Terms of Service

1. Acceptance of Terms

By accessing or using the Services, you agree to comply with and be legally bound by these Terms. You represent that you are at least 18 years old and have authority to enter into these Terms on behalf of yourself or the entity you represent.

2. Description of Services

OraCore AI provides a subscription-based software-as-a-service (SaaS) platform designed to support dental and related professional practices through artificial intelligence tools and workflow automation.

We may modify, suspend, or discontinue any aspect of the Services at any time.

3. Accounts

You may need an account to access certain features.

• You agree to provide accurate, current, and complete information.
• You are responsible for maintaining the confidentiality of your login credentials.
• You are responsible for all activity that occurs under your account.

4. Subscriptions, Billing, Cancellation & Refunds

4.1 Subscription Plans

OraCore AI offers monthly and annual subscription plans. All subscriptions are billed in advance and automatically renew unless canceled prior to renewal.

4.2 Free Trial

We offer a 14-day free trial for eligible users. If you do not cancel before the end of the trial period, the subscription automatically converts to a paid plan and your payment method will be charged immediately upon trial expiration. Failure to cancel before the end of the trial period results in billing, and no refunds will be issued.

4.3 Automatic Renewal

Subscriptions automatically renew at the end of each billing cycle (monthly or annually). By subscribing, you authorize OraCore AI to charge your payment method on a recurring basis unless you cancel before renewal. You are responsible for managing your subscription and cancellation prior to renewal.

4.4 Cancellation

You may cancel at any time via your account dashboard. Cancellation takes effect at the end of the current billing period, and you will retain access through the end of the paid term. Email cancellation requests are not guaranteed to be processed. No prorated refunds are provided for unused portions of monthly plans.

4.5 No-Refund Policy

All fees are non-refundable except as expressly stated below.

No refunds will be provided for:

• Failure to cancel before renewal
• Partial billing periods or unused time
• Downgrades during a billing cycle
• Promotional or discounted plans
• Termination due to violation of these Terms

4.6 Limited Renewal Grace Period

OraCore AI may, at its sole discretion, provide a refund if (a) cancellation is requested within three (3) days of a renewal charge, and (b) the account has not been accessed or used after renewal. Eligibility is determined solely by OraCore AI based on system activity logs.

4.7 Annual Plan Proration

Annual plans may be canceled at any time. If canceled before the end of the annual term, charges will be recalculated at the standard monthly rate for the number of months used, and the difference between the annual payment and the recalculated total will be refunded (if any). If the recalculated total equals or exceeds the amount paid, no refund will be issued.

4.8 Upgrades & Downgrades

• Upgrades may take effect immediately and may result in prorated charges.
• Downgrades take effect at the next billing cycle.
• No refunds are issued for downgrades.

4.9 Chargebacks & Payment Disputes

You agree to contact OraCore AI at legal@oracoreai.com before initiating any charge dispute or chargeback. Improper or fraudulent chargebacks may result in immediate suspension or permanent termination, and we reserve the right to dispute chargebacks with evidence of usage and agreement to these Terms.

5. Acceptable Use

You agree not to misuse the Services. You will not:

• Use the Services for unlawful purposes;
• Interfere with or disrupt the Services, servers, or networks;
• Reverse engineer, decompile, or attempt to extract source code except as permitted by law;
• Upload malicious code, attempt unauthorized access, or bypass security controls.

Violation may result in suspension or termination.

6. Intellectual Property

The Services and all related content, software, trademarks, and branding are owned by OraCore AI or its licensors and are protected by intellectual property laws. You receive a limited, non-exclusive, non-transferable, revocable license to use the Services for your internal business purposes, subject to these Terms.

7. Confidentiality, Data & HIPAA

7.1 Customer Data

You retain ownership of data you upload or provide through the Services (“Customer Data”). You grant OraCore AI a limited license to host, process, transmit, and display Customer Data solely to provide and improve the Services, to provide support, and to enforce these Terms, consistent with our Privacy Policy.

7.2 Security

We implement commercially reasonable safeguards designed to protect Customer Data. However, no system can be guaranteed 100% secure.

7.3 HIPAA Compliance & PHI Processing

The Services may process Protected Health Information (“PHI”) when used by healthcare providers or covered entities, including PHI contained in audio recordings and information manually entered by users (such as patient names or identifiers).

If you are subject to HIPAA and transmit PHI through the Services, you acknowledge that:

• A separate Business Associate Agreement (“BAA”) must be executed between you and OraCore AI prior to transmitting PHI;
• OraCore AI’s obligations with respect to PHI are governed solely by the BAA;
• In the event of any conflict between these Terms and the BAA, the BAA controls with respect to PHI.

