Customer terms of service

These Customer Terms of Service (the "Terms") are an agreement between StackFloss, Inc. ("StackFloss," "we," "us") and the dental practice or practice organization that signs up for StackFloss ("Customer," "you"). They apply to every StackFloss plan, including the free Practice Diagnosis.

You accept these Terms by signing an order form that references them, by checking a box or clicking to accept them, or by connecting your practice management system to StackFloss. The person accepting must have authority to bind the practice. If you don't have that authority or don't agree, don't use StackFloss.

1. Definitions

• "Services" means the StackFloss software and related services described in your order, including the Practice Diagnosis, PracticeChat, work lists, message drafts, automations, and support.
• "Order" means an order form, online sign-up, or plan selection that you and we agree to, stating your plan, locations, fees, and term.
• "Location" means each office with its own schedule and patient records.
• "Customer Data" means data you or your PMS provide to the Services, including protected health information ("PHI") as defined by HIPAA.
• "Output" means what the Services produce from Customer Data, such as diagnoses, flagged items, answers, work lists, and message drafts.
• "Authorized Users" means your employees and contractors you allow to use the Services under your account.
• "PMS" means your practice management system.

2. The Services and plans

• Diagnose (free). A Practice Diagnosis of production in your records that is already approved, already due, or already covered, updated weekly. No payment card is required and there's no set time limit.
• Recover (paid). Adds PracticeChat, patient history, prioritized work lists, message drafts, scheduled tasks, and results tracking.
• Automate (paid). Adds onboarding, a multi-location view, automated task handling under rules you set, writing approved changes back to your PMS, and a dedicated success manager.

Plan features are described in your Order. We may improve and change the Services, but we won't materially reduce the core features of a paid plan during a term you've paid for.

Supported systems. StackFloss currently works with Open Dental. If you registered with another PMS, we'll tell you when it's supported; until then, these Terms don't oblige us to provide Services for it.

Founding practice PracticeChat trial. Practices that signed up as founding practices before launch may use PracticeChat free for a limited time once their practice is connected, one trial per practice, on the terms we confirm when their spot opens. The trial doesn't require a payment card, and nothing changes unless you choose a paid plan. PHI processed during the trial is covered by the BAA.

Early release and preview features. Features we label early release, beta, or preview are provided for evaluation, may change or end, and are provided "as is." Our obligations under the BAA still apply to any PHI they process.

3. Accounts and Authorized Users

You're responsible for your Authorized Users and their compliance with these Terms. Give access only to people who need it for their job, keep login credentials confidential, remove access promptly when someone leaves, and tell us right away at security@stackfloss.com if you suspect unauthorized access. You're responsible for activity under your account unless it results from our breach of these Terms or the BAA.

4. Connecting your PMS

• Authorization. You authorize us to connect to your PMS and access the Customer Data needed to provide the Services. You confirm you have the right to grant that access under your agreements with your PMS vendor.
• Read-only by default. The Services read your records and don't change anything in your PMS unless you're on a plan that includes write-back and you turn it on.
• Write-back and automation. If you enable them, the Services take only the actions your rules allow. You choose which tasks are automated and can turn any automation off at any time. You're responsible for the rules you set and for reviewing results.
• Third-party costs. Fees your PMS vendor charges for access, add-ons, or APIs are yours unless your Order says otherwise.
• Data quality. Output depends on the accuracy of the records in your PMS. We aren't responsible for errors caused by inaccurate or incomplete records.

5. Customer Data

• You own Customer Data. You grant us a limited right to use it only to provide, secure, and support the Services for you, as the BAA permits, and as the law requires.
• No sale, no AI training on PHI. We don't sell Customer Data or de-identified data made from it, and we don't use PHI to train AI models. As the BAA describes, we may use de-identified data to train AI models that we use only within the Services, and we never disclose de-identified data to anyone else for their own use.
• De-identified benchmarks. We may create de-identified data from Customer Data and use it in aggregate with other practices' data to produce benchmarks, but only as the BAA permits. De-identified data never identifies you, your practice, or any patient.
• Usage data. We may use information about how the Services are used, such as feature use and performance, that contains no PHI, to operate and improve the Services.
• Your responsibilities. You're responsible for having the notices, consents, and authorizations the law requires for us to process Customer Data for you, and for not asking us to use PHI in a way HIPAA wouldn't permit you to.

6. HIPAA and security

We act as your business associate. We'll protect PHI with administrative, technical, and physical safeguards that meet the HIPAA Security Rule, require our subcontractors that handle PHI to sign business associate agreements, and notify you of breaches as the BAA requires. Our current safeguards, and the subcontractors that handle PHI, are listed on our Security and HIPAA page. We store and process PHI only in the United States.

7. AI features and recommendations

• How Output is made. The Services use exact rules and AI models running in our HIPAA-eligible AWS environment to flag items, answer questions, and draft messages. Every flagged item shows why it was flagged.
• Review before acting. AI Output can be incomplete or wrong. You and your Authorized Users are responsible for reviewing Output before relying on it or acting on it, including before sending any message to a patient.
• Clinical decisions stay with clinicians. The Services don't diagnose or treat patients, and Output isn't clinical, legal, billing, coding, insurance, or financial advice. Treatment decisions belong to your licensed providers.
• Estimates. Dollar figures in a Practice Diagnosis are estimates of production in your records. They aren't a promise of revenue or collections.

8. Messages to patients

If you use the Services to draft or send messages to patients, you're the sender. You're responsible for each message's content and for complying with laws that apply to patient communications, including HIPAA's rules on marketing, the Telephone Consumer Protection Act, CAN-SPAM, and state law, and for having any consent those laws require.

