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Dental Audit — Terms and Conditions

Last updated: 10th August 2026

These Terms and Conditions (“Terms”) govern access to and use of the Dental Audit web application (the “Service”), provided by Digitally Transform Dental IT Consultancy Limited, a company registered in England & Wales (company number 11394302), registered office at 255 Poulton Road, Wallasey, Wirral, CH44 4BT (“we”, “us”, “our”, “the Company”). The Service is hosted and operated on our behalf by Digitally Transform Me Ltd, but the Company remains the party contracting with you and responsible for the Service.

By creating an account, accessing, or using the Service, you and, where applicable, the dental practice you represent (“you”, “your”, the “Customer”) agree to be bound by these Terms. If you do not agree, you must not use the Service.

1. Definitions

  • “Location” means a single physical practice site with its own separate account/tenant on the Service.
  • “Owner” means the individual who signs up for a Location’s account and who is billed for the subscription.
  • “Coordinator” means a user who has been granted user-management rights by the Owner.
  • “Auditor” means a user who completes day-to-day audits.
  • “User” means any individual with an account at a Location, in any role.
  • “Content” means the audit responses, templates, and other data entered into the Service by you or your Users.

2. The Service

Dental Audit is a B2B compliance and quality-assurance tool that allows dental practice staff to complete structured compliance self-audits (for example, Record Keeping, Infection Control, Disability Equality, Radiograph Quality, Urgent Care with or without prescribing, and Medical Emergency Preparedness), track scores over time, build custom audit templates, and export reports as PDF.

The Service relates solely to your practice’s own internal operations and compliance processes. It is not a patient-facing product and does not manage patient appointments, clinical records, or treatment. It does not replace, and should not be relied upon as, a substitute for professional regulatory or legal advice, or for your practice’s own statutory compliance obligations.

3. Account registration and eligibility

You must be an authorised representative of a dental practice, and at least 18 years old, to create an account. Each physical practice Location requires its own separate account. A multi-site practice group must register separately for each Location; the Service does not provide a shared parent-organisation account across multiple sites.

You must provide accurate, current information when registering and keep it up to date.

4. User roles and permissions

Each Location has the following roles:

  • Owner — the practice owner who signs up for and is billed for the account. The Owner has full control over the Location’s account, including user management and billing.
  • Coordinator — may be granted user-management rights by the Owner.
  • Auditor — completes day-to-day audits.

The Owner is responsible for managing role assignments within their Location and for ensuring that access is granted only to appropriate, authorised individuals.

5. User cap and invitations

Each Location is limited to a maximum of 15 user accounts. This limit is enforced by the Service. If your practice requires more than 15 users, please contact us to discuss options.

Owners (or authorised Coordinators) invite colleagues by email. Invited users set their own password via a single-use invitation link that expires after 7 days. You are responsible for keeping your login credentials confidential and for all activity that occurs under your account.

6. Subscription and billing

Subscriptions are billed on a recurring basis via Direct Debit (Bacs), processed by our payment provider, GoCardless. Digitally Transform Dental IT Consultancy Limited is the merchant of record and will appear as such on your GoCardless Direct Debit mandate and on your bank statement.

We do not receive or store your bank account details; these are held directly and securely by GoCardless. We store only your GoCardless mandate ID and subscription ID for reference and account management purposes.

In certain cases, we may grant “premium” access to a Location without an active GoCardless subscription (a “comped” account), at our discretion.

7. Cancellation and data retention

If you cancel your subscription, your Location retains full access to the Service until the end of your current paid billing period (the “grace period”).

After the grace period ends, premium data is archived: all audits are removed except the two most recent free-tier audits of each audit type, which remain accessible. Deleted audit sessions are held in a recoverable state for a limited period before permanent removal.

This grace-period and archival treatment applies to voluntary cancellations. Where an account is suspended or terminated by us for misuse, non-payment, or breach of these Terms (see section 11), we are not obliged to apply the same grace period or archival treatment, and may suspend or restrict access immediately.

8. Fair use policy

To keep the Service reliable and fair for all customers, the following fair use terms apply:

  • Each Location is limited to a maximum of 15 user accounts. Additional users beyond this limit require a separate practice-Location account.
  • The Service is licensed to you for your own practice Location’s internal compliance auditing only. You must not resell, sublicense, white-label, or otherwise make the Service available to, or operate it as a hosting or audit service on behalf of, unrelated third-party practices.
  • We reserve the right to rate-limit, throttle, or suspend accounts engaged in excessive automated use, scraping, API abuse, or any activity that degrades the Service for other customers. The Service already applies IP-based rate limiting to sign-up and other sensitive actions.
  • We reserve the right to suspend or terminate accounts for misuse, non-payment, or breach of these Terms, as set out in section 11.

9. Restriction on entering patient-identifiable data

Most audit questions ask whether your practice’s own records contain certain fields or whether a process was followed (for example, “was date of birth recorded?”) and do not require you to enter any actual patient’s personal data. A small number of free-text or notes fields exist across certain audit types.

