Terms & Conditions

Last updated: 28 July 2026

Terms & Conditions

This document forms part of the legal agreement governing the use of DentalMate, a clinic management platform operated by Piriyathu LLP. By accessing or using DentalMate, you agree to be bound by these Terms & Conditions.

Document Version: 1.0

Effective Date: 28 July 2026

Last Updated: 28 July 2026

Introduction
Definitions
Acceptance of these Terms
Eligibility
Scope of Subscription
Subscription Plans
User Accounts
Role-Based Access
Allocation of Responsibilities
Acceptable Use
Clinic Responsibilities
Clinical Responsibility
Patient Information
Artificial Intelligence Features
Intellectual Property
Feedback
Beta Features
No Reliance
Third-Party Services
Availability of the Services
Support Services
Fees and Billing
Security Responsibilities of the Clinic
Suspension of Services
Termination
Data Export Following Termination
Confidentiality
Disclaimer of Warranties
Limitation of Liability
Indemnity
Force Majeure
Assignment
Electronic Communications
Export Controls and Sanctions
Governing Law and Jurisdiction
Entire Agreement
Severability
No Waiver
Survival
Contact Information
Document Information

1. Introduction

These Terms & Conditions ("Terms") govern the access to and use of DentalMate, a cloud-based Software-as-a-Service ("SaaS") platform owned and operated by Piriyathu LLP.

DentalMate is designed to assist dental clinics with practice management, appointment scheduling, patient record management, billing, communications, prescriptions, and related administrative functions.

These Terms constitute a legally binding agreement between Piriyathu LLP and the subscribing Clinic.

By creating an account, accessing, or using DentalMate, the Clinic confirms that it has read, understood, and agreed to these Terms.

These Terms should be read together with:

Privacy Policy
Data Processing Addendum (where applicable)
Acceptable Use Policy
Refund & Cancellation Policy
Cookie Policy
Security Overview

Together, these documents form the complete legal framework governing the use of DentalMate.

2. Definitions

For the purposes of these Terms:

"DentalMate"

means the software platform, websites, APIs, applications, integrations, documentation and services operated by Piriyathu LLP.

"Piriyathu LLP"

means Piriyathu LLP, the owner and operator of DentalMate.

"Clinic"

means the organisation, dental practice, company, partnership or healthcare provider subscribing to DentalMate.

"Clinic Administrator"

means the individual authorised by a Clinic to administer its DentalMate subscription, manage users and configure system settings.

"User"

means any individual authorised by a Clinic to access DentalMate.

Users may include:

Dentists
Specialists
Receptionists
Dental Assistants
Administrative Staff
Accountants
Interns
Other authorised personnel

"Patient"

means any individual whose information is entered into DentalMate by or on behalf of a Clinic.

"Subscription"

means the licence granted by Piriyathu LLP permitting a Clinic to access DentalMate during the applicable subscription period.

"Services"

means all software, support, APIs, updates, documentation and services provided by Piriyathu LLP as part of DentalMate.

"Content"

means all information, records, files, documents, images, radiographs, prescriptions, invoices, clinical notes and other information stored within DentalMate by a Clinic.

3. Acceptance of these Terms

By:

registering a Clinic;
creating a User account;
accessing DentalMate;
using any feature of DentalMate; or
permitting another person to access DentalMate on behalf of the Clinic,

the Clinic agrees to be legally bound by these Terms.

If a User accesses DentalMate on behalf of a Clinic, that User represents that they have authority to bind the Clinic to these Terms.

If you do not agree to these Terms, you must not use DentalMate.

4. Eligibility

DentalMate is intended solely for use by:

registered dental clinics;
licensed dental professionals;
authorised healthcare organisations;
authorised employees and contractors of subscribing Clinics.

Users must be at least eighteen (18) years of age.

Piriyathu LLP may refuse, suspend or terminate access where it reasonably believes that:

inaccurate information has been provided;
access is unauthorised;
use is unlawful; or
continued access presents a security or legal risk.

5. Scope of Subscription

A DentalMate subscription grants the Clinic a limited, non-exclusive, non-transferable and revocable licence to access and use the Services during the applicable subscription period.

