Terms of service

These terms govern how Oclivo is contracted and used. Version 0.2, 26 October 2026 (version 0.2 completes the terms for publication: free trial, prices, data migration, support, suspension, cancellation with return and erasure of the data, liability, assignment of the contract and jurisdiction). This is a courtesy translation: if it differs from the Spanish text, the Spanish text prevails.

1. Who provides the service and what these terms govern

1. Oclivo is cloud-based management software for dental clinics, with built-in artificial intelligence (the "service"). It is provided by Oclivo, the trade name of the owner identified in the legal notice (" Oclivo ").
2. These terms govern the relationship between Oclivo and the clinic that contracts the service (the "clinic") and the use of the service by each person who signs in with an account, whether the owner of the clinic or a member of its team (the "users").
3. Besides these terms, the contract includes the data processing agreement and the list of subprocessors, which the owner accepts on behalf of the clinic, and the offer or plan contracted, if any. In case of conflict, what is agreed in writing in the offer prevails; on data protection, the data processing agreement does.
4. The service is aimed exclusively at clinics and professionals, who contract it for their professional activity. It is not offered to consumers.

2. Sign-up and accounts

1. The clinic signs up by creating an account and the clinic in the application. Whoever creates it becomes its owner and declares that they can bind the clinic and that the data they give are true.
2. Each person uses their own account. Credentials and the second sign-in factor are personal and non-transferable, and the user keeps the device or key used to verify it.
3. The clinic decides who signs in and with which permissions: it is responsible for inviting only authorised people, giving them the permissions they need and removing the access of anyone who is no longer authorised.
4. If an account is suspected to be compromised, the clinic and Oclivo must be told without delay.

3. Free trial, plans and prices

1. On sign-up, the clinic can use the service during a free trial period, whose length is stated at sign-up. The trial has no minimum term and does not oblige anyone to contract. If it ends without a plan being contracted, some management features are limited; the clinic keeps access to its data and can export them or ask to leave (section 11).
2. This website does not publish prices. The price, the billing interval (monthly or yearly), the applicable taxes and the payment method are stated in the offer or when contracting the plan, and are accepted before paying.
3. The subscription renews automatically at the end of each period unless the clinic cancels it before. The clinic can cancel at any time from the application; cancellation takes effect at the end of the period already paid, without a refund of the current period unless the offer says otherwise.
4. Oclivo issues the invoice for each charge. If a payment fails, the clinic is notified and keeps working during a grace period; if it is not solved, section 10 applies.
5. Changes to the price of a plan are announced at least 30 days in advance and apply from the next period; anyone who disagrees can cancel before they apply.

4. Permitted use and obligations of the clinic

1. The service is used to manage the clinic and care for its patients, in accordance with the law and these terms.
2. The clinic is responsible for the data it enters and for their lawfulness: informing its patients, having a legal basis for each processing and complying with the health, tax and data protection rules that apply to it.
3. The clinic keeps the clinical records for the legal periods. The service gives it the tools to do so, but the obligation is the clinic's.
4. It is forbidden to: try to access data of other clinics; circumvent security controls; carry out penetration tests without written authorisation; use the service for unlawful purposes or to send communications without consent; copy, decompile or reverse-engineer the software, except as far as the law allows; and use the service or its content to develop a competing product.
5. Starting to use real data. Oclivo will tell the clinic in writing from which date it can enter real patient data. Until then, the service is used with fictitious data only.

5. Artificial intelligence

1. The artificial intelligence features of Oclivo (Oclivo AI, the consultation scribe, transcription and the assistants) propose: they never change data without the express confirmation of a user.
2. Proposals may contain errors. The person who confirms a proposal must review it and is responsible for its content; on clinical matters, the healthcare professional who confirms it.
3. The AI does not replace the clinical judgement of the professional and gives no medical advice. Oclivo is not a medical device: it is not intended to diagnose, prevent, treat or predict diseases, and must not be used for that.
4. Oclivo does not use patient data to train or improve artificial intelligence models, its own or third parties'. Before a clinical text is sent to a model, the server replaces the data that identify the patient.
5. No real health data are sent to artificial intelligence or transcription providers in countries without a European Commission adequacy decision or the appropriate safeguards of Chapter V of the GDPR. With real data, those providers process the data in the European Union, without keeping them or using them to train models.
6. The clinic decides which AI features it switches on, under annex IV of the data processing agreement.

6. Data migration from other software

1. If the clinic asks for it, the Oclivo team moves its data from the software it used before, starting from the export the clinic obtains from that software.
2. The migration is processing on behalf of the clinic, governed by the data processing agreement. The clinic reviews the result before starting to work with the migrated data and reports any difference it finds.
3. The files received for the migration are deleted when it ends, within 90 days at most.

