Terms of Service

These terms govern use of the Synapse Dental website and application. By creating an account or using the application, you agree to them. If you are agreeing on behalf of a dental practice, you confirm you are authorised to bind that practice, and "you" means the practice.

Synapse Dental is operated from Ontario, Canada. Where a practice has signed a separate written agreement with us, that agreement governs and these terms fill the gaps.

1. What the service is

Synapse Dental is operations software for dental practices. It brings together scheduling, daily operations, staff hours, inventory and ordering, finance reporting, and marketing performance, and — where a practice connects it — mirrors data from the practice's Open Dental system so staff can work from one place.

The application is under active development and features change. We may add, alter, or withdraw features. Where a change removes something a practice relies on, we will give reasonable notice.

2. Accounts

• Accounts are issued to named individuals. Do not share credentials.
• You are responsible for what happens under your account, and for telling us promptly if you believe it has been compromised.
• A practice's administrator controls who has an account, what role each person holds, and which offices they can see. Removing someone's access is the practice's responsibility, and should be done when they leave.
• You must be at least the age of majority in your province to hold an account.

3. Acceptable use

You agree not to:

• access data belonging to a practice or office you are not authorised to see, or try to work around the access rules;
• use the application to store or send anything unlawful, or anything you have no right to store or send;
• copy, resell, sublicense, or provide the application to a third party as a service;
• reverse-engineer the application, probe it for vulnerabilities without our written permission, or interfere with its operation;
• use automated means to extract data at a scale that degrades the service for others.

4. Your data

Your data stays yours. Patient records, employment records, financial figures, and everything else a practice puts into the application remain the practice's property. We hold and process them to provide the service, and for no purpose of our own.

As the practice, you are responsible for:

• being the health information custodian for your patients' information, and obtaining whatever consents the law requires;
• the accuracy of what you or your systems put in;
• deciding who on your staff may see what, and keeping those assignments current.

How we handle information is set out in our Privacy Policy, which forms part of these terms.

5. Third-party systems

The application connects to systems we do not control, including Open Dental, Google Workspace, and Google Cloud. Your use of those systems is governed by their own terms, and you are responsible for holding the licences and permissions they require. If one of them changes or becomes unavailable, features that depend on it may stop working.

6. The figures are information, not advice

This matters most in three places. Clinical: recall lists, insurance eligibility, and treatment tracking are drawn from your practice management system and may be incomplete or out of date — clinical judgement is yours. Payroll: hours, premiums, and bonus figures are reports only; the application does not pay anyone, and the amounts must be checked before they are used. Financial: production, accounts receivable, and performance figures are derived from mirrored data and are not a substitute for your accounting records.

7. Availability

We aim to keep the service running and to give notice of planned maintenance, but we do not promise uninterrupted availability. The service depends on third-party infrastructure and on your own practice's systems and network. Unless a separate written agreement says otherwise, the application is provided "as is", without warranties of any kind, express or implied, including merchantability and fitness for a particular purpose.

8. Limitation of liability

To the fullest extent the law allows, neither party is liable for indirect, incidental, special, or consequential losses, or for lost profits, lost revenue, or lost data, arising out of the use of the application.

Our total liability to a practice for any claim relating to the application is limited to the amounts that practice paid us in the twelve months before the claim arose, or, where the application has been provided at no charge, to one hundred Canadian dollars.

Nothing in these terms limits liability that cannot be limited by law, including liability for fraud or for death or personal injury caused by negligence.

9. Indemnity

You will indemnify us against claims brought by a third party arising from your use of the application in breach of these terms, or from data you put into it that you had no right to put there.

10. Fees

Fees, billing, and any trial or early-access arrangement are set out in the separate agreement or order form between us. Where no fee has been agreed, the application is provided at no charge and may be withdrawn on reasonable notice.

11. Suspension and termination

You may stop using the application at any time, and a practice may ask us to close its account. We may suspend access where it is being used in a way that breaks these terms, threatens the security of the service, or is required to stop by law — and where we do, we will tell you why and, where practical, first give you a chance to put it right.

On termination, we will make the practice's data available for export for a reasonable period and then delete it, as described in the Privacy Policy.

12. Changes to these terms

We may update these terms. The date at the top of this page shows when they last changed, and we will tell the practices that use the application before a material change takes effect. Continuing to use the application after that means you accept the updated terms.

13. Governing law

These terms are governed by the laws of the Province of Ontario and the federal laws of Canada that apply there. The courts of Ontario have exclusive jurisdiction, and both parties submit to them.

14. Contact

Email hello@synapsedental.ca with any question about these terms.