Unless expressly agreed in writing, a Subscription does not transfer ownership of DentalMate or any intellectual property rights.

Subscriptions are intended solely for the internal business operations of the subscribing Clinic.

The Subscription does not include the right to:

sublicense the Services;
resell the Services;
operate DentalMate as a service bureau;
provide access to unrelated organisations;
copy or commercially exploit the platform except as expressly permitted by Piriyathu LLP.

Piriyathu LLP may introduce new features, modules or services from time to time.

Some features may require separate subscriptions, additional fees or acceptance of additional terms.

6. Subscription Plans

DentalMate is offered under a single subscription that includes the full product.

Billing is available on a monthly or yearly basis. Both billing options include the same features and entitlements.

Piriyathu LLP may modify subscription pricing or offerings prospectively.

Changes will not reduce paid entitlements during an active subscription period except where reasonably necessary for security, legal compliance or operational reasons.

7. User Accounts

Each User must have an individual account unless otherwise permitted by Piriyathu LLP.

The Clinic Administrator is responsible for:

creating User accounts;
assigning User roles;
disabling accounts when access is no longer required;
maintaining accurate account information.

The Clinic is responsible for all activity performed using accounts issued to its Users.

Users must:

maintain the confidentiality of their credentials;
promptly report suspected unauthorised access;
use DentalMate only for authorised Clinic purposes.

Piriyathu LLP may require identity verification before restoring account access.

8. Role-Based Access

DentalMate uses role-based access controls.

Access to features and information depends upon permissions assigned by the Clinic Administrator.

Piriyathu LLP is not responsible for permissions assigned by the Clinic.

The Clinic remains responsible for ensuring Users have only the access reasonably necessary for their duties.

Piriyathu LLP may introduce additional permission controls over time to improve platform security.

9. Allocation of Responsibilities

To avoid uncertainty, the responsibilities of Piriyathu LLP and the Clinic are allocated as follows.

| Piriyathu LLP | Clinic | |---------------|--------| | Operates the DentalMate platform | Provides healthcare services | | Maintains infrastructure | Determines what information is entered | | Provides software updates | Obtains patient consent where required | | Implements reasonable security measures | Assigns User permissions | | Maintains platform availability on a commercially reasonable basis | Maintains the accuracy of patient records | | Provides customer support | Makes all clinical decisions | | Processes information primarily on behalf of the Clinic | Complies with healthcare, privacy and taxation laws | | Maintains backups as part of operational processes | Determines when records are retained, exported or deleted | | Provides technical tools | Remains responsible for patient treatment and outcomes |

Nothing in these Terms transfers responsibility for patient care, diagnosis, prescriptions, treatment decisions or compliance with professional obligations from the Clinic to Piriyathu LLP.

10. Acceptable Use

The Clinic and its Users must use DentalMate only for lawful business and healthcare administration purposes.

Users must comply with these Terms, applicable laws and all reasonable security requirements communicated by Piriyathu LLP.

The Clinic must ensure that only authorised Users access DentalMate.

Without limiting any other provision of these Terms, the Clinic and its Users must not:

use DentalMate for any unlawful purpose;
attempt to gain unauthorised access to another Clinic's information;
interfere with the operation or security of DentalMate;
upload malware, ransomware, viruses or other malicious code;
reverse engineer, decompile or attempt to discover the source code of DentalMate except where expressly permitted by applicable law;
perform penetration testing or vulnerability scanning without prior written authorisation from Piriyathu LLP;
use automated tools in a manner that negatively affects platform stability;
share user credentials between multiple individuals;
impersonate another person or organisation;
upload content that infringes the intellectual property rights of another person;
use DentalMate to distribute unsolicited communications or spam;
use DentalMate in any manner that could damage, disable or impair the platform.

Piriyathu LLP may investigate suspected misuse and may suspend or restrict access where reasonably necessary to protect the platform, other customers or applicable legal rights.

11. Clinic Responsibilities

The Clinic remains solely responsible for the manner in which DentalMate is used within its organisation.

