Aene Terms of Use

These Terms of Use (“Terms”) govern your access to and use of Aene, including our website, Aene Voice, Aene Online Booking, AI chat, and related products, software, tools, and services offered by Aene Technologies (“Aene,” “we,” “us,” or “our”).

By accessing or using Aene, you agree to these Terms and our Privacy Policy. If you use Aene on behalf of a dental practice, clinic, or other organization, you represent that you have authority to act on its behalf.

If you do not agree to these Terms, do not use Aene.

1. The Service

Aene provides AI-powered communication and booking tools designed to support dental practices and their front desk teams.

Depending on the features used, Aene may:

• Answer and route calls
• Collect caller or patient information
• Provide AI chat
• Generate call transcripts, summaries, or follow-up notes
• Support appointment requests and online booking
• Send notifications or communications
• Connect with approved practice systems and integrations

Aene is an administrative support tool. It does not provide dental, medical, clinical, legal, insurance, billing, or emergency advice.

2. Eligibility and Accounts

You must be at least 18 years old and legally able to enter into these Terms to create or administer an Aene account.

This does not prevent a parent, guardian, dental practice, or other authorized person from using Aene in connection with services involving a minor patient.

If you create an account, you are responsible for:

• Keeping your login information secure
• Activity that occurs through your account
• Providing accurate and current practice information
• Keeping office hours, services, booking rules, schedules, and contact information up to date
• Promptly notifying us of unauthorized access or security concerns

Aene is not responsible for errors resulting from inaccurate, incomplete, or outdated information provided by you or your practice.

3. Subscriptions and Payment

Certain Aene services require a paid subscription.

Unless otherwise stated at the time of purchase:

• Subscriptions may be billed monthly or annually
• Subscriptions automatically renew until cancelled
• You are responsible for providing accurate billing information
• Fees are non-refundable except where required by law or expressly agreed by Aene

If Aene offers a free trial or promotional period, the applicable terms will be provided when you sign up.

You may cancel your subscription at any time. Cancellation does not automatically entitle you to a refund for amounts already paid.

4. AI, Calls, Chat, and Booking

Aene uses artificial intelligence and automation to assist with communications and administrative workflows.

AI-generated information may occasionally be incomplete, inaccurate, delayed, or inappropriate.

Dental practices are responsible for reviewing and verifying important information, including:

• Appointment details
• Patient requests
• Call summaries and transcripts
• Routing decisions
• Follow-up information
• Booking information

Aene should not be relied on to make clinical decisions, diagnose conditions, recommend treatment, provide emergency guidance, or replace professional judgment.

The dental practice is responsible for configuring its workflows, including office information, booking rules, schedules, transfer rules, and escalation instructions.

5. Call Recording, Communications, and Consent

Aene may record, transcribe, summarize, or analyze calls and communications in order to provide the Service.

Dental practices are responsible for complying with applicable privacy, call-recording, consent, and patient-communication laws, including providing notices or obtaining consent where required.

By using these features, you represent that you have the permissions and authorizations necessary for Aene to process communications on your behalf.

If you provide a phone number, you may receive service-related communications concerning appointments, requests, your account, or your use of Aene, as permitted by applicable law.

Marketing communications will only be sent where any consent required by applicable law has been obtained.

Where supported, you may opt out of text messages by replying STOP.

Message and data rates may apply.

6. Practice Data and Patient Information

You retain ownership of the information and content you provide to Aene.

You are responsible for ensuring that you have the rights, permissions, and consents necessary to provide that information to Aene.

You authorize Aene to process your information only as reasonably necessary to:

• Provide and operate the Service
• Support calls, chat, and booking workflows
• Provide customer support
• Maintain security
• Troubleshoot technical issues
• Comply with legal obligations
• Carry out your practice's authorized instructions

Aene may process patient-related information on behalf of dental practices. Depending on the practice location and applicable law, this information may be subject to privacy or health-information laws such as HIPAA, PHIPA, or similar requirements.

Where applicable, Aene will process such information as permitted by law, agreement, and the dental practice's instructions.

