Terms of Service

This Agreement consists of these Terms of Service, our Privacy Policy, our Data Processing Agreement (where it applies to you), and any order or plan you select at signup or in your account settings. Together they're "the Agreement."

We may update these terms from time to time — see Section 17. Continuing to use SmileSort after an update takes effect means you accept the updated terms.

• "Service" means the SmileSort clinical photography platform — importing, AI-assisted sorting, organising and securely sharing clinical photographs — including any related website, apps and support.
• "Patient Data" means personal data about your patients that you or your staff upload to the Service, including clinical photographs and any notes or labels attached to them.
• "Your Content" means Patient Data together with any other content you or your staff upload, create or store in the Service.
• "Plan" means the subscription tier (Starter, Workflow, Studio, or a separately agreed Enterprise plan) attached to your account.

SmileSort lets you import clinical photographs, have them AI-sorted into a standard taxonomy, organise them by patient and visit, and share folders with labs and colleagues through secure links you control — expiring after 7 days by default, after a period you choose, or only when you revoke them if you choose No expiry — and revocable at any time. We may add, change or retire individual features over time; where a change is material we'll make reasonable efforts to tell you in advance.

You must be a registered dental professional, or someone authorised by a dental practice to set up its account, and you must be able to form a binding contract. One account represents one practice.

You're responsible for the accuracy of the information you provide, for keeping your login credentials confidential, and for everything that happens under your account, including actions taken by staff you've given access to. Tell us promptly at security@smilesort.com if you suspect unauthorised access.

SmileSort uses an AI model to help sort and organise clinical photographs: it recognises which standard view a photograph is (an upper occlusal or a smile photograph, for example) and groups photographs taken at the same appointment. This is an organisational aid, not clinical or diagnostic advice. SmileSort does not assess or interpret what a photograph shows, diagnose, or make treatment recommendations, and you can review and correct every AI result — before filing for a batch upload, and in place for a Clinical Series, where you can move any photograph to a different slot. You remain solely responsible for all clinical judgment and treatment decisions concerning your patients; nothing in the Service is a substitute for your own professional assessment.

Producing an AI result involves sending the relevant photograph to our AI subprocessor for processing. See our Data Processing Agreement for how that's handled.

Current self-serve plans and monthly prices (+ VAT where applicable):

• Starter — £29/month, or £290/year billed annually.
• Workflow — £49/month, or £490/year billed annually.
• Studio — £89/month, or £890/year billed annually.
• Enterprise — for larger groups; priced and contracted separately, outside self-service checkout.

Fees are billed in advance, monthly or annually depending on what you choose at checkout, through our payment processor, Stripe. Subscriptions renew automatically at the then-current price for your Plan and billing interval until cancelled. We'll give you reasonable notice — at least 30 days — before a price increase takes effect on your next renewal.

If a payment fails, we'll retry it and let you know; access continues uninterrupted while we do, but we may suspend write access (uploads, sharing, new folders) if the failure isn't resolved within a reasonable period. Fees already paid are non-refundable except where required by law or expressly stated otherwise.

A practice's first subscription starts with a 14-day free trial of the Plan you choose. There is one free trial per practice: a practice that has had one before — including one that cancelled or let a subscription end — starts its next subscription without a trial and is charged when it subscribes.

You'll need to add a payment card to start the trial (unless you're using a code that makes your Plan free permanently). Nothing is charged during the trial. We'll email you a reminder 3 days before it ends. Unless you cancel before the trial ends, your subscription continues automatically: the first payment for your Plan and billing interval is taken from that card when the trial ends, and then monthly or annually, as you chose, until cancelled (Section 6).

If you cancel during the trial, you won't be charged. You keep full access until the trial ends; after that your account follows the same read-only grace period as any cancelled subscription (Section 8) — no photographs are deleted just because a trial ends.

You can cancel at any time from your account settings; cancellation takes effect at the end of your current billing period (or free trial), and you won't be charged again. Until then you keep full access. When the period ends, your account becomes read-only — you can still sign in and export your data, but can't upload, share or make further changes.

