Terms and conditions

These terms (the "Terms") govern the use of the DentFlow software, available at app.dentflow.md and on the subdomains allocated to each clinic (the "Service"). The Service is provided by SRL "FEMMINITY BEAUTY LAB", IDNO 1024611006511, registered at str. Alba-Iulia 168, of. 21, MD-2051, Chișinău, Republic of Moldova ("we"). By opening an account or using the Service, the clinic (the "Clinic" or "you") accepts these Terms. A person opening an account on behalf of a clinic confirms that they are entitled to bind it.

The Terms are concluded between professionals: the Clinic uses the Service in its professional activity, not as a consumer.

1. What we provide

DentFlow is practice management software for dental clinics, used through a browser and provided as a service (software as a service). It includes, among other things, the appointment calendar, the patient file, the dental and periodontal charts, the treatment plan, imaging, payments, stock, staff and reports. Every subscription includes every module; the price depends on the number of treatment rooms, not on the features you can access.

We develop the Service continuously. We may add, change or withdraw features; we do not withdraw features essential to a clinic's work without giving you at least 60 days' notice. The Service is not a medical device and gives no medical advice: clinical decisions remain the dentists' own.

2. The account, its users and acceptable use

• The Clinic is responsible for the accounts created for its staff, for the permissions it grants each of them, and for everything done from those accounts.
• Each person has their own account. Passwords are not shared or passed on, so that the audit log reflects who did what.
• You tell us without delay if you suspect unauthorised access or a compromised password.
• The Service is used only for the Clinic's own activity and in compliance with the law. It is not permitted to: give access to third parties outside the Clinic, resell or rent out the Service, attempt to circumvent its protections, test for vulnerabilities without our written consent, upload harmful files, extract data automatically in bulk, or use the Service to store files unrelated to the Clinic's activity.
• The Clinic informs its staff that their account data and their actions in the software are recorded in the audit log.

3. The trial period

The trial account lasts 7 days and requires no card. At the end, nothing is deleted automatically: if you want to continue, we activate the subscription and the data you entered stays. If there is no active subscription 30 days after the trial began, the account is suspended, and after 60 days the data is deleted — we notify you by email before each step and hand over an export on request. The Service during the trial is provided as is.

4. Prices and payment

The subscription. It is calculated per treatment room: 1,000 MDL a month for a clinic of up to two rooms and 600 MDL a month for each room from the third onwards, regardless of the number of users, of the dentists working in a room, and of the modules used. The prices in force are those published on dentflow.md on the invoice date; where the website and these Terms differ, the Terms apply. The invoice is issued on the date the account is activated and, thereafter, on the same day of each month; it is paid by bank transfer within 5 working days of issue. Prices exclude VAT, should it become applicable.

Paying upfront. You may pay 12 months upfront at a 20% discount, or 24 months upfront at a 25% discount. The amount is paid in full when the invoice is issued and covers that period. If the Clinic adds rooms during the period, the difference is invoiced separately, pro rata for the remaining period, at the same discount. Amounts paid upfront are not refunded on termination at the Clinic's initiative, except where the termination is due to our fault. When a prepaid period ends, the subscription continues monthly at the price then in force, unless a new upfront payment is agreed.

Late payment. On amounts unpaid when due we may charge statutory late-payment interest. If the subscription remains unpaid 10 days after the due date, we may suspend access, after notifying you; after 30 days we may terminate the contract (clause 5). Data remains intact during a suspension.

Included storage and transfer. The allowances grow with the clinic, on the same boundary as the price. A clinic of up to two rooms has 10 GB for files (radiographs, photographs, documents), 2 GB for the database and 25 GB of outbound transfer a month. Each room from the third onwards adds 5 GB of files, 1 GB of database and 10 GB of transfer. The calculator on dentflow.md shows the allowances for any number of rooms.

What counts as transfer. Outbound transfer is everything that leaves the Service towards users: opening radiographs and photographs, downloading documents and reports, and data exports, including the full export handed over on termination. The export carries no fee of its own, but its volume counts as transfer.

Exceeding the allowances. Above those limits, usage is invoiced monthly on what is actually used: 15 MDL per 10 GB of files, 25 MDL per 1 GB of database and 10 MDL per 10 GB of transfer, each started unit counting as a whole one. Transfer is counted per calendar month and does not carry over. We tell you before you exceed the included allowances; we never delete data or block access because of an overage.

How it is measured. Storage in use is read once a month, on the invoice date, and transfer is totalled over the month; both are invoiced in started units. Radiographs, photographs and documents are kept for years, so an active clinic's storage grows steadily — we delete nothing on our own initiative to reduce it. Usage is shown in the software.

