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Terms and Conditions

NVox 3Dent Solutions Inc. (Business Number 789479573 RC0001) — Effective October 1, 2026

1. Agreement to these Terms

These Terms and Conditions ("Terms") govern access to and use of the NVox platform, including nvox3d.ca, nvox3dent.ca and related web applications (the "Platform"), operated by NVox 3Dent Solutions Inc., an Ontario corporation ("NVox", "we", "us").

By creating an account, clicking "I agree", or using the Platform, you accept these Terms. If you use the Platform for a clinic, laboratory or other organization, you confirm you are authorized to bind that organization, and "you" means both you and that organization. If you do not agree, do not use the Platform.

Where NVox and your organization have signed a separate written agreement, that agreement prevails over these Terms to the extent of any conflict.

2. What NVox is — and is not

NVox is a technology platform only. It lets dental clinics ("Clinics") send cases, prescriptions and digital scans to independent dental laboratories, registered dental technologists and designers (together, "Service Providers"), and track those cases.

NVox:

  • is not a dental laboratory, manufacturer, distributor or importer of dental appliances or medical devices;
  • is not a dentist, dental technologist, denturist or other health professional, and does not provide clinical, diagnostic or treatment advice;
  • does not design, make, inspect, approve or deliver dental appliances, unless NVox has agreed in a separate signed agreement to perform a specific service;
  • is not a party to any agreement between a Clinic and a Service Provider. Each Clinic contracts directly with the Service Provider it selects, and that Service Provider alone is responsible for its work.

Any status, approval, sign-off or note recorded on the Platform is entered by the Clinic or Service Provider concerned, not by NVox.

The Platform is administrative workflow software. It is not intended to diagnose, treat, mitigate or prevent any disease or condition, and it is not a medical device under the Food and Drugs Act (Canada).

3. Accounts

  • The Platform is for businesses and licensed professionals only. It is not for patients or consumers.
  • You must hold, and keep in good standing, every licence, registration and permit your role requires (for example, with the Royal College of Dental Surgeons of Ontario, the College of Dental Technologists of Ontario, or Health Canada).
  • You must give accurate information, keep your login credentials confidential, use multi-factor authentication where offered, and tell us immediately at security@nvox3dent.ca of any unauthorized use.
  • Each person must use their own account. Clinic and laboratory accounts must be opened, or approved in writing, by an owner or principal of that organization, who then adds staff users. You are responsible for all activity under your organization's accounts.
  • We may refuse, suspend or close an account that breaches these Terms or creates a security, legal or patient-safety risk.

4. Clinic responsibilities

Each Clinic is solely responsible for:

  • issuing a valid written prescription or work authorization from a licensed dentist for every case;
  • the accuracy and completeness of scans, photos, shades, tooth numbers and instructions it uploads;
  • choosing the Service Provider for each case;
  • obtaining any patient consent required to share the patient's information with the Service Providers it selects, including any located outside Canada;
  • all clinical decisions, including checking the fit, safety and suitability of every appliance before it is used on a patient;
  • keeping its own patient and dental records as required by law. The Platform is not a clinic's official record-keeping system.

5. Service Provider responsibilities

Each laboratory, dental technologist and designer using the Platform is solely responsible for:

  • the design, manufacture, materials, quality, safety, turnaround, delivery, remakes and warranty of its own work;
  • holding every licence and registration its work requires and complying with all applicable laws, including the Medical Devices Regulations (Canada) and the rules of its regulatory college;
  • keeping records of materials and lot numbers used for each case;
  • maintaining professional and products liability insurance of at least $1,000,000 per claim, and providing proof to NVox or the Clinic on request;
  • handling patient information only for the case it was sent for, and never using or disclosing it for any other purpose.

6. Patient health information

  • Each Clinic is the "health information custodian" for its patients' personal health information under Ontario's Personal Health Information Protection Act, 2004 (PHIPA).
  • NVox provides the Platform as the Clinic's electronic service provider. NVox uses personal health information only to provide the Platform as directed by the Clinic, and does not sell it, use it for marketing, or use it to train artificial intelligence models.
  • Users must upload only the patient information needed for the case. Where a case is sent to a designer outside Canada, the Clinic must use a case ID in place of the patient's name.
  • How NVox handles personal information is described in our Privacy Policy, which forms part of these Terms.
  • NVox will notify the affected Clinic at the first reasonable opportunity if it learns of any theft, loss or unauthorized access to that Clinic's patient information.

7. Fees and payment

  • Fees for the Platform are set out in your order form or signed agreement. Unless agreed otherwise, fees are charged per completed case, invoiced at the end of each month with a case list, and payable within 30 days.
  • Platform fees cover the NVox software and support only. Design, laboratory and other professional services are provided and charged by the Service Provider.
  • Fees exclude HST and other taxes, which are added to invoices.
  • Overdue amounts bear interest at 1.5% per month (19.56% per year). We may suspend accounts with amounts more than 30 days overdue.
  • If NVox collects payment from a Clinic on behalf of a Service Provider, NVox acts only as a limited payment collection agent. Payment to NVox counts as payment to the Service Provider, and NVox takes on no responsibility for the Service Provider's work.

8. Acceptable use

You must not: upload anything unlawