These Terms of Service (the "Terms") govern access to and use of the Smileline platform — the web application at app.smileline.io, its APIs and related services (together, the "Service") — provided by Smileline Ltd, a company registered in England and Wales with its registered office in Hammersmith, London ("Smileline", "we", "us").
By creating an account, ticking the acceptance box at sign-up, or using the Service, you agree to these Terms. If you accept on behalf of a dental practice or other organisation, you confirm you have authority to bind that organisation (the "Practice"), and "you" refers to both you and the Practice.
1. The Service
Smileline is a customer relationship management platform for dental practices: lead capture, patient journeys, a shared inbox, scheduling, reporting and related tools. We may improve, extend or modify the Service over time; we will not materially reduce the core functionality paid for during a subscription period without notice.
2. Accounts and access
- You must provide accurate account information and keep your credentials confidential. You are responsible for everything done under your account.
- Each team member must use their own account. Roles and permissions (owner, manager, coordinator, analyst) are set by the Practice, and the Practice is responsible for granting them appropriately.
- You must be at least 18 years old and using the Service in the course of business.
3. Subscriptions, trials and billing
- The Service is sold as a monthly subscription per Practice, with optional paid add-ons. Current pricing is shown at smileline.io/pricing and during checkout.
- New Practices receive a 14-day free trial. A payment method is collected at the start of the trial and the first charge is made only when the trial ends, unless the subscription is cancelled before then.
- Payments are processed by Stripe. Fees are charged in pounds sterling, exclusive of VAT where applicable.
- Subscriptions renew automatically each month until cancelled from Settings → Billing. Cancellation takes effect at the end of the current billing period; fees already paid are non-refundable except where required by law.
- We may change pricing with at least 30 days' notice; changes apply from your next billing period.
4. Your data
As between you and Smileline, the Practice owns the data it stores in the Service — including patient records, enquiries, messages and appointment information ("Practice Data"). We process Practice Data only as the Practice's processor, under the Data Processing Agreement, which forms part of these Terms for every Practice. Our handling of account data (names, emails, usage) is described in the Privacy Policy.
You are responsible for the lawfulness of the Practice Data you put into the Service — in particular for having a lawful basis under UK GDPR to record patient information and to contact patients through the channels you connect.
5. Acceptable use
You must not:
- use the Service to send spam or unlawful marketing;
- upload content that is unlawful, infringing, or that you have no right to process;
- attempt to probe, breach or circumvent the Service's security, or access another customer's data;
- resell, sublicense or make the Service available to third parties except to your own team members;
- use the Service to build a competing product, or scrape it by automated means outside the documented APIs.
6. Third-party services
The Service integrates with third-party products you choose to connect — practice management systems, messaging channels (WhatsApp, SMS, email), advertising platforms and payment providers. Those products are governed by their own terms, and you are responsible for your accounts with them. We are not responsible for third-party services we do not control.
7. Intellectual property
Smileline retains all rights in the Service, its software, design and branding. We grant the Practice a non-exclusive, non-transferable licence to use the Service for its internal business during the subscription. You retain all rights in Practice Data. You grant us the licence needed to host, process and display Practice Data solely to provide the Service.
8. Availability and support
We aim to keep the Service available at all times, but it is provided without a guaranteed uptime level. Planned maintenance will be scheduled outside UK business hours where reasonably possible. Support is available at support@smileline.io on UK business days.
9. Warranties and liability
- The Service is provided "as is". To the fullest extent permitted by law, we exclude all implied warranties, including fitness for a particular purpose.
- The Service is an administrative tool. It does not provide medical or clinical advice, and clinical decisions remain solely the Practice's responsibility.
- Neither party excludes liability for death or personal injury caused by negligence, fraud, or any liability that cannot be excluded by law.
- Subject to the above, each party's total aggregate liability arising out of these Terms in any 12-month period is limited to the fees paid by the Practice in that period, and neither party is liable for indirect or consequential loss, loss of profits or loss of data.
10. Suspension and termination
- Either party may terminate at any time; the Practice cancels from Settings → Billing.
- We may suspend or terminate access for material breach of these Terms (including non-payment) after notice, or immediately where the breach puts the Service or other customers at risk.
- On termination, the Practice may export its data beforehand; the Data Processing Agreement governs deletion of Practice Data after termination.
11. Changes to these Terms
We may update these Terms from time to time. Each revision carries a version date, shown at the top of this page. For material changes we will ask the Practice owner to accept the new version in the app; continued use of the Service after a new version takes effect constitutes acceptance by all users of the Practice.
12. General
These Terms, the Privacy Policy and the Data Processing Agreement are the entire agreement between the parties. If any provision is unenforceable, the remainder stays in force. Neither party may assign this agreement without the other's consent, except to an affiliate or in connection with a merger or sale. These Terms are governed by the laws of England and Wales, and the courts of England and Wales have exclusive jurisdiction.
13. Contact
Smileline Ltd, Hammersmith, London · support@smileline.io