Terms of Service for DRSAS

1. Introduction

Welcome to DRSAS (Dental Records & Student Assessment System), a product of Smart Records for Information Technology & Software ("SRITS", "we", "us", or "our"). These Terms of Service ("Terms") govern your access to and use of the DRSAS cloud-based multi-tenant dental clinic management platform, available on the web, iOS, and Android (collectively, the "Service").

By using the Service, you agree to be bound by these Terms. If you do not agree, please do not use the Service.

2. Description of Service

DRSAS is a cloud-based multi-tenant dental clinic management SaaS platform that provides:

• Dental Records Management: Comprehensive patient dental records with polygon-based dental charting, periodontal charting, and treatment planning capabilities.
• Student Assessment: Academic assessment tools for dental education institutions, including exam grading, clinical evaluations, and progress tracking.
• Clinic Management: Multi-tenant organization management with facilities, departments, clinics, and dental chair scheduling.
• Appointment Scheduling: Patient appointment management with calendar views and provider scheduling.
• Progress Notes: Clinical documentation and progress note management for patient visits.
• Medical History: Comprehensive patient medical and dental history tracking.

The Service is delivered entirely digitally through web browsers and mobile applications. There are no physical goods associated with DRSAS.

3. Accounts

3.1 Organization Accounts

DRSAS operates on a multi-tenant architecture. Each organization (tenant) is set up with a dedicated facility group containing facilities, departments, clinics, and dental chairs. Organization accounts are provisioned by SRITS or authorized administrators.

3.2 User Accounts

Individual user accounts are created within an organization. Each user is assigned roles and permissions that determine their level of access within the system. You are responsible for maintaining the confidentiality of your account credentials and for all activities that occur under your account.

3.3 Administrator Roles

Organization administrators have elevated privileges to manage users, configure settings, and oversee operations within their tenant. Administrators are responsible for ensuring that user access is appropriately provisioned and revoked within their organization.

3.4 Responsibility

You are responsible for keeping your account credentials secure. We are not liable for unauthorized access to your account due to your failure to maintain the confidentiality of your login information.

4. Pricing and Payment

4.1 Subscription

DRSAS is offered as a per-user subscription service. Pricing is denominated in Jordanian Dinar (JOD) with monthly and annual billing options available. Specific pricing details are provided during the subscription process.

4.2 Payment Processing

Payments are processed through the MEPS payment gateway. By subscribing to DRSAS, you authorize us to charge your designated payment method through MEPS for the applicable subscription fees.

4.3 Billing and Auto-Renewal

Your subscription renews automatically at the end of each billing cycle (monthly or annual) until cancelled. You will be charged at the beginning of each billing period. For annual subscriptions, you will be billed for the full year at the start of each annual period.

4.4 Price Changes

We reserve the right to change our pricing. If we do, existing subscribers will be notified at least 30 days in advance. Price changes take effect at the start of your next billing cycle after the notice period.

4.5 Plan Limits and Allowances

Your plan may include allowances — such as the number of user seats or the amount of storage included — as published on our pricing page and shown in the app at the time you subscribe or renew. Allowances are part of the published plan details rather than fixed terms of this agreement, and we may introduce new allowances or change existing ones as the Service develops. Existing subscribers will be notified at least 30 days before a new or changed allowance applies to their account.

If your organization exceeds an allowance, the Service may prevent you from adding new records or new users until you purchase additional capacity or reduce your usage. We will never delete your data because you have exceeded an allowance, and your ability to view and export your existing records is not affected by exceeding one.

Adding seats or storage to an active subscription takes effect immediately and is charged pro-rata for the remainder of the current billing period. Reducing seats or removing a storage add-on takes effect at your next renewal; you keep the capacity until then, and no refund or credit is issued for the remainder of the current period. See our Refund Policy for details.

4.6 Non-Payment, Grace Period, and Access to Clinical Records

If your subscription lapses (for example, a renewal payment fails or is not made), the Service continues to operate normally for a grace period of at least 14 days. If the subscription is not renewed by the end of the grace period, your organization's account becomes read-only: new records and new users can no longer be added, but every existing record remains available to view and export.

Access to your clinical records does not depend on your billing state. We will never delete patient or clinical records because of non-payment, and viewing and exporting existing records remains available so that your organization can meet its professional and legal record-keeping obligations. Deletion of data occurs only as described in Section 7 (Cancellation) and our data retention policies.