The AI assistant. The software has an assistant that answers questions about the Clinic's data. It is optional: it is switched on only at the Clinic's written request (including through the software's settings) and can be switched off at any time by either of us. It is charged on use, not within the subscription: at the end of each month we calculate the actual usage and invoice it as a separate line on the following month's invoice. We do not publish a fixed rate, because the price follows the model provider's inference cost, which changes over time; we undertake that the rate applied will not exceed ±10% of the model provider's price in force for the period invoiced, and, at the Clinic's written request, we show it the calculation for that period. We may limit or suspend the assistant immediately, without prior notice, if we observe usage that is unusual against the Clinic's pattern, automated use, use for anything other than the Clinic's activity, or any situation in which the usage would lead to an invoice the Clinic did not intend; we tell you as soon as we have done so and restore the feature once the cause is clarified. Usage up to the suspension remains payable. The assistant sends the model provider only the data needed for the question asked, which may include patient data; switching it on is the Clinic's instruction for that processing — see clause 6 and the Privacy policy. The assistant takes no decisions: it proposes, and a person confirms.

SMS to patients are not included in the subscription. They are charged separately, by the number of messages actually sent in the month, at 0.38 MDL per SMS, as a separate line on the monthly invoice. We send SMS only to numbers in the Republic of Moldova. In-app notifications and Telegram notifications are included. Delivery depends on the aggregator and the mobile operators; we do not guarantee delivery of every message. We may change the SMS rate if the aggregator's price changes, with at least 30 days' notice.

Reasonable use. The subscription covers the transfer and resources a dental clinic's activity needs. If a clinic consistently generates disproportionate usage — bulk automated uploads, storing files unrelated to the Clinic's activity, or repeatedly downloading the entire archive — we discuss a separate rate together and apply it only once agreed in writing.

Price changes. Prices are in Moldovan lei, while some of the services we rely on are invoiced in foreign currency. We may adjust them if our infrastructure, telecoms, SMS or AI-model providers raise their rates, if the exchange rate of the currency they invoice in moves significantly, if applicable taxes, duties or contributions change — VAT and withholding on payments to non-residents included — and at the annual review of platform costs. A revision may happen at most once per subscription year or when a prepaid period ends, whichever is later, with at least 30 days' notice. The new price applies from the next billing period; periods already paid upfront are not changed. If you do not accept the new price, you may terminate the subscription before it takes effect, without penalty.

5. Term and termination

• The monthly subscription renews automatically each month. You may cancel at any time, with notice before the next invoice; we charge no exit fee. The exception is the 12-month minimum term taken on when ordering +Starter (clause 11).
• We may terminate the contract, on written notice: if the subscription remains unpaid 30 days after the due date; if the Clinic breaches clause 2 or 9 and does not remedy the breach within 15 days of notice; immediately, if the breach is serious or unlawful. We may also terminate through no fault of the Clinic if we stop providing the Service, with at least 90 days' notice and a pro-rata refund of amounts paid upfront for the uncovered period.
• On termination we export your data in a workable format, with no exit fee and no charge for our work in preparing it. The downloaded data counts towards the month's transfer, like any download from the software. For very large volumes we reserve the right to invoice the additional effort and the transfer used — this is not the rule, and if it comes to that we tell you beforehand and agree the amount.
• Keeping data after termination. We keep the data for 60 days so that you can export it, then delete it permanently, backups included, within 30 days after that. If you want it kept longer, we do so under a written agreement, for an administration fee of 100 MDL a month plus the storage rates in clause 4. The statutory duty to retain medical documentation remains the Clinic's: the export is the means by which you meet it, and we do not become the Clinic's archive once the subscription has ended.
• Clauses 6, 9, 10, 14, 15 and 16 survive termination.

6. The Clinic's and the patients' data

The data entered by the Clinic remains the Clinic's. Under data-protection law — Law no. 133/2011 and the acts amending or replacing it — the Clinic is the controller of its patients' and staff's data, and we are the processor. This clause, together with the Privacy policy, constitutes the data-processing agreement between us.

