Last updated: 4 July 2026
1. Who we are
DentalPing is a product of Dental IT Ltd, a company registered in England and Wales (company number 05785120), with its registered office at 3A Abbeydale Road South, Sheffield, S7 2QL, United Kingdom ("we", "us", "Dental IT").
You can contact us about these terms at support@dentalit.ltd.uk or on 01433 377 977.
2. Acceptance of these terms
These terms form an agreement between Dental IT Ltd and the dental practice or dental group that registers for or uses DentalPing (the "practice", "you"). By creating a DentalPing account, connecting a Dentally account or WhatsApp Business number, or otherwise using the service, you agree to these terms on behalf of your practice. If you do not agree, do not use the service. If you use DentalPing under a separate written agreement with us, that agreement takes precedence where the two conflict.
3. The service
DentalPing is a multi-tenant software service that:
- connects to your practice's Dentally practice management system, with your authorisation, through the Dentally API;
- sends appointment reminders and recall invitations to your patients over WhatsApp, using your practice's own WhatsApp Business number;
- provides a shared inbox for two-way messaging between your practice and your patients, which may include automated assistant replies where you enable them;
- writes appointment confirmations and status updates back into your Dentally system.
We may improve, add to or modify features of the service from time to time, provided the changes do not materially reduce its core functionality.
4. Your responsibilities
You are responsible for:
- ensuring you have the right to contact the patients you message through DentalPing, and obtaining any patient consent required for messaging under applicable law and professional guidance;
- the accuracy and lawfulness of the data held in your Dentally system, which DentalPing relies on to address and compose messages;
- the content of messages sent from your account, including messages sent by your staff and any automated replies you enable;
- complying with WhatsApp's and Meta's applicable terms and policies, including the WhatsApp Business messaging policies, and with all laws that apply to your use of the service;
- your patients' experience of the messaging, including handling replies, complaints and opt-outs promptly.
5. Accounts and access
You are responsible for keeping your DentalPing login credentials secure, for the actions of anyone who accesses the service through your accounts, and for the security of the Dentally account and WhatsApp Business number you connect. Tell us promptly at the contact address above if you believe an account has been compromised. We may suspend access we reasonably believe is being misused.
6. Third party services
DentalPing depends on services we do not control, including the Dentally API, the WhatsApp Business Platform operated by Meta, our hosting providers and any SMS fallback provider. We are not responsible for outages, delays, data changes or policy changes in those third party services, or for messages those services fail to deliver. Message delivery over WhatsApp is subject to Meta's terms, and WhatsApp conversation charges are billed by Meta to your practice directly and are separate from our fees. If a third party materially changes or withdraws an interface we rely on, we will use reasonable efforts to adapt the service but cannot guarantee continuity of affected features.
7. Fees
Use of DentalPing is charged in accordance with the plan agreed with your practice, as set out in your order form or proposal. Fees are invoiced monthly in advance and are payable within 14 days of the invoice date. WhatsApp message and conversation charges are levied by Meta directly and are your responsibility in addition to our fees. We may revise our fees on 30 days' written notice, with changes taking effect at your next renewal.
8. Acceptable use
You must not use DentalPing to send unlawful, misleading, harassing or discriminatory content; to send marketing or other messages to patients who have not consented where consent is required, or who have opted out; to send spam or bulk unsolicited messages; or to attempt to probe, disrupt or gain unauthorised access to the service or its infrastructure. We may suspend or restrict accounts that breach this section.
9. Data protection
Our processing of personal data in DentalPing is described in the DentalPing Privacy Policy. For patient data, your practice is the data controller and Dental IT Ltd acts as your data processor; that processing is governed by the DentalPing Data Processing Agreement, which forms part of our contract with you. You remain responsible for the lawful basis for messaging your patients.
10. Availability
We provide DentalPing on a reasonable-efforts basis. We aim for high availability but do not guarantee that the service will be uninterrupted or error-free, and it may be unavailable during maintenance, upgrades or events outside our control. Where planned maintenance is likely to affect you, we will give reasonable notice.
11. Liability
Nothing in these terms limits or excludes liability that cannot be limited or excluded by law, including liability for death or personal injury caused by negligence, or for fraud. Subject to that:
- we are not liable for indirect or consequential loss, loss of profits, loss of business, or loss of anticipated savings;
- we are not liable for failures, outages or changes in third party services described in section 6, including non-delivery of messages by WhatsApp or SMS;
- we are not liable for loss arising from inaccurate data in your Dentally system or from messaging carried out without a proper lawful basis;
- our total aggregate liability arising out of or in connection with the service in any 12 month period is limited to the fees paid by your practice for the service in that period.
The service supports, but does not replace, your practice's own appointment management; you should not rely on it as the sole means of communicating clinically important information.
12. Suspension and termination
We may suspend the service, in whole or in part, where you materially breach these terms and, where the breach is remediable, fail to remedy it within 14 days of notice; where suspension is necessary for security, legal or regulatory reasons; or where invoices are overdue by more than 30 days. Either party may terminate on 30 days' written notice, or immediately if the other party materially and irremediably breaches these terms or becomes insolvent.
On termination, your access to the service ends and we will delete or return the practice data we process on your behalf in line with the data processing agreement, normally within 30 days. We may retain limited records where required by law.
13. Changes to these terms
We may update these terms from time to time. The latest version will always be published at this address, and the date at the top shows when they last changed. If a change materially affects your rights or obligations, we will notify your practice by email or through the service reasonably in advance, and your continued use after the change takes effect constitutes acceptance.
14. General
These terms, together with the data processing agreement and any order form, are the whole agreement between us regarding DentalPing. If any part of these terms is found unenforceable, the rest remains in force. Neither party is liable for delay or failure caused by events beyond its reasonable control.
15. Governing law
These terms, and any dispute arising from them, are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.