Terms of Service

By creating an account, signing an order form, or otherwise accessing Wilma AI (the “Service”), you agree to be bound by these Terms of Service on behalf of the dental practice or business entity you represent (“Customer” or “you”). If you don't agree, don't use the Service.

Wilma AI provides an AI receptionist that answers inbound calls and text messages on behalf of dental practices. The Service includes appointment scheduling, insurance verification, recall and reactivation outreach, intake-form delivery, and write-back to Customer's practice management system.

We may update, improve, or change the Service from time to time. We'll make reasonable efforts to give you advance notice of material changes that reduce functionality.

• You must be at least 18 and authorized to bind your practice.
• You're responsible for all activity that happens under your account.
• Keep your credentials confidential. Notify us promptly at email our security team if you suspect any compromise.

Subscription fees are billed monthly in advance and are non-refundable except as required by law. We may adjust list pricing with 30 days' notice before your next renewal. Overage charges (calls beyond your plan's included volume) are billed in arrears at the rates posted on our pricing page.

Fees exclude any taxes, levies, or duties imposed by taxing authorities. Where required, we'll collect and remit applicable taxes.

• Lawful use. You will use the Service in compliance with all applicable laws, including the TCPA, HIPAA, and state-level privacy regulations.
• Patient consent.You're responsible for obtaining any patient consent required to receive automated calls or text messages.
• PMS access. You authorize Wilma to read and write to your practice management system as configured during onboarding.
• Accurate information.You'll keep your provider, ops, hours, fee schedule, and insurance information current.

You will not:

• Use the Service to harass, defraud, or harm any person.
• Bypass technical or volume limits, attempt to reverse-engineer the Service, or scrape data from the platform.
• Use the Service for outbound marketing, debt collection, or any purpose other than operating the front desk of your practice.
• Share, sublicense, or resell access without our prior written consent.

Where the Service processes Protected Health Information (PHI), Wilma acts as a Business Associate under HIPAA. The Business Associate Agreement (BAA) executed with Customer governs that processing and is incorporated by reference.

We do not use patient data to train models for any other customer. See our Privacy Policy and HIPAA overview for details.

We own the Service, including all underlying software, models, designs, and documentation. You own the data you submit through the Service (“Customer Data”) and grant us a limited license to use Customer Data solely to operate and improve the Service for you.

You may give us feedback. If you do, we may use it without restriction or compensation to you.

Subscriptions automatically renew each month unless cancelled. You may cancel at any time with 30 days' written notice via email us or from the billing area of the dashboard. We may suspend or terminate the Service immediately if you breach these terms, fail to pay, or use the Service in a way that creates risk to other customers or to patient safety.

THE SERVICE IS PROVIDED “AS IS” AND “AS AVAILABLE,” WITHOUT WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED. WE DO NOT WARRANT THAT THE SERVICE WILL BE UNINTERRUPTED, ERROR-FREE, OR THAT THE INFORMATION WILMA PROVIDES TO ANY PATIENT WILL BE COMPLETE OR ACCURATE IN EVERY INSTANCE. WILMA IS NOT A CLINICIAN AND DOES NOT PROVIDE MEDICAL OR DENTAL ADVICE.

TO THE FULLEST EXTENT PERMITTED BY LAW, OUR AGGREGATE LIABILITY ARISING OUT OF OR RELATING TO THESE TERMS OR THE SERVICE WILL NOT EXCEED THE AMOUNTS YOU PAID TO WILMA IN THE TWELVE (12) MONTHS PRECEDING THE EVENT GIVING RISE TO THE CLAIM. NEITHER PARTY WILL BE LIABLE FOR INDIRECT, INCIDENTAL, SPECIAL, OR CONSEQUENTIAL DAMAGES.

You will defend, indemnify, and hold Wilma harmless from any third-party claim arising out of: (a) your use of the Service in violation of these terms or applicable law, (b) your failure to obtain patient consent where required, or (c) your Customer Data infringing the rights of a third party.

These terms are governed by the laws of the State of Delaware, without regard to conflict-of-law principles. The parties consent to the exclusive jurisdiction of the state and federal courts located in New Castle County, Delaware.

We may update these terms from time to time. If we make material changes, we'll notify you by email or in-product at least 30 days before the changes take effect.

Questions about these terms? Reach us at email our legal team or write to us at Wilma AI, Inc., 1209 Orange Street, Wilmington, DE 19801.