Without limitation, the Clinic is responsible for:

ensuring the accuracy of information entered into DentalMate;
obtaining all patient consents, permissions and authorisations required by applicable law;
assigning appropriate User roles and permissions;
maintaining the confidentiality of user credentials;
ensuring Users receive appropriate training;
complying with healthcare, privacy, taxation and employment laws applicable to the Clinic;
reviewing information before relying upon it;
maintaining appropriate contingency procedures for business continuity.

The Clinic must promptly notify Piriyathu LLP of any suspected unauthorised access, compromise of user credentials or security incident relating to its account.

12. Clinical Responsibility

DentalMate is an administrative software platform.

Piriyathu LLP does not provide healthcare services.

Nothing within DentalMate should be interpreted as:

medical advice;
dental advice;
clinical guidance;
diagnosis;
treatment recommendation;
prescription advice;
emergency medical assistance.

All clinical decisions remain exclusively the responsibility of qualified healthcare professionals engaged by the Clinic.

The Clinic remains solely responsible for:

diagnoses;
prescriptions;
treatment planning;
patient referrals;
informed consent;
clinical documentation;
compliance with professional obligations;
compliance with healthcare regulations.

Piriyathu LLP accepts no responsibility for clinical decisions made by the Clinic or its Users.

13. Patient Information

The Clinic determines:

which Patient Information is entered into DentalMate;
how such information is used;
which Users may access such information;
when such information is corrected;
when such information is deleted.

Piriyathu LLP processes Patient Information primarily on behalf of the Clinic for the purposes of providing the Services.

Nothing in these Terms transfers ownership of Patient Information to Piriyathu LLP.

The Clinic represents and warrants that it has all rights, permissions and legal authority necessary to process Patient Information using DentalMate.

Where required by applicable law, the Clinic is responsible for obtaining valid patient consent before processing Patient Information.

14. Artificial Intelligence Features

DentalMate may introduce AI-powered functionality from time to time.

Unless expressly stated otherwise:

AI functionality is provided to assist Users and does not replace professional judgement.
AI-generated outputs may contain inaccuracies or omissions.
Users must independently review AI-generated content before relying upon it.
Patient Information is not used to train general-purpose AI models.
AI functionality may be modified, suspended or withdrawn at any time.

Piriyathu LLP does not warrant that AI-generated outputs are complete, accurate or suitable for clinical use.

The Clinic remains solely responsible for verifying all clinical information before relying upon AI-generated outputs.

15. Intellectual Property

DentalMate, including its software, source code, object code, user interfaces, documentation, designs, trademarks, logos, databases, graphics, text and other materials, is owned by or licensed to Piriyathu LLP and is protected by applicable intellectual property laws.

Except as expressly permitted by these Terms, no licence is granted to copy, modify, distribute, reproduce, create derivative works from, reverse engineer or commercially exploit any part of DentalMate.

The Clinic retains ownership of the Content it submits to DentalMate.

The Clinic grants Piriyathu LLP a limited, non-exclusive, worldwide licence to host, process, transmit, back up and otherwise use such Content solely to provide, maintain, secure and improve DentalMate.

This licence automatically terminates when the applicable Content is permanently removed from our active systems, subject to reasonable retention of backups, audit records and information required by law.

16. Feedback

The Clinic and its Users may voluntarily provide suggestions, ideas, enhancement requests, comments or other feedback regarding DentalMate.

Unless otherwise agreed in writing:

Piriyathu LLP may use such feedback without restriction;
no compensation shall be payable for feedback;
feedback does not create any confidentiality obligation unless expressly agreed.

The Clinic represents that it has the authority to provide such feedback.

17. Beta Features

From time to time Piriyathu LLP may make available features identified as:

Beta
Preview
Early Access
Experimental
Pilot

Beta Features are provided for evaluation purposes.

Accordingly:

Beta Features may contain defects;
functionality may change without notice;
Beta Features may be discontinued at any time;
Beta Features may not be supported to the same standard as generally available functionality.

To the maximum extent permitted by applicable law, Beta Features are provided "as available" without additional warranties.

Use of Beta Features is entirely at the Clinic's discretion.

