Terms of Service

1. Agreement to These Terms

By creating an account, accessing the Service, or using the Website, you agree to these Terms and to our Privacy Policy. If you use the Service on behalf of a dental practice or other organization, you represent that you have authority to bind that organization, and “you” includes that organization. If you do not agree to these Terms, do not use the Website or the Service.

2. The Service

CaseLink is a referral and case-collaboration platform for dental practices. The Service lets general dentists send structured referrals to specialists, lets both offices share files and messages about a case, and shows both offices the same referral status from creation through completion.

For clarity, the Service is not:

• A practice management system. The Service works alongside systems such as Dentrix, Eaglesoft, and Open Dental and does not replace scheduling, charting, or billing software.
• A provider of dental or medical care. The Service is a communication and coordination tool. All clinical decisions, diagnoses, treatment plans, and patient relationships remain solely with the dental professionals using the Service. CaseLink does not practice dentistry and does not provide medical or dental advice.
• A guarantee of outcomes. CaseLink does not guarantee that any referral will result in an appointment, treatment, or any particular clinical or business outcome.

3. Eligibility and Accounts

The Service is intended for licensed dental professionals and the staff of dental practices, acting in a professional capacity. The Service is not directed to patients or consumers. You must be at least 18 years old to use the Service.

You agree to:

• provide accurate, current, and complete information when creating an account and keep it up to date,
• keep your login credentials confidential and not share individual accounts between people,
• ensure that every person who uses the Service under your practice account is authorized to do so and complies with these Terms, and
• notify us promptly at support@caselink.net if you suspect unauthorized access to your account.

4. Plans, Fees, and Billing

The Service is offered on the following plans:

• General dentist plan. Free. No payment method is required.
• Specialist plan. A paid subscription billed monthly, or annually at a discount, at the prices published on the Website at the time of purchase.
• Enterprise plans. Custom pricing for DSOs and multi-location groups, as agreed in a separate order form.

Paid subscriptions renew automatically at the end of each billing period unless cancelled before renewal. Fees are charged to the payment method on file. Except where required by law or expressly stated otherwise, fees are non-refundable. Prices may change with reasonable advance notice, and changes take effect at your next renewal. You are responsible for any applicable taxes. If a payment fails and is not corrected within a reasonable period after notice, we may downgrade or suspend the affected account.

5. PHI and HIPAA

The Service is designed to handle Protected Health Information (“PHI”) in connection with referrals between dental practices. Where CaseLink acts as a business associate of a practice that is a Covered Entity under HIPAA, the parties’ obligations with respect to PHI are governed by the Business Associate Agreement (the “BAA”) executed between CaseLink and that practice. Business Associate Agreements are available to subscribed specialist practices. In the event of a conflict between these Terms and an executed BAA with respect to PHI, the BAA prevails.

You agree to:

• use the Service to share patient information only for treatment, referral, and care-coordination purposes permitted by law,
• limit the PHI you submit to what is reasonably necessary for the referral or case at hand, and
• comply with your own obligations under HIPAA and other applicable privacy laws, including obtaining any required patient authorizations.

6. Acceptable Use

You agree not to:

• use the Service in violation of any law or professional regulation,
• submit information about patients you are not treating, referring, or receiving in a professional capacity,
• impersonate another person or practice, or misrepresent your affiliation or credentials,
• upload malicious code, attempt to probe or breach the Service’s security, or access data belonging to other practices without authorization,
• scrape, harvest, or bulk-export data from the Service except through features we provide for that purpose,
• reverse engineer, copy, resell, or sublicense the Service, or use it to build a competing product, or
• use the Service to send spam or unsolicited commercial communications.

We may investigate suspected violations and may remove content or suspend accounts where reasonably necessary to protect the Service, its users, or patients.

7. Your Content and Data

You and your practice retain all rights to the information you submit to the Service, including referral details, clinical notes, images, and messages (“Customer Content”). You grant CaseLink a limited license to host, process, transmit, and display Customer Content solely to provide, secure, support, and improve the Service, consistent with our Privacy Policy and, where applicable, an executed BAA.

You are responsible for the accuracy and lawfulness of the Customer Content you submit, and you represent that you have the rights and permissions needed to share it through the Service.

8. Intellectual Property

The Service, the Website, and all related software, designs, logos, and content (other than Customer Content) are owned by CaseLink or its licensors and are protected by intellectual property laws. We grant you a limited, non-exclusive, non-transferable right to access and use the Service for your practice’s internal business purposes during your subscription. No other rights are granted. The CaseLink name and logo may not be used without our prior written consent.

If you send us feedback or suggestions about the Service, we may use them without restriction or obligation to you.

9. Third-Party Services

The Website and the Service may link to or interoperate with third-party websites and services, such as scheduling tools or form providers. Those services are governed by their own terms and policies, and CaseLink is not responsible for them. Your practice management system remains entirely separate from the Service, and CaseLink is not responsible for its operation.

10. Term, Suspension, and Termination

These Terms apply from your first use of the Website or the Service and continue while you use them. You may stop using the Service or cancel your subscription at any time. Cancellation takes effect at the end of the current billing period.

We may suspend or terminate access to the Service if you materially breach these Terms, if required by law, or if continued provision would create a security or legal risk. We will give reasonable notice where practicable. Following termination, we will provide a reasonable opportunity to export your Customer Content, subject to our legal retention obligations and, where applicable, the BAA. Sections of these Terms that by their nature should survive termination do survive, including Sections 7, 8, and 11 through 14.

11. Disclaimers

The Website and the Service are provided on an “as is” and “as available” basis. To the fullest extent permitted by law, CaseLink disclaims all warranties, express or implied, including merchantability, fitness for a particular purpose, and non-infringement. We do not warrant that the Service will be uninterrupted, error-free, or secure, or that it will meet your requirements. The Service supports professional communication between practices. It does not replace clinical judgment, and CaseLink is not responsible for the care decisions of any provider using the Service.

12. Limitation of Liability

To the fullest extent permitted by law, CaseLink will not be liable for indirect, incidental, special, consequential, or punitive damages, or for lost profits, lost revenue, or lost data, arising out of or related to the Website, the Service, or these Terms.

To the fullest extent permitted by law, CaseLink’s total liability arising out of or related to these Terms will not exceed the amounts you paid to CaseLink for the Service in the twelve months before the event giving rise to the claim, or one hundred US dollars if you have not paid any fees. Nothing in these Terms limits liability that cannot be limited by law.

13. Indemnification

You will defend and indemnify CaseLink against third-party claims arising from your Customer Content, your violation of these Terms, your violation of applicable law or professional regulation, or the clinical services you provide, except to the extent the claim results from CaseLink’s own breach of these Terms or applicable law.

14. Governing Law and Disputes

These Terms are governed by the laws of the Commonwealth of Virginia, without regard to its conflict of laws rules. The state and federal courts located in Arlington County, Virginia have exclusive jurisdiction over disputes arising out of or relating to these Terms, and each party consents to venue there. Each party waives any right to a jury trial to the extent permitted by law.

15. Changes to These Terms

We may update these Terms from time to time. If a change is material, we will provide reasonable notice by posting an updated effective date at the top of this page and, where appropriate, by notifying you through the Website, the Service, or by email. Your continued use of the Website or the Service after the effective date constitutes acceptance of the updated Terms.

16. Contact Us

Questions about these Terms can be sent to: