EN
Try for free

Terms of use

Effective from: 30 October 2026

1. Who the agreement is between

These terms are an agreement between Tymofii Shevchenko (trabalhador independente, NIF 309697107, R. Tenente Coronel Jorge Vargas Mogo 3DT, 8375-129 São Bartolomeu de Messines (Silves, Faro), Portugal; “we”, “us”) and the organisation or professional who registers their clinic in the Odonto Flow service (“the clinic”, “you”).

By registering a clinic or using the service, you accept these terms, the privacy policy and the data processing agreement, which is part of these terms. The person who registers the clinic confirms that they are entitled to act on its behalf.

The service is for professionals only. It is intended for dental practices, clinics and dentists in their professional activity, not for consumers. Users must be at least 16 years old.

2. What the service is

Odonto Flow is a cloud CRM for dentistry: patient cards with a tooth chart and files, visits and a calendar, staff with roles, WhatsApp reminders to patients. It works in the browser and in the iOS and Android apps.

The service does not include: taking payments from patients, online booking, or patient access to their own cards. Features may change: we develop the service and may change or remove features, without substantially reducing what you have already paid for.

3. Accounts

  • A user signs up with an e-mail and a password and confirms the e-mail. One user can belong to several clinics.
  • A clinic has three roles: owner (everything, including the subscription), administrator (everything except deleting the clinic; the subscription — if the owner allows it), doctor (their own visits and visits without a doctor, the clinic’s patients). Staff are invited by the owner or an administrator.
  • You are responsible for whom you invite, which roles you give them and what they do in the clinic’s account, and for keeping passwords safe. If you suspect unauthorised access, write to support@odontoflow.io.

4. Trial period

A new clinic gets a 14-day trial with all features — free and without a card. When it ends, the account closes until a subscription is taken out; the data is kept (section 7).

5. Subscription, prices and payment

Plan Price Period
Monthly 25 € 1 month
Yearly 250 € 12 months
  • Prices are shown excluding VAT. The VAT of your country is added at checkout; for companies with a valid EU VAT ID, the reverse charge applies. The subscription is paid per clinic; the number of doctors, staff and patients is unlimited.
  • The seller is Paddle. Our order process is conducted by our online reseller Paddle.com. Paddle.com is the Merchant of Record for all our orders. Paddle provides all customer service inquiries and handles returns. Paddle.com Market Ltd takes the payment, issues invoices, calculates taxes and handles refunds and payment questions. When paying, you also accept the Paddle buyer terms.
  • Automatic renewal. The subscription renews automatically for the same period and is charged to the payment method stored in Paddle until you cancel it.
  • Changing plans (monthly ↔ yearly) takes effect immediately, with proration: the difference for the rest of the period is charged or credited.
  • Failed payment. Paddle retries for several days; access remains until the end of the period already paid. If payment fails, the account closes (section 7).
  • Price changes apply to the following periods: we will notify the owner by e-mail at least 30 days in advance. If you do not agree, cancel the subscription before renewal.

6. Cancelling the subscription

You can cancel the subscription at any time in “Settings → Subscriptions” (managed through the Paddle portal). Cancellation takes effect at the end of the paid period: until that date the account works, after that it is not renewed. Before the period ends, you can undo the cancellation with the “Resume” button. Refunds follow the refund policy.

7. End of access and data

  • When the trial or the subscription ends, the account closes completely (there is no read-only mode); only the subscription page stays open. Scheduled messages to patients are not sent.
  • The clinic’s data is kept for 12 months after access ends. Pay — and everything comes back as it was. Before deletion, the owner receives reminders (30 and 7 days before).
  • After 12 months the clinic’s data is deleted completely: patients, visits, messages, files, the activity log, the WhatsApp connection. It can be deleted earlier at the owner’s request.
  • Data export. The clinic’s owner can export all the clinic’s data — while the subscription is active and for 12 months after it ends (from the subscription page): patients, visits, tooth chart, procedures and messages as CSV tables, patient files as an archive. If the export is not available in the account, write to support — we will prepare it within 30 days.
  • In addition, a single patient card can be printed or saved as a complete PDF.

8. Clinic and patient data

  • The data the clinic enters into the service belongs to the clinic. For patient data, the clinic is the controller and we are the processor (Art. 28 GDPR); the terms are in the data processing agreement.
  • The clinic is responsible for the lawfulness of processing patient data: the legal basis, informing patients, medical confidentiality, and retention periods for medical records under the laws of its country.
  • WhatsApp messages may only be sent to patients who have given consent; marking consent in the card is the clinic’s duty. Without it, the service does not send messages.
  • We do not use clinic or patient data for our own purposes, do not sell it and do not show advertising.

