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Terms of Service

Last Updated: February 25, 2026

Welcome to Practice ROI (formerly Referral Retriever). These Terms of Service ("Terms") govern your access to and use of our marketing and referral tracking platform designed for orthodontists and dental specialists.

Please read these Terms carefully before using our services. By creating an account or using Practice ROI, you acknowledge that you have read, understood, and agree to be bound by these Terms.

1. Acceptance of Terms

By accessing or using Practice ROI's services, you agree to be bound by these Terms of Service and all applicable laws and regulations. If you do not agree with any of these terms, you are prohibited from using or accessing our services.

These Terms constitute a legally binding agreement between you (the "User," "Customer," or "you") and Practice ROI (formerly Referral Retriever) ("we," "us," or "our").

1.3 Information from Third Parties

2. Service Description

Practice ROI provides a comprehensive marketing and referral tracking platform designed specifically for orthodontists and dental specialists. Our services include:

  • Referral tracking and management
  • Marketing automation and email campaigns
  • Social media management and scheduling
  • Google Business Profile integration
  • Analytics and ROI reporting
  • Communication tools (SMS, email, call tracking)
  • Calendar and task management
  • Integration with third-party services

3. Account Registration and Security

3.1 Account Creation

To use our services, you must:

  • Provide accurate, current, and complete information during registration
  • Be at least 18 years old and have the legal capacity to enter into contracts
  • Maintain and update your account information to keep it accurate and current
  • Represent a legitimate dental or orthodontic practice

3.2 Account Security

You are responsible for:

  • Maintaining the confidentiality of your account credentials
  • All activities that occur under your account
  • Notifying us immediately of any unauthorized access or security breach
  • Ensuring that all users in your organization comply with these Terms

4. Subscription and Payment

4.1 Subscription Plans

  • We offer multiple subscription tiers (Starter, Professional, Enterprise)
  • Subscriptions are billed monthly or annually based on your selection
  • Annual subscriptions receive a discount compared to monthly billing
  • You may upgrade or downgrade your plan at any time

4.2 Payment Terms

  • Payment is due at the beginning of each billing cycle
  • We accept major credit cards and other payment methods as specified
  • You authorize us to charge your payment method for all fees
  • All fees are non-refundable except as required by law or as specified in our refund policy
  • Failed payments may result in service suspension or termination

4.3 Free Trial

  • We offer a 14-day free trial for new customers
  • No credit card is required to start the trial
  • At the end of the trial, you must select a paid plan to continue using the service
  • We reserve the right to limit or deny free trials

4.4 Refund Policy

  • We offer a 30-day money-back guarantee for first-time subscribers
  • Refund requests must be submitted within 30 days of initial payment
  • Refunds are not available for renewals or upgrades
  • Add-ons and one-time purchases are non-refundable

5. Use of Service

5.1 Permitted Use

You may use our services only for lawful purposes and in accordance with these Terms. You agree to:

  • Use the service for your dental or orthodontic practice's marketing and referral management
  • Comply with all applicable laws, regulations, and industry standards
  • Maintain HIPAA compliance when handling protected health information
  • Use the service in a manner that does not harm or interfere with others' use

5.2 Prohibited Use

You agree NOT to:

  • Use the service for any illegal or unauthorized purpose
  • Violate any laws regarding spam, privacy, or data protection
  • Attempt to gain unauthorized access to any part of the service
  • Interfere with or disrupt the service or servers
  • Use the service to transmit viruses, malware, or harmful code
  • Reverse engineer, decompile, or disassemble any part of the service
  • Remove or alter any proprietary notices or labels
  • Use the service to compete with Practice ROI or create a similar product
  • Share your account credentials with unauthorized parties
  • Scrape, harvest, or collect data from the service without permission

6. Data and Content

6.1 Your Data

You retain ownership of all data you submit to our service ("Customer Data"). By using our service, you grant us a license to:

  • Store, process, and display your data to provide the service
  • Use aggregated, de-identified data for analytics and service improvement
  • Back up your data for disaster recovery purposes

6.2 Data Responsibility

You are solely responsible for:

  • The accuracy, quality, and legality of your data
  • The means by which you acquired the data
  • Obtaining necessary consents for data processing
  • Compliance with HIPAA and other applicable regulations

6.3 HIPAA Compliance

  • We will enter into a Business Associate Agreement (BAA) with customers who process PHI
  • You must configure the service appropriately to maintain HIPAA compliance
  • We will notify you of any breach of PHI in accordance with HIPAA requirements

7. Intellectual Property

7.1 Our Property

Practice ROI and its licensors own all rights, title, and interest in:

  • The Practice ROI service, platform, and software
  • All intellectual property rights related to the service
  • Trademarks, logos, and brand elements
  • Documentation, content, and materials we provide

7.2 Limited License

We grant you a limited, non-exclusive, non-transferable, revocable license to access and use the service in accordance with these Terms.

