Terms of Service

The service is provided by OakStone Digital Ltd (company no. 17102271), registered office 90 Whitethorn Avenue, Yiewsley, West Drayton, England, UB7 8LA (“OakStone”, “we”). “You” means the business that uses the service.

OakStone provides AI-assisted patient-communication and operational automation for dental practices — appointment reminders, rebooking and recall outreach, and reporting — configured per client and connected to your practice management system. Specific scope, channels and any optional features (such as voice) are set out in your order form.

• You are the data controller for your patient data and are responsible for a lawful basis and appropriate patient privacy information.
• You approve message templates before first use and keep your PMS connection and contact data reasonably accurate.
• You use the service only in line with our Acceptable Use Policy and applicable law (including PECR and UK GDPR).
• Your practice manager holds a kill-switch and may pause messaging at any time, without notice or justification.

Fees, any free pilot period, and payment terms are set out in your order form. Unless stated otherwise, fees are exclusive of VAT.

We provide the service with reasonable skill and care and operate to the service levels in your agreement. Processing of real patient data begins only once the go-live conditions are met: a signed DPA, cyber insurance in force, and a named DPO.

We aim for high availability but do not guarantee the service will be uninterrupted or error-free. We may perform maintenance and will take reasonable steps to minimise disruption. Third-party channels (WhatsApp, SMS carriers) are outside our control.

OakStone owns the software, workflows and materials that make up the service. You own your data. You grant us the limited rights needed to provide the service. Aggregated, anonymised statistics that cannot identify you or any patient may be used to operate and improve the service.

Each party will keep the other's confidential information confidential and use it only to perform the agreement.

Nothing limits liability that cannot be limited by law (including death or personal injury caused by negligence, or fraud). Subject to that, neither party is liable for indirect or consequential loss, and each party's total liability is capped as set out in the signed agreement. Data-protection liability is dealt with in the DPA.

Either party may terminate as set out in the order form or on material breach not remedied within a reasonable period. On termination we delete or anonymise patient data as described in the DPA.

These terms are governed by the laws of England and Wales, whose courts have exclusive jurisdiction.