You must not enter any real patient-identifiable information (including but not limited to a patient’s name, date of birth, address, contact details, or clinical information) into any field of the Service, including free-text fields. You are solely responsible for ensuring that no such information is entered by you or your Users. If you or your Users enter such information in breach of this restriction, you do so at your own risk, and we accept no liability for that data or for any consequences arising from it. You remain the data controller responsible for any such data under applicable data protection law.

10. Acceptable use

When using the Service, you must not:

  • Attempt to gain unauthorised access to another Location’s data or account, or to any part of the Service you are not authorised to access
  • Reverse engineer, decompile, or attempt to extract the source code of the Service, except where permitted by law
  • Use the Service to store or process any content that is unlawful, infringing, or that you do not have the right to use
  • Interfere with or disrupt the integrity or performance of the Service, or attempt to circumvent any security or access-control measures
  • Use automated means (bots, scrapers, or similar) to access the Service other than through officially supported interfaces

11. Suspension and termination

We may suspend or terminate your account, or restrict access to the Service, if we reasonably believe you have breached these Terms, engaged in misuse of the Service, failed to pay applicable subscription fees, or if required to do so by law.

Where suspension or termination results from voluntary cancellation, the grace period and archival treatment described in section 7 will apply. Where suspension or termination results from misuse, non-payment, or breach of these Terms, we may restrict or remove access immediately and are not obliged to provide the same grace period or data-retention treatment, although we will act reasonably having regard to the circumstances.

You may cancel your subscription at any time through your account settings or by contacting us; cancellation will take effect in accordance with section 7.

12. Intellectual property

The Service, including its software, design, audit templates provided by us, and underlying technology, is owned by or licensed to Digitally Transform Dental IT Consultancy Limited and is protected by intellectual property laws. We grant you a limited, non-exclusive, non-transferable licence to access and use the Service for your Location’s own internal compliance purposes, subject to these Terms.

You retain ownership of the Content you or your Users enter into the Service (such as audit responses and custom templates you create). You grant us a licence to host, store, process, and display that Content solely for the purpose of providing the Service to you.

13. Disclaimers

The Service is provided “as is” and “as available”. While we take reasonable steps to ensure the Service is accurate, reliable, and available, we do not warrant that it will be uninterrupted, error-free, or fault-free. The Service is a tool to assist with your practice’s internal compliance self-assessment; it does not constitute regulatory, legal, or professional advice, and completing audits within the Service does not itself guarantee compliance with any regulatory body’s requirements. You remain responsible for your practice’s compliance with all applicable laws, regulations, and professional standards.

The audit templates, questions, and recommended actions available within the Service are based on publicly available guidance issued by bodies including the Care Quality Commission (CQC), the General Dental Council (GDC), and other relevant regulators, current as at the date each audit was published or last reviewed. While we take reasonable care to keep this content accurate, regulations and professional guidance change over time and their application may vary between practices. Audit content is provided to assist your practice’s internal compliance self-assessment only; using it does not guarantee compliance with any law, regulation, or professional standard. You remain solely responsible for verifying current regulatory requirements and for your practice’s compliance with all applicable laws, regulations, and professional standards.

14. Limitation of liability

Nothing in these Terms limits or excludes our liability for death or personal injury caused by our negligence, for fraud or fraudulent misrepresentation, or for any other liability that cannot be limited or excluded under applicable law.

Subject to the above, to the maximum extent permitted by law, we shall not be liable for any indirect, incidental, or consequential loss, or for loss of profits, revenue, business, or data, arising out of or in connection with your use of the Service. Our total aggregate liability arising out of or in connection with these Terms or the Service shall not exceed the total subscription fees paid by you to us in the 12 months preceding the event giving rise to the claim.

15. Data protection

Our collection and use of personal data in connection with the Service is described in our Privacy Policy, which forms part of these Terms by reference. By using the Service, you also agree to the terms of our Privacy Policy.

16. Changes to these Terms

We may update these Terms from time to time, for example to reflect changes in the Service, our business, or the law. Where changes are material, we will take reasonable steps to notify Owners (such as by email or an in-app notice) before the changes take effect. Continued use of the Service after changes take effect constitutes acceptance of the updated Terms.

17. General

  • Entire agreement — these Terms, together with our Privacy Policy, constitute the entire agreement between you and us in relation to the Service.
  • Severability — if any provision of these Terms is found unenforceable, the remaining provisions will continue in full force and effect.
  • No waiver — our failure to enforce any right or provision of these Terms will not be considered a waiver of that right or provision.
  • Assignment — you may not assign or transfer your rights under these Terms without our prior written consent. We may assign these Terms in connection with a merger, acquisition, or sale of assets.

18. Governing law and jurisdiction

These Terms are governed by the laws of England and Wales. The courts of England and Wales shall have exclusive jurisdiction to settle any dispute arising out of or in connection with these Terms or the Service.

19. Contact us

Digitally Transform Dental IT Consultancy Limited
Registered office: 255 Poulton Road, Wallasey, Wirral, CH44 4BT
Company number: 11394302

Service hosted and operated on our behalf by Digitally Transform Me Ltd.