You are solely responsible for determining whether HIPAA applies to your use of the Services. OraCore AI does not assume HIPAA obligations unless a valid BAA is in place.

7.4 Security Incidents & Breach Notification

In the event OraCore AI becomes aware of a breach of unsecured PHI as defined under HIPAA, and where a valid BAA is in place, OraCore AI will provide notification in accordance with the terms of the applicable BAA and HIPAA regulations. Notification obligations, timelines, and responsibilities are governed exclusively by the executed BAA. Except as required under an applicable BAA, OraCore AI has no independent breach notification obligation under these Terms.

8. Disclaimer of Warranties

The Services are provided on an “AS IS” and “AS AVAILABLE” basis. To the maximum extent permitted by law, OraCore AI disclaims all warranties of any kind, whether express, implied, or statutory, including implied warranties of merchantability, fitness for a particular purpose, and non-infringement.

We do not warrant that the Services will be uninterrupted, secure, or error-free. OraCore AI does not guarantee regulatory compliance for users, including compliance with HIPAA, and users are solely responsible for ensuring their own compliance with applicable laws.

9. Limitation of Liability

To the maximum extent permitted by law, OraCore AI shall not be liable for any indirect, incidental, special, consequential, exemplary, or punitive damages, including loss of profits, loss of goodwill, loss of data, regulatory penalties, or business interruption, arising out of or related to the Services.

For any claim arising out of or relating to the Services, data processing, personal information, PHI, alleged HIPAA violations, or security incidents, OraCore AI’s total cumulative liability shall not exceed the total amount paid by you to OraCore AI during the twelve (12) months preceding the event giving rise to the claim. Nothing in these Terms expands OraCore AI’s liability beyond what is expressly required under an executed BAA.

10. Termination

We may suspend or terminate your access to the Services for violation of these Terms, to protect the Services, or as required by law. If termination results from a Terms violation, access may be revoked immediately and no refunds will be issued (including for annual plans). You may cancel voluntarily in accordance with Section 4.

11. Governing Law; Venue

These Terms are governed by the laws of the State of Colorado, without regard to conflict of law principles. Any legal action or proceeding not subject to arbitration (as set forth below) shall be brought exclusively in the state or federal courts located in Denver County, Colorado, and you consent to personal jurisdiction and venue in such courts.

12. Changes to These Terms

We may update these Terms from time to time. The updated Terms will be posted with a revised Effective Date. Your continued use of the Services after changes become effective constitutes acceptance of the updated Terms.

13. Contact Information

OraCore AI, LLC
1500 N Grant St Suite R
Denver, CO 80203
United States
Email: legal@oracoreai.com

14. Dispute Resolution; Binding Arbitration; Class Action Waiver

14.1 Agreement to Arbitrate

Any dispute, claim, or controversy arising out of or relating to these Terms, the Services, or the relationship between you and OraCore AI, including the validity, enforceability, or scope of this arbitration agreement, shall be resolved exclusively through final and binding arbitration, rather than in court, except as otherwise provided below. This agreement is governed by the Federal Arbitration Act (FAA).

14.2 Informal Resolution First

Before initiating arbitration, you agree to contact OraCore AI at legal@oracoreai.com with a written description of your claim. Both parties agree to attempt good-faith resolution for at least thirty (30) days before initiating arbitration.

14.3 Arbitration Procedure

If the dispute is not resolved informally, arbitration shall be administered by the American Arbitration Association (AAA) under its Consumer Arbitration Rules. The arbitration shall be conducted by a single arbitrator in Denver, Colorado (unless otherwise agreed), in English, and may allow reasonable discovery. The arbitrator’s decision shall be final and binding and may be entered as a judgment in any court of competent jurisdiction.

14.4 Exceptions

• Either party may bring an individual claim in small claims court in Denver County, Colorado, if eligible.
• OraCore AI may seek injunctive or equitable relief in court to protect intellectual property or confidential information.

14.5 Class Action Waiver

You agree that all disputes must be brought solely in your individual capacity and not as a plaintiff or class member in any purported class, collective, representative, or consolidated proceeding. You waive any right to participate in a class action lawsuit or class-wide arbitration. The arbitrator may not consolidate claims or preside over any representative or class proceeding.

14.6 Jury Trial Waiver

If for any reason a dispute proceeds in court rather than arbitration, both parties knowingly and voluntarily waive any right to a jury trial.

14.7 Opt-Out Right

You may opt out of this arbitration agreement by sending written notice to OraCore AI at the address in Section 13 within thirty (30) days of first accepting these Terms. Your notice must include your full name, the email associated with your account, and a clear statement that you wish to opt out. Failure to opt out within this period constitutes acceptance of this arbitration agreement.