Terms of Service
What you agree to when you use ChairNotes.
Last updated: March 17, 2026
1. Service Description
ChairNotes is an AI-powered productivity tool that processes audio recordings of dental appointments to generate structured clinical notes and patient summaries. ChairNotes is a documentation aid and does not provide medical advice, diagnoses, or treatment recommendations.
2. Your Compliance Responsibilities
ChairNotes is a productivity and documentation aid — not a certified health-records platform. We do not enter into Business Associate Agreements. You are solely responsible for ensuring your use of ChairNotes complies with all applicable laws, regulations, and professional licensing requirements in your jurisdiction. Do not use ChairNotes as your sole or official record for any patient interaction.
3. Recording Consent
You, as the dental professional, are solely responsible for obtaining proper consent from all parties before recording any appointment. This includes compliance with applicable federal, state, and local laws regarding audio recording consent. ChairNotes does not verify that consent has been obtained.
4. Data Handling
Audio recordings are transmitted to our servers for processing and are immediately discarded after transcription completes. We do not store audio files. Generated clinical notes and transcripts are saved to your account dashboard for your reference. You are responsible for any patient information contained in recordings you submit.
5. AI-Generated Output
All clinical notes and summaries are generated by artificial intelligence. These outputs must be reviewed, verified, and edited by the dental professional before being used for any clinical documentation or patient communication. ChairNotes does not guarantee the accuracy, completeness, or clinical appropriateness of any generated content.
6. Subscriptions and Payment
ChairNotes offers monthly subscription plans and pay-as-you-go credit packs, processed via PayPal. Subscriptions renew automatically each billing period. Credits are allocated at the start of each billing period and do not roll over beyond that period. You may cancel your subscription at any time from your dashboard; cancellation takes effect at the end of the current billing period. Refunds are not issued for unused credits or partial billing periods.
7. Disclaimer of Warranties
ChairNotes is provided “as is” and “as available” without warranties of any kind, whether express or implied. We do not warrant that the service will be uninterrupted, error-free, or that the AI-generated output will be accurate or suitable for any particular purpose.
8. Limitation of Liability
In no event shall ChairNotes be liable for any indirect, incidental, special, or consequential damages arising from your use of the service, including any reliance on AI-generated clinical content. Our total liability shall not exceed the amount paid in the three months preceding the claim.
9. Changes to Terms
We may update these terms from time to time. Continued use of ChairNotes after changes constitutes acceptance of the revised terms. Material changes will be communicated via email.
10. Contact
For questions about these terms, contact us at hello@chairnotes.com.