Subscriber Agreement

Provider: AscenderTek Solutions (“AscenderTek”, “we”, “us”), a One Person Corporation registered in the Republic of the Philippines, operating the DentaCloudPH dental clinic management service (“the Service”). DentaCloudPH is a brand name of AscenderTek Solutions and is not a separate legal entity.

Subscriber: the dental clinic or practice that registers for the Service (“the Clinic”, “you”).

This Agreement governs the Clinic’s use of the Service. It is separate from, and does not replace, the patient-facing terms shown to patients using a clinic’s public online booking form.

1. The agreement

By registering for, or using, the Service, the Clinic agrees to this Agreement. The person registering confirms they are authorised to bind the Clinic. This Agreement, together with the Data Processing Agreement provided in the Service, is the entire agreement between the parties for the Service.

2. The Service

AscenderTek provides the Service on a subscription basis. Features available to the Clinic depend on the subscription plan selected. Plans, their limits and their prices are published on the Pricing page and in the Service, and may change under clause 12.

The Service is provided on a “software as a service” basis. AscenderTek grants the Clinic a non-exclusive, non-transferable right to access and use the Service during the subscription term.

2.1 Trial

Where a free trial is offered, it is for 14 days on the entry plan, at that plan’s own allowances. No payment method is required to start it.

A trial does not convert to a paid subscription. It ends unless the Clinic chooses a plan and pays for it, and nothing is charged automatically at any point. An invoice issued before the end of a trial is an offer to subscribe, not a charge. On expiry the Clinic’s account becomes Expired — read-only, as described in clause 5 — retaining its data, and may be activated later by choosing a plan.

3. Accounts, access and the Clinic’s responsibility

The Clinic controls who has access to its own records. Specifically:

1. The Clinic creates, invites, configures and removes its own user accounts and decides what role and permissions each user holds.
2. Everything done in the Service by an account the Clinic has granted access to is treated as done by the Clinic. This includes creating, editing and deleting patient records, treatment plans, charts, invoices, payments and any other data.
3. AscenderTek has no obligation to supervise, review, approve, reverse or coordinate what the Clinic’s own users do with the Clinic’s data.
4. The Clinic is responsible for keeping credentials confidential, for removing access promptly when a person leaves, and for the accuracy of the records its users enter.

AscenderTek will act on a Clinic’s own instruction to correct or restore data where it is technically able to do so, and may charge for material effort, but does not warrant that any particular change can be reversed.

3.1 Audit logs

The Service records an audit trail of changes made within the Clinic’s account, including who made a change and when. Where the Clinic needs to establish what happened to a record, AscenderTek will make this trail available to the Clinic through the Service. Availability of audit-log viewing and export depends on the Clinic’s subscription plan. Audit records are retained for as long as the Clinic’s account exists.

4. Fees and billing

1. Fees are those published for the selected plan, in Philippine Pesos. An annual subscription is billed at twelve times the monthly fee; any free months are a first-year offer taken once per Clinic, not a recurring discount.
2. A Subscription continues for successive billing periods until cancelled, and an invoice is issued for each period in advance — ordinarily about seven days before it starts, with a payment link valid for 30 days. AscenderTek does not charge the Clinic automatically. The Clinic pays each invoice itself, and the Subscription lapses at the end of a paid period if it does not.
3. Payments are processed by our payment provider, PayMongo. The payment methods offered are those enabled on AscenderTek’s account at the time the Clinic opens the payment link, and may change; the link states what is available. AscenderTek does not store full card numbers or bank account details.
4. AscenderTek Solutions is NON-VAT registered and is subject to percentage tax under BIR Form 2551Q. Invoices issued to the Clinic reflect this. No input VAT is passed on and none may be claimed against amounts paid to AscenderTek.

4.1 What the Clinic receives, and when

The Service is a digital subscription. It is delivered by activating the Clinic’s account, which happens automatically the moment a payment is confirmed. On every successful payment the Clinic receives:

• An activation or renewal confirmation email to the registered address, naming the plan, the amount paid and the next billing date.
• An acknowledgement receipt by email for that payment. It confirms the payment was received and is sufficient for the Clinic’s own records.
• A permanent entry in Subscription → Billing History inside the Service, showing the date, plan, amount paid, payment method and status.

Billing documents generated by the Service are acknowledgement receipts and billing statements, not BIR-registered sales invoices. Under RA 11976 the Sales Invoice is the principal document for services, and issuing one from the Service would require the BIR CAS accreditation AscenderTek does not hold — so it is issued by hand rather than generated.

A BIR Sales Invoice is available on request and is issued within 3 business days. Email billing@dentacloudph.com with the registered business name, TIN, registered address and the receipt reference.

4.2 Plan changes

An upgrade is invoiced for the prorated difference between the plans for the remainder of the current period, and takes effect when that invoice is paid; the Clinic’s billing date is unchanged. Downgrades take effect at the end of the current billing period, so the Clinic keeps what it has paid for, and nothing is refunded on a downgrade. Where a downgrade would put the Clinic below a plan limit it currently exceeds, the Clinic must bring usage within the new limit first.

4.3 Refunds

The Clinic may request a refund of any payment from within the Service. Every request is read and decided by a person, and the Clinic receives a decision within 7–10 business days. Nothing on the account changes while a request is open.