18. No Reliance

DentalMate is intended to assist Clinics in managing their operations.

The Clinic acknowledges that it should not rely exclusively upon DentalMate for:

emergency operations;
disaster recovery;
patient safety;
statutory compliance;
business continuity.

The Clinic should maintain appropriate operational procedures, contingency plans and independent professional judgement appropriate to its practice.

Nothing in DentalMate removes or reduces the professional responsibilities of healthcare providers.

19. Third-Party Services

DentalMate may integrate with or rely upon third-party products and services to deliver certain functionality.

These services may include, without limitation:

Cloud infrastructure providers;
Authentication providers;
Messaging providers;
Email delivery providers;
Payment service providers;
Analytics providers;
Infrastructure monitoring providers; and
Other operational vendors engaged by Piriyathu LLP from time to time.

Examples of providers currently used include:

Cloudflare
Google
Infobip
Brevo

These providers operate independently of Piriyathu LLP.

Accordingly:

their availability may affect certain features of DentalMate;
their terms, privacy policies and service levels apply to services they provide;
Piriyathu LLP is not responsible for outages, interruptions or failures caused by third-party providers beyond our reasonable control.

Piriyathu LLP may replace, remove or introduce service providers where reasonably necessary for operational, commercial, security or technical reasons.

20. Availability of the Services

Piriyathu LLP aims to provide a reliable and secure platform.

However, DentalMate is provided as an internet-based service and uninterrupted availability cannot be guaranteed.

The availability of DentalMate may be affected by:

scheduled maintenance;
emergency maintenance;
software updates;
infrastructure failures;
internet connectivity issues;
failures of third-party providers;
denial-of-service attacks;
events beyond our reasonable control.

Piriyathu LLP may temporarily suspend access where reasonably necessary to:

maintain platform security;
investigate suspected misuse;
perform maintenance;
implement updates;
comply with legal obligations.

Reasonable efforts will be made to minimise service interruptions where practicable.

21. Support Services

Piriyathu LLP provides customer support through the support channels made available from time to time.

Support may include:

technical assistance;
issue investigation;
configuration guidance;
assistance with platform functionality.

Support does not include:

clinical advice;
legal advice;
taxation advice;
custom software development unless separately agreed;
data entry services.

Support response times may vary depending upon:

issue severity;
subscription plan;
business hours;
operational workload.

Unless expressly agreed in writing, Piriyathu LLP does not guarantee specific response or resolution times.

22. Fees and Billing

The Clinic agrees to pay all applicable subscription fees, taxes and other charges associated with its use of DentalMate.

Subscription fees are payable in accordance with the applicable subscription plan or separate commercial agreement.

Unless otherwise agreed:

subscription fees are payable in advance;
fees are non-refundable except where required by law or expressly stated in the Refund & Cancellation Policy;
taxes are payable in addition to subscription fees where applicable.

Failure to make payment when due may result in:

suspension of access;
restriction of certain features;
termination of the Subscription.

Piriyathu LLP reserves the right to revise pricing for future subscription periods upon reasonable notice.

23. Security Responsibilities of the Clinic

While Piriyathu LLP is responsible for securing the DentalMate platform, the Clinic remains responsible for the security of its own environment.

The Clinic must take reasonable steps to:

secure devices used to access DentalMate;
maintain updated operating systems and browsers;
use strong passwords or authentication methods where available;
prevent unauthorised access to Clinic devices;
promptly disable access for departing personnel;
protect local networks from unauthorised access;
report suspected security incidents without unreasonable delay.

Piriyathu LLP is not responsible for security incidents arising from:

compromised Clinic devices;
weak passwords;
credential sharing;
malware within the Clinic's own environment;
unauthorised access resulting from the Clinic's failure to maintain reasonable security practices.

24. Suspension of Services

Piriyathu LLP may suspend or restrict access to DentalMate immediately where reasonably necessary to:

protect platform security;
investigate suspected unlawful activity;
prevent harm to other customers;
comply with applicable law;
respond to lawful governmental requests;
address material breaches of these Terms;
prevent abuse of the platform;
address non-payment of subscription fees.

