Terms of Service

1. Agreement to these terms

These terms are a legal agreement between Kaizo Ltd (“Kaizo”, “we”, “us”) and the dental practice that subscribes to the service (“you”, the “Customer”), together with any order form or written agreement we sign with you. By accessing or using Kaizo you agree to these terms. If you do not agree, do not use the service.

2. Who can use Kaizo

Kaizo is a business tool for UK dental practices. It is invite-only: access is granted to a practice and to the individual users the practice authorises. You must be at least 18 and authorised to act for your practice. You are responsible for your users' compliance with these terms.

3. The service

Kaizo provides software that helps dental practices with tasks such as lead and enquiry handling, patient communications, recalls, scheduling support, clinical-note drafting and practice operations, including AI features. We may improve, change or add to the service over time; we will not materially reduce its core functionality during your paid term without notice.

4. Accounts and security

• Keep account credentials confidential and enable multi-factor authentication where offered.
• You are responsible for activity under your accounts. Tell us promptly of any suspected unauthorised access.
• We may suspend access where necessary to protect the service, other customers, or patient data.

5. Acceptable use

You must not misuse the service. In particular, do not: break the law or infringe others' rights; upload malware; attempt to gain unauthorised access, probe or disrupt the service; reverse engineer it except as permitted by law; resell or provide access to third parties outside your practice; or use it to send unlawful or unsolicited communications.

6. Your data and patient data

You own your data. For personal data of patients and staff, you are the controller and Kaizo is your processor: we process it only on your documented instructions, under our data processing agreement, which forms part of these terms. You are responsible for having a lawful basis and any necessary consents for the data you put into Kaizo and for the communications you ask Kaizo to send.

For outbound messages in particular (SMS, email, WhatsApp, social media and any marketing), you are responsible as controller for having a lawful basis under UK GDPR and, where it applies, the consent required for electronic marketing under PECR. Kaizo provides safeguards, including enforcing patient opt-outs and quiet hours before messages are sent, but these safeguards do not transfer responsibility: the decision to contact a patient or enquirer, and the lawfulness of that contact, rests with you as controller.

7. AI features

Kaizo's AI features are assistive tools. They do not provide medical, clinical, legal or financial advice, and they are not a medical device. AI-generated content, including drafted clinical notes, must be reviewed, edited and approved by a suitably qualified member of your team before it is relied on or acted on. A registered clinician must review and sign any clinical note. You remain responsible for clinical decisions and for records kept in your practice management system.

8. Availability and support

We aim to keep the service available and will use reasonable efforts to provide support and to give advance notice of planned maintenance. Unless a separate service level agreement is signed, the service is provided without a guaranteed uptime commitment. Occasional downtime, maintenance and dependence on third-party providers are to be expected.

9. Fees

Fees, billing frequency and any trial are set out in your order form or as otherwise agreed in writing. Unless stated otherwise, fees are exclusive of VAT and are non-refundable except where required by law. We may change fees for a renewal term on reasonable notice.

10. Intellectual property

Kaizo and all software, content and materials that make up the service are owned by Kaizo or its licensors. We grant you a non-exclusive, non-transferable right to use the service during your term. You keep all rights in your own data. Feedback you give us may be used to improve the service without obligation to you.

11. Confidentiality

Each party will protect the other's confidential information and use it only to perform this agreement. This does not apply to information that is public through no fault of the receiving party, independently developed, or required to be disclosed by law.

12. Disclaimers

Except as expressly stated, the service is provided “as is” and “as available”. To the extent permitted by law, we exclude all implied warranties. We do not warrant that the service will be uninterrupted or error-free, or that AI outputs will be accurate or complete.

13. Limitation of liability

Nothing in these terms limits liability that cannot be limited by law (including for death or personal injury caused by negligence, or fraud). Subject to that, neither party is liable for indirect or consequential loss, or for loss of profits, revenue, goodwill or data; and each party's total liability arising out of the agreement is limited to the fees paid or payable by you in the 12 months before the claim. Your data protection obligations and each party's indemnities are addressed in the data processing agreement.

14. Term, termination and your data

The agreement runs for the term in your order form and renews as stated there. Either party may terminate for material breach not remedied within 30 days of notice, or if the other becomes insolvent. On termination we stop processing your data and, on request within a reasonable period, return or delete it in line with the data processing agreement.

15. Changes to these terms

We may update these terms. We will change the “last updated” date and give notice of material changes affecting customers through the service or by email. Continued use after changes take effect means you accept them.

16. Governing law

These terms are governed by the laws of England and Wales, and the courts of England and Wales have exclusive jurisdiction, without affecting any mandatory rights you have under local law.

17. Contact

Questions about these terms: email team@kaizosystems.com or write to Kaizo Ltd (company number 17266896), registered office 83 Langley Way, Watford, WD17 3FA, United Kingdom.