Terms of Service

To be eligible to access or use the Services, you represent and warrant that:

• You are at least 18 years of age and legally capable of entering into binding contracts.
• You are an owner, clinical director, practice administrator, or authorized office manager acting on behalf of a bona fide licensed dental healthcare practice (including general dentistry, pediatric dentistry, orthodontics, periodontics, endodontics, prosthodontics, or oral and maxillofacial surgery).
• You have the full power, corporate authority, and legal consent required to bind your dental practice to these Terms.
• Your use of the Services will strictly comply with all applicable local, state, and federal laws.

PatientStars provides cloud-based practice reputation management, clinical diagnostic scorecards, automated review response generation, patient review invitation dispatch tools, and Google 3-Pack local search optimization software designed specifically for dental healthcare operations.

All Services operate via modern cloud server architecture and direct API integrations. PatientStars does not require, offer, or maintain any client-side browser extensions. We continuously update and refine our platform features, and we reserve the right to modify, suspend, or enhance specific functional modules with reasonable notice to your practice.

PatientStars provides AI-assisted response drafting designed to safeguard clinical reputations and maintain patient privacy. However, the Practice maintains complete, unalienable authority over all public communications.

The Practice is solely responsible for the final factual accuracy, professional tone, and clinical content of all replies published to its public business profiles. PatientStars is not a provider of legal or clinical counsel, and our draft suggestions do not constitute legal advice.

PatientStars is engineered strictly around the principle of zero-PHI (Protected Health Information) exposure, operating in alignment with the HIPAA De-Identification Standard (45 CFR § 164.514 Safe Harbor method).

Public review responses drafted by our platform are designed to de-identify treatment details, avoiding the acknowledgment of whether a reviewer is an active patient of your practice, thereby preventing HIPAA privacy violations.

Because PatientStars operates strictly on public customer reviews and does not create, receive, maintain, or transmit Protected Health Information (PHI) on behalf of your practice, the platform does not touch or handle health records. Public customer reviews and public responses published on Google Maps are public communications, not Protected Health Information.

PatientStars interfaces with Google Business Profile APIs via official OAuth authorization. Your practice agrees to adhere strictly to Google's Business Profile Policies and User Contributed Content guidelines.

• No Incentivized Feedback: You shall not offer gifts, discounts, services, or monetary incentives to patients in exchange for public reviews.
• Independent Platform: PatientStars is an independent third-party software provider and is not affiliated with, certified by, or endorsed by Google LLC.
• Revocation of Google Access: Your practice may disconnect PatientStars from your Google Business Profile at any time directly through Google Account Permissions at myaccount.google.com/permissions.

PatientStars provides transactional messaging infrastructure powered by Twilio under verified A2P 10DLC telecommunications standards.

Practice Inbound Notices: When practice staff submit an office phone number on our website forms or text our support line, you consent to receive transactional notifications regarding your account, audit scorecards, and review alerts. Message frequency varies up to 8 messages per month. Message and data rates may apply. Text STOP to cancel, text HELP for help.

Practice Outbound Patient Requests: When your practice utilizes PatientStars to dispatch review invitations to patients via SMS, your practice represents and warrants that:

• You have obtained prior express consent from the recipient in compliance with the Telephone Consumer Protection Act (TCPA, 47 U.S.C. § 227) and applicable state telemarketing regulations.
• You will not upload or dispatch messages to numbers on state or national Do-Not-Call registries.
• Every patient invitation includes standard opt-out instructions (such as “Reply STOP to unsubscribe”).

We do not share, sell, or provide your mobile phone number or messaging consent data to third parties or affiliates for marketing or promotional purposes.

Practice accounts are secured via passwordless email verification, cryptographic session tokens, and OAuth credentials. You are responsible for maintaining the confidentiality of your practice administrative accounts and for restricting access to your staff workstations.

You agree to notify PatientStars immediately at support@patientstars.com if you discover or suspect any unauthorized access to your account or compromised Google OAuth tokens.

Complimentary Clinical Research Pilot: Practices admitted into our complimentary clinical cohort receive full platform access throughout the pilot period at $0.00, with zero credit card required and no pre-authorization. Cohort participation grants a permanently grandfathered Founding Partner subscription rate ($99.00 per month) applicable upon commercial general availability.

Commercial Subscriptions: Standard commercial access is provided under our Autopilot Pro tier ($199.00 per month) or multi-location DSO agreements. Subscriptions renew automatically on a monthly or annual basis until canceled by the practice. Payment transactions are processed securely via Stripe. We do not store unencrypted credit card numbers.

