Terms of Service

These Terms of Service ("Terms") govern access to and use of ChairNav, a software-as-a-service product operated by ChairNav LLC for dental front-office operations including schedule protection, recall, patient communication, insurance preparation, and claim follow-up. By creating an account or using ChairNav, the practice and each authorized user agree to these Terms.

ChairNav is an administrative and operations platform for dental front offices. It does not provide clinical advice, diagnose conditions, or replace the judgment of a licensed dental professional. ChairNav does not provide dental diagnosis, clinical treatment decisions, legal advice, billing guarantees, or insurance coverage guarantees. Practices remain responsible for clinical judgment, regulatory obligations, and the accuracy of information they rely upon.

These Terms are informational and do not constitute legal advice for the practice's own patient relationships, regulatory posture, or staffing arrangements.

Each practice and authorized user agrees to the following:

• Accurate information. Provide accurate account, practice, and contact information and keep it up to date.
• Account security. Maintain the confidentiality of credentials, use unique passwords, and promptly notify ChairNav of suspected unauthorized use via support@chairnav.com.
• Authorized users. Only invite users who are authorized by the practice to access patient and operational data. The practice is responsible for the actions of users it invites.
• Practice data responsibility. The practice is responsible for the accuracy, lawfulness, and appropriateness of any data its staff enter or import into ChairNav, including patient identifiers, schedules, recall lists, and message content.
• Staff permissions. Configure roles and permissions within ChairNav so that staff access is appropriate to each user's job function.

Use of ChairNav is subject to our Acceptable Use Policy. Without limitation, the following are prohibited:

• misuse, fraud, or any illegal activity;
• spam, harassing messaging, or unsolicited bulk communications;
• scraping, bulk extraction, or automated harvesting of data not owned by the practice;
• credential abuse, account sharing outside authorized staff, or impersonation;
• security testing, probing, or vulnerability scans without prior written permission;
• uploading malware or harmful code;
• using AI features to generate content that is harassing, deceptive, defamatory, or designed to mislead patients about clinical or coverage outcomes.

Users and practices retain ownership of the content they upload to or create within ChairNav, including practice configuration, patient workflow data, schedules, recall lists, message drafts, insurance notes, and claim records ("Customer Content").

The practice grants ChairNav LLC a limited, non-exclusive, worldwide license to host, store, transmit, display, process, and create derivative operational outputs from Customer Content solely as necessary to provide and improve the service for the practice, secure the service, and comply with legal obligations. This license ends when the Customer Content is deleted from the service, subject to backup rotation and legal-hold requirements.

The practice represents that it has the rights, permissions, and patient consents necessary to upload and process Customer Content in ChairNav, including any patient or third-party data.

ChairNav includes AI-assisted features that draft, summarize, classify, or prioritize operational content (for example, suggesting recall messages, summarizing insurance notes, or grouping follow-up tasks). The following apply to all AI output:

• Outputs may be inaccurate or incomplete. AI output should be treated as an assistive draft, not as authoritative information.
• Assistive only. AI output is intended to reduce manual drafting work, not to replace staff judgment.
• Staff review required. Staff must review patient-facing messages and other sensitive outputs before they are sent or acted upon.
• No diagnosis. AI does not diagnose patients, prescribe treatment, or make clinical recommendations.
• Insurance and admin verification. Insurance eligibility, coverage, and administrative outputs must be verified by qualified staff before being presented to patients or relied upon for operational decisions.

ChairNav may offer paid subscription plans. When a practice subscribes to a paid plan, the following terms apply:

• Subscription term. Subscriptions are offered on the billing cadence selected at checkout (typically monthly or annual) and continue for successive terms until cancelled.
• Renewals. Subscriptions automatically renew at the end of each term at the then-current price for the selected plan unless cancelled before the renewal date.
• Cancellation. The practice may cancel at any time from account settings or by contacting support@chairnav.com. Cancellation takes effect at the end of the current billing term; fees already paid are non-refundable except where required by law.
• Taxes. Fees are exclusive of applicable taxes, which are the practice's responsibility unless ChairNav is required to collect them.
• Payment processing. Payments are processed by a third-party payment processor. The practice authorizes ChairNav and its processor to charge the payment method on file for amounts due.
• Price changes. Pricing for renewal terms may change with reasonable advance notice to the account owner.

ChairNav will use commercially reasonable efforts to keep ChairNav available, but does not guarantee that the service will be uninterrupted or error-free. Scheduled maintenance, unscheduled maintenance to address security or stability, third-party outages, and updates may temporarily affect availability.

Features may be added, changed, or removed as the product evolves. Material changes that reduce core functionality of an active paid plan will be communicated to account owners with reasonable notice.

A practice may cancel its account at any time from account settings or by contacting support@chairnav.com. On cancellation, access continues through the end of any paid term, after which the account is deactivated.

ChairNav may suspend or terminate access for: violation of these Terms or the Acceptable Use Policy; activity that exposes ChairNav, other customers, or third parties to legal, security, or operational risk; non-payment of fees; or as required by law. Where reasonable, ChairNav will provide notice and an opportunity to remedy.

On termination, the practice is responsible for exporting any Customer Content it wishes to retain. ChairNav will delete Customer Content from active systems on verified request, subject to backup rotation and legal obligations.

ChairNav is provided on an "as is" and "as available" basis. To the maximum extent permitted by law, ChairNav LLC disclaims all warranties, whether express, implied, statutory, or otherwise, including warranties of merchantability, fitness for a particular purpose, title, and non-infringement.

Without limiting the foregoing, ChairNav LLC does not warrant:

• any clinical, diagnostic, or treatment outcome — ChairNav does not provide clinical advice;
• any specific insurance coverage, eligibility, or claim payment outcome;
• any specific business outcome, revenue impact, or schedule utilization result;
• uninterrupted, timely, secure, or error-free operation of the service.

To the maximum extent permitted by applicable law, in no event will ChairNav LLC, its affiliates, or its suppliers be liable for any indirect, incidental, special, consequential, exemplary, or punitive damages, including loss of profits, loss of goodwill, loss of revenue, loss of data, business interruption, or substitute service costs, arising out of or related to the use of or inability to use ChairNav, even if advised of the possibility of such damages.

The aggregate liability of ChairNav LLC arising out of or related to these Terms or the service will not exceed the greater of (a) the fees paid by the practice to ChairNav for ChairNav in the twelve (12) months immediately preceding the event giving rise to the claim, or (b) one hundred U.S. dollars (USD $100).

Some jurisdictions do not allow the exclusion or limitation of certain damages; in those jurisdictions the limitations above apply to the maximum extent permitted by law.

These Terms are governed by the laws of the State of New York, United States, without regard to conflict-of-laws principles. The parties submit to the exclusive jurisdiction of the courts located in the State of New York, United States for any dispute arising out of or relating to these Terms or the service, except that either party may seek injunctive relief in any court of competent jurisdiction to protect its intellectual property or confidential information.

The ChairNav marketing site is available at chairnav.com. Reach the right team for legal notices or product questions: