[Operator legal name], [State], [contact email] — must be completed.These Terms of Service (the "Terms") are a contract between [Operator legal name] ("we," "us," "ReferralLoop") and the dental practice or organization that creates an account (the "Practice," "you"). By creating an account or using the service at referralloop.com (the "Service"), you agree to these Terms on behalf of the Practice and confirm you are authorized to do so.
ReferralLoop is a coordination tool for sending, tracking, and closing referrals and related correspondence between dental practices. It is not an electronic health record (EHR/EMR), a practice-management system, a scheduling or billing system, or a system of record for patient care. You remain responsible for keeping the complete patient record in your own EHR. ReferralLoop stores only the limited information you choose to put into a referral or message.
Each Practice has one account (a "tenant"). You may create staff logins up to your plan's seat limit (currently 5 per Practice; a shared front-desk login counts as one seat). You are responsible for your users' actions, for keeping passwords confidential, and for disabling logins for people who leave. Tell us promptly at [contact email] if you suspect unauthorized access.
The Service is $25 per Practice, per month, flat — one bill per Practice regardless of how many providers or staff logins you have (up to your plan's seat limit). New Practices get a 14-day free trial. After the trial, fees are billed monthly in advance and are non-refundable except where required by law. We may change pricing with at least 30 days' notice; the new price applies at your next renewal. Card payment is handled by Stripe; you authorize us and Stripe to charge your payment method for all fees.
"Customer Data" is everything you and your users submit — referrals, messages, attachments, notes, and the limited patient identifiers on a referral. As between you and us, you own Customer Data. We use it only to provide and support the Service for you and the practices you correspond with. We do not sell it, share it for advertising, or use it to train machine-learning models. See the Privacy Policy.
Referrals and messages may contain protected health information ("PHI"). We act as your Business Associate and will enter into a Business Associate Agreement ("BAA") with you; the BAA governs our handling of PHI and controls over any conflicting term here. You are responsible for having a lawful basis to disclose PHI to the receiving practice through the Service, and for not putting PHI into fields not meant for it (for example, a practice name or a subject line).
Don't use the Service to break the law, infringe others' rights, send spam or malware, probe or bypass our security, or resell access. Don't upload data you have no right to share. We may suspend an account that puts the Service, our other customers, or patients at risk, and will tell you why when we can.
We aim for high availability but do not guarantee the Service will be uninterrupted or error-free. We may update features over time. The Service relies on third-party providers (hosting, email, payments); their outages may affect it.
You may cancel at any time from the app or by emailing [contact email]; cancellation takes effect at the end of the current billing period. We may terminate for material breach that isn't cured within 15 days of notice, or immediately for unlawful use. On termination you may export your Customer Data for 30 days, after which we may delete it. We keep limited records (for example, audit logs and invoices) as required by law.
The Service is provided "as is" and "as available," without warranties of any kind, express or implied, including merchantability, fitness for a particular purpose, and non-infringement, to the fullest extent permitted by law. ReferralLoop does not provide clinical advice; clinical decisions are solely the responsibility of the treating providers.
To the fullest extent permitted by law, neither party is liable for indirect, incidental, special, consequential, or punitive damages, or lost profits or data. Our total liability for any claim arising out of the Service is limited to the fees you paid us in the 12 months before the claim. Nothing here limits liability that cannot be limited by law, or either party's obligations under the BAA.
These Terms are governed by the laws of the State of [State], without regard to conflict-of-laws rules. If a provision is unenforceable, the rest stays in effect. We may assign these Terms in connection with a merger or sale of the business. We'll post material changes here and, where practical, email the account owner; continued use after changes take effect means you accept them.