Terms of Service
Last updated: August 24, 2026 · Dental Scribe sections: version DS-2
These Terms of Service ("Terms") are an agreement between you (and, where you are acting on behalf of a practice or company, that practice or company) and Soulware Studio LLC ("Soulware," "we," "us"), governing your access to and use of our software and services, including Dental Scribe and Promethic (the "Services"). By creating an account or using the Services, you agree to these Terms. If you accept these Terms on behalf of a practice or other entity, you represent and warrant that you are authorized to bind that entity, and "you" refers to that entity and its personnel. Acceptance by electronic means has the same evidential value as a signed paper agreement.
If your practice uses Dental Scribe: our Business Associate Agreement (presented and accepted in-app when you activate your account) governs our handling of protected health information and controls over these Terms wherever the two conflict on that subject. These Terms govern everything else — accounts, billing, acceptable use, and our use of practice configuration data as described below.
1. Accounts
You must provide accurate information when creating an account and keep your login credentials secure. For Dental Scribe, accounts are shared per office/practice; you're responsible for the devices and staff you allow to access your account, subject to our device-approval controls. You must be at least 18 years old and have authority to bind your practice or company to these Terms.
2. Recording Notices and Patient Consent (Dental Scribe)
Dental Scribe is a voice-charting assistant: while your provider turns it on, it listens and transcribes in real time so exam findings and planned treatment can be charted hands-free. Your practice — not Soulware — decides when and where it is used, and your practice and its personnel are solely responsible for: (a) providing all notices and obtaining and maintaining all permissions, consents, and authorizations necessary for Soulware and its service providers to receive and process audio from patient encounters; and (b) complying with all laws that apply to listening to, recording, or transcribing conversations, including federal and state wiretapping, eavesdropping, and all-party-consent laws and any biometric privacy laws. You represent and warrant that, before using Dental Scribe during encounters with patients, your practice will inform patients that visits are documented with a voice-charting assistant and will obtain any consent your state requires. Consent requirements vary by state; some states require the consent of every party to a conversation. Soulware provides educational notice materials (consent form, signage, and script templates) you may adapt, but Soulware does not provide legal advice, does not obtain patient consent, and does not verify that consent was obtained. Your practice should keep its own records of the notices it provides and consents it obtains.
3. How Dental Scribe Handles Audio
Soulware commits that it: does not use audio from patient encounters, or transcripts of them, to train any AI model; does not use them for any purpose other than providing the Services to your practice; and does not create voiceprints or any biometric identifiers from anyone's voice. These commitments apply to every Dental Scribe feature, current and future.
As Dental Scribe operates today, encounter audio is streamed for real-time transcription and is not retained after the visit: Soulware does not record or store encounter audio, and no recording or transcript of the encounter is saved on your workstation or Soulware's servers. Audio is processed by our transcription subprocessor under a Business Associate Agreement with zero data retention. Any future feature that stores audio or transcripts (for example, retrievable visit recordings) will be a separate, optional feature, disabled by default, and unavailable to your practice unless your practice's authorized representative expressly enables it and accepts updated terms, an updated Business Associate Agreement, and updated patient notice materials for it.
4. Subscriptions and Billing
Paid Services are billed on a subscription basis through our payment processor, Stripe, at the price and interval shown to you at checkout or in your account. Subscriptions renew automatically until canceled. You can cancel at any time; cancellation takes effect at the end of the current billing period, and we do not provide partial-period refunds except where required by law or as we otherwise agree in writing. We may offer free trials or promotional pricing at our discretion, with terms disclosed at the time.
5. Acceptable Use
You agree not to: use the Services for any unlawful purpose; attempt to gain unauthorized access to our systems or another customer's data; reverse-engineer or attempt to extract the underlying models, prompts, or source code of the Services except as permitted by law; interfere with or disrupt the integrity or performance of the Services; or use the Services to generate content that infringes on the rights of others. We may suspend or terminate access for violations of this section.
6. Your Content
You retain ownership of the content you or your practice submit to the Services (for example, Promethic prompts and attachments, or Dental Scribe catalog configurations). Except as expressly stated in Section 7 for Dental Scribe configuration data, the license you grant us is limited to hosting, processing, and displaying that content solely to provide the Services to you.
7. Configuration Data and Product Improvement
This section is the one exception to Section 6's service-only license: for Dental Scribe configuration data specifically, we may also use it as described below to improve our products. Nothing in this section changes how Promethic content is treated — that stays governed by Section 6 alone.