Your account stays read-only and exportable for 30 days after your subscription ends. After that grace period, everything — every photograph, patient record and folder — is permanently and automatically deleted, and cannot be recovered. We recommend exporting a full copy of your data before the grace period ends if you might want it again later. Deleting an individual patient, folder or photograph inside an active account works the same way, on a shorter cycle: it's held in Trash for 28 days before being permanently removed.

We may suspend or terminate your account immediately for a serious or repeated breach of Section 9 (Acceptable Use), for non-payment beyond the grace period described in Section 6, or where we reasonably believe continuing to provide the Service would be unlawful.

You agree not to:

• Use the Service for anyone other than your own dental practice's patients;
• Upload content you don't have the right or a lawful basis to process;
• Attempt to access another practice's data, or probe, scan or bypass the Service's security;
• Reverse-engineer, resell, sublicense or use the Service to build a competing product;
• Use the Service in a way that disrupts it for other users, or introduce malicious code;
• Share a secure link with anyone you don't intend to give access to those specific photographs.

You retain all ownership of Your Content, including Patient Data. We don't claim any ownership over your patients' photographs or records, and we don't use Patient Data to train AI models or for any purpose beyond providing the Service to you.

For Patient Data specifically, you are the data controller and SmileSort is your data processor — our Data Processing Agreement sets out exactly what that means and what we commit to. You're responsible for having a lawful basis to process your patients' data and for meeting your own obligations to them (including under UK GDPR and your professional regulatory duties); we're responsible for processing it securely and only as you instruct.

SmileSort and its licensors own all rights in the Service itself — the software, design, taxonomy, branding and underlying technology. Nothing in this Agreement transfers any of that to you. We grant you a non-exclusive, non-transferable licence to use the Service for your practice's own purposes for as long as your account is active.

We aim to keep the Service reliably available and take reasonable steps to do so, but we don't guarantee uninterrupted or error-free operation, and we don't currently offer a contractual uptime commitment on self-serve plans. Planned maintenance will usually be scheduled outside normal working hours where practical.

Except as expressly stated in this Agreement, the Service is provided "as is," and we disclaim all other warranties, express or implied, to the fullest extent the law allows.

Nothing in this Agreement limits either party's liability for death or personal injury caused by negligence, fraud, or anything else that can't lawfully be limited or excluded.

Subject to that, each party's total liability to the other arising out of or in connection with this Agreement, whether in contract, tort or otherwise, is limited to the fees you've paid SmileSort in the 12 months before the claim arose. Neither party is liable to the other for indirect or consequential loss, or for loss of profits, revenue or business opportunity.

You'll indemnify us against claims, losses and reasonable costs arising from Your Content or your breach of Section 9 (Acceptable Use) or Section 10 (Your Content & Data Protection). We'll indemnify you against claims that the Service, as provided by us, infringes a third party's intellectual property rights.

Each party will keep the other's confidential information confidential, and use it only to perform this Agreement, except where disclosure is required by law. This doesn't limit either party's obligations under the Data Processing Agreement, which are more specific and govern where the two overlap.

This Agreement starts when you create an account and continues until terminated as set out in Section 8. Sections 10, 11, 13, 14, 15 and 18 survive termination to the extent needed to give them effect.

We may update this Agreement to reflect changes to the Service, the law, or how we operate. For a material change, we'll notify you — by email or an in-product notice — at least 30 days before it takes effect. If you don't agree with a material change, you can cancel before it takes effect under Section 8.

Assignment. You may not assign this Agreement without our consent; we may assign it in connection with a merger, acquisition or sale of substantially all our assets.

Severability. If any part of this Agreement is found unenforceable, the rest remains in effect.

Entire agreement. This Agreement is the entire agreement between us about the Service and supersedes any prior discussions about it.

Governing law. This Agreement is governed by the laws of England and Wales, and the courts of England and Wales have exclusive jurisdiction over any dispute arising from it.

Questions about these terms? hello@smilesort.com