Terms of Service

1. The Service

SedationSync operates a platform at sedationsync.com that lets dental offices, dental support organisations (DSOs), anesthesia providers and anesthesia groups find one another, schedule sedation cases, exchange the records needed for those cases, communicate and handle invoicing (the “Service”). In these terms, “SedationSync”, “we” and “us” refer to the operator of the Service, and “you” refers to the person and organisation using it.

2. SedationSync is a platform, not a provider of care

We are not a healthcare provider, a medical practice, an employer of providers, a staffing agency, an insurer or a billing company. We do not practise dentistry, medicine or anesthesiology, we do not supervise clinical care, and we do not participate in clinical decisions. Anesthesia services are delivered solely by the licensed provider engaged through the platform, who is independently responsible for their own clinical judgement, standard of care, supervision requirements, documentation and regulatory compliance.

Nothing in the Service is medical advice. Features that summarise or flag information in patient health forms — including any AI-assisted health alerts or suggested ASA classification — are informational aids only. They may be incomplete or wrong, they do not replace clinical assessment, and the treating clinician remains solely responsible for reviewing the underlying information and for every clinical decision.

3. Eligibility and accounts

• You must be at least 18 years old and have authority to act for the organisation you register.
• You must provide accurate registration information, including professional licences, certifications and insurance details, and keep them current.
• You are responsible for all activity under your account and for keeping your credentials confidential. Do not share logins. Tell us promptly at info@sedationsync.com if you suspect unauthorised access.
• Where you invite team members, coordinators or offices into your organisation, you are responsible for the roles and access you grant them and for their use of the Service.

We may verify credentials, and we may suspend or decline an account where information cannot be verified or is found to be inaccurate. Verification by us is not an endorsement of, or a guarantee about, any user’s qualifications or competence — each party remains responsible for its own due diligence and credentialing.

4. Bookings between users

A booking made through the Service is an arrangement between the dental office or DSO and the anesthesia provider or group. SedationSync is not a party to it. The parties are responsible for agreeing fees, cancellation terms, scope of services, coverage requirements and any written agreement between them, and for honouring what they agree.

Confirming, rejecting, cancelling and completing bookings through the platform does not change either party’s underlying legal obligations. We do not guarantee that any provider will be available, that any booking will be accepted or honoured, or that any case will proceed.

5. Patient data, HIPAA and your responsibilities

• You are responsible for having a lawful basis to enter patient information into the Service, including all consents, authorisations and notices required of your practice.
• Where you upload or create protected health information (PHI), you remain the covered entity and we act as your business associate under a business associate agreement. Our Privacy Policy describes how we handle that information.
• You must only access patient and practice records you are authorised to access, and only for a permitted purpose.
• You are responsible for the accuracy and completeness of the records you enter, and for retaining records as your own regulatory obligations require.

6. Acceptable use

You agree not to:

• Use the Service for any unlawful purpose or in breach of professional obligations.
• Misrepresent your identity, credentials, licensure, insurance status or organisational affiliation.
• Access another user’s account or data without authorisation, or attempt to defeat access controls, rate limits or security measures.
• Scrape, harvest or bulk-export data from the Service, or use it to build a competing database or service.
• Upload malware, or content that is unlawful, defamatory, harassing or infringing.
• Interfere with the operation of the Service, probe it for vulnerabilities without our written permission, or reverse-engineer it except where law expressly permits.
• Send unsolicited marketing through the platform’s messaging or invitation features.

7. Subscriptions, fees and billing

• Paid plans and any free trial are described at sedationsync.com/pricing and in the app. Features may vary by plan and role.
• Subscription fees are billed in advance on the cycle you select and, unless you cancel before the renewal date, renew automatically for the same period.
• Fees are exclusive of taxes, which are added where applicable. Except where law requires otherwise, fees already paid are non-refundable, including for partial periods.
• If a trial ends or payment fails, access to paid features may be limited or suspended until the account is brought current.
• We may change pricing for future billing periods with at least 30 days’ notice. Continuing to use the Service after a price change takes effect constitutes acceptance of it.