- Practice configuration data (Dental Scribe). When you customize your treatment catalog — procedure mappings, treatment definitions, and any notes or tips you add while customizing it — that is practice/business configuration data, not patient data; please don't include patient names or other patient-identifying information in it. You grant us a non-exclusive, worldwide license to use this data, including in aggregated, derived, or anonymized form, for any business purpose, including operating, supporting, and improving our Services, building better default catalogs and configurations, and developing new products and features. We will not publish your specific catalog content in a way that identifies your practice.
- Prompt and usage data (Promethic). We do not use your prompt content or outputs to train our own models, and we do not sell it. Promethic's "Generate Prompt" feature uses the records and corrections (deltas) you create to refine your own prompt, for your own benefit — that data isn't used outside your account. Operational usage metrics (conversion counts, timing, cost) help us improve Promethic generally.
- De-identified clinical data (Dental Scribe). Our ability to create and use de-identified data derived from protected health information is governed by our Business Associate Agreement with your practice, not by these Terms.
- Opt-out. You may opt out of the product-improvement uses described in this section for your account at any time by emailing privacy@soulware.studio, without affecting your access to the Services. Opt-out is prospective: it stops future use of your data this way, but doesn't require us to unwind aggregated improvements already created before your opt-out.
8. Intellectual Property
The Services, including their software, design, and underlying technology, are owned by Soulware and protected by intellectual property laws. These Terms do not grant you any rights to our trademarks, logos, or brand features except as necessary to use the Services as intended.
9. Third-Party Services
The Services rely on third-party providers (for example, OpenAI, Fly.io, Supabase, Stripe, Resend) described in our Privacy Policy. We are not responsible for the acts or omissions of these providers. Where a provider may handle protected health information, we contract with it under a Business Associate Agreement.
10. Disclaimers
The Services are provided "as is" and "as available." The Services use artificial intelligence. Output — including suggested chart entries, codes, and transcribed findings — is generated automatically, is suggestive only, and may be incomplete or inaccurate. Dental Scribe does not practice dentistry or medicine, does not provide medical advice or diagnoses, and is not a substitute for professional judgment. Your practice's licensed clinicians are solely responsible for reviewing all output and for all clinical, charting, and treatment decisions before anything becomes part of a patient record. We disclaim all warranties, express or implied, including merchantability, fitness for a particular purpose, and non-infringement, to the maximum extent permitted by law.
11. Limitation of Liability
To the maximum extent permitted by law, Soulware's total liability arising out of or relating to the Services will not exceed the amount you paid us in the twelve (12) months before the claim arose. Neither party will be liable for indirect, incidental, consequential, special, or exemplary damages. This limitation does not apply to liability arising from a breach of our Business Associate Agreement resulting in an impermissible use or disclosure of unsecured PHI, which is governed by that agreement's own liability terms instead.
12. Indemnification
You will defend, indemnify, and hold harmless Soulware and its officers, employees, and agents from and against any third-party claim, action, or proceeding — and all resulting damages, settlements approved by you, and reasonable attorneys' fees and costs — arising out of or relating to: (a) your breach of these Terms, including any representation or warranty in them; (b) your or your personnel's failure to provide legally required notices or to obtain legally required consents or authorizations, including under wiretapping, eavesdropping, all-party-consent, or biometric privacy laws; (c) content and data your practice submits to or generates with the Services; or (d) your or your personnel's violation of law or of the rights of any third party — in each case except to the extent a claim results from Soulware's own breach of these Terms or violation of applicable law. Your defense obligation arises when a claim is asserted, not when it is resolved. Soulware may participate in the defense with its own counsel at its own expense, and you will not settle any claim imposing non-monetary obligations on Soulware without Soulware's consent.
13. Term and Termination
These Terms remain in effect while you use the Services. You may stop using the Services and close your account at any time. We may suspend or terminate your access for violation of these Terms, non-payment, or if required by law, with notice where practicable. Sections that by their nature should survive termination (including intellectual property, disclaimers, limitation of liability, indemnification, and the de-identified/aggregated data rights already created under Section 7) survive.
14. Changes to These Terms
We may update these Terms from time to time. We will post the updated version here with a new "Last updated" date; if a change is material, we will make reasonable efforts to notify account holders directly, and for Dental Scribe practices a material change to the Dental Scribe sections may require re-acceptance in the app by your practice's authorized representative. Continued use of the Services after a change takes effect constitutes acceptance.
15. Governing Law
These Terms are governed by the laws of the State of Oregon, without regard to its conflict-of-laws principles, and any dispute will be resolved in the state or federal courts located in Oregon, except as otherwise required by applicable law.
16. Contact Us
Questions about these Terms: contact@soulware.studio.