Terms & Policy – HIPAA/OSHA

Date: 10/24/2025

1. General Use

ViaDentAI (the "Service") provides AI-assisted and licensed dental professional consultations for educational and informational purposes only. Using this platform does not establish a dentist–patient relationship and should not be used as a substitute for an in-person dental examination. Always visit your licensed dentist for a complete diagnosis and treatment.

2. AI Responses Disclaimer

AI-generated answers are subject to error or inaccuracy and should not be considered valid dental advice. They are intended solely for general educational guidance and must not replace professional clinical judgment. Users should always consult a qualified dentist before making any decisions regarding their dental care.

3. Scope of Questions

This s ervice is limited to questions related to teeth and gums. Questions about insurance, benefits, or unrelated medical issues will not be answered, and tokens used for such questions are non-refundable.

4. Privacy, Data Protection & Data Retention

Your privacy matters. We collect minimal personal information (e.g., name, email) only to facilitate your educational consultation.

No content storage (questions & emails):

We do not save or permanently store the text of your questions, images, or attachments.
We do not save or permanently store the contents of email communications between you and the dentist. Messages are relayed only, then discarded after delivery or failure handling.
Limited technical metadata (e.g., timestamps, delivery status, token usage, file size) may be retained without the message content for security, abuse prevention, and accounting purposes.

Email provider & third-party systems:

If you correspond via email, copies may be stored by your email provider and the dentist's provider, subject to their respective policies. We do not control those systems.
Do not include sensitive identifiers (IDs, full-face photos, insurance numbers) in messages or images.

Security & compliance:

Transport uses industry-standard encryption.
We do not sell, share, or distribute user data except as required by law.
Our handling of communications aligns with HIPAA privacy principles and OSHA confidentiality expectations for remote consultation workflows.

5. OSHA Compliance

ViaDentAI adheres to OSHA principles for patient safety, staff training, and digital hygiene. All consulting dentists maintain current OSHA certification and adhere to standards for ethical conduct and the safe handling of digital information. As a remote consultation platform, no physical interaction occurs; nonetheless, OSHA-level safety and professional guidelines are strictly adhered to.

6. Token & Payment Policy

Each question or consultation requires tokens. Tokens are non-refundable once used or deducted for non-dental inquiries. Please ensure your questions pertain specifically to teeth and gum health.

7. Limitation of Liability

ViaDentAI, its AI systems, and participating dentists are not liable for any decisions, actions, or outcomes resulting from information provided. All responses are for informational/educational use only. Users agree to assume full responsibility for how they interpret or apply any response.

8. Acceptance of Terms

By using ViaDentAI, you agree to these Terms & Policy conditions. We reserve the right to modify these terms at any time without notice.

HIPAA Compliance Statement

ViaDentAI is committed to protecting the privacy and security of users' health information in accordance with the Health Insurance Portability and Accountability Act of 1996 (HIPAA) and its implementing regulations.

Protected Health Information (PHI)

Any personal or dental information you share through ViaDentAI may be considered Protected Health Information (PHI). We take all reasonable steps to ensure that PHI is collected, transmitted, and stored securely.

Compliance Measures

Encryption: All data entered, transmitted, or stored is encrypted using industry-standard SSL/TLS and AES protocols.
Access Control: PHI is accessible only to authorized licensed dental professionals or designated support staff with verified credentials.
No Data Sharing: ViaDentAI does not sell, rent, or share PHI with any third party except as required by law or with your explicit written consent.
Data Retention: User communications and PHI are retained only as long as necessary to provide service or meet regulatory requirements, and then securely deleted.
Anonymization: AI interactions may be anonymized and used for research or service improvement, but never in a way that identifies any individual user.

Your Responsibilities

Users should avoid including unnecessary personal identifiers (e.g., full name, address, or insurance details) in questions. The service is intended for educational dental guidance and does not replace an in-person clinical evaluation.

Business Associate Agreement (BAA)

ViaDentAI operates under HIPAA Business Associate standards and ensures all vendors or cloud service providers with access to PHI also meet HIPAA compliance requirements.

Contact

For questions about ViaDentAI's HIPAA compliance or data privacy practices, please contact:

Privacy Officer
Email: samir@zyousoft.com

Disclaimer (Short)

This service provides educational consultation only and does not replace a dental visit. Questions must be about teeth and gums only — no inquiries about insurance or benefits. Non-dental questions may result in token loss. Always see your licensed dentist for complete care.