Terms and Conditions

DentaFlow is a cloud software service for managing dental clinics. It lets you manage patients, the odontogram, anamnesis, treatments, budgets and payments, electronic invoicing, the appointment calendar, team and permissions, and an inbox with notifications.

The Service is provided by SONG BAI INVERSIÓN E.A.S., domiciled in San Lorenzo, Paraguay. The interface is available in Spanish, German, and English, and amounts are shown in guaraníes.

These Terms govern access to and use of the Service. By registering or using it, you confirm that you have read and accept these Terms and the documents that form part of them.

In these Terms, the following words have the meaning set out below:

• "DentaFlow" or "we" means SONG BAI INVERSIÓN E.A.S., the provider of the Service.
• "Service" means the DentaFlow application and its features, available at app.dentaflow.com.py.
• "Clinic" means the dental clinic or professional that uses the Service to run its practice and that is the customer of DentaFlow.
• "User" means any person with an account to access the Service, whether the Clinic, a professional, or a team member.
• "Patient" means the person treated by the Clinic whose information is recorded in the Service.
• "Patient Data" means the information about Patients that the Clinic uploads or generates in the Service, including health data.
• "Subscription" means the paid plan that enables full use of the Service, which each User contracts separately.

To use the Service you must create an account with a valid email address and a password. You are responsible for the accuracy of the information you provide and for keeping it up to date.

The account is personal. You are responsible for everything that happens under your account and for the confidentiality of your password. Tell us right away if you detect any unauthorized use.

To register you must be of legal age and have the legal capacity to enter into a contract.

Within a Clinic, the person who administers it can invite other Users and assign them permissions per module. Each User accesses only what their permission allows.

Full use of the Service requires an active Subscription. The Subscription is per User: each User contracts and pays for their own, whether or not they belong to a Clinic. The access of a User depends on their own Subscription, not on the Subscription of another person.

Amounts are shown in guaraníes. For the general public, the Subscription costs Gs 150,000 (one hundred fifty thousand guaraníes) per month, billed monthly. DentaFlow may change the price in the future; changes will be communicated in advance and are governed by the Changes to the terms section.

Special or differentiated prices may apply under agreements or other particular conditions arranged with the Clinic or the User. In that case, the price set in the corresponding agreement prevails.

DentaFlow does not have an integrated payment gateway and does not charge automatically. Subscription renewal is arranged by WhatsApp with our team. Until a renewal is recorded, the account moves to the read-only mode described below.

Subscription billing data, such as your name and contact details, is processed by DentaFlow as controller, as described in the Privacy Policy (dentaflow.com.py/privacy).

DentaFlow offers a one-month free trial. The free month does not start on its own: you must claim it expressly from your account.

During the trial you can use the Service with the enabled features. When the free month ends, if you do not contract or renew a Subscription, the account moves to read-only mode. Your data is not deleted simply because the trial has ended.

The free month is available only once per User and is reserved for new Users with no prior use of the Service. Creating additional accounts to claim the offer again is not allowed; if DentaFlow detects such use, it may revoke the benefit.

When the contracted period expires without a renewal being recorded, the account enters read-only mode, also called pause. In this mode you can still view the information already uploaded, but you cannot create or modify records.

• You can: view patients, histories, budgets, the calendar, and documents already uploaded.
• You cannot: create or edit records, issue invoices, or perform other write actions.

To return to normal use, you only need to renew the Subscription by WhatsApp. Your data is kept during the pause.

DentaFlow may also suspend access, in whole or in part, if it detects a serious breach of these Terms, a use that puts the security of the Service or of third parties at risk, or when required by a competent authority. Where possible, we will let you know in advance.

When using the Service, you agree to:

• Use the Service in accordance with these Terms, the law, and professional ethics.
• Upload accurate information and keep your data and that of your Clinic up to date.
• Obtain from your Patients the consent, and give them the information, that the law requires in order to process their health data.
• Safeguard the credentials of your account and those of your team, and assign permissions with care.
• Be responsible for the content you upload and for the clinical and administrative decisions you make. DentaFlow is a management tool and does not replace professional judgment.
• Keep copies of the documentation that the law requires you to retain.

Electronic invoicing (SIFEN)

The Service lets you issue electronic documents through the National Integrated Electronic Invoicing System (SIFEN) of the DNIT. In this operation the Clinic is the issuer of the documents; DentaFlow only provides the tool that generates and transmits them.

The Clinic is responsible for the accuracy and validity of its tax data (RUC, legal name, and timbrado) and for the content of each document it issues.

The signed XML files and the KUDE documents must be kept for five (5) years, in accordance with Law 125/91. Retaining this documentation is the responsibility of the Clinic.