• Subject, duration, nature and purpose. We process the data for the term of the contract, to the extent needed to provide the Service: storage, display, transmission to the users the Clinic authorises, backups, notifications to patients on the Clinic's instruction, technical support at its request.
• Instructions. We process the data only on the Clinic's documented instructions, which are these Terms, the settings in the software and its written requests. If an instruction appears to us to infringe the law, we say so before carrying it out.
• Confidentiality. The people who work for us and may access the data are bound by a duty of confidentiality and access it only when the Clinic asks for help and only as far as necessary.
• Security. We apply the measures described in the Privacy policy: encrypted connections, separation of each clinic's data, role-based permissions, an audit log, daily backups, servers in the European Union.
• Sub-processors. We use the providers listed in the Privacy policy, each bound by contract to equivalent obligations. We notify you at least 30 days before adding or changing a provider that processes patient data; if you object on reasonable grounds, you may terminate the contract without penalty before the change takes effect.
• Transfers outside the European Union. None take place, with one exception: the AI assistant, which is off by default. Its activation by the Clinic is its express instruction and authorisation for the transmission, to the model provider in the United States, of the data needed for the answer, on the basis of the safeguards described in the Privacy policy. The Clinic, as controller, is responsible for the legal basis of that transfer towards its patients and for informing them.
• Assistance. We support the Clinic, through the software's features and where needed directly, in responding to patients' requests about their rights, in documenting the security of processing, and in notifying the authority in the event of an incident.
• Security incidents. If we become aware of a security breach affecting the Clinic's data, we notify it without undue delay and within 48 hours of discovery, with the information we have, so that it can meet its own notification duties.
• Deletion and return. On termination we proceed under clause 5: export, then deletion.
• Verification. At the Clinic's written request, at most once a year, we make available the information needed to demonstrate compliance with this clause and allow a reasonable audit, on prior notice, that does not affect other customers.

7. Availability, maintenance and support

The Service runs on DigitalOcean infrastructure in the European Union. Backups run automatically, daily, and are kept for seven days. We strive to keep the Service available at all times and to act quickly when something is wrong.

We do not, for now, offer a service level agreement (SLA). That means we do not commit to an availability percentage, a maximum response time or compensation for periods of unavailability. If you need such a commitment, we can discuss one separately, in writing.

Support works during business hours — Monday to Friday, 09:00–18:00 Chișinău time, excluding public holidays. In that window we respond promptly and actively deal with the problems reported. Outside it we provide no support and do not guarantee that a problem will be noticed or fixed before the next working day.

We are not liable for interruptions or data loss not attributable to us, including: incidents at DigitalOcean or other infrastructure, telecoms, SMS or AI-model providers; problems with the Clinic's internet connection, network or devices; force majeure events (clause 12); deletions, changes or settings made from the Clinic's accounts, including by people the Clinic gave access to.

We carry out planned maintenance, as far as possible, outside clinics' working hours and announce it in advance. When a problem is attributable to us, we fix it at our expense and, if data was lost, restore it from the most recent backup available.

8. Intellectual property and licence

The Service, its code, its design, and the DentFlow name and mark belong to us. For the term of the subscription, the Clinic receives a non-exclusive, non-transferable and revocable right to use the Service for its activity, within these Terms. Copying, modifying, decompiling or creating derivative works from the Service, and removing proprietary notices, are not permitted. The Clinic's data, its materials and the website built under +Starter remain the Clinic's. Suggestions for improvement you send us we may use freely, without obligation.

9. Confidentiality

Each party keeps confidential the non-public information received from the other in connection with the contract — for us, the Clinic's data; for the Clinic, the commercial conditions agreed and non-public information about the Service — and uses it only to perform the contract. The obligation does not apply to information that has become public through no fault of the party, to information the law or an authority requires to be disclosed, or to information legitimately known beforehand. It lasts for the term of the contract and 3 years after termination; for patient data, indefinitely.

10. Liability

The software is a working tool: clinical decisions, the accuracy of the data entered and compliance with the Clinic's own obligations remain the responsibility of the Clinic and its staff. The Service is provided as described on dentflow.md and in these Terms. To the extent the law allows, we give no other warranty, express or implied — including of fitness for a particular purpose, or of uninterrupted or error-free operation.

We are liable only for loss caused by our fault in providing the Service. We are not liable, among other things, for: indirect loss of any kind — lost profit, turnover, savings not made, lost patients or customers, lost opportunity, harm to image or reputation; data entered wrongly or incompletely, or deleted from the Clinic's accounts, including by people the Clinic gave access to; the situations in clauses 7 and 12 that are not attributable to us; fines or sanctions imposed on the Clinic by authorities; the consequences of medical decisions and the content of documents the Clinic draws up or issues through the software; loss arising because the Clinic did not keep its own export of the data; third-party services; free use of the software during the trial.

Our total liability, for all claims connected with the Service in any 12-month period, regardless of their number or basis, is limited to the amount actually paid by the Clinic for the subscription in the three months before the event that caused the loss, and applies even where we were informed that such loss was possible.

You notify us without delay, in writing, as soon as you notice a problem that could cause loss, so that we can stop or limit it. We are not liable for the part of the loss that could have been avoided had we been notified in time.

