These Terms govern your practice's use of ChairFill. Please read section 5 carefully — it sets out the obligations that rest with you rather than with us, and those are the ones that matter most if a patient ever complains.
By signing in to ChairFill, you accept these Terms, our Privacy Policy and the Data Processing Addendum. The sign-in screen states this immediately above the sign-in button. If you do not accept them, do not sign in.
If you are accepting on behalf of a dental practice, company or other organisation, you confirm you are authorised to bind it, and "you" in these Terms means that organisation.
We record the date, time and version accepted against your account, so that both sides can later establish what was agreed and when.
ChairFill is a software platform for dental practices, operated by CHAIRFILL, Hindupur, Sri Sathya Sai, Andhra Pradesh – 515201, India ("ChairFill", "we", "us").
General and billing: support@getchairfill.com
Privacy and data protection: privacy@getchairfill.com
ChairFill helps a dental practice attract and book patients. Depending on what you switch on, it can reply to patients on WhatsApp, SMS or Instagram, answer inbound calls, take and manage bookings, sync appointments to Google Calendar, manage your Google Business Profile and reviews, send reminders and recalls, and host a website for your practice.
ChairFill is business software, not clinical software. It is not a medical device, it does not give clinical advice, and it must not be used to make or support a diagnostic or treatment decision. Every clinical judgement remains yours.
Several features are powered by AI and are probabilistic: they will occasionally produce a wrong or unsuitable reply. You retain the ability to take over any conversation manually, and you are responsible for supervising what is sent in your practice's name.
You need a Google account to sign in. You must be at least 18 and legally able to enter a contract. One ChairFill account represents one dental practice.
You are responsible for everything done through your account and for keeping access to it secure. Tell us promptly at support@getchairfill.com if you believe it has been accessed without your authority. We are not liable for loss arising from credentials you failed to keep secure.
This is the most important section in these Terms.
5.1 You are the Data Fiduciary. Your practice decides what patient information is collected and why. Under the Digital Personal Data Protection Act, 2023 you are the Data Fiduciary (under UK/EU GDPR, the Data Controller). ChairFill acts only as your Data Processor, on your instructions. The law places the primary duty — and the primary penalty — on you, and it does so regardless of anything in a contract with a processor. Section 6 and the Data Processing Addendum set out what we do to support you in meeting it.
5.2 Lawful basis and consent. You must have a lawful basis for every person whose details you put into, or allow into, ChairFill. In particular you must not upload or import contact lists of people who have not agreed to hear from your practice. ChairFill records when and through which channel a person first made contact, but a record is not a substitute for consent you never obtained.
5.3 Messaging law. You are responsible for complying with the messaging rules that apply where your patients are — including India's TRAI/DLT regime, the UK's PECR, the US TCPA, and Meta's and Twilio's own policies. Honour opt-outs. Anyone who replies STOP must stop receiving automated messages, and ChairFill will act on that automatically.
5.4 Clinical records. ChairFill is not a patient record system and must not be used as one. Do not enter diagnoses, clinical notes, treatment histories, images or any other health information beyond the treatment name needed to schedule the visit. Where you are subject to HIPAA, note that we do not currently offer a Business Associate Agreement, so ChairFill must not be used to process Protected Health Information.
5.5 Responding to patients. If a patient asks you to access, correct or erase their data, that request is addressed to you as the Fiduciary. ChairFill gives you the tools to act on it — see section 9.5 of the Privacy Policy — but the decision and the reply are yours.
Our Data Processing Addendum ("DPA") is incorporated into and forms part of these Terms. It is the contract required by section 8(2) of the DPDP Act, 2023 and Article 28(3) of the UK and EU GDPR, and it applies automatically from the moment you accept these Terms. No signature or separate negotiation is needed — Article 28(9) of the GDPR expressly permits a processing contract to be in electronic form, and section 10A of India's Information Technology Act, 2000 gives electronic contracts the same force as paper ones.
The DPA lists the sub-processors we use to run the Service, kept current at getchairfill.com/subprocessors. If you need a countersigned copy of the DPA for your own records, email privacy@getchairfill.com and we will provide one.
How we handle data is described in the Privacy Policy. Where the DPA and the Privacy Policy differ on the processing of patient data, the DPA governs.
7.1 The first month. Every dental practice gets its first 30 days in full, with no credit card required and no invoice for that period. One first month is available per practice, identified by the practice's phone number and Google Business Profile listing.
7.2 After it ends. Your account becomes read-only until you choose a paid plan. For a short period afterwards ChairFill continues to acknowledge patients who contact you, but stops taking bookings. You are never charged without adding a payment method and choosing a plan. A paid month begins on the day payment is made, not when the first month ended, so no paid days are lost by subscribing late.
7.3 Prices. Current prices are shown at getchairfill.com/pricing and vary by country. The price shown to you when you subscribe is the price that applies to your subscription for as long as it stays active.