5. Free Trial

5.1 Free Trial Period

DRSAS may be offered with a free trial period during which the Service is provided at no cost. During the trial, features may be added, modified, or removed, and the Service may change without prior notice.

5.2 Transition to Paid Service

When the free trial ends, continued use of the Service requires an active paid subscription. You will be notified in advance of the end date and applicable pricing. If you choose not to subscribe, your access to the Service will be suspended at the end of the trial period.

6. Delivery Policy & Method

DRSAS is a fully digital service delivered instantly upon subscription activation. There are no physical goods associated with DRSAS.

• Web Access: Immediately available through any modern web browser upon account activation. No software installation is required.
• Mobile Apps: Available for download on the App Store (iOS) and Google Play (Android) at no additional cost.
• Account Setup: Your organization tenant is configured by SRITS with your facilities, departments, and clinics. User accounts are provisioned and ready for immediate use.
• No Waiting Period: Once your subscription is active and your organization is configured, all users can access the Service immediately.

7. Cancellation

You may cancel your subscription at any time by contacting your organization administrator or SRITS support. Upon cancellation:

• Your access to the Service remains active until the end of the current billing period.
• No further charges will be made after the current period ends.
• Your organization's data will be retained for a reasonable period to allow for reactivation or data export, after which it may be deleted in accordance with our data retention policies.

8. Refunds

Please see our Refund Policy for full details on refund eligibility and process.

9. Data and Privacy

9.1 Multi-Tenant Data Isolation

DRSAS employs a multi-tenant architecture with strict data isolation between organizations. Each tenant's data is logically separated, and users within one organization cannot access another organization's data.

9.2 HIPAA Awareness

DRSAS is designed with healthcare data sensitivity in mind. While we implement industry-standard security measures to protect patient information, organizations are responsible for ensuring their use of the Service complies with applicable healthcare data regulations in their jurisdiction.

9.3 Data Storage

All data is stored securely in the AWS cloud infrastructure, utilizing encryption at rest and in transit. We employ AWS security best practices to protect your data.

9.4 Privacy Policy

Your use of the Service is also governed by our Privacy Policy, which describes how we collect, use, and protect your information.

10. Acceptable Use

You agree to:

• Use the Service only for its intended purpose of dental records management, student assessment, and clinic operations.
• Handle all patient and healthcare data with the utmost care and in compliance with applicable laws and regulations.
• Maintain appropriate access controls within your organization to prevent unauthorized access to patient records.

You agree not to:

• Use the Service for any unlawful purpose.
• Attempt to gain unauthorized access to other organizations' data or system infrastructure.
• Attempt to reverse-engineer, decompile, or disassemble the software.
• Share account credentials or allow unauthorized individuals to access the Service.
• Interfere with or disrupt the Service or its infrastructure.
• Use the Service to transmit harmful, offensive, or unauthorized content.
• Circumvent usage limits (including plan allowances under Section 4.5), security measures, or access restrictions through technical means.

11. Intellectual Property

All rights, title, and interest in the Service, including all software, design, logos, dental charting systems, and content, are owned by SRITS. Your subscription grants you a limited, non-exclusive, non-transferable license to use the Service in accordance with these Terms.

12. Disclaimer of Warranties

The Service is provided "as is" and "as available" without warranties of any kind, whether express or implied. We do not warrant that:

• The Service will be uninterrupted or error-free.
• The Service will meet your specific requirements.
• Any defects will be corrected in a specific timeframe.
• The Service is suitable as a substitute for professional clinical judgment.

13. Limitation of Liability

To the maximum extent permitted by law, SRITS shall not be liable for any indirect, incidental, special, consequential, or punitive damages arising from your use of the Service, including but not limited to damages related to clinical decisions made based on information in the system. Our total liability shall not exceed the amount you have paid us in the 12 months preceding the claim.

14. Modifications to Terms

We may update these Terms from time to time. We will notify users of material changes by updating the "Last Updated" date and, for subscribers, by email. Continued use of the Service after changes constitutes acceptance of the updated Terms.

15. Termination

We reserve the right to suspend or terminate your access to the Service if you violate these Terms. Upon termination, your account will be deactivated and you will lose access to the Service. Organization administrators will be notified of any account terminations within their tenant.

16. Governing Law

These Terms are governed by and construed in accordance with the laws of Jordan. Any disputes shall be resolved in the courts of Amman, Jordan.

17. Contact Us

If you have questions about these Terms, please contact us: