Terms of Service

By accessing or using the Canine application at caninetrack.com (the "Service"), you agree to be bound by these Terms of Service ("Terms"). If you do not agree, do not use the Service.

The Service is operated by Canine ("we", "us", "our"). These Terms constitute a legally binding agreement between you (the "Practice" or "you") and Canine.

Canine is a web-based dental and periodontal practice management platform for tracking cases, patients, employees, referring doctors, and revenue goals. The Service includes:

• Case acceptance and revenue tracking
• Patient and referring doctor management
• Employee performance analytics
• AI-assisted clinical note transcription and data queries
• Encrypted data storage and nightly backups

The Service is intended for use by licensed dental professionals and authorized practice staff. By using the Service, you represent that you are at least 18 years of age and are authorized to bind the Practice to these Terms.

You are responsible for:

• Maintaining the confidentiality of your login credentials and MFA devices
• All activity that occurs under your account
• Ensuring all workforce members are trained on HIPAA requirements and your practice's privacy policies
• Promptly notifying us of any unauthorized use of your account
• Changing your password and re-enrolling MFA immediately if anyone else may have learned your credentials, including a departing workforce member

The Service provides one account per Practice, intended for use by a single authorized individual (typically the treating provider). Do not share your credentials or MFA device with other staff — all activity in the Service is attributed to the account holder.

Canine operates as a Business Associate under HIPAA (45 CFR 164.502(e)). Before using the Service to process electronic Protected Health Information (ePHI), the Practice and Canine must execute a Business Associate Agreement (BAA). The BAA governs our obligations regarding the use, disclosure, and protection of ePHI.

Our security practices and HIPAA compliance posture are documented at caninetrack.com/privacy.

The Practice remains responsible for its own HIPAA compliance as a Covered Entity, including maintaining a Notice of Privacy Practices, workforce training, and compliance with the Privacy Rule.

Your data is yours. All patient records, case data, practice information, and other ePHI entered into the Service remain the property of the Practice. Canine does not claim any ownership rights over your data.

You may export all of your data at any time in a structured, machine-readable format, self-serve from Settings → Your Data (or by contacting us). Upon termination, your data remains exportable through the wind-down period described in Section 13, after which it is returned or destroyed in accordance with the BAA.

You agree not to:

• Use the Service for any purpose other than legitimate dental practice management
• Attempt to gain unauthorized access to other practices' data or any part of the Service's infrastructure
• Reverse engineer, decompile, or disassemble any part of the Service
• Use the Service to store data unrelated to your dental practice
• Circumvent or disable any security features, including MFA, idle timeout, or WAF protections
• Share, sell, or otherwise transfer your account or access credentials to a third party

The Service includes AI-assisted features powered by AWS Bedrock and AWS Transcribe. By using these features:

• You acknowledge that your input data is sent to AWS AI services for processing under our AWS BAA
• AI-processed data is transient — it is not stored by the AI service providers beyond the processing window
• AI-generated content (transcriptions, summaries, query responses) is provided as assistance and should be reviewed by a qualified professional before use in clinical decisions
• Canine is not responsible for clinical decisions made based on AI-generated content

Use of the Service is billed monthly to the card on file via our payment processor (Stripe) and consists of:

• A flat monthly platform subscription fee, billed in advance
• AI usage (transcription and note generation), passed through at our infrastructure cost plus payment-processing and tax recovery, billed in arrears — we do not mark up AI usage

A month-to-date usage breakdown is available in Settings → Billing. We will provide at least 30 days' notice before any change to the platform fee. If your account becomes past due, AI features are paused until payment is made; your records always remain accessible regardless of billing status.

We strive to maintain high availability of the Service but do not guarantee uninterrupted access. The Service may be temporarily unavailable due to maintenance, updates, or circumstances beyond our control.

Emergency access procedures are documented to ensure continuity of access to critical data during outages.

To the maximum extent permitted by law, Canine shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to loss of profits, data, or business opportunities, arising out of or related to your use of the Service.

Canine's total liability for any claim arising under these Terms shall not exceed the total fees paid by the Practice in the 12 months preceding the claim.

Nothing in these Terms limits liability for breaches of the BAA, gross negligence, or willful misconduct.

The Practice agrees to indemnify and hold harmless Canine from any claims, damages, or expenses arising from: (a) the Practice's violation of these Terms, (b) the Practice's failure to comply with HIPAA as a Covered Entity, or (c) the Practice's misuse of the Service.

Either party may terminate these Terms at any time with 30 days' written notice. Upon termination:

• Your records remain readable and exportable for a 90-day wind-down period (AI features are disabled during wind-down)
• You may export all of your data during that period, self-serve from Settings → Your Data
• After the wind-down period, we handle your data in accordance with the BAA (return, destroy, or extend protections as applicable)

We may terminate or suspend your access immediately if you materially breach these Terms or if continued use poses a security risk to the Service or other users.

We may update these Terms from time to time. Changes will be posted at this page (caninetrack.com/terms) with an updated date. We will notify active users of material changes via email. Continued use of the Service after changes constitutes acceptance.

These Terms shall be governed by and construed in accordance with the laws of the State of Texas, without regard to conflict of law principles. Any disputes arising under these Terms shall be resolved in the state and federal courts located in Texas.

For questions about these Terms: