Last updated: August 19, 2025
By accessing and using KeepTrack dental practice management software ("Service"), you agree to be bound by these Terms of Service ("Terms"). If you disagree with any part of these terms, then you may not access the Service. These Terms apply to all visitors, users, and others who access or use the Service.
KeepTrack is a cloud-based Software as a Service (SaaS) platform designed to help dental practices manage patient records, scheduling, billing, and other practice management functions. The Service is intended for use by licensed healthcare professionals and their authorized staff.
Our Service includes features for:
To use certain features of the Service, you must register for an account. You agree to provide accurate, current, and complete information during registration and to update such information to keep it accurate, current, and complete.
You are responsible for safeguarding the password and all activities that occur under your account. You must immediately notify us of any unauthorized use of your account or any other breach of security.
We reserve the right to terminate or suspend your account at any time for violations of these Terms or for any other reason at our sole discretion.
KeepTrack offers various subscription plans with different features and pricing. Current pricing is available on our website and may be updated from time to time.
Subscription fees are charged in advance on a monthly or annual basis depending on your selected plan. All fees are non-refundable except as expressly stated in these Terms or required by law.
We may offer a free trial period for new users. During the trial period, you have access to the Service with certain limitations. To continue using the Service after the trial period, you must subscribe to a paid plan.
We reserve the right to modify our pricing at any time. Any price changes will be communicated to you at least 30 days in advance and will take effect at the start of your next billing cycle.
KeepTrack is designed to comply with the Health Insurance Portability and Accountability Act (HIPAA). As a covered entity, you are responsible for ensuring your use of the Service complies with HIPAA requirements. We serve as your business associate and will execute a Business Associate Agreement (BAA) with you.
We implement appropriate technical and organizational measures to protect personal health information (PHI) and personally identifiable information (PII) against unauthorized access, alteration, disclosure, or destruction.
You retain ownership of all patient data and practice information you input into the Service. We do not claim ownership rights over your data.
Upon termination of your subscription, we will provide you with access to export your data for a period of 30 days. After this period, your data may be permanently deleted from our systems.
You agree not to use the Service to:
TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, IN NO EVENT SHALL KEEPTRACK BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING WITHOUT LIMITATION, LOSS OF PROFITS, DATA, USE, OR GOODWILL, WHETHER ARISING OUT OF OR IN CONNECTION WITH THESE TERMS OR THE USE OF THE SERVICE.
OUR TOTAL LIABILITY TO YOU FOR ALL CLAIMS ARISING OUT OF OR RELATING TO THESE TERMS OR THE SERVICE SHALL NOT EXCEED THE AMOUNT YOU PAID TO US IN THE TWELVE MONTHS PRECEDING THE CLAIM.
You agree to indemnify, defend, and hold harmless KeepTrack and its officers, directors, employees, and agents from and against any claims, liabilities, damages, losses, and expenses arising out of or in any way connected with your use of the Service or violation of these Terms.
You may terminate your account at any time by contacting our support team. Upon termination, your access to the Service will cease immediately.
We may terminate or suspend your account immediately, without prior notice, for conduct that we believe violates these Terms or is harmful to other users, us, or third parties.
Upon termination, all rights and licenses granted to you will cease, and you must stop using the Service. Data export provisions in Section 5.4 will apply.
You acknowledge that as a healthcare provider, you are subject to various federal, state, and local regulations. You are solely responsible for ensuring your use of the Service complies with all applicable healthcare laws and regulations.
You represent that you are a licensed healthcare professional or authorized to access patient health information under applicable law.
We may audit your use of the Service to ensure compliance with these Terms and applicable regulations, with reasonable notice and during business hours.
These Terms shall be governed by and construed in accordance with the laws of Massachusetts - United States of America, without regard to its conflict of law provisions.
Any disputes arising out of or relating to these Terms or the Service shall first be addressed through good faith negotiations. If unresolved, disputes may be submitted to binding arbitration in accordance with the rules of the American Arbitration Association.
We reserve the right to modify these Terms at any time. We will notify you of any changes by posting the new Terms on this page and updating the "Last updated" date. Your continued use of the Service after such changes constitutes acceptance of the new Terms.
For material changes that affect your rights or obligations, we will provide at least 30 days' advance notice via email or through the Service.
If any provision of these Terms is held to be invalid or unenforceable, such provision shall be struck and the remaining provisions shall remain in full force and effect.
These Terms, together with our Privacy Policy and any other legal notices published by us on the Service, constitute the entire agreement between you and us concerning the Service.
If you have any questions about these Terms of Service, please contact us:
For HIPAA-related inquiries or to request a Business Associate Agreement, please contact our Privacy Officer at privacy@keeptrack.com.