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Terms of Service

Last updated: February 13, 2026

These Terms of Service (“Terms”) govern your access to and use of the Healama platform, including our web applications, AI-assisted features, practice management tools, third-party integrations, and related services (collectively, the “Services”), provided by Healama, Inc. (“Healama,” “we,” “us,” or “our”). By creating an account or using the Services, you agree to be bound by these Terms, our Privacy Policy, and any applicable Business Associate Agreement. If you do not agree to these Terms, you must not use the Services.

Who may use the Services

The Services are designed for dental practices and their authorized staff members. To use the Services, you must:

  • Be at least 18 years of age or have the authority to bind your dental practice to these Terms.
  • Use individual credentials for each authorized user. Shared accounts are not permitted.
  • Have the authority to execute a Business Associate Agreement on behalf of your practice, if applicable.

Account registration and security

  • Provide accurate and current information when creating and managing accounts, including your name, email, and role within the practice.
  • Maintain the security of your login credentials. Use strong, unique passwords and enable multi-factor authentication when available.
  • Practice owners and administrators are responsible for managing team access, including sending invitations, assigning roles, and revoking access for departing staff.
  • Notify us promptly at support@healama.com of any unauthorized use of your account or other security incidents.

Sessions are managed in accordance with NIST SP 800-63B at Authenticator Assurance Level 2 (AAL2), with a 30-minute idle timeout and a 12-hour absolute session timeout for your protection.

Permitted use

You may use the Services for lawful, practice-related purposes, including:

  • Managing patient records, appointments, and scheduling.
  • Verifying insurance eligibility and managing billing workflows.
  • Communicating with patients via the platform's messaging and email features.
  • Using AI-assisted features as operational aids, subject to professional review by qualified staff before any clinical or billing decisions are finalized.
  • Connecting and using third-party integrations (practice management systems, calendars, email) at your practice's discretion.

Prohibited use

You agree not to:

  • Reverse engineer, decompile, disassemble, or attempt to derive the source code of the platform.
  • Circumvent, disable, or interfere with security features or access controls.
  • Upload or transmit malware, viruses, or any harmful or illegal content.
  • Use the Services for any purpose unrelated to dental practice operations.
  • Share your login credentials or allow unauthorized individuals to access the platform through your account.
  • Access the Services through automated means (bots, scrapers) except through documented APIs.
  • Upload content that violates patient privacy, HIPAA, or any applicable law.

Patient data and HIPAA

Healama is HIPAA-compliant and operates as a Business Associate when processing protected health information (PHI) on behalf of covered entities.

  • A Business Associate Agreement (BAA) must be executed before your practice enters PHI into the platform. Contact privacy@healama.com to request a BAA.
  • You are responsible for ensuring that you have the necessary patient authorizations, consents, and legal rights to provide patient data to the Services.
  • You must ensure that all patient data entered into the platform is accurate and lawful to share.
  • We apply the minimum necessary standard to all PHI processing. Social Security numbers are not collected by the platform.
  • Audit logs of PHI access and modifications are retained for seven (7) years in compliance with HIPAA.

AI features and limitations

The Services include AI-assisted features to help with scheduling, patient communication, insurance verification support, and operational tasks. You acknowledge and agree that:

  • AI outputs are suggestions only. They do not constitute clinical diagnoses, treatment recommendations, or medical or dental advice.
  • Qualified clinical staff must review all AI-generated outputs before making clinical, billing, or treatment decisions.
  • Healama does not guarantee the accuracy, completeness, or timeliness of AI-generated responses.
  • AI features may use third-party language models. Conversation data may be processed by these models to generate responses.
  • You are solely responsible for any decisions made based on AI outputs.

Third-party integrations

The Services integrate with third-party systems that your practice may choose to connect, including practice management systems, calendar providers, email providers, and payment processors.

  • You are responsible for enabling integrations and reviewing the terms of service and privacy policies of each third-party provider.
  • Integration credentials are encrypted at rest within the Healama platform.
  • Healama is not responsible for the availability, accuracy, or data practices of third-party services.
  • You may disconnect integrations at any time through the platform settings.

Fees, billing, and subscription

  • Certain features of the Services require a paid subscription. Pricing is presented at checkout and may include applicable taxes.
  • Payments are processed through a third-party payment processor. By purchasing a subscription, you also agree to the payment processor's terms of service.
  • Subscriptions auto-renew at the end of each billing period unless cancelled before the renewal date.
  • We may change subscription pricing with at least thirty (30) days' prior notice. Continued use after a price change constitutes acceptance.
  • Refunds are handled on a case-by-case basis. Contact support@healama.com for billing inquiries.

