1. About these terms
These Terms & Conditions govern your use of the RefClin platform, operated by RefClin. By creating an account or using the service you agree to these terms. If you are agreeing on behalf of a practice, you confirm you are authorised to bind it.
2. The service
RefClin is software that lets dental practices and specialists send, receive and manage clinical referrals, share documents securely, and communicate about cases. RefClin is a software provider — it is not a provider of dental or medical advice, diagnosis or treatment, and it does not practise dentistry.
3. Accounts
You are responsible for the accuracy of your account details, for keeping credentials confidential, and for all activity under your account. Notify us immediately of any unauthorised use. We may suspend accounts that breach these terms or present a security risk.
4. Clinical responsibility
The clinicians and practices using RefClin remain solely responsible for all clinical decisions, for the accuracy and lawfulness of the data they submit, for obtaining valid patient consent, and for compliance with their professional obligations (including GDC standards). RefClin provides no clinical judgement and accepts no clinical liability.
5. Acceptable use
You agree not to misuse the service, including: uploading unlawful content, attempting to access data belonging to other tenants, probing or breaching security, reverse engineering the platform, or using it to send unsolicited marketing. RefClin operates on a referral-network basis and does not facilitate fee-splitting or commission on clinical referrals.
6. Fees
Where a plan is paid, fees, billing periods and any trial terms are presented at sign-up or in your account. Unless stated otherwise, fees are exclusive of VAT. Non-payment may lead to suspension. Statutory rights are unaffected.
7. Data protection
Our handling of personal data is described in our Privacy Policy. Where RefClin processes patient data on your behalf, that processing is governed by a Data Processing Agreement, which forms part of these terms.
8. Intellectual property
RefClin and its software, design and content are owned by RefClin or its licensors. You receive a limited, non-exclusive, non-transferable right to use the service while these terms are in force. You retain ownership of the data you submit.
9. Availability & liability
We aim for a reliable service but do not guarantee uninterrupted availability. To the maximum extent permitted by law, RefClin is not liable for indirect or consequential loss, loss of profits, or loss arising from clinical decisions. Nothing in these terms limits liability that cannot lawfully be limited (including for death or personal injury caused by negligence, or fraud).
10. Termination
Either party may terminate as set out in your plan. On termination we will return or securely delete your data in line with the Data Processing Agreement and applicable record-retention rules.
11. Governing law
These terms are governed by the laws of England and Wales, and the courts of England and Wales have exclusive jurisdiction.
12. Changes & contact
We may update these terms; material changes will be posted here. Questions: support@refclin.ai.