9. WhatsApp

  • WhatsApp reminders are an optional feature: the service works without it. Whether to connect a number is the clinic’s decision.
  • Messages are sent from the clinic’s own WhatsApp number, which it connects by QR code or a phone-number code. The WhatsApp account belongs to the clinic, and the relationship with WhatsApp is between the clinic and Meta: the clinic accepts and complies with the WhatsApp terms.
  • How the connection works. The service connects to the clinic’s account as a linked device (the same way as WhatsApp Web) using third-party software. This is not the official WhatsApp Business Platform (Cloud API), and Meta does not support this method. WhatsApp’s rules restrict unofficial and automated clients, so WhatsApp may at any time restrict or block a connected number — including without any violation by the clinic.
  • We recommend connecting a separate business number rather than an employee’s personal number, and sending messages only to patients who have agreed to receive them.
  • We reduce the risk (varied template wording, sending hours, only patients with consent marked), but we cannot eliminate it. By connecting a number, the clinic accepts this risk. We are not liable for the restriction or blocking of a number, the loss of a WhatsApp account or its history, messages that are not delivered or are delivered late, or the consequences of this.
  • The content of messages, patient consent and compliance with WhatsApp’s rules are the clinic’s responsibility.
  • If WhatsApp changes its rules or technically closes this way of connecting, we may suspend or discontinue this feature; the rest of the service will continue to work.

10. Acceptable use

You may not: use the service for spam or messages without consent; enter data without a legal basis; try to access other people’s data or bypass restrictions; load the service with automated requests beyond normal use; resell access; copy or reverse-engineer the service, except where the law allows it.

11. Availability and support

  • We aim to keep the service running without interruption but do not guarantee it: there may be planned maintenance (where possible outside working hours, with notice) and outages at our providers.
  • Backups: daily, to separate storage in the EU (not on the same server).
  • Support is by e-mail at support@odontoflow.io on working days, in English. We usually reply within 3 business days, but response times and bug-fix times are not guaranteed.
  • We meet the deadlines set by law: personal data requests within one month (privacy policy, section 8), data breach notifications under the data processing agreement, section 10.
  • Support enters the clinic’s account only with your permission: the owner turns on “Support access” in the settings for 7 days (it can be turned off earlier). Every entry is recorded in a log that you can see.

12. Rights to the service

The service, its code, design and brand belong to us. The subscription gives the clinic the right to use the service for the duration of the subscription — and nothing more. We may use ideas and feedback about the service without any obligation to you.

13. Liability

  • The service is provided “as is”. We are not liable for medical decisions made with its help, for the content of data entered by the clinic, or for failures of third-party services (WhatsApp, payment systems, e-mail, internet providers).
  • We are not liable for lost profits or indirect damages. Our total liability under the agreement is limited to the amount paid by the clinic in the 12 months before the event.
  • These limitations do not apply in cases of intent or gross negligence, or in other cases where the law prohibits them.

14. Suspension and termination

  • You can stop using the service at any time: cancel the subscription and, if you wish, delete the clinic’s data (on request) and your account (in the profile).
  • We may suspend or close a clinic’s access in the event of a serious breach of these terms, when required by law, or if the service is used to harm others. Where possible, we will warn in advance and give time to remedy the breach.

15. Mobile apps

The iOS and Android apps are free and give access to the clinic’s account with the same account. Clinics register and pay on the website. Apple and Google are not parties to this agreement and are not responsible for the service.

16. Changes to these terms

We may change these terms. We will notify clinic owners of material changes by e-mail and in the app at least 30 days in advance. If you do not agree, you can cancel the subscription before the changes take effect.

The service is currently provided by a private individual. We may transfer this agreement to a company we set up for the service, or to another provider who will continue the service on the same terms. We will notify clinic owners of the transfer by e-mail at least 30 days in advance and name the new provider; your data, subscription and paid period are kept. If you do not agree, you can cancel the subscription and export the data before the transfer.

17. Governing law and disputes

This agreement is governed by the law of Portugal. Disputes that cannot be resolved by negotiation are settled by the courts of the Comarca de Faro (Portugal).

18. Contacts

Tymofii Shevchenko, R. Tenente Coronel Jorge Vargas Mogo 3DT, 8375-129 São Bartolomeu de Messines (Silves, Faro), Portugal, support@odontoflow.io.