PatientLoop Terms of Use

Effective Date: January 1, 2025

Last Updated: December 8, 2025

These Terms of Use (“Terms”) govern access to and use of the PatientLoop website, platform, applications, and related services (collectively, the “Service”) provided by PatientLoop, Inc. (or the applicable PatientLoop entity identified in an Order Form) (“PatientLoop,” “we,” “us,” or “our”). By creating an account, signing an order form or statement of work, or otherwise accessing or using the Service, you agree to be bound by these Terms.

If you are using the Service on behalf of a company, dental practice, or other organization, you represent that you have authority to bind that organization to these Terms. In that case, “you” and “Customer” refer to that organization.

1. The Service

PatientLoop is a marketing analytics software platform designed to help dental practices and their authorized marketing agencies:

• track leads originating from marketing channels;
  
  
• attribute leads to marketing sources and campaigns; and
  
  
• estimate or attribute revenue to leads that convert to patients.
  
  

PatientLoop accomplishes this by integrating and analyzing data from third-party services, which may include:

• Google products such as Google Search Console, Google Analytics, Google Ads, and Google PageSpeed Insights;
  
  
• Meta products such as Meta Business Suite and Meta Ads; and
  
  
• Patient Management Systems (PMS) and other practice systems provided by Customer.
  
  

Features may evolve over time. We may add, modify, or remove features at our discretion, consistent with Section 14 (Changes).

2. Eligibility; Accounts

You must be at least 18 years old and capable of forming a binding contract to use the Service. The Service is intended for business users (e.g., dental practices, DSOs, and marketing agencies). It is not intended for direct use by patients.

You are responsible for:

• providing accurate account information;
  
  
• maintaining the confidentiality of your login credentials;
  
  
• all activities that occur under your account(s); and
  
  
• ensuring only authorized personnel access the Service.
  
  

Notify us promptly of any unauthorized use or security incident.

3. Orders; Fees; Payment

Access to the Service may require an executed order form, statement of work, or subscription plan (“Order Form”). Order Forms are incorporated into these Terms.

Unless otherwise stated in an Order Form:

• fees are billed in advance and are non-refundable;
  
  
• taxes are excluded and your organization is responsible for applicable taxes; and
  
  
• late payments may result in suspension or termination.
  
  

We may change pricing for future subscription periods with reasonable notice.

4. License to Use the Service

Subject to these Terms and any Order Form, PatientLoop grants you a limited, non-exclusive, non-transferable, revocable license during the subscription term to access and use the Service for your internal business purposes or, if you are a marketing agency, solely to provide services to the dental practices you are authorized to serve.

You may not sublicense or resell the Service unless expressly permitted in writing by PatientLoop.

5. Customer Data and Ownership

“Customer Data” means all data, content, or information submitted to or processed by the Service on your behalf, including data from third-party integrations and PMS systems.

As between you and PatientLoop:

• you own Customer Data;
  
  
• we own the Service, software, and all related intellectual property.
  
  

You grant PatientLoop a worldwide, limited license to host, process, transmit, and analyze Customer Data solely to provide, secure, and improve the Service and to fulfill our obligations under these Terms and any Order Form.

6. Third-Party Integrations and Data Sources

The Service relies on access to third-party platforms and systems. You are responsible for obtaining and maintaining all required permissions, accounts, and authorizations for those integrations.

We are not responsible for:

• the availability, accuracy, or completeness of third-party data;
  
  
• changes to third-party APIs, features, or terms; or
  
  
• errors caused by third-party services.
  
  

Your use of third-party services is governed by their terms, not ours.

7. HIPAA, PHI, and Business Associate Agreements

The Service may process Protected Health Information (“PHI”) as defined under HIPAA when Customer connects PMS or other clinical/practice systems.

Scope of Use. PatientLoop processes PHI only for marketing performance measurement and ROI attribution for the applicable dental practice(s). We do not use PHI for any other purpose.

BAAs. Where required by HIPAA, PatientLoop will enter into a Business Associate Agreement (“BAA”) with a Covered Entity Customer. Marketing agencies accessing PHI through the Service represent and warrant that they have a direct BAA with each relevant dental practice authorizing such access.

Customer Responsibilities. You are solely responsible for:

• determining whether and how HIPAA applies to your use of the Service;
  
  
• ensuring you have valid BAAs, consents, and authorizations;
  
  
• configuring the Service to comply with your legal obligations; and
  
  
• using the Service in accordance with HIPAA, FTC rules, state privacy laws, and any professional/ethical requirements.
  
  

We do not provide legal advice. If you have questions about compliance, consult your counsel.