8. Third-Party Services

Our service integrates with third-party services (Google, Facebook, Twilio, Stripe, etc.). Your use of these integrations is subject to:

  • The third party's terms of service and privacy policies
  • Additional fees charged by the third party (if applicable)
  • Availability and functionality as provided by the third party
We are not responsible for the performance, availability, or policies of third-party services.

9. Service Availability and Support

9.1 Uptime

  • We strive to maintain 99.9% uptime for our services
  • Scheduled maintenance will be announced in advance when possible
  • We do not guarantee uninterrupted access to the service

9.2 Support

  • Support availability varies by subscription plan
  • Starter: Email support during business hours
  • Professional: Priority email and chat support
  • Enterprise: Dedicated account manager and phone support

10. Modifications to Service and Terms

10.1 Service Changes

We reserve the right to:

  • Modify, suspend, or discontinue any part of the service
  • Change features, functionality, or pricing with notice
  • Update the service for security, legal, or technical reasons

10.2 Terms Changes

  • We may update these Terms from time to time
  • Material changes will be communicated via email or service notification
  • Continued use after changes constitutes acceptance
  • If you disagree with changes, you may terminate your account

11. Termination

11.1 Termination by You

  • You may cancel your subscription at any time from your account settings
  • Cancellation takes effect at the end of your current billing period
  • No refunds are provided for early cancellation except as specified in our refund policy
  • You may request data export before termination

11.2 Termination by Us

We may suspend or terminate your account if:

  • You breach these Terms
  • Payment fails or your account becomes past due
  • We are required to do so by law
  • Your use poses a security or legal risk
  • You engage in fraudulent or abusive behavior

11.3 Effect of Termination

  • Upon termination, your access to the service will cease
  • We will retain your data for 90 days for recovery purposes
  • After 90 days, your data may be permanently deleted
  • You remain liable for all fees incurred before termination

12. Disclaimers and Limitations of Liability

12.1 Disclaimer of Warranties

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT.

12.2 Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, PRACTICE ROI SHALL NOT BE LIABLE FOR:

  • Indirect, incidental, special, consequential, or punitive damages
  • Loss of profits, revenue, data, or business opportunities
  • Service interruptions or security breaches
  • Third-party actions or services
  • Any damages exceeding the amount you paid us in the 12 months before the claim

13. Indemnification

You agree to indemnify and hold harmless Practice ROI, its affiliates, and their respective officers, directors, employees, and agents from any claims, damages, losses, liabilities, and expenses (including legal fees) arising from:

  • Your use of the service
  • Your violation of these Terms
  • Your violation of any rights of another party
  • Your Customer Data
  • Your breach of HIPAA or other applicable laws

14. Dispute Resolution

14.1 Informal Resolution

Before filing a claim, you agree to contact us at legal@practiceroi.com to attempt to resolve the dispute informally.

14.2 Arbitration

Any disputes that cannot be resolved informally will be resolved through binding arbitration in accordance with the American Arbitration Association's rules, except:

  • Small claims court disputes
  • Intellectual property disputes
  • Disputes seeking equitable relief

14.3 Class Action Waiver

You agree to resolve disputes on an individual basis and waive any right to participate in class action lawsuits or class-wide arbitration.

15. General Provisions

15.1 Governing Law

These Terms are governed by the laws of the State of [Your State], without regard to conflict of law principles.

15.2 Entire Agreement

These Terms, together with our Privacy Policy and any other agreements you enter into with us, constitute the entire agreement between you and Practice ROI.

15.3 Severability

If any provision of these Terms is found to be unenforceable, the remaining provisions will remain in full effect.

15.4 No Waiver

Our failure to enforce any right or provision of these Terms will not be considered a waiver of those rights.

15.5 Assignment

You may not assign or transfer these Terms without our written consent. We may assign these Terms without restriction.

16. Contact Information

If you have questions about these Terms of Service, please contact us:

  • Email: legal@practiceroi.com
  • Phone: (719) 985-3535
  • Mail: Practice ROI, 6660 Delmonico Drive, Suite D-200, Colorado Springs, CO 80919

By Using Practice ROI, You Accept These Terms

If you do not agree to these Terms of Service, please do not use our platform. For questions or concerns about these Terms, please contact our legal team.

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