Dental practices remain responsible for their own privacy, consent, patient-communication, and recordkeeping obligations.

7. Acceptable Use

You may not use Aene to:

• Violate applicable laws or third-party rights
• Submit unlawful, harmful, deceptive, or misleading content
• Process information without required authorization or consent
• Send spam, abusive communications, or unauthorized marketing
• Access another user's account or information without permission
• Disrupt, interfere with, or compromise the Service
• Reverse engineer, copy, resell, or exploit the Service except where expressly permitted
• Use Aene to provide medical, dental, emergency, legal, insurance, or financial advice
• Use Aene in a manner that could reasonably harm patients, callers, dental practices, or others

We may suspend or restrict access if we reasonably believe Aene is being misused.

8. Third-Party Services

Aene may connect with third-party services such as phone systems, calendars, practice-management systems, booking platforms, analytics providers, payment providers, and communication tools.

Third-party services are governed by their own terms and privacy practices.

Aene is not responsible for outages, errors, security incidents, data loss, or changes caused by third-party services outside Aene's reasonable control.

9. Ownership and Feedback

Aene and its software, technology, designs, branding, workflows, and related materials are owned by Aene or its licensors.

These Terms do not transfer ownership of Aene's intellectual property to you.

You may not copy, modify, distribute, sell, lease, reverse engineer, or create derivative works from Aene except where expressly permitted by law or by Aene in writing.

If you provide feedback, suggestions, or ideas about Aene, you allow us to use that feedback to improve or develop our services without restriction or compensation.

10. Availability and Disclaimer of Warranties

We aim to provide a reliable Service, but we do not guarantee that Aene will always be available, uninterrupted, secure, accurate, or error-free.

The Service may occasionally be unavailable because of maintenance, updates, third-party failures, technical problems, or circumstances outside our reasonable control.

To the maximum extent permitted by law, Aene is provided on an “as is” and “as available” basis without warranties of any kind, whether express, implied, or statutory.

We do not guarantee that Aene will meet every requirement or that every AI-generated response, transcript, booking, communication, or other output will be complete or accurate.

11. Limitation of Liability and Indemnification

To the maximum extent permitted by law, Aene will not be liable for any indirect, incidental, special, consequential, exemplary, or punitive damages, including lost profits, lost revenue, lost data, business interruption, or loss of goodwill arising from or relating to your use of the Service.

To the maximum extent permitted by law, Aene's total aggregate liability for any claim arising from or relating to the Service will not exceed the greater of:

• The amount you paid Aene during the three months immediately preceding the event giving rise to the claim; or
• $100.

You agree to defend, indemnify, and hold harmless Aene Technologies and its officers, directors, employees, contractors, agents, and affiliates from and against claims, damages, losses, liabilities, costs, and expenses arising from or relating to:

• Your misuse of Aene
• Your violation of these Terms
• Information or content you provide through the Service
• Your failure to obtain required permissions, notices, or consents
• Your violation of applicable privacy, healthcare, call-recording, communication, consumer-protection, or other laws
• Your configuration or use of Aene in connection with your practice's workflows

These limitations apply to the maximum extent permitted by applicable law.

12. Suspension, Termination, and Changes

We may suspend or terminate access to Aene if:

• You violate these Terms
• Payment is overdue
• Your use creates a material security, legal, or operational risk
• We are required to do so by law
• We discontinue the applicable Service

You may stop using Aene or cancel your subscription at any time.

After termination, provisions that by their nature should survive will remain in effect, including ownership, disclaimers, limitations of liability, indemnification, and governing-law provisions.

We may update Aene or these Terms from time to time. If we make material changes, we may provide notice by posting updated Terms on our website or through another reasonable method.

Continued use of Aene after updated Terms become effective constitutes acceptance of the revised Terms.

13. Governing Law and Contact

These Terms are governed by the laws of the Province of Ontario and the applicable federal laws of Canada, without regard to conflict-of-law principles.

Unless otherwise required by applicable law, disputes relating to these Terms or the Service will be brought in the courts of Ontario, Canada.

If you have questions about these Terms, contact:

Aene Technologies

hello@aenedental.com
aenedental.com