Terms of use

1. Acceptance of these terms

By opening an account, signing in to the system or paying a subscription, you accept these terms. The terms define the relationship between techSA, which operates the asisDENT platform, and the clinic or dentist. Processing of personal data is governed by a separate document — the privacy policy — which forms an inseparable part of these terms.

This page is a short summary of the terms. The governing document is the User Agreement confirmed at first sign in to the system: the detail is there, and where this page differs from it, the agreement prevails.

If you are opening an account on behalf of a clinic, you confirm that you are authorised to do so.

2. What the service is, and what it is not

asisDENT is an appointment and patient management system for dental clinics: online booking, calendar, patient record, dental chart, treatment plan, notifications, reports and the optional modules you choose.

The system makes no medical decisions. It does not diagnose, it does not prescribe treatment, it does not suggest medication and it does not replace the dentist's judgement. The calculations, plans and reminders in the system are an aid; medical responsibility rests entirely with the dentist and the clinic.

The service is provided as it is, as software under continuous development. We add new capabilities, and we do not remove an existing one without advance notice.

3. Account, access and seats

• Account access is personal. Not sharing your password and keeping your access secure is your responsibility; you can switch on two-step verification at any time.
• Your plan provides a set number of dentist and staff seats. The clinic itself decides who works with which permissions.
• When a staff member leaves, you are the one who removes their access.
• You are responsible for every operation carried out under your account. Who did what, and when, is recorded in the system.

4. Subscription and payment

• The subscription is paid monthly or yearly for the plan you choose. Current prices are in the pricing section of the site; this document does not repeat the figure, so that there are never two different prices in two places.
• Payment is made at the start of the period. If a subscription goes unpaid we remind you first; if payment stays late, the account is temporarily restricted. A restriction does not mean the data is deleted — see clause 10.
• We give written notice of a price change at least one month in advance. The period following the notice is charged at the new price; the price of a period already paid does not change.
• Tax obligations are applied in line with legislation; whether prices include VAT is stated in the pricing section.

5. Setup and the first month

Setup is on us: we open the account, we transfer your services and opening hours, we connect the notification channels, and we hand it over with a short training session. The setup fee and what it includes are written in the pricing section.

Finishing setup on time depends on the clinic providing information on time and correctly: until the service list, opening hours and the list of dentists and staff reach us, the account cannot be ready.

6. Changing plan

You can change plan at any time. A move to a higher plan takes effect immediately and the difference is calculated for the current period. A move to a lower plan takes effect from the next period, because the current period's capabilities have already been provided.

Your data stays as it is when the plan changes. Capabilities not included in the lower plan are switched off, but records created with them are not deleted: they can be read, and no new record can be added.

7. Pausing and cancellation

• You can stop the subscription at any time. There is no long-term contract, no penalty and no exit fee.
• Stopping takes effect at the end of the period already paid for; the system works normally until the end of that period.
• After stopping, the system switches to read-only: you can see and export your data, and no new appointment or record can be written.
• We can suspend a subscription only in the cases listed in clause 14.

8. The clinic's obligations

• You are the owner of the patient data. Obtaining the necessary consent from the patient, informing them how the data will be handled, and ensuring the data is accurate are your obligations.
• You are responsible for the content of messages sent to patients and for how they are sent. The system provides the channel and the template; the clinic decides who is written to and what is said.
• You use the system only for your own clinic's work. Giving access to third parties, selling the account or leasing it is not allowed.
• Complying with legislation — including the rules on medical record keeping, advertising and personal data — is the clinic's obligation.

9. Prohibited use

The following are breaches of these terms:

• attempting unauthorised access to another clinic's or another user's data;
• attempting to bypass the system's security mechanisms, to search for vulnerabilities, or to reverse-engineer it — if you want to do work of that kind, write to us first; it is done with written consent;
• running load or stress tests: this affects a shared server resource and is possible only with written consent, at an agreed time;
• sending spam, deceptive or unlawful content through the system;
• sending automated bulk requests, scraping content, or reselling any part of the service;
• using the system as a medical emergency service or as a means of monitoring vital signs — it is not intended for that.

10. The data is yours

• Clinic and patient data belongs to the clinic. We are the party that holds and protects it, not its owner.
• You can export the data from the system at any time. If you need help, write to the address in the contact section.
• When the contract ends, the account stays open in read-only mode for one month: you can look at the data and export it. After that month the account and the data on it are deleted permanently.
• If you want us to prepare a full copy of the patient base, tell us at least a week in advance.
• You can request full deletion of the data in writing. Deletion is carried out taking into account the retention period the law sets for medical records, and confirmation of the outcome is provided. The detail is in clause 8 of the privacy policy.

11. Availability and support

We work to keep the system running without interruption, but no online service is interruption-free. We carry out planned maintenance outside working hours and give notice beforehand. In an unexpected outage we make restoration the priority.

Support is included in the subscription and is not charged separately. We answer requests on working days; a fault that stops the system as a whole is handled as a priority.

Your internet connection, your device, and the notification channels' own services (messaging apps, mobile operators) are not under our control. Their outages are not part of our obligation.

12. Intellectual property

The software, the source code, the design, the name and the logo belong to us. A subscription gives you a right to use it — it does not transfer ownership. Copying the system, taking part of it and folding it into your own product, or building a similar product on the basis of it, is not allowed.

Your data, your texts and your files belong to you. We claim no rights over them, beyond the technical permission needed to hold them in the system.

13. Limitation of liability

To the extent the law permits: we accept no liability for indirect loss, loss of revenue, lost opportunity, reputational harm, or third-party claims.

In any event our total liability is limited to the subscription amount you paid over the twelve months before the incident.

This limitation does not apply to cases that cannot be limited by law — intentional acts and gross negligence.

14. Breach of these terms

Where the prohibitions in clause 9 are breached, where payment is late for a long period, or where the system is used in a way that puts someone else's data at risk, we may restrict or suspend the account.

Except in cases of serious breach and security incidents, we do this with advance notice and with time to put things right.

A subscription covers one clinic. Passing access to another clinic or doctor, selling it or renting it out is a breach: we restrict access as soon as we find it, the one-month period above does not apply, and we charge for the unauthorised use. The rules are in the User Agreement.

15. Governing law

The legislation of the Republic of Azerbaijan applies to these terms. If a dispute arises we first try to resolve it by discussion; failing that, the dispute is heard in the competent courts of the Republic of Azerbaijan.

If any clause of these terms is held invalid, the remaining clauses stay in force.

16. Changes and contact

When the terms change, the "last updated" date on this page is updated. If there is a material change, clinics see the new text at their next sign in to the system and confirm it. You can ask us for an earlier version.