Terms of Service
Last updated: 26 April 2026
1. Acceptance
By registering for, logging into, or using the GateDent platform, you fully accept these Terms of Service. If you do not agree with these terms, please refrain from using the platform.
2. Service Description
GateDent is cloud-based management software (SaaS) for dental practices. The service includes:
- Patient registration and management
- Appointment scheduling and SMS reminders
- Interactive odontogram (dental chart)
- Financial reports
- Inventory and laboratory management
- Treatment plans and procedures
- Audit log and reports
The service is provided "as is" and "as available".
3. User Account and Obligations
- Account security: It is your responsibility to ensure the security of your account credentials (username, password)
- Responsibility: You are responsible for all operations carried out under your account
- Prohibition: Using the system for illegal, harmful, or unauthorized purposes is prohibited
- Respect: It is important to respect the rights of other users and the confidentiality of their data
- Harmful activity: Any activity that could harm the platform (hacker attacks, viruses, system overload) is prohibited
4. Subscription and Payments
4.1. General terms
The service is provided on a monthly or annual subscription basis. Payment terms are determined according to the selected pricing plan.
- The subscription renews automatically after the term expires (unless cancelled by the user)
- After the free trial period ends, a transition to a paid subscription is required
4.2. ⚠️ Payment Delays
If the subscription payment date approaches and payment is not made:
| Mərhələ | Müddət | Sistemdə nə baş verir |
|---|---|---|
| 1. Warning | Before the date | An email/SMS reminder is sent |
| 2. Grace period | 7 calendar days | The system remains fully functional, allowing time for payment |
| 3. Restriction of rights | After 7 days | New registrations, modifications, and SMS sending are blocked |
| 4. Account suspension | After 30 days | The account is fully suspended and data is moved to the archive |
| 5. Data deletion | After 30 + 30 days | If payment is not made, data is permanently deleted |
5. Refunds
Within 14 calendar days from the payment date, a user may cancel their subscription and request a refund. Refunds are processed according to the following terms:
- A charge of 5 qəpik is applied per SMS for the SMS services used during this period
- A charge of 10 qəpik is applied for each 1 MB of data entered into the system during this period
- The remaining amount is refunded after deducting the usage fees noted above
6. Price Changes
Since technical services are paid in international currency (US dollars), prices may change due to currency exchange rate fluctuations, inflation, or increases in operating costs.
Users will be informed of price changes at least 30 days in advance via email or in-platform notification. New prices will apply only from the beginning of the next subscription period.
7. Suspension and Termination of Service
- By the user: You may cancel your subscription at any time. Cancellation takes effect at the end of the current subscription period
- Breach of terms: In the event of a breach of these terms, we may suspend or terminate your account without notice
- Data retention: After the account is terminated, your data is retained for 30 days, during which you may request recovery
- Full deletion: After 30 days, data is permanently deleted
8. Audit Log (Transparency)
The doctor and authorized users can view all important operations in their practice in the system audit log:
- Who changed what and when
- From which IP and device the login was made
- Changes to patient records, treatment notes, and financial transactions
This allows the practice to transparently monitor internal activity and conduct audits when needed. Each practice sees only its own audits - other practices' data remains hidden.
9. Intellectual Property
The GateDent platform, its design, code, logo, and content are our intellectual property. Users may not copy, modify, distribute, or use any part of the platform for commercial purposes.
The data entered into the system by the practice (patient records, photos) is the property of the practice.
10. Limitation of Liability
We do our best to ensure the platform operates continuously and without errors, but we are not liable in the following cases:
- Force majeure events (natural disasters, war, government decisions)
- Third-party problems (internet providers, payment systems)
- User error (data loss resulting from failure to manage one's own account properly)
- Scheduled maintenance work (notice is given in advance)
In the event of any damages, our total liability is limited to the subscription amount paid in the last 2 months.
11. Changes to the Terms
We reserve the right to change these Terms of Service at any time. Users will be informed of changes via email or in-platform notification.
Changes take effect 15 days after notification. Continuing to use the platform during this period means you accept the new terms. If you do not agree with the new terms, you may cancel your subscription.
12. Applicable Law
These terms are governed and interpreted in accordance with the legislation of the Republic of Azerbaijan. In the event of any dispute, the parties will first attempt to resolve it through negotiation.
13. Contact
If you have any questions regarding these terms, contact us:
- Email: [email protected]
- Phone (Baku): +994 10 700 12 23
- Phone (Berlin): +49 152 0797 8407