8. Acceptable Use

You agree not to, and not to permit others to:

1. use the Service for any unlawful, harmful, or deceptive purpose;
   
   
2. access PHI beyond the minimum necessary for your role or beyond authorized practices;
   
   
3. sell, rent, or share PHI with advertisers/ad platforms for independent use;
   
   
4. reverse engineer, decompile, or attempt to discover source code or underlying models;
   
   
5. interfere with or disrupt the Service, including security or rate limits;
   
   
6. probe, scan, or test the vulnerability of the Service without written authorization;
   
   
7. upload malware or transmit harmful code;
   
   
8. scrape, harvest, or extract data from the Service except through approved exports; or
   
   
9. misrepresent attribution or ROI results as medical, clinical, or financial guarantees.
   
   

We may suspend or terminate accounts for violations.

9. Security

We implement administrative, physical, and technical safeguards designed to protect Customer Data, including PHI. However, no system is 100% secure. You acknowledge and accept these risks.

You must use reasonable security practices, including:

• strong passwords and MFA where available; and
  
  
• limiting access to authorized workforce only.
  
  

10. Reports, Analytics, and Attribution Disclaimers

The Service provides analytical outputs, including lead tracking, campaign attribution, and estimated ROI. These outputs:

• depend on third-party data and Customer configuration;
  
  
• may include modeling or probabilistic attribution; and
  
  
• are provided for informational purposes only.
  
  

PatientLoop does not warrant that attribution or ROI outputs will be error-free or reflect actual revenue with certainty.

11. Intellectual Property

PatientLoop and its licensors retain all right, title, and interest in and to the Service, including all software, interfaces, algorithms, models, designs, and documentation.

You may provide feedback or suggestions. If you do, you grant PatientLoop a perpetual, irrevocable, royalty-free right to use that feedback without restriction.

12. Confidentiality

Each party may receive non-public information from the other (“Confidential Information”). You agree to:

• use Confidential Information only to perform under these Terms; and
  
  
• protect it with reasonable care.
  
  

Confidential Information excludes information that is public, independently developed, or rightfully received from a third party without duty of confidentiality.

13. Term and Termination

These Terms remain effective until your subscription ends or is terminated.

We may suspend or terminate your access if:

• you breach these Terms or an Order Form;
  
  
• we reasonably believe your use risks security, PHI privacy, or legal harm; or
  
  
• payment is overdue.
  
  

Upon termination:

• your license ends immediately; and
  
  
• we will make Customer Data available for export for a limited time (if commercially feasible), after which we may delete it, unless legally prohibited.
  
  

14. Changes to the Service or Terms

We may update the Service or these Terms from time to time. If changes are material, we will provide reasonable notice (e.g., via the Service or email). Continued use after the effective date means you accept the updated Terms.

15. Warranty Disclaimer

THE SERVICE IS PROVIDED “AS IS” AND “AS AVAILABLE.” TO THE MAXIMUM EXTENT PERMITTED BY LAW, PATIENTLOOP DISCLAIMS ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT. WE DO NOT WARRANT THAT THE SERVICE WILL BE UNINTERRUPTED, ERROR-FREE, OR THAT REPORTS OR ATTRIBUTION OUTPUTS WILL BE COMPLETE OR ACCURATE.

16. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW:

• PATIENTLOOP WILL NOT BE LIABLE FOR INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, OR FOR LOST PROFITS, REVENUE, DATA, OR GOODWILL.
  
  
• PATIENTLOOP’S TOTAL LIABILITY ARISING OUT OF OR RELATING TO THE SERVICE WILL NOT EXCEED THE AMOUNTS PAID BY CUSTOMER TO PATIENTLOOP FOR THE SERVICE IN THE 12 MONTHS BEFORE THE EVENT GIVING RISE TO THE CLAIM.
  
  

Some jurisdictions do not allow certain limitations; in that case, liability is limited to the greatest extent permitted.

17. Indemnification

You agree to indemnify and hold harmless PatientLoop from any third-party claims arising out of or relating to:

• your or your users’ misuse of the Service;
  
  
• your failure to obtain required consents, authorizations, or BAAs;
  
  
• your violation of law (including HIPAA or state privacy laws); or
  
  
• Customer Data or your content.
  
  

PatientLoop will promptly notify you of any claim and cooperate at your expense.

18. Governing Law; Dispute Resolution

These Terms are governed by the laws of the State of [Delaware/California/Your State], excluding conflict-of-law rules.

Any dispute shall be brought in the state or federal courts located in [County, State], and each party consents to jurisdiction and venue there, unless your Order Form specifies a different process.

19. General Terms

• Assignment. You may not assign these Terms without our written consent. We may assign to an affiliate or successor.
  
  
• Severability. If any provision is invalid, the rest remain in effect.
  
  
• Waiver. Failure to enforce is not a waiver.
  
  
• Entire Agreement. These Terms and Order Forms/BAAs are the entire agreement about the Service. If there’s a conflict, the Order Form or BAA controls for that subject.
  
  

20. Contact

Questions about these Terms or privacy may be sent to:

PatientLoop Privacy Team

Email: privacy@patientloop.com

Phone: 1-888-448-8149

Address: 5703 Oberlin Dr Ste 306, San Diego, CA 92121

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