9. Acceptable use

You won't, and won't let anyone else: use the Services in violation of law or these Terms; access them except through the interfaces we provide; probe, scan, or test their security without our written permission; reverse engineer them except where the law allows it; resell or share them with anyone outside your practice organization; use them to build a competing product; or upload malicious code. We may suspend access that threatens the security or integrity of the Services or other customers' data, and we'll tell you promptly and restore access once the issue is resolved.

10. Fees and billing

• Free plan. Diagnose is free. We may change or end the free plan with at least 30 days' notice.
• Paid plans. Fees, billing frequency, and term are set in your Order. Unless your Order says otherwise, paid plans are month to month, and fees are per Location, billed monthly in advance, and due within 30 days of invoice.
• Changing plans. You can move up a plan at any time; we'll prorate the difference for the rest of your current term. Moving down takes effect at the start of your next billing period.
• Term and renewal. A month-to-month plan renews each month until you or we cancel it. You can cancel at any time, and cancellation takes effect at the end of the billing month you're in. If your Order sets a longer term, it renews for the same length unless either party gives notice of non-renewal at least 30 days before the term ends. We'll give you at least 45 days' notice of any price increase. On a month-to-month plan, an increase takes effect no earlier than the first billing month that starts after that notice period; on a longer term, it takes effect at renewal.
• Taxes. Fees don't include taxes. You're responsible for applicable sales and use taxes, other than taxes on our income.
• Late payment. If an undisputed invoice is more than 30 days overdue, we may suspend paid features after 10 days' written notice. Your Practice Diagnosis and your access to export your data aren't affected by suspension.
• Refunds. Fees are non-refundable except as these Terms say otherwise, including for the rest of a billing month after you cancel.

11. Term and termination

These Terms last as long as you use the Services. You can stop using the free plan at any time and cancel a paid plan as section 10 describes. Either party may terminate these Terms or an Order if the other party materially breaches them and doesn't cure the breach within 30 days of written notice. You may also terminate as the BAA allows. If you terminate for our uncured breach, we'll refund any prepaid fees for the rest of the term.

When the agreement ends, we'll disconnect from your PMS. For 30 days after the Services end, you can request an export of your Customer Data and Output. Within 60 days after the Services end, we'll return or destroy Customer Data as the BAA requires, and certify the destruction in writing on request. Sections 5, 7, 10 (for amounts owed), 12, 13, 15, 16, 17, and 18 survive.

12. Confidentiality

Each party will protect the other's non-public business information with at least reasonable care, use it only to perform under these Terms, and share it only with people who need it and are bound by similar obligations. This doesn't cover information that is public, already known, independently developed, or rightfully received from someone else. PHI is protected by the BAA, not this section.

13. Intellectual property and feedback

We own the Services and everything we use to provide them. You own Customer Data and may use Output for your practice's internal business purposes. If you give us feedback, we may use it without obligation to you.

14. Our commitments

We'll provide the paid Services in a professional manner, materially as described in your Order, and in compliance with the BAA. If we don't, tell us and we'll work to fix it; if we can't within 30 days, you may terminate the affected Order and receive a refund of prepaid fees for the remaining term.

15. Disclaimers

Except as stated in section 14 and the BAA, and to the fullest extent the law allows, the Services and Output are provided "as is," and we disclaim all other warranties, express or implied, including merchantability, fitness for a particular purpose, and non-infringement. We don't guarantee any amount of production, revenue, or collections, or that the Services will be uninterrupted or error-free.

16. Indemnification

By us. We'll defend you against third-party claims that the Services infringe their intellectual property and pay resulting damages and costs a court awards or we agree to in settlement. This doesn't apply to claims caused by Customer Data, your modifications, or combining the Services with things we didn't provide.

By you. You'll defend us against third-party claims arising from Customer Data you weren't permitted to provide, messages you send to patients, or your clinical decisions, and pay resulting damages and costs a court awards or you agree to in settlement.

The party seeking defense must give prompt notice, reasonable cooperation, and control of the defense, and the defending party may not settle a claim in a way that admits fault for the other without its consent.

17. Limitation of liability

Neither party is liable for indirect, incidental, special, consequential, or punitive damages, or lost profits or revenue, even if told they were possible. Each party's total liability under these Terms is limited to the fees you paid or owe us in the 12 months before the event giving rise to the claim, or $100 if you're on the free plan.

These limits don't apply to your obligation to pay fees, to either party's indemnification obligations, or to liability that can't be limited by law. For breach of section 12 or the BAA, each party's total liability is limited to three times the amount in the first paragraph of this section, or $50,000 if greater.

18. General

• Governing law. Texas law governs these Terms, without regard to conflict-of-law rules. Disputes go to the state or federal courts in Travis County, Texas.
• Changes to these Terms. We may update these Terms with at least 30 days' notice by email or in the Services. Changes that would materially reduce your rights take effect for paid plans at your next renewal. Changes required by law may take effect sooner.
• Notices. We'll send notices to the email address on your account. Send notices to us at hello@stackfloss.com, and security or privacy notices to security@stackfloss.com.
• Assignment. Neither party may assign these Terms without the other's consent, except to a successor in a merger, acquisition, or sale of substantially all its assets, if the successor agrees to be bound by these Terms and the BAA.
• Force majeure. Neither party is liable for delays caused by events beyond its reasonable control, other than payment obligations.
• Publicity. We won't use your practice's name or logo publicly without your written permission.
• Independent parties. The parties are independent contractors. There are no third-party beneficiaries.
• Entire agreement. These Terms, your Orders, and the BAA are the entire agreement on this subject. Order of precedence: the BAA (for PHI), then the Order, then these Terms. If any provision is unenforceable, the rest remains in effect. Not enforcing a provision isn't a waiver.

StackFloss, Inc. · 1401 Lavaca St, Ste 84690, Austin, TX 78701

Last updated: November 9, 2026.