AscenderTek will refund:

1. In full, and without requiring justification, where the charge was AscenderTek’s error — a wrong amount, the wrong plan, or an add-on the Clinic did not buy.
2. In full, or as a credit against the next invoice at the Clinic’s choice, where the Clinic was charged twice for the same period.
3. Pro-rata for the whole months not yet started, where an annual subscription is cancelled within 30 days of the payment. The window is measured from the date of the payment to the date the request is received, and the month in progress counts as used.
4. In full, where it is the Clinic’s first payment, the request is made within 7 days of it, and the Clinic has not used the Service — no messages sent, no files uploaded, and no patients, dentists or staff added.

Free months, whether from a first-year offer or granted as goodwill, are not charged for and are therefore never refunded; they end with the subscription. One-time message credits are not refundable once added, and a recurring add-on is stopped rather than refunded, which returns the paid months not yet started.

Outside those cases, fees already paid are not refunded and the subscription continues to the end of the period paid for. This applies to a cancelled monthly subscription, and to an annual subscription cancelled more than 30 days after payment. AscenderTek may refund outside these cases at its discretion, and will not apply the cases above less generously than they are stated here.

Refunds are recorded against the original payment with a stated reason, are returned to the Clinic by the route appropriate to how it paid, and are issued in Philippine Pesos with no processing fee deducted. A Maya or card payment is returned through the payment provider the moment the refund is approved. A QR Ph payment cannot be reversed that way: AscenderTek sends a claim link within 2 business days of approval, and where a link can no longer be issued the refund is returned by bank transfer. How long a refund then takes to appear is determined by the Clinic’s bank or e-wallet provider. Partial refunds reopen the underlying invoice for the unpaid portion.

The current version of this policy is published at Refund & Cancellation Policy and forms part of this Agreement. Where that page and this clause differ, the published policy applies.

5. Non-payment — what actually happens

The Clinic is never locked out of its own patient records for non-payment. This is a deliberate policy, not a courtesy, and it is stated here so it can be relied upon.

In every one of these states, without exception, the Clinic can export its own data. Holding clinical records against an unpaid invoice is not something AscenderTek will do. Reactivation restores full access once the outstanding amount is settled.

6. The Clinic’s data

1. The Clinic owns its data. AscenderTek claims no ownership over patient records, clinical notes, images, or any other content the Clinic puts into the Service.
2. AscenderTek processes that data only to provide the Service, and as set out in the Data Processing Agreement.
3. The Clinic is the Personal Information Controller for its patient data. AscenderTek is the Personal Information Processor.

6.1 Export

The Clinic may export its data from within the Service at any time, in any account state. Export files are made available for 7 days after generation and are then deleted; a new export can be generated at any time. Exports are limited to 3 per day per clinic to protect service performance.

6.2 Deletion

On written request, or a reasonable period after termination, AscenderTek will delete the Clinic’s data, subject to any retention required by law. The Clinic should export anything it needs to keep before requesting deletion — deletion is not reversible.

7. Storage

Plans include a storage allowance measured in gigabytes, covering uploaded images and documents. Additional storage may be purchased as an add-on. Where a Clinic exceeds its allowance, further uploads may be refused until storage is reduced or an add-on is purchased. Existing data is not deleted for exceeding an allowance.

8. Acceptable use

The Clinic will not: use the Service unlawfully; upload material it has no right to upload; attempt to gain unauthorised access to the Service or to another clinic’s data; resell or provide the Service to a third party as a service of its own; or attempt to disable, overload or reverse engineer the Service.

9. Availability and support

AscenderTek will use commercially reasonable efforts to keep the Service available, and may perform maintenance which occasionally makes it briefly unavailable. No specific uptime percentage is warranted under this Agreement, except where a separate written service level agreement applies. Support is provided through the channels published in the Service and on the Contact page.

10. Clinical responsibility

The Service is a record-keeping and practice-management tool. It does not provide clinical advice and does not make clinical decisions. All clinical judgement, diagnosis, treatment and record accuracy remain entirely the responsibility of the Clinic and its licensed practitioners. AscenderTek is not a healthcare provider.

11. Liability

To the fullest extent permitted by Philippine law:

1. Neither party excludes liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot lawfully be excluded.
2. AscenderTek is not liable for indirect or consequential loss, loss of profit, loss of goodwill, or loss arising from the Clinic’s own users’ actions or from the Clinic’s failure to control access to its account.
3. AscenderTek’s total aggregate liability under this Agreement is limited to the subscription fees paid by the Clinic in the twelve months preceding the event giving rise to the claim.

12. Changes to this Agreement

AscenderTek may change this Agreement. Material changes will be notified to the Clinic’s registered email address before they take effect. Continued use after the effective date constitutes acceptance. A Clinic that does not accept a material change may cancel and export its data.

13. Term and termination

1. The Clinic may cancel at any time. Cancellation takes effect at the end of the current billing period; fees already paid for that period are not refunded except under clause 4.3.
2. AscenderTek may terminate for material breach not remedied within 30 days of written notice, or immediately for a breach of clause 8 that puts the Service or other clinics at risk.
3. Clauses 3, 6, 10, 11 and 14 survive termination.

14. Governing law

This Agreement is governed by the laws of the Republic of the Philippines. The parties submit to the exclusive jurisdiction of the courts of San Mateo, Rizal — the municipality of the provider’s principal office.

15. Contact

AscenderTek Solutions, Philippines

General and legal notices: support@dentacloudph.com
Billing, invoices and refund requests: billing@dentacloudph.com
Phone: 0952 469 8257