If a third party brings a claim against us because material uploaded by the Clinic — text, logo, photographs of dentists or patients, patient data — infringes its rights, was processed without a legal basis, or was published without the necessary consent, the Clinic indemnifies us for what we pay and for the reasonable costs involved.

The Clinic enters into this contract for its professional activity, and the limitations above were taken into account in setting the price. They do not apply in the case of intent or gross negligence, nor where the law does not permit liability to be limited; in such situations we are liable as the law provides.

The Clinic may at any time export its data from the software and, if it wants assurance beyond our daily backups, keep its own copies.

11. +Starter: a clinic website

+Starter is an optional service, available to any clinic with an active subscription: we build a presentation website for the Clinic.

• What it includes. A design in the Clinic's colours, with its logo; up to 5 rounds of design changes; adding the Clinic's details, services and dentists' photographs, which the Clinic sends us. Changes beyond the 5 rounds, additional features, copywriting or translation, and subsequent maintenance are not included and are agreed separately.
• The price. 350 EUR, once, invoiced in lei at the official National Bank of Moldova rate on the invoice date and payable by bank transfer within 5 working days. Work starts after payment.
• How it proceeds. The Clinic sends us the materials within 30 days of payment; we present the first design proposal within 15 working days of receiving them. The 5 rounds of changes are used within 60 days of the first proposal; whatever is not used in that time is deemed accepted. If the Clinic does not send the materials within 90 days of payment, we treat the order as fulfilled in the form reached, and the amount paid is not refunded.
• Domain and hosting. The website is published on the Clinic's own domain and hosting. If it has neither, we help it choose and set them up at no charge; the providers' costs are paid by the Clinic, and the contracts with them are in its name. The availability of the domain and hosting is a matter for those providers.
• Materials. The Clinic warrants that it has the right to use the logo, text and photographs it sends us, including the dentists' consent to the publication of their photographs, and is responsible for the published content.
• Minimum subscription term. A Clinic that orders +Starter undertakes to keep its DentFlow subscription for at least 12 months from the date +Starter is paid. If the subscription ends at the Clinic's request before that term, the subscription months remaining up to 12 become payable on the termination date, at the monthly price then in force. The obligation does not apply if the termination is due to our fault or to a price change the Clinic did not accept.
• What remains the Clinic's. After payment, the website and its content belong to the Clinic. On termination of the subscription we cease all work on the website and hand the Clinic its files and content; the website stays on its own domain and hosting.

12. Force majeure

Neither party is liable for failure to perform its obligations — other than payment obligations — caused by an event beyond its reasonable control: natural disasters, epidemics, armed conflict, strikes, major power or internet outages, large-scale cyberattacks, acts of authorities. The affected party notifies the other without delay and does everything reasonable to resume performance. If the event lasts more than 60 days, either party may terminate the contract on written notice, with a pro-rata refund of amounts paid upfront for the uncovered period.

13. Changes to the Terms

We may change these Terms. We publish the new version on dentflow.md and notify you at the Clinic's contact email at least 15 days before it takes effect — 30 days if the change concerns prices. If you do not agree, you may terminate the contract before it takes effect, without penalty; using the Service after that date means accepting the new version. Changes required by law may take effect immediately.

14. Notices and general provisions

• Notices. Formal notices are given in writing, by email: by us to the Clinic's contact address in the software, by you to contact@b4b.md. The Clinic keeps its contact address up to date. In-app notifications are valid for operational matters.
• Assignment. The Clinic may not transfer the contract without our written consent. We may transfer the contract to a company taking over the DentFlow business, on notice, without diminishing the Clinic's rights.
• Entire agreement. These Terms, the Privacy policy and the invoices issued form the entire agreement between the parties regarding the Service and replace any prior understanding. Particular conditions agreed in writing with a clinic take precedence over the Terms.
• Severability. If a provision is void or unenforceable, the others remain in force, and the affected provision is replaced by a valid one as close as possible to the original intent.
• Waiver. A party's not demanding performance of an obligation does not mean it waives it.

15. Governing law and disputes

The law of the Republic of Moldova applies. We resolve disagreements first by direct discussion, within 30 days of written notice; failing that, the courts of the municipality of Chișinău have jurisdiction.

16. Language

The Terms are drawn up in Romanian. The Russian and English translations are provided for convenience; in the event of any discrepancy, the Romanian version prevails.

17. Contact

SRL "FEMMINITY BEAUTY LAB" · contact@b4b.md · +373 78 000 019 · str. Alba-Iulia 168, of. 21, MD-2051, Chișinău, Republic of Moldova.