OneDoctor Terms of Use

OneDoctor is management software for dental clinics and practices, with artificial intelligence answering patients on WhatsApp. It is operated by [company legal name], CNPJ (Brazilian company registration number) [to be defined], referred to here as OneDoctor.

These terms apply to the website, the web dashboard, the desktop app, the public pages sent to patients (booking, treatment plan, confirmation, health history form, survey and payment) and any other service under the OneDoctor brand. By creating an account, you declare that you have read and agree to these terms and to the Privacy policy.

Whoever creates the account does so on behalf of the clinic or professional that uses OneDoctor, referred to here as the customer, and declares that they are authorized to do so.

The customer provides accurate information when signing up and keeps it up to date.

• Each team member uses their own login. Shared logins are prohibited.
• The account owner decides who joins the clinic and what each person can see and do.
• The customer keeps passwords safe and notifies OneDoctor as soon as they suspect unauthorized access.
• Everything done with the clinic's logins is the customer's responsibility.

Every new account gets a 7-day free trial, with no credit card. After the trial, use continues upon subscription to one of the plans published at onedoctor.io.

• The subscription is monthly, paid by credit card and renewed automatically every month.
• Payments are processed by Stripe. OneDoctor neither sees nor stores the full card number.
• The customer can change plans or cancel at any time on the Subscription screen of the dashboard. Cancellation takes effect at the end of the month already paid.
• A month already paid is not partially refunded. If the contract is entered into by a consumer, the 7-day right of withdrawal under art. 49 of the Código de Defesa do Consumidor (Brazilian Consumer Protection Code) applies.
• Price adjustments are announced at least 30 days in advance and apply from the following renewal.
• If a payment fails, Stripe retries for a few days. If payment remains outstanding, the account becomes read-only until it is settled.

Prices include the taxes applicable to OneDoctor. Paid messages charged by Meta on WhatsApp, if any, follow Meta's own rules.

The customer agrees to use OneDoctor in accordance with the law and with the rules of the connected platforms. In particular, the customer:

• has a legal basis to process the patient data it puts into OneDoctor and informs patients about that processing;
• only sends messages to people who have agreed to receive them and follows the WhatsApp Business commerce policy;
• complies with the Código de Ética Odontológica (Brazilian Dental Code of Ethics) and the rules of the Conselho Federal de Odontologia (Federal Council of Dentistry) on advertising and patient care;
• does not use OneDoctor for spam, fraud, illegal content or attempts to access other clinics' data;
• does not copy, resell, reverse engineer or deliberately overload the service.

Use that puts patients, other clinics or the service at risk may lead to immediate suspension of the account, with notice to the customer.

The OneDoctor assistant answers patients, suggests times, books, confirms and sends reminders for appointments based on the information the clinic enters. Its purpose is to organize patient communication.

• The assistant does not diagnose, does not recommend treatment and does not replace the dentist's assessment.
• AI-generated answers may contain errors. The clinic reviews the rules, prices and texts the assistant uses and monitors the conversations.
• In case of an emergency or a clinical question, the assistant directs the patient to speak with the team.
• Conversation texts are processed by AI providers engaged by OneDoctor, listed in the Privacy policy, solely to generate the answers.

For patient data, the clinic is the controller and OneDoctor is the processor, under Lei 13.709/2018 (LGPD, the Brazilian General Data Protection Law). This includes health data such as dental records, health history forms, dental charts, images and treatment plans. As processor, OneDoctor:

• processes the data solely to provide the service and following the clinic's instructions, given through its use of the dashboard;
• keeps data separated by clinic, with role-based access control, encrypted connections and backups;
• requires confidentiality from everyone who works on the service and grants access only to those who need it to keep OneDoctor running or to handle a customer request;
• uses only the sub-processors listed in the Privacy policy and notifies the customer before adding a new one;
• notifies the clinic within 48 hours of confirming a security incident involving its data, with what is known at that point, so the clinic can meet the deadline for notifying the ANPD (Brazilian National Data Protection Authority);
• helps the clinic respond to patient requests (access, correction, portability) with the dashboard tools, such as data export;
• does not sell data, does not use patient data for advertising and does not use patient data to train AI models.

It is up to the clinic to decide how long it keeps each piece of data. Please note that dental records usually have a long legal retention period, such as the 20 years set by Lei 13.787/2018 (Brazilian law on digitized medical records) for digitized records. For this reason, the clinic should export its data before closing the account.

OneDoctor works to keep the service online at all times, with monitoring and backups. There may be downtime for maintenance, preferably outside business hours, and failures of third parties such as Meta, Stripe or the cloud provider.

Support is provided by email at contato@onedoctor.io and through the channels shown in the dashboard, on business days.

OneDoctor is a tool. The clinic's clinical, commercial and financial decisions remain the clinic's.

• OneDoctor is liable for direct damages it causes through a proven failure of the service.
• OneDoctor is not liable for lost profits, lost appointments or damages caused by incorrect information entered by the clinic, misuse of accounts or failures of third-party services.
• In any event, OneDoctor's total liability is limited to the amount paid by the customer in the 12 months preceding the event.

These limits do not apply where prohibited by law, such as in cases of willful misconduct or in consumer relationships.

The software, brand, design and texts of OneDoctor belong to OneDoctor. The customer receives a personal, non-transferable license to use it while the subscription is active. The data the customer puts into OneDoctor remains the customer's property.

The customer may cancel the subscription at any time. After the end of the paid period:

• the account remains in read-only mode for 90 days, so the clinic can export whatever it needs;
• after that period, the clinic's data is deleted from active systems and removed from backups in the next rotation cycle;
• OneDoctor keeps only what the law requires, such as tax and payment records.

OneDoctor may close the account for a serious breach of these terms, with notice by email and the same period to export the data, unless a court orders otherwise.

OneDoctor may update these terms to keep up with the product and the law. Material changes are announced by email and in the dashboard at least 30 days in advance. If the customer does not agree, they may cancel before the change takes effect.

These terms are governed by the laws of Brazil. The courts of the judicial district of [city of the head office] are chosen to settle any dispute, without prejudice to the consumer's right to bring proceedings in the courts of their own domicile.