Invoices created between a provider and an office are records of their own commercial arrangement. We provide the tooling; we do not collect payment on either party’s behalf, guarantee payment, or act as a collection agent.

8. Third-party integrations

You may connect optional third-party services, such as Google Calendar, Microsoft Outlook or an ICS calendar feed. Your use of those services is governed by their own terms and privacy policies. We are not responsible for their availability, accuracy or changes they make, and a change on their side may interrupt a feature. You can disconnect an integration at any time.

9. Intellectual property

The Service, including its software, design, branding and content, belongs to SedationSync and its licensors and is protected by intellectual property law. We grant you a limited, non-exclusive, non-transferable, revocable right to use the Service for its intended purpose during your subscription. You may not copy, modify, distribute, sublicense or create derivative works from it except as these terms allow.

You keep ownership of the content and records you submit. You grant us a licence to host, store, process, transmit and display that content to the extent needed to operate and support the Service, and to create de-identified aggregate statistics that do not identify you, your organisation or any patient.

10. Availability and changes

We aim to keep the Service available and reliable, but we do not promise uninterrupted or error-free operation. We may modify, add or remove features, and we may carry out maintenance that interrupts access. Where a change materially reduces a core function of a paid plan, we will give reasonable notice.

11. Suspension and termination

You may stop using the Service and close your account at any time; cancellation takes effect at the end of the current billing period. We may suspend or terminate access immediately if you breach these terms, if your use creates legal or security risk to us or other users, if required by law, or if fees remain unpaid. On termination, your right to use the Service ends. We will make your records available for export for a reasonable period where law permits, after which they are deleted or retained according to our Privacy Policy and applicable retention requirements.

12. Disclaimers

To the fullest extent permitted by law, the Service is provided “as is” and “as available” without warranties of any kind, whether express, implied or statutory, including any implied warranties of merchantability, fitness for a particular purpose, accuracy and non-infringement. We make no warranty about the conduct, qualifications, reliability or clinical competence of any user, about the outcome of any booking or case, or about the accuracy of information entered by users.

13. Limitation of liability

To the fullest extent permitted by law, SedationSync will not be liable for any indirect, incidental, special, consequential, exemplary or punitive damages, or for lost profits, lost revenue, lost data, business interruption, reputational harm, or any claim arising out of clinical care, clinical outcomes, patient injury, or the acts or omissions of any user — even if we were advised of the possibility of such damages.

Our total aggregate liability arising out of or relating to the Service will not exceed the greater of the amounts you paid us for the Service in the twelve months before the event giving rise to the claim, or one hundred US dollars (US$100). Some jurisdictions do not allow certain limitations, in which case these limits apply to the maximum extent permitted.

14. Indemnity

You agree to indemnify and hold harmless SedationSync and its officers, employees and agents from any claim, liability, loss, damage, penalty or expense (including reasonable legal fees) arising from your use of the Service, your content, your clinical or professional services, your breach of these terms or of law, or any dispute between you and another user.

15. Disputes between users

Disputes about a booking, a cancellation, payment, conduct or clinical care are between the users involved, who are responsible for resolving them. We are not obliged to mediate, and any assistance we choose to provide does not make us a party to the dispute.

16. Governing law

These terms are governed by the laws of the State of Delaware and applicable United States federal law, without regard to conflict-of-laws rules. The state and federal courts located in Delaware have exclusive jurisdiction over any dispute arising from these terms or the Service, and you consent to that jurisdiction and venue.

17. Changes to these terms

We may update these terms as the Service develops or the law requires. We will update the date at the top of this page and, for material changes, give notice in the app or by email before they take effect. Continuing to use the Service after that constitutes acceptance of the updated terms.

18. General

These terms, together with the Privacy Policy and any business associate agreement or order form between us, are the entire agreement between you and SedationSync about the Service. If a provision is held unenforceable, the rest remains in force. Our failure to enforce a provision is not a waiver of it. You may not assign these terms without our consent; we may assign them in connection with a merger, acquisition or sale of assets. Provisions that by their nature should survive termination — including sections 9, 12, 13, 14 and 16 — do.

19. Contact us

Questions about these terms: info@sedationsync.com.