Frictionless Cancellation: Practices may cancel their subscription at any time directly within the Billing Settings page. Cancellation takes effect at the end of the current billing cycle. PatientStars does not lock practices into multi-year contracts, and there are no cancellation penalties or hidden termination fees.

In accessing or utilizing the Services, your practice covenants that it shall not:

• Engage in the creation, submission, or syndication of fraudulent, deceptive, or paid patient reviews.
• Reverse engineer, decompile, disassemble, or extract proprietary source code from our platform.
• Deploy unauthorized scrapers, spiders, robotic crawlers, or automated scripts against our endpoints.
• Bypass or attempt to defeat rate limits, cryptographic tokens, authentication walls, or security controls.
• Use the Services to transmit unsolicited spam, unlawful materials, or infringing clinical content.

Practice Data Ownership: As between PatientStars and the Practice, the Practice retains all ownership rights, title, and interest in its clinical trademarks, logos, patient contact records, and public review responses. You grant PatientStars a limited, non-exclusive license to process and display this data solely to provide, maintain, and secure the Services for your practice.

PatientStars Platform Rights: PatientStars and its licensors retain all intellectual property rights, title, and goodwill in and to the platform, including our software, user interface design, diagnostic algorithms, scoring models, documentation, and registered branding.

EXCEPT AS EXPRESSLY SET FORTH HEREIN, THE SERVICES ARE PROVIDED ON AN “AS IS” AND “AS AVAILABLE” BASIS, WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESS, IMPLIED, STATUTORY, OR OTHERWISE. PATIENTSTARS DISCLAIMS ALL IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, AND NON-INFRINGEMENT.

We do not guarantee that your practice will attain a specific numerical ranking in the Google Local 3-Pack, that review conversion rates will increase by a fixed percentage, or that the Services will operate without temporary interruptions or third-party API delays caused by external platforms such as Google or Twilio.

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, IN NO EVENT SHALL PATIENTSTARS, ITS DIRECTORS, EMPLOYEES, AFFILIATES, OR LICENSORS BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING LOSS OF CLINICAL PROFITS, GOODWILL, DATA, OR BUSINESS REPUTATION, ARISING OUT OF OR IN CONNECTION WITH YOUR ACCESS TO OR USE OF THE SERVICES.

PATIENTSTARS' AGGREGATE LIABILITY ARISING FROM OR RELATING TO THESE TERMS OR THE SERVICES SHALL NOT EXCEED THE TOTAL FEES ACTUALLY PAID BY YOUR PRACTICE TO PATIENTSTARS IN THE TWELVE (12) MONTHS IMMEDIATELY PRECEDING THE EVENT GIVING RISE TO LIABILITY, OR ONE HUNDRED UNITED STATES DOLLARS ($100.00) IF NO FEES HAVE BEEN PAID.

Your practice agrees to defend, indemnify, and hold harmless PatientStars, its officers, directors, and employees from and against any third-party claims, liabilities, damages, losses, or expenses (including reasonable legal fees) arising from: (a) your practice's breach of these Terms, (b) any violation of the TCPA or healthcare privacy regulations resulting from unauthorized contact lists provided by your practice, or (c) unlawful or defamatory public responses published by your practice staff.

These Terms remain in effect until terminated by either party. You may terminate your account at any time by initiating account closure in your dashboard settings or emailing support@patientstars.com.

We reserve the right to suspend or terminate your access to the Services immediately, with written notice, if your practice material breaches these Terms, engages in deceptive review practices, or violates applicable telephony or healthcare privacy regulations. Upon termination, your right to access the dashboard ceases, and associated OAuth tokens are revoked.

These Terms, and any dispute arising from or related to the Services, shall be governed by and construed in accordance with the laws of the State of New Jersey, United States, without regard to its principles of conflicts of law. The parties submit to the exclusive personal jurisdiction of the state and federal courts located within the State of New Jersey for the resolution of any legal proceedings arising hereunder.

We may revise these Terms periodically to reflect updates in regulatory requirements, carrier guidelines, or our product architecture. When material modifications are made, we will notify your practice via email or an administrative dashboard notice at least thirty (30) days prior to the effective date of the revised Terms. Continued use of the Services following that date constitutes acceptance of the modified Terms.

If your practice or legal counsel has questions regarding these Terms, please contact our clinical operations desk: