Terms of Service

1. Agreement to Terms

By accessing or using the Digital Desk AI platform ("Service"), you agree to be bound by these Terms of Service ("Terms"). If you do not agree to these Terms, you may not use the Service. These Terms apply to all users, including clinic owners, authorized staff, and any other individuals accessing the Service on behalf of a healthcare business.

2. Description of Service

Digital Desk AI provides an AI-powered automation platform for independent healthcare clinics. The Service includes automated appointment booking, patient reminder sequences, no-show recovery workflows, patient reactivation campaigns, review collection, unified inbox management, and related features as described on our website.

3. Free Trial

We reserve the right to modify trial terms, including duration and features included, for future new customers. Trial terms applicable at the time of your sign-up will govern your trial period.

4. Subscriptions and Billing

Digital Desk AI is offered as a monthly subscription service. Subscription plans and pricing are available on our website at digitaldeskai.com/pricing (reflected in your account).

• Subscriptions are billed monthly in advance on your billing date.
• All fees are in US Dollars unless otherwise specified.
• Prices are subject to change with 30 days' written notice to subscribers.
• We use third-party payment processors. By providing payment information, you authorize us to charge your payment method for the applicable subscription fees.
• Failed payments may result in service interruption. We will attempt to notify you before suspending access.

5. Cancellation Policy

Upon cancellation, your account will remain active until the end of your paid billing period, after which access to the Service will be discontinued. We recommend exporting any data you wish to retain before your account closes.

6. Refund Policy

Except as required by law, all subscription fees are non-refundable. We do not provide prorated refunds for mid-cycle cancellations or for periods during which the Service was not actively used.

If you believe you have been charged in error, please contact us at hello@digitaldeskai.com within 30 days of the charge and we will review your case.

7. Acceptable Use

You agree to use the Service only for lawful purposes and in accordance with these Terms. You must not:

• Use the Service to send unsolicited communications (spam) to individuals who have not consented to receive them
• Use the Service in any way that violates applicable laws, including HIPAA and telemarketing regulations (TCPA)
• Attempt to gain unauthorized access to any part of the Service or its infrastructure
• Reverse-engineer, decompile, or otherwise attempt to extract the source code of the Service
• Use the Service to store, transmit, or process data in violation of any applicable privacy laws
• Resell or sublicense the Service without our written permission

8. Your Responsibilities

You are responsible for:

• Maintaining the security and confidentiality of your account credentials
• Ensuring you have the appropriate legal basis and patient consent to process patient contact information through the Service
• Compliance with all applicable healthcare regulations, including HIPAA, applicable to your clinic's use of the Service
• The accuracy of all information you provide to configure the Service
• All activity that occurs under your account

9. Intellectual Property

The Service, including all software, content, designs, and documentation, is owned by Digital Desk AI and is protected by intellectual property laws. Your subscription grants you a limited, non-exclusive, non-transferable license to use the Service for your clinic's internal purposes only.

You retain ownership of any data you upload to or generate through the Service, including patient information and communication history. By using the Service, you grant us a limited license to process this data solely for the purpose of providing the Service to you.

10. Disclaimers

The Service is provided "as is" and "as available" without warranties of any kind, express or implied. We do not warrant that the Service will be uninterrupted, error-free, or that results obtained from using the Service will meet your expectations.

We are not responsible for the outcomes of automated communications sent to your patients. You are responsible for reviewing and approving the content of automated messages before activation.

11. Limitation of Liability

To the fullest extent permitted by law, Digital Desk AI shall not be liable for any indirect, incidental, special, consequential, or punitive damages arising from your use of, or inability to use, the Service. Our total liability for any claim arising from these Terms or your use of the Service shall not exceed the amount you paid us in the 3 months prior to the event giving rise to the claim.

12. Service Modifications and Termination

We reserve the right to modify, suspend, or discontinue the Service (or any part thereof) at any time with reasonable notice. We may terminate your access to the Service for material violations of these Terms, with or without notice depending on the severity of the violation.

13. Changes to These Terms

We may update these Terms from time to time. We will notify you of material changes via email or a notice in your account dashboard at least 14 days before the changes take effect. Your continued use of the Service after changes take effect constitutes your acceptance of the revised Terms.

14. Governing Law

These Terms are governed by and construed in accordance with applicable law. Any disputes arising from these Terms or your use of the Service shall be resolved through binding arbitration or the applicable courts, as mutually agreed upon.

15. Contact

For questions about these Terms, please contact us:

Digital Desk AI
Email: hello@digitaldeskai.com