Terms of Service

1. Who these terms are between

SmileyWay ("SmileyWay", "we", "us") provides clinic management software at smiley-way.com. These terms are an agreement between SmileyWay and the clinic, practitioner, staff member or patient who uses it ("you").

By creating an account, or by using an account someone created for you, you accept these terms. If you are accepting on behalf of a clinic, you confirm you are authorised to bind that clinic.

2. What SmileyWay is — and is not

SmileyWay is a record-keeping and scheduling tool. It stores what you enter, shows it back to you, and sends reminders you ask it to send.

SmileyWay is not a medical device, and it does not practise dentistry. It does not diagnose, recommend treatment, verify that a record is clinically correct, or check that a prescription is safe. Every clinical decision is the practitioner’s, made on their own professional judgement and their own licence. Nothing the software displays or calculates replaces that.

3. Who may use it

A clinic account may be opened by a dental practitioner licensed to practise in Jordan, or by someone authorised to act for a licensed practice. We may ask for evidence of that licence before approving an account, and we approve clinic accounts manually.

You are responsible for everyone you invite into your clinic — assistants, receptionists and other practitioners. Give each person their own account. Shared logins break the access log that shows who opened which patient record, and that log is the main thing protecting you if a patient ever asks.

4. Your account

Keep your password to yourself and tell us promptly if you think someone else has it. You are responsible for what happens under your account until you do.

We log every time a patient record is opened, including by us. That log records who, what and when, and we do not delete it on request — it is a safety record, not a convenience.

5. Patient records belong to the clinic

The clinical records a clinic enters — patients, histories, notes, treatment plans, images, invoices — belong to that clinic. We hold them on the clinic’s behalf and process them on the clinic’s instructions. We do not sell them, we do not use them to advertise to anyone, and we do not use them to train machine learning models.

A clinic can ask for an export of its records at any time while its account is open, and for thirty days after it closes. After that we delete them, subject to anything the law requires us to keep.

How we handle those records is set out in the Privacy Policy and, for clinics, in the Data Processing Addendum, which forms part of these terms.

6. What the clinic is responsible for

Running a practice on SmileyWay means you, not us, are responsible for:

• Having a lawful basis to hold each patient’s information, and telling patients how it is used.
• The accuracy of what is entered. We store what you type; we cannot know it is wrong.
• Meeting the record-keeping and retention rules that apply to dental practice in Jordan.
• Deciding who on your team may see what, and removing people who leave.
• Anything you send to a patient through the system — a reminder, a message, an invoice.

7. Money

SmileyWay is sold as a monthly subscription per clinic. The current price is shown in your Clinic page before you pay. You pay by CliQ transfer to the alias shown there and enter the transfer reference; we match it against the bank and extend your subscription from the later of today or the end of your current term, so paying early never costs you days.

We will give at least thirty days’ notice before a price change, and it only takes effect at your next renewal.

Payments are not automatically refundable. If we have charged you for something you did not get, write to us and we will sort it out.

8. Patients pay the clinic, never SmileyWay

When a patient pays for treatment, that money goes to the clinic directly. It does not pass through SmileyWay, and we never hold it, route it or take a share of it. What the software records is that a payment happened, so the clinic’s books add up.

This is deliberate. We are a software company, not a payment institution, and we are not licensed by the Central Bank of Jordan to hold anyone’s money. The only money that moves between you and us is your own subscription.

9. An unpaid invoice never locks a chart

If a subscription lapses we will tell you — in the app and by email — and keep telling you. We will not lock your records, hide your appointments or shut the clinic out of its own charts over an unpaid invoice.

This is a clinical system. A dentist has to be able to reach a patient’s history in the middle of an appointment, and a billing dispute is not a reason to stand between them. If an account stays unpaid for a long time we may eventually close it, but only after written notice and an offer to export everything first.

10. Availability

We aim to keep SmileyWay running and reachable, and we will give notice of planned maintenance where we reasonably can. We do not promise uninterrupted service, and we are not liable for outages at the hosting providers, networks or messaging services we depend on.

Because of that: keep your own exports. Do not let SmileyWay be the only copy of a record you cannot afford to lose.

11. Acceptable use

You agree not to:

• Access a patient record you have no clinical or administrative reason to open.
• Use the system to send unsolicited marketing to patients.
• Try to break, probe or overload the service, or get into accounts that are not yours.
• Copy, resell or white-label the software without our written agreement.
• Upload anything unlawful, or anything you have no right to hold.

12. Suspension

We may suspend an account that is being used to attack the service or to reach records improperly, or where we are required to by law. Where we can, we tell you first; where we cannot, we tell you as soon as possible afterwards and explain why.

13. Ending the agreement

You may close your account at any time. We may end this agreement on thirty days’ written notice. In either case you can export your records before the account closes, and for thirty days afterwards.

14. Liability

Nothing here excludes liability for death or personal injury caused by our negligence, for fraud, or for anything else the law does not allow us to exclude.

Subject to that, our total liability to you in any twelve-month period is limited to what you paid us for the service in that period. We are not liable for lost profits, lost business, or losses arising from a clinical decision — those remain the practitioner’s.

15. Changes to these terms

We may update these terms. If a change materially affects you we will give at least thirty days’ notice in the app or by email before it takes effect. The date at the top of this page always shows the current version.

16. Governing law

These terms are governed by the laws of the Hashemite Kingdom of Jordan, and the competent courts of Amman have jurisdiction over any dispute.

17. Contact

Questions about these terms: legal@smiley-way.com. Anything else: support@smiley-way.com.