01 Acceptance of Terms
These Terms of Service (the “Terms”) govern your access to and use of the CHAIRSIDE platform, website at chairsideplatform.ai, and any related services (collectively, the “Service”), provided by Bit9 IT Solutions LLC, a Colorado limited liability company doing business as CHAIRSIDE (“CHAIRSIDE,” “we,” “us,” or “our”).
By accessing or using the Service, you agree to be bound by these Terms. If you are entering into these Terms on behalf of a dental practice or other entity, you represent that you have the authority to bind that entity. If you do not agree, do not use the Service.
02 The Service
CHAIRSIDE is a software-as-a-service platform built for dental practices. The Service includes practice management features, clinical analytics, insurance verification tools, imaging review, and AI-assisted clinical decision support designed to help dental teams operate more efficiently and deliver better patient care.
We may update, modify, or discontinue features of the Service at any time. We will not materially reduce core functionality available to subscribed practices during an active subscription term without reasonable notice.
03 Accounts & Access
To access most features of the Service, your practice must subscribe and create user accounts for authorized team members. You are responsible for:
- Maintaining the confidentiality of account credentials
- All activity that occurs under your accounts
- Promptly notifying us of any unauthorized access or security breach
- Ensuring that all Authorized Users comply with these Terms
You must be at least 18 years of age and a licensed clinical professional, practice administrator, or authorized staff member to create an account.
04 Acceptable Use
You agree not to:
- Use the Service for any unlawful purpose or in violation of HIPAA, state privacy laws, or any other applicable regulation
- Reverse engineer, decompile, or attempt to derive the source code of the Service
- Build a competing product based on the Service or its outputs
- Introduce malware, viruses, or harmful code
- Interfere with or disrupt the integrity or performance of the Service
- Attempt to access data or accounts belonging to other practices
- Resell, sublicense, or share access with parties outside your organization
- Submit data to the Service that you do not have the right to submit
05 Subscriptions & Fees
CHAIRSIDE is offered on a subscription basis, with fees and terms specified in your Order Form or signed SaaS Subscription Agreement. Unless otherwise stated:
- Subscription fees are billed in advance on a monthly basis
- Subscriptions auto-renew at the end of each term unless cancelled with written notice at least 30 days before the renewal date
- Fees are non-refundable except as expressly provided in your subscription agreement
- We may adjust pricing for renewal terms with at least 60 days’ written notice
- Late payments accrue interest at 1.5% per month or the maximum rate permitted by law
06 Customer Data & Ownership
Your data belongs to you. All patient records, clinical notes, scheduling information, billing records, and other practice data submitted to or processed by the Service (“Customer Data”) remain the property of your practice. We do not claim ownership of Customer Data.
You grant CHAIRSIDE a limited license to access, store, process, and display Customer Data solely as necessary to provide the Service. We may also create de-identified data sets from Customer Data — data that has been stripped of identifiers in accordance with HIPAA standards — and use that de-identified data to improve the Service, develop industry benchmarks, and refine AI features. De-identified data is not PHI and is owned by CHAIRSIDE.
Our handling of Protected Health Information (PHI) is governed by the HIPAA Business Associate Agreement we sign with each practice. See our HIPAA & PHI page for more.
07 AI Features & Clinical Decision Support
The Service includes AI-generated outputs such as treatment plan suggestions, clinical summaries, scheduling recommendations, and analytics insights (“AI Outputs”). AI Outputs are decision support, not clinical advice.
We make no warranty that AI Outputs will produce any particular clinical or business outcome. AI Outputs are generated based on patterns in data provided to the Service and may not reflect the most current standard of care or factors specific to a given patient.
08 Colorado AI Act Compliance
The Colorado Artificial Intelligence Act (C.R.S. §§ 6-1-1701 through 6-1-1707) takes effect June 30, 2026. Under this law, CHAIRSIDE is a “developer” of high-risk AI features used in healthcare-related consequential decisions, and your practice is a “deployer.”
CHAIRSIDE will provide your practice with documentation reasonably necessary to complete impact assessments under the Colorado AI Act, including statements of intended use, known limitations, data governance measures, and steps taken to mitigate risks of algorithmic discrimination. As a deployer, your practice is responsible for maintaining a risk management policy, completing impact assessments, providing required consumer disclosures, and offering appeal rights to affected consumers where required by law.
For full details, see Section 4A of our Privacy Policy.
09 Intellectual Property
All right, title, and interest in the Service — including software, source code, AI models, AI prompts and prompt structures, system architecture, user interfaces, designs, the CHAIRSIDE® mark, documentation, and all related intellectual property — belong exclusively to Bit9 IT Solutions LLC. Nothing in these Terms transfers ownership of any CHAIRSIDE intellectual property to you.
We grant you a limited, non-exclusive, non-transferable license to access and use the Service during your active subscription, solely for your practice’s internal business and clinical operations.
If you provide feedback, suggestions, or ideas about the Service, you grant CHAIRSIDE a perpetual, royalty-free license to use that feedback to improve the Service without obligation to you.
10 Third-Party Services
The Service relies on third-party providers for certain functionality, including cloud hosting (Amazon Web Services), AI processing (Anthropic PBC), and practice management system integration (Sikka Software Corporation). These providers are bound by written agreements with CHAIRSIDE that include appropriate confidentiality, security, and HIPAA Business Associate provisions where applicable.
Use of the Service may also link to or integrate with third-party websites or services not controlled by CHAIRSIDE. We are not responsible for the content, accuracy, or practices of third-party services.
For a current list of subprocessors, see our subprocessors page.
11 Warranty Disclaimer
EXCEPT AS EXPRESSLY SET FORTH IN A SIGNED SUBSCRIPTION AGREEMENT, THE SERVICE IS PROVIDED “AS IS” AND “AS AVAILABLE.” CHAIRSIDE DISCLAIMS ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, NON-INFRINGEMENT, ACCURACY, AND ANY WARRANTY ARISING FROM COURSE OF DEALING OR USAGE OF TRADE.
WE DO NOT WARRANT THAT THE SERVICE WILL BE UNINTERRUPTED, ERROR-FREE, OR FREE FROM HARMFUL COMPONENTS, OR THAT AI OUTPUTS WILL BE ACCURATE OR SUITABLE FOR ANY PARTICULAR PURPOSE.
12 Limitation of Liability
TO THE MAXIMUM EXTENT PERMITTED BY LAW, CHAIRSIDE WILL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, EXEMPLARY, OR PUNITIVE DAMAGES, INCLUDING LOST PROFITS, LOST REVENUE, OR LOST DATA.
OUR TOTAL CUMULATIVE LIABILITY ARISING OUT OF OR RELATED TO YOUR USE OF THE SERVICE WILL NOT EXCEED THE AMOUNT YOU PAID TO CHAIRSIDE IN THE TWELVE (12) MONTHS PRECEDING THE EVENT GIVING RISE TO THE CLAIM. THESE LIMITATIONS APPLY EVEN IF A REMEDY FAILS OF ITS ESSENTIAL PURPOSE.
13 Indemnification
You agree to defend, indemnify, and hold harmless CHAIRSIDE from any claim arising from: (a) your Customer Data, (b) any clinical decision made by or on behalf of your practice, (c) your violation of HIPAA or other applicable law, or (d) your breach of these Terms.
14 Term & Termination
These Terms remain in effect until terminated. We may suspend or terminate your access to the Service at any time, with or without notice, if you violate these Terms or for any reason permitted under your subscription agreement.
Upon termination, your right to access the Service ends. We will make Customer Data available for export for 30 days following termination, after which we may delete it in accordance with our retention obligations under your BAA and applicable law.
Sections 6, 9, 11, 12, 13, and 16 survive termination.
15 Changes to These Terms
We may update these Terms from time to time. The updated Terms will be posted at chairsideplatform.ai/terms with a revised effective date. Material changes will be communicated to subscribed practices in advance. Your continued use of the Service after changes take effect constitutes acceptance of the updated Terms.
16 Governing Law & Disputes
These Terms are governed by the laws of the State of Colorado, without regard to its conflict of laws principles. Any dispute arising out of or related to these Terms or the Service will be brought exclusively in the state or federal courts located in Denver County, Colorado, and you consent to the personal jurisdiction of those courts.
17 Contact
If you have questions about these Terms, contact us at:
- Bit9 IT Solutions LLC d/b/a CHAIRSIDE
- Attn: Legal
- Colorado
- Email: support@bit9itsolutions.com