7. Availability and support

1. Oclivo endeavours to keep the service available at all times, but does not guarantee that there will be no interruptions. Scheduled maintenance is carried out, as far as possible, outside the clinics' usual hours and is announced in advance when it may affect use.
2. Oclivo makes daily encrypted backups in the European Union and periodically tests that they can be restored.
3. The clinic receives support from the application itself and by email, during the hours published on the website.
4. Oclivo may update the service, add features or change existing ones. If it withdraws an essential feature of a contracted plan, it gives at least 30 days' notice and the clinic can cancel without penalty.

8. Data protection

1. For the patient data and the other data the clinic manages with the service, the clinic is the controller and Oclivo the processor. That processing is governed by the data processing agreement and the list of subprocessors.
2. For the data of the users' accounts, Oclivo is the controller, as explained in the privacy policy of the application.
3. The clinic's data are hosted in the European Union.

9. Intellectual property and confidentiality

1. The software, its design, texts and documentation belong to Oclivo or its licensors. For the duration of the contract the clinic receives a non-exclusive, non-transferable right to use the service for its activity.
2. The data the clinic enters belong to the clinic. Oclivo acquires no right over them beyond what is needed to provide the service.
3. Suggestions the clinic makes to improve the service may be used freely, without Oclivo acquiring any data of the clinic by doing so.
4. Each party keeps secret the non-public information of the other that it learns through the contract, during the contract and after it ends. This does not prevent complying with a legal obligation or an order of an authority.

10. Suspension

Oclivo may suspend access, in full or in part and after notifying the clinic except in an emergency, if: a payment is still due after the grace period; the clinic or a user seriously breaches these terms; or it is needed to protect the security of the service, of other clinics or of the data. Suspension for non-payment does not prevent the clinic from consulting and exporting its data. Access is restored as soon as the cause disappears.

11. Cancellation, return and erasure of the data

1. The clinic can leave whenever it wants by cancelling the subscription (section 3.3). Oclivo may end the contract if the clinic seriously breaches it and does not remedy it within 15 days of being notified.
2. When the cancellation takes effect, the clinic has 30 days to download the full export of its data, in a structured, machine-readable format (for example, JSON) and with its documents (for example, as PDF). Nothing is erased during that period.
3. After that period, Oclivo securely erases the clinic's data from its servers and destroys its encryption keys. Backups that contain them are erased when they expire under their rotation cycle and, until then, are not restored for any other purpose. On request, Oclivo gives the clinic a certificate of erasure.
4. Oclivo only keeps, blocked, what a law obliges it to keep (for example, the invoices issued to the clinic).
5. Keeping the clinical records for the legal periods is the clinic's obligation (Spanish Law 41/2002, of 14 November, on patient autonomy): that is why it must download them before the 30 days end. If it needs Oclivo to keep holding them after leaving, it must be agreed in writing before that period ends.

12. Liability

1. Each party is liable for the damage it causes to the other by breaching the contract.
2. Oclivo is not liable for indirect damage or loss of profit, nor for damage arising from clinical decisions, from content confirmed by a user, from use of the service contrary to these terms or from causes beyond its reasonable control.
3. Oclivo 's total liability to the clinic, on any ground, is limited to the amounts the clinic has paid it for the service in the 12 months before the event that causes it.
4. These limits do not apply to wilful misconduct or gross negligence, nor to liability that cannot be limited by law. Liability on data protection is governed by article 82 GDPR and the data processing agreement.

13. Changes to these terms

1. New versions of these terms are announced in the application and by email to the owner 30 days before they come into force, except minor changes (typos or contact details), which need no new acceptance.
2. Anyone who disagrees with a new version can cancel before it comes into force, without penalty.

14. Assignment of the contract to the owner's company

1. Today Oclivo is provided by the owner as a natural person. The clinic consents in advance that, if the owner sets up a company to provide the service, the service passes to the company the owner sets up, together with these terms and the data processing agreement, and that this company takes the owner's place and assumes all the owner's rights and obligations towards the clinic.
2. The assignment is notified to the clinic's owner by email, identifying the company and the effective date, at least 30 days in advance. It does not change the service, the data or the terms.
3. If the clinic does not accept the assignment, it can terminate the contract at no cost before the effective date, with the return of its data under section 11.

15. Communications

's communications to the clinic are made in the application and to the owner's email address. The clinic can write to Oclivo at ….

16. Governing law and jurisdiction

These terms are governed by Spanish law. For any dispute, the parties submit to the courts of Albacete, unless a mandatory rule provides for another forum.