7.4 Renewal. Your first payment is always taken manually by you. Automatic renewal is off unless you switch it on, and you can switch it off again at any time from Billing. Where auto-renew is on, the plan renews at the end of each billing cycle at the then-current price for your plan until cancelled.
7.5 Metered add-ons. The AI voice add-on is billed per minute against a prepaid deposit, because every minute carries a real cost to us. The deposit is the cap: when it is used up, voice stops until you top it up. Rates are shown on the pricing page and in Billing before purchase.
7.6 Payment processing. Payments are handled by Stripe and Razorpay. Card details never reach ChairFill's servers; they are processed by those providers under PCI-DSS.
7.7 Taxes. Prices exclude taxes unless stated. You are responsible for any taxes due on your purchase other than taxes on our income.
7.8 Failed payment. If a renewal payment fails, we will tell you and the account may be suspended after a 7-day grace period. Suspension does not delete your data — see section 12.
You may cancel at any time from Billing. There is no lock-in and no cancellation fee. Cancelling stops future renewals; the service stays active until the end of the cycle you have paid for.
Refund requests may be submitted within 7 calendar days of a charge, to support@getchairfill.com. Refunds are granted where a core feature verifiably failed to work. Requests made more than 7 days after the charge are not eligible; the service simply remains active to the end of the paid cycle.
One exception, and only one. Section 7 of the Data Processing Addendum gives a practice in the UK or EU a pro-rata refund of the unused remainder of its term if we add a sub-processor, that practice raises a reasonable data protection objection, and no alternative can be found. That route exists because Article 28(2) of the GDPR requires it, it is triggered only by a change we ourselves make, and it overrides the 7-day limit above. Nothing else in the DPA creates a refund right.
Nothing here limits any refund or cancellation right you have under consumer law that cannot be contracted out of.
You agree not to:
Misuse of the messaging channels can cause your number to be restricted by Meta or Twilio. Those decisions are theirs, not ours, and we cannot reverse them.
ChairFill connects to services run by others — Google, Meta, Twilio, Stripe, Razorpay and the providers listed at /subprocessors. Your use of those connections is also subject to their terms, and their availability, policies, message pricing and approval decisions are outside our control. If a provider changes or withdraws an API, restricts your account, or applies a messaging limit, we will do what we reasonably can to help, but we are not liable for their acts.
Our use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.
We aim to keep ChairFill available continuously but do not guarantee uninterrupted service. We may carry out maintenance, and will try to schedule anything disruptive outside normal clinic hours.
Support is available at support@getchairfill.com, with a target first response within 24 business hours.
We may change, add or remove features. Where a change materially reduces a core feature you rely on, we will give at least 30 days' notice by email or in the app.
You may stop using ChairFill at any time. We may suspend or terminate an account that breaches these Terms, that is used to send spam or to abuse patients, that has not paid after the grace period, or where we are required to do so by law or by an upstream provider. Where circumstances allow, we will warn you first and give you a chance to put it right.
After termination your data remains accessible for 30 days so that you can export it. After that we delete or anonymise it, subject to the retention described in the Privacy Policy and the DPA — some billing records must be kept for tax and accounting purposes.
ChairFill, its software, design and brand remain ours. You get a non-exclusive, non-transferable right to use the Service while your account is active, for your own practice.
Your content stays yours. Your patient data, your practice's content and anything you upload remain your property. You grant us only the licence needed to operate the Service for you — to store, process, transmit and display that content for the purposes described in the DPA.
If you send us feedback or suggestions, we may use them freely and without obligation to you.
Except as expressly stated, the Service is provided "as is". We do not warrant that it will be error-free, that AI-generated replies will always be accurate or appropriate, that messages will always be delivered by the underlying networks, or that your practice will achieve any particular ranking, number of bookings or revenue. Any figures in our marketing are illustrative, not promises.
Neither party excludes liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot lawfully be excluded.
Subject to that, we are not liable for indirect, incidental, special or consequential loss, nor for lost profits, lost revenue, lost bookings, lost goodwill or lost data. Our total liability arising out of or relating to the Service in any 12-month period is limited to the amount you paid us in the 12 months before the claim arose.
You are responsible for the consequences of your own breach of section 5 — in particular for claims, fines or regulatory action arising from patient data you had no lawful basis to process, or from messages sent without consent.
We may update these Terms. Each version carries a version number and date at the top of this page. For material changes we will give at least 14 days' notice by email or in the app before they take effect. Continuing to use ChairFill after that means you accept the new version; if you do not, you may cancel without penalty.
These Terms are governed by the laws of India, and the courts at Hindupur, Sri Sathya Sai district, Andhra Pradesh have exclusive jurisdiction — except that, if you are a consumer resident elsewhere, you keep the benefit of any mandatory protections of your local law and any right to bring proceedings in the courts of your own country.
If any provision is found unenforceable, the rest stays in force. Our not enforcing a right on one occasion does not waive it.
General and billing: support@getchairfill.com
Privacy, data protection and DPA requests: privacy@getchairfill.com
Grievance Officer (DPDP Act, 2023): see section 9 of the Privacy Policy