You may not, and may not allow a third party to:

• Use the Service for unlawful purposes or to upload content that you have no right to process.
• Share access credentials with people outside your Clinic or bypass the permission controls.
• Try to access data of other clinics or parts of the Service for which you have no authorization.
• Copy, decompile, reverse engineer, or create derivative works of the Service, except where the law expressly allows it.
• Introduce malicious code, overload the infrastructure, or interfere with the operation or security of the Service.
• Resell, sublicense, or transfer access to the Service without written authorization from DentaFlow.

A breach of this section may lead to suspension or termination of the account, without prejudice to any legal action that may apply.

The Service, its software, design, trademarks, and content are owned by DentaFlow or its licensors and are protected by law. These Terms do not transfer ownership of the Service to you.

While your Subscription is active, DentaFlow grants you a limited, non-exclusive, non-transferable, and revocable license to use the Service in accordance with these Terms.

The data you upload remains yours or that of your Clinic. You keep ownership of the information of your Clinic and of the Patient Data; DentaFlow claims no ownership over them and processes them only to provide the Service.

If you send us suggestions or feedback about the Service, we may use them to improve it without this creating any obligation in your favor.

The Service processes two types of data with different roles. It is important to understand the difference.

Patient Data

For Patient Data, the Clinic is the data controller: it decides what data is uploaded, for what purpose, and for how long. DentaFlow acts as data processor and processes that data only on the instructions of the Clinic and to provide the Service.

The conditions of this processing, such as the purposes, security measures, and subprocessors, are set out in the "Patient Data Processing" document (dentaflow.com.py/data-processing), which forms an integral part of these Terms.

User account data

For User account data, such as name, email address, and Subscription billing data, DentaFlow is the data controller. How we process this data is described in the Privacy Policy (dentaflow.com.py/privacy).

The Service is provided "as is" and as available. We make a reasonable effort to keep it running, but we do not guarantee that it will be free of interruptions or errors.

DentaFlow is an early-stage product under continuous improvement. We may carry out maintenance, updates, or changes to features. When maintenance may affect use, we will try to give notice in advance.

We offer support by email ([email protected]) and by WhatsApp (+595 985 218175) during business hours in Paraguay. There is no service level agreement with a guaranteed availability percentage and no round-the-clock support.

To the extent permitted by law, DentaFlow is not liable for indirect damages, lost profits, or loss of data or opportunities arising from the use of, or the inability to use, the Service.

In particular, DentaFlow is not liable for: the clinical or administrative decisions of the Clinic; the accuracy of the content you upload; the rejection of, or errors in, documents before the SIFEN or the DNIT when they arise from data provided by the Clinic; or failures of third parties outside DentaFlow, such as the internet connection, power providers, or external services.

DentaFlow’s total liability for any claim arising from the Service or these Terms is limited to the amount you paid for the Subscription during the twelve (12) months preceding the event giving rise to the claim.

Nothing in these Terms excludes liability that the law does not allow to be limited, such as liability arising from willful misconduct or intentional harm.

These Terms apply for as long as you keep an account in the Service. The Subscription renews for periods as agreed and stays active while it is paid.

You may stop using the Service and request the closure of your account at any time by writing to [email protected]. Failure to renew does not close the account: it leaves it in read-only mode.

DentaFlow may suspend or terminate access in the event of a serious breach of these Terms, misuse of the Service, or when required by law or a competent authority.

On termination, your right to use the Service ends. The retention and export of your data after closure are governed by the following section.

The Clinic may request the export of its data by writing to [email protected].

DentaFlow keeps the data for ninety (90) days from the closure of the account. Within that period you may request the export, which is delivered in a commonly used electronic format.

Once the retention period has passed, DentaFlow may delete the data, except for data that the law requires to be kept for longer, such as tax documentation.

DentaFlow may update these Terms to reflect changes in the Service, in the law, or in our practices. The version in force will always be available at dentaflow.com.py.

When a change is significant, we will notify you by a reasonable means, such as the email on your account or a notice inside the Service, at least thirty (30) days before it takes effect.

If you keep using the Service after a change takes effect, you are deemed to accept the updated Terms. If you do not agree, you may stop using the Service and close your account.

These Terms are governed by the laws of the Republic of Paraguay. Any dispute will be submitted to the competent courts of the city of San Lorenzo, Paraguay, unless a rule of public order provides otherwise.

Among others, the applicable laws include Law No. 7593/2025 on the Protection of Personal Data, Law No. 4868/2013 on Electronic Commerce, and Law No. 125/91 on the retention of tax documents.

Law No. 7593/2025 will reach full force gradually; DentaFlow is in the process of adapting to its provisions.

Service provider: SONG BAI INVERSIÓN E.A.S., San Lorenzo, Paraguay.

• RUC: 80163224-2
• Registered address: 14 de Mayo c/ Fortín Arce, 111423 San Lorenzo, Paraguay
• Email: [email protected]
• WhatsApp: +595 985 218175
• Website: dentaflow.com.py
• Application: app.dentaflow.com.py

For any questions about these Terms or the Service, write to us at [email protected].