • Using the Platform in line with the law and these Terms.

Acceptable use

You and your users must not:

  • Break the law, infringe others' rights or send spam through the Platform.
  • Upload malware, or try to probe, disrupt, overload or gain unauthorized access to the Platform or other customers' data.
  • Copy, resell or sublicense the Platform, or use it to build a competing product.
  • Reverse engineer the Platform, except where the law expressly allows it.
  • Scrape the Platform or access it by automated means other than the integrations and interfaces we provide.

AI features

Some features use artificial intelligence to summarize information, draft messages or answer questions about your practice data. Figures come from our analytics engine, but AI-generated wording can still be incomplete or wrong. Review AI output before you rely on it or send it to anyone, and treat it as an aid to your judgment, not a replacement for it. We do not allow AI providers to use your data to train their models.

Integrations and third parties

The Platform connects to third-party services you choose, such as your PMS, accounting software, payroll provider, bank feeds, and email and text-message carriers. Your use of those services is governed by their own terms. We are not responsible for third-party services, their availability or changes they make, although we will work to keep our integrations running.

Availability and support

We work to keep the Platform available around the clock, apart from planned maintenance (which we schedule outside typical clinic hours where possible) and events beyond our reasonable control. Support from real people by email and phone, onboarding and training are included in your subscription; we reply within one business day.

Intellectual property and feedback

Carelytics owns the Platform, the Website, our software, designs, templates, content and trademarks. During your subscription, we give you a non-exclusive, non-transferable right for your users to use the Platform for your practice's internal operations. Nothing in these Terms transfers ownership of our intellectual property to you, or of your Customer Data to us.

If you send us ideas or feedback, we may use them to improve Carelytics without any obligation to you.

Confidentiality

Each of us will keep the other's non-public business information confidential, use it only to perform under these Terms and protect it with at least reasonable care. This does not apply to information that is public, already known, independently developed or lawfully received from someone else, or that must be disclosed by law (with notice to the other party where permitted).

Warranties and disclaimers

We will provide the Platform with reasonable skill and care, in line with its description. Apart from that and except where the law does not allow it, the Platform is provided "as is" and "as available", and we disclaim all other warranties and conditions, including implied warranties of merchantability, fitness for a particular purpose and non-infringement. We do not promise that the Platform will be uninterrupted or error-free, or that reports, KPIs, forecasts or AI output will produce any particular business result.

Limitation of liability

To the extent permitted by law:

  • Neither of us is liable for indirect, incidental, special or consequential damages, or for lost profits, revenue or goodwill, even if advised they were possible.
  • Each party's total liability arising out of these Terms is limited to the fees you paid to Carelytics in the 12 months before the event giving rise to the claim.
  • These limits do not apply to your payment obligations, to a party's breach of confidentiality, to fraud or wilful misconduct, or to anything else that cannot be limited by law.

Indemnity

You will defend and indemnify Carelytics against third-party claims arising from Customer Data you did not have the right to share, from messages you send to patients without the required consent, or from your use of the Platform in breach of these Terms or the law. We will defend and indemnify you against third-party claims that the Platform, as we provide it, infringes their Canadian intellectual property rights.

Changes to these terms

We may update these Terms from time to time. We will post the new version here and, for material changes, notify you by email or in the Platform at least 30 days before they take effect. If you do not agree, you may cancel before the changes apply; continuing to use the Platform after that date means you accept them.

General

  • Governing law: these Terms are governed by the laws of the Province of Ontario and the federal laws of Canada that apply there, and the courts of Ontario have jurisdiction, unless the law of your province requires otherwise.
  • Language: these Terms are available in English and French. Both versions are equally valid. The parties have requested that these Terms be drawn up in English and in French. Les parties ont exigé que les présentes conditions soient rédigées en anglais et en français.
  • Force majeure: neither of us is responsible for delays caused by events beyond our reasonable control.
  • Assignment: you may not transfer these Terms without our consent, except as part of a sale of your practice; we may transfer them as part of a merger or sale of our business, with notice to you.
  • Entire agreement: these Terms, your order and our Privacy Policy are the entire agreement between us about the Platform. If any part is unenforceable, the rest remains in effect. Not enforcing a right is not a waiver of it.

Contact us

Questions about these Terms? Email info@carelytics.io and a real person will get back to you within one business day.