Terms of Service

These Terms of Service ("Terms") constitute a binding legal agreement between you ("Customer," "Practice," "you," or "your") and PracticeNova AI LLC ("PracticeNova AI," "we," "us," or "our"). By accessing our website at practicenova.ai, registering for an account, or using any of our Services, you agree to be bound by these Terms. If you do not agree, do not use our Services.

You must be at least 18 years old and authorized to enter into a binding agreement. If you are registering on behalf of a dental or medical practice or organization, you represent that you have authority to bind that organization to these Terms.

You are responsible for maintaining the confidentiality of your account credentials and for all activity that occurs under your account. Notify us immediately at hello@practicenova.ai if you suspect unauthorized access.

PracticeNova AI provides an AI-powered marketing and growth platform for independent dental and medical practices. Our Services include:

2.1 AI-Powered Campaign Management Google Ads and Meta Ads campaign creation, optimization, and management. AI-generated ad copy and creative variants with human review before deployment. Audience targeting and budget allocation recommendations. Campaign performance monitoring and 24/7 AI agent monitoring.

2.2 SEO and AEO Services Local SEO optimization including Google Business Profile management. Answer Engine Optimization (AEO) to improve practice visibility in AI-generated search responses from ChatGPT, Perplexity, Google AI Overviews, and similar platforms. Content creation and on-page SEO updates. Technical SEO monitoring.

2.3 Attribution and Reporting Multi-channel marketing attribution using de-identified, aggregate PMS data. Monthly performance reporting connecting marketing activity to practice growth metrics. Campaign ROI analysis and recommendations.

2.4 Practice Management System (PMS) Integration Read-only connectivity to supported practice management systems including Dentrix, Open Dental, Eaglesoft, Curve Dental, Denticon, PracticeWorks, and 400+ additional integrations. All PMS data accessed is de-identified aggregate data only — no individual patient records are used for marketing purposes.

2.5 Platform Portal Access Access to your practice's campaign dashboard, reporting, and account management through our web-based portal.

We reserve the right to modify, update, or discontinue features at any time. Material changes to Services will be communicated with reasonable advance notice.

Features listed as "Coming Soon" (including AI Receptionist and Front Desk AI) are not currently live and are not included in any current service engagement. These features will be subject to separate terms upon release.

PracticeNova AI operates on a human-in-the-loop model. AI generates campaign recommendations, content, and optimizations; our team reviews these before they are deployed to your marketing channels. You acknowledge that: final approval authority for all campaigns remains with you; we will not make material changes to live campaigns without your knowledge; AI-generated content is reviewed for accuracy and appropriateness but is not guaranteed to be error-free; and you are responsible for reviewing and approving content that will be seen by patients.

For practices using our PMS integration features, PracticeNova AI will execute a Business Associate Agreement (BAA) prior to accessing any practice management system. You agree to: provide accurate information about your PMS platform and access credentials; ensure you have the right to authorize our access to your practice management system; comply with all applicable HIPAA obligations on your end, including patient consent requirements; and notify us promptly if your PMS access changes or is revoked.

Our HIPAA obligations under the BAA are incorporated by reference into these Terms.

5.1 Pricing Current pricing and subscription terms are provided during onboarding and set forth in your individual service agreement or order form. Pricing information is customized based on practice size, specialty, and services selected.

5.2 Billing You authorize us to charge your designated payment method for all subscription fees and applicable charges. All fees are in U.S. dollars unless otherwise specified.

5.3 Cancellation You may cancel your subscription by providing written notice to hello@practicenova.ai in accordance with the notice period specified in your service agreement. Cancellation of your payment method does not cancel your service agreement or financial obligations.

5.4 Refunds Refund terms are specified in your individual service agreement. We do not provide prorated refunds for partial months of service unless otherwise agreed in writing.

5.5 Payment Disputes Please contact us at hello@practicenova.ai before initiating any payment dispute or chargeback with your bank or payment provider. We are committed to resolving billing concerns directly and promptly.

You retain ownership of all data you provide to us and all campaign assets created on your behalf using your practice information. We retain ownership of our platform, AI models, underlying technology, and proprietary methodologies.

You own your ad account history, campaign data, and any content specifically created for your practice. If you terminate your engagement with us, we will provide reasonable assistance to transition your accounts and data.

We may use aggregated, anonymized data derived from your use of the Services to improve our platform and AI models. Such use does not identify your practice or your patients individually.

You agree not to: use the Services for any unlawful, harmful, or fraudulent purpose; provide false or misleading information about your practice; attempt to reverse engineer, clone, or replicate our platform or AI models; use the Services in any way that violates HIPAA or other applicable healthcare regulations; circumvent access controls, rate limits, or security measures; or use the Services to market services you are not licensed or authorized to provide.

We may suspend or terminate your account for violations of these Terms.

Our Platform relies on third-party services including Google Ads, Meta Ads, OpenAI, Google Cloud, Anthropic, and others. We are not responsible for the availability, pricing changes, or policy changes of these third-party platforms. Changes to third-party platform policies may affect our ability to deliver certain Services, and such changes do not constitute a breach of these Terms by PracticeNova AI.

Content generated by our AI systems is not guaranteed to be accurate, complete, legally compliant, or appropriate for all contexts. You are solely responsible for reviewing and approving AI-generated content before it is published or distributed to patients. PracticeNova AI is not liable for damages resulting from your reliance on AI-generated content that has not been reviewed and approved by you.

The Services are provided "as is" and "as available." We disclaim all warranties, express or implied, including warranties of merchantability, fitness for a particular purpose, and non-infringement. We do not warrant that the Services will be uninterrupted, error-free, or that specific marketing results will be achieved.

To the fullest extent permitted by applicable law, PracticeNova AI's total liability to you for any claim arising from or related to these Terms or the Services shall not exceed the total fees paid by you to us in the twelve (12) months preceding the claim. We are not liable for indirect, incidental, special, consequential, or punitive damages, including loss of revenue, loss of patients, or reputational harm.

You agree to defend, indemnify, and hold harmless PracticeNova AI LLC and its officers, employees, and contractors from any claims, liabilities, damages, and expenses (including reasonable attorneys' fees) arising from your use of the Services, your violation of these Terms, or your violation of applicable law including HIPAA.

Either party may terminate the service relationship in accordance with the notice provisions in your service agreement. We may suspend or terminate your access immediately for material breach of these Terms, non-payment, or conduct that poses legal or reputational risk to our platform or other clients.

Upon termination, your right to access the Platform ceases. We will provide reasonable transition assistance and return your campaign data upon request.

These Terms are governed by the laws of the State of California, without regard to conflict of law principles.

Any dispute arising from or related to these Terms will be resolved by binding individual arbitration administered under the rules of the American Arbitration Association. Class action and class arbitration are waived. You may opt out of arbitration by notifying us in writing at hello@practicenova.ai within 30 days of first accepting these Terms.

Nothing in this section prevents either party from seeking injunctive or other equitable relief in a court of competent jurisdiction for matters relating to intellectual property or unauthorized access.

We may update these Terms periodically. For material changes, we will provide at least 30 days' notice via email or a prominent notice on the Platform. Continued use of the Services after the effective date of updated Terms constitutes acceptance.

These Terms, together with your service agreement, the BAA (where applicable), and our Privacy Policy, constitute the entire agreement between you and PracticeNova AI regarding the Services and supersede any prior agreements or representations.