Where reasonably practicable, Piriyathu LLP will notify the Clinic before or promptly after a suspension.

Suspension does not relieve the Clinic of any obligation to pay fees that have already become due.

25. Termination

Either party may terminate the Subscription in accordance with the applicable subscription agreement.

Piriyathu LLP may terminate or refuse continued access where:

these Terms are materially breached;
continued access presents a security risk;
continued access would violate applicable law;
subscription fees remain unpaid;
fraudulent or unlawful activity is reasonably suspected.

Upon termination:

the Clinic's right to access DentalMate will cease;
User accounts may be disabled;
data export may be requested in accordance with these Terms and the Privacy Policy;
Piriyathu LLP may retain information where reasonably required for legal, operational or security purposes.

Termination does not affect rights or obligations that accrued before termination.

26. Data Export Following Termination

The Clinic may request an export of its data following termination, subject to:

written request by an authorised Clinic Administrator;
verification of authority;
settlement of outstanding contractual obligations where applicable;
operational feasibility.

Migration exports are generally processed within ten (10) to fifteen (15) business days.

Export formats may vary depending on operational considerations.

Certain internal operational information, audit logs, security records or system-generated information may not form part of exported datasets.

Following completion of the export period, Piriyathu LLP may securely remove operational information from active systems in accordance with its retention practices.

27. Confidentiality

Each party acknowledges that it may receive confidential information belonging to the other party.

Confidential Information includes, without limitation:

business information;
pricing information;
technical information;
source code;
security practices;
product roadmaps;
patient information;
non-public operational information.

Each party agrees to:

use Confidential Information solely for the purposes of the Subscription;
protect Confidential Information using reasonable safeguards;
disclose Confidential Information only where authorised or legally required.

These obligations do not apply to information that:

is publicly available without breach of these Terms;
was lawfully known before disclosure;
is independently developed without use of Confidential Information;
is lawfully obtained from another source without confidentiality obligations.

The confidentiality obligations survive termination of these Terms.

28. Disclaimer of Warranties

To the maximum extent permitted by applicable law, DentalMate is provided on an "as available" and "as is" basis.

While Piriyathu LLP makes reasonable efforts to provide a reliable and secure platform, we do not warrant that:

the Services will be uninterrupted;
the Services will be error-free;
every defect will be corrected;
the Services will meet every operational requirement of the Clinic;
the Services will always be compatible with third-party systems;
information stored within DentalMate will never be lost, corrupted or delayed.

The Clinic acknowledges that internet-based services inherently involve technical risks.

Except as expressly stated in these Terms, all warranties, representations and conditions, whether express, implied or statutory, are excluded to the maximum extent permitted by law.

29. Limitation of Liability

To the fullest extent permitted by applicable law:

Piriyathu LLP shall not be liable for any:

indirect loss;
consequential loss;
incidental loss;
exemplary damages;
punitive damages;
loss of profits;
loss of revenue;
loss of goodwill;
loss of business opportunity;
loss of anticipated savings;
business interruption;
loss arising from third-party services.

Piriyathu LLP shall not be liable for losses arising from:

incorrect clinical decisions;
inaccurate information entered by the Clinic;
failure by the Clinic to maintain appropriate backups of exported reports;
unauthorised access resulting from compromised Clinic credentials or devices;
misuse of the Services by Users;
failures of internet connectivity;
failures of third-party providers;
force majeure events.

To the maximum extent permitted by law, the aggregate liability of Piriyathu LLP arising out of or relating to the Services shall not exceed the total subscription fees actually paid by the Clinic during the twelve (12) months immediately preceding the event giving rise to the claim.

Nothing in these Terms excludes liability that cannot lawfully be excluded under applicable law.

30. Indemnity

The Clinic agrees to indemnify and hold harmless Piriyathu LLP, its partners, officers, employees and authorised representatives from claims, liabilities, losses, damages, costs and reasonable legal expenses arising from:

the Clinic's breach of these Terms;
unlawful use of DentalMate;
infringement of third-party rights by information submitted by the Clinic;
the Clinic's failure to obtain required patient consents;
clinical decisions made by the Clinic;
healthcare services provided by the Clinic;
violations of applicable laws by the Clinic or its Users.

This indemnity applies only to the extent permitted by applicable law.

31. Force Majeure

Piriyathu LLP shall not be liable for any delay or failure to perform its obligations where such delay or failure results from events beyond our reasonable control.

Such events may include:

natural disasters;
floods;
fire;
earthquakes;
pandemics;
epidemics;
war;
terrorism;
civil unrest;
labour disputes;
governmental actions;
internet outages;
failures of telecommunications providers;
failures of cloud infrastructure providers;
widespread cyber-attacks;
power failures.

Performance of affected obligations shall be suspended for the duration of the force majeure event.

32. Assignment

The Clinic may not assign or transfer its rights or obligations under these Terms without the prior written consent of Piriyathu LLP.

Piriyathu LLP may assign or transfer these Terms:

to an affiliate;
as part of an internal restructuring;
in connection with a merger;
in connection with an acquisition;
in connection with the sale of substantially all assets relating to DentalMate.

33. Electronic Communications

The Clinic agrees that notices, disclosures and other communications may be provided electronically.

Such communications may be delivered through:

DentalMate;
registered email addresses;
the DentalMate website;
other electronic means reasonably designated by Piriyathu LLP.

Electronic communications satisfy any legal requirement that communications be in writing, to the extent permitted by applicable law.

34. Export Controls and Sanctions

The Clinic represents that neither it nor its authorised Users will use DentalMate in violation of applicable export control laws, trade sanctions or other applicable restrictions.

Piriyathu LLP may suspend access where reasonably necessary to comply with applicable legal obligations.

35. Governing Law and Jurisdiction

These Terms shall be governed by and interpreted in accordance with the laws of India.

Subject to any mandatory consumer protection laws that apply, the courts located in Alappuzha, Kerala, India shall have exclusive jurisdiction over disputes arising out of or relating to these Terms.

Before commencing legal proceedings, the parties will use reasonable efforts to resolve disputes through good-faith discussions.

36. Entire Agreement

These Terms, together with the following documents (as applicable):

Privacy Policy;
Data Processing Addendum;
Acceptable Use Policy;
Refund & Cancellation Policy;
Cookie Policy;
Security Overview; and
any written Subscription or Order Agreement,

constitute the entire agreement between Piriyathu LLP and the Clinic relating to DentalMate.

They supersede all previous discussions, understandings and representations relating to the Services.

37. Severability

If any provision of these Terms is found to be invalid, unlawful or unenforceable, that provision shall be interpreted or modified to the minimum extent necessary to make it enforceable.

If modification is not possible, the affected provision shall be severed.

The remaining provisions shall continue in full force and effect.

38. No Waiver

Failure by Piriyathu LLP to enforce any provision of these Terms shall not constitute a waiver of that provision or any other provision.

Any waiver shall be effective only if made in writing.

39. Survival

The following provisions survive termination or expiry of these Terms to the extent applicable:

Intellectual Property
Confidentiality
Fees accrued before termination
Limitation of Liability
Indemnity
Governing Law
Jurisdiction
Dispute Resolution
Data Retention
Audit Logs
Privacy obligations
Any provision intended by its nature to survive termination.

40. Contact Information

Questions regarding these Terms may be directed to:

Piriyathu LLP

Alappuzha, Kerala, India

Email: support@dentalmate.app

Privacy enquiries:

privacy@dentalmate.app

Document Information

Document Name

Terms & Conditions

Product

DentalMate

Owner

Piriyathu LLP

Version

1.0

Effective Date

28 July 2026

Last Updated

28 July 2026

Final Statement

DentalMate is a software platform developed to assist dental clinics with practice management and related administrative operations.

Piriyathu LLP provides technology services only and does not provide healthcare services or assume responsibility for clinical decisions made by Clinics or their authorised Users.

By accessing or using DentalMate, the Clinic acknowledges that it has read, understood and agrees to be bound by these Terms & Conditions and the other legal documents forming part of the DentalMate legal framework.

End of Terms & Conditions

Terms & Conditions