Intellectual property

Healama and its logos, software, design, content, and documentation are owned by Healama, Inc. or its licensors and are protected by intellectual property laws. You receive a limited, non-exclusive, non-transferable, revocable license to use the Services during your active subscription.

Your practice retains ownership of all data it enters into the platform, including patient records and practice information. If you provide feedback, suggestions, or ideas about the Services, we may use them without obligation to you.

Data ownership and portability

  • Practice data belongs to the practice. Healama does not claim ownership of your patient records, clinical data, or practice information.
  • The platform provides data export capabilities so that practices can retrieve their data.
  • Upon termination of your account, you may request a data export within thirty (30) days. After this period, Healama may delete your data, subject to HIPAA and other legal retention requirements.

Confidentiality

Each party agrees to protect the other party's confidential information using reasonable measures, no less protective than those used to protect its own confidential information. Protected health information is governed by the applicable Business Associate Agreement and HIPAA, not this general confidentiality section.

Confidential information does not include information that is publicly available, independently developed, or received from a third party without restriction on disclosure.

Disclaimers

THE SERVICES ARE PROVIDED “AS IS” AND “AS AVAILABLE” WITHOUT WARRANTIES OF ANY KIND, WHETHER EXPRESS, IMPLIED, OR STATUTORY. WE DO NOT WARRANT THAT THE SERVICES WILL BE UNINTERRUPTED, ERROR-FREE, OR COMPLETELY SECURE.

The Services do not provide medical, dental, legal, or financial advice. Insurance eligibility verification results and AI-generated outputs are provided for informational purposes only and should be independently verified. Your practice is solely responsible for all clinical decisions.

Limitation of liability

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, HEALAMA WILL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, OR FOR ANY LOSS OF PROFITS, DATA, GOODWILL, OR BUSINESS INTERRUPTION, REGARDLESS OF THE THEORY OF LIABILITY.

HEALAMA'S TOTAL AGGREGATE LIABILITY ARISING FROM OR RELATED TO THESE TERMS OR THE SERVICES WILL NOT EXCEED THE TOTAL FEES PAID BY YOU TO HEALAMA IN THE TWELVE (12) MONTHS PRECEDING THE EVENT GIVING RISE TO THE CLAIM.

These limitations apply even if Healama has been advised of the possibility of such damages and even if a remedy set forth herein is found to have failed of its essential purpose.

Indemnification

You agree to indemnify, defend, and hold harmless Healama, its officers, directors, employees, and agents from and against any claims, damages, losses, liabilities, and expenses (including reasonable attorneys' fees) arising from:

  • Your use or misuse of the Services.
  • Your violation of these Terms or applicable law.
  • Your practice's failure to comply with HIPAA or other patient privacy regulations.
  • Inaccurate patient data entered into the platform by your practice.
  • Unauthorized access resulting from your failure to secure your account credentials.

Termination

  • You may stop using the Services and close your account at any time by contacting us.
  • We may suspend or terminate your access if you violate these Terms, fail to pay applicable fees, or if required by law.
  • Upon termination, your right to use the Services ends immediately. You may request a data export within thirty (30) days of termination.
  • After the data export window, we may delete your data, except as required by HIPAA or other legal retention obligations.
  • The following sections survive termination: Intellectual Property, Data Ownership, Confidentiality, Disclaimers, Limitation of Liability, Indemnification, Governing Law, and General Provisions.

Governing law and dispute resolution

These Terms are governed by and construed in accordance with the laws of the State of Delaware, without regard to its conflict of law principles.

Any dispute arising from or relating to these Terms or the Services will first be addressed through good-faith negotiation between the parties. If the dispute cannot be resolved within thirty (30) days, either party may pursue binding arbitration in accordance with the rules of the American Arbitration Association. Each party waives the right to participate in a class action or class-wide arbitration.

General provisions

These Terms, together with the Privacy Policy and any applicable BAA, constitute the entire agreement between you and Healama regarding the Services. If any provision of these Terms is found unenforceable, the remaining provisions will continue in full force. Our failure to enforce any provision does not constitute a waiver. You may not assign your rights under these Terms without our written consent. Healama may assign its rights in connection with a merger, acquisition, or sale of all or substantially all of its assets. Neither party will be liable for delays or failures caused by events beyond its reasonable control (force majeure).

Changes to these Terms

We may update these Terms from time to time. If we make material changes, we will notify you by email or through an in-app notice before the changes take effect. We will also update the “Last updated” date at the top of this page. Your continued use of the Services after the effective date of revised Terms constitutes acceptance of the changes.

Contact us

If you have questions about these Terms, contact us at: