Terms of Service

Last updated 8 September 2026 · Between Laiba Hamayl, trading as ReceptionistAI, and the dental practice subscribing to the service

1. What the service is

An automated telephone reception service for dental practices. It answers inbound calls, identifies callers, books and reschedules appointments against the practice's calendar, maintains a cancellation waitlist, sends appointment messages by SMS, and applies the emergency triage rules described in section 4.

2. What the service is not

• It is not a medical or dental service and provides no clinical care, diagnosis or advice.
• It is not an emergency service. It is not a substitute for emergency telephone numbers, an emergency department, or a clinician.
• It is not an insurance or billing service. It will state which insurers a practice works with and will not confirm that any treatment is covered.
• It is not a practice management system and is not a record of care.

3. The practice's responsibilities

The practice is responsible for:

• The accuracy of the information it gives us to configure the service — hours, services, clinicians, appointment types and durations.
• Reviewing bookings and escalations. The service surfaces them; a human at the practice is expected to look.
• Determining whether calls may lawfully be recorded in its jurisdiction, and telling us whether to enable recording and disclosure. See the Privacy Policy, section 4.
• Executing a Business Associate Agreement with us before live patient calls are routed to the service.
• Its own clinical decisions, without exception.

4. Emergency triage — what it does and does not mean

The service is designed to identify defined red-flag indicators in what a caller says — including difficulty breathing or swallowing, spreading facial swelling, swelling with fever, uncontrolled bleeding, head or jaw injury, and avulsed teeth. Where one is identified, the service directs the caller to seek emergency care, declines to offer them a routine appointment, and writes an audit record retained for seven years.

5. Fees and payment

• Fees are in US dollars, invoiced monthly in advance, and due within 14 days.
• Payment is by Payoneer. Bank charges on the practice's side are the practice's own.
• Fees exclude any taxes that apply in the practice's jurisdiction.
• A one-time setup fee of $599 applies to new accounts, covering configuration and a supervised live test call before the number goes live. It is invoiced with the first monthly fee and is not recurring.
• There is no charge per call or per minute.

Price changes

Standard fees may change on 60 days' written notice, no more than once in any 12-month period. A practice that does not accept a change may cancel before it takes effect, and the old price applies until then.

6. Term, cancellation and what happens to the data

• Month to month. No minimum term and no lock-in.
• Either party may cancel on 30 days' written notice, for any reason. Fees already paid for the current month are not refunded, and no further fees fall due.
• We may suspend the service on notice for non-payment, or immediately where continuing would breach the law or endanger callers.
• On termination the practice may request its data in a machine-readable format within 30 days, after which it is deleted — other than emergency triage audit records, which are retained as described in the Privacy Policy.

7. Availability

We aim for continuous availability and do not guarantee it. The service depends on third-party telephony, model and hosting providers, and on the public telephone network. We do not offer an uptime guarantee or a service credit. We would rather state that plainly than publish a percentage we do not yet measure. If an availability commitment matters to a practice, raise it before signing and it can be discussed separately.

Planned maintenance will be notified in advance where practical and scheduled outside normal practice hours.

8. Confidentiality and ownership

• The practice's patient data, call records and configuration belong to the practice.
• The software, prompts, triage rules and documentation belong to us. Subscribing grants the practice a non-exclusive, non-transferable right to use the service, and nothing more.
• We may use aggregated, de-identified statistics to improve and describe the service. Nothing identifying a practice or a patient is used without written permission.

9. Liability

Our total liability to the practice for all claims arising in any twelve-month period is capped at the fees the practice paid us in the twelve months before the claim arose. That cap does not apply to death or personal injury caused by our negligence, to fraud or fraudulent misrepresentation, or to any other liability that cannot lawfully be limited.

Neither party is liable for indirect or consequential loss, or for loss of profit, revenue or goodwill.

10. Indemnity

The practice will indemnify us against claims arising from information it gave us that was inaccurate, from its instruction to record calls where it was not lawful to do so, and from its own clinical decisions.

11. General

• Neither party may assign without the other's written consent, except to a successor of substantially the whole business.
• Notices may be given by email to the addresses each party has given for the purpose.
• Nothing here creates a partnership, employment or agency relationship.
• If a provision is unenforceable, the rest stands.
• These terms and the Business Associate Agreement together form the whole agreement. If they conflict on the handling of patient information, the BAA prevails.

12. Governing law

These terms are governed by the laws of the State of Delaware, USA, without regard to its conflict-of-laws rules. The state and federal courts sitting in Delaware have exclusive jurisdiction over any dispute arising from them, and both parties submit to that jurisdiction.

13. Contact

hello@receptionistai.health
Laiba Hamayl, trading as ReceptionistAI
Mansehra, Khyber Pakhtunkhwa, Pakistan