Our Partnership Pact: Terms of Service for Clinics
Last updated: January 16, 2026
Second-visit refund policy version: 2026-03
This Clinic Partnership Agreement (the "Agreement") is entered into between Toothie ("Toothie", "we", "us", or "our") and the dental clinic or healthcare entity ("Clinic", "you", or "your") registering for or using the Toothie platform. By accessing or using our platform, services, and tools (collectively, the "Services"), you agree to be bound by this Agreement.
1. Our Services
Toothie provides a technology and marketing platform designed to connect Patients with dental Providers. We facilitate discovery, appointment booking, and manage a patient loyalty program. Toothie is not a healthcare provider and does not provide clinical services or medical advice.
2. Clinic Responsibilities
As a Toothie partner, you agree to:
- Maintain Accuracy: Ensure your clinic profile, including services, provider bios, availability, and accepted insurance, is accurate and updated regularly.
- Professional Standards: Provide all dental services in accordance with the highest professional standards and in compliance with all applicable laws and regulations.
- Booking Management: Respond to all booking requests promptly through the Toothie dashboard.
- Attendance Verification: Accurately confirm patient attendance and services rendered. This is critical for the integrity of our Patient Rewards Program.
3. Billing & Subscription
3-Month Free Promotion
New clinic partners receive a 3-month free subscription to the Toothie platform, starting from the date of registration. During this period, no monthly subscription fees will be charged.
Following the promotional period, the standard subscription fee is $99.00 CAD per month + taxes. You will be notified before any billing commences.
Patient Referral Fees: A fee of $399.00 CAD + taxes applies to the first completed appointment for every new patient booked through the Toothie platform. If the patient does not complete a second appointment, the Clinic may request a $150.00 CAD refund/credit, processed in the next monthly billing cycle.
Required Dashboard Workflow: Within 30 days of the first-visit completion, the Clinic must mark each patient as Booked second visit or Not booked in the Toothie dashboard. To be considered a qualifying "second visit", the patient must receive at least 2 distinct services (Note: 2 fillings are considered 2 distinct services). If marked Booked second visit, the patient has 60 days from first visit to complete that follow-up. If no second visit is completed in that window (or the patient does not receive 2 distinct services), the Clinic may claim the $150.00 CAD refund/credit for next-cycle processing.
Clinic Responsibility: Refund eligibility tracking, dashboard status updates, and receipt accuracy are the Clinic’s responsibility. If the Clinic does not mark or update within required windows, the $150.00 CAD refund is forfeited. If the Clinic misreports status (including marking Not booked when a qualifying second visit occurs), the Clinic agrees to liquidated damages of $50.00 CAD plus return of any $150.00 CAD credit/refund and may face immediate suspension for repeated or intentional misreporting.
Patient-Side Verification: To claim second-visit rewards, patients may be required to upload proof of visit (e.g., second-appointment receipt). Any mismatch between patient proof and clinic-reported status may be flagged for manual audit.
4. Data Privacy & Compliance (PHIPA/PIPEDA)
Both parties agree to handle all patient data in strict compliance with applicable privacy laws, including PHIPA (Ontario) and PIPEDA (Canada).
- Data Ownership: You retain ownership of your Patient records. Toothie acts as a "Service Provider" or "Data Processor" on your behalf.
- Security: Toothie implements industry-standard technical and organizational measures to protect data processed through our Services.
5. Proprietary Rights; Limited License
Toothie owns all rights, title, and interest in and to the Services, including all software, branding, and aggregated data. We grant you a limited, non-exclusive, non-transferable license to use the Services for your clinic's internal business purposes.
6. No Unlawful or Prohibited Use
You agree not to use the Services for any purpose that is unlawful or prohibited by these Terms. You may not attempt to gain unauthorized access, interfere with the proper working of the Services, or use any automated means to scrape or extract data from the platform.
7. Indemnification
You agree to indemnify, defend, and hold harmless Toothie and its affiliates from any claims, liabilities, or expenses arising from (a) your breach of this Agreement, (b) your clinical services provided to patients, or (c) any dispute between you and a patient.
8. Limitation of Liability
TO THE MAXIMUM EXTENT PERMITTED BY LAW, TOOTHIE'S TOTAL LIABILITY FOR ANY CLAIM ARISING OUT OF THIS AGREEMENT SHALL NOT EXCEED THE TOTAL FEES PAID BY YOU TO TOOTHIE IN THE TWELVE (12) MONTHS PRECEDING THE CLAIM.
9. Term and Termination
Either party may terminate this Agreement at any time with 30 days' written notice. Notice to Toothie should be sent to ceo@toothie.ca. Upon termination, your access to the Services will be deactivated, and any outstanding balances will become due. Sections regarding data privacy, indemnity, and liability shall survive termination.
10. Arbitration & Governing Law
Any dispute shall be resolved by binding arbitration in Ontario, Canada. This Agreement is governed by the laws of the Province of Ontario and the federal laws of Canada applicable therein.
11. General Provisions
This Agreement constitutes the entire agreement between the parties. If any provision is found to be unenforceable, the remaining provisions will remain in full force. You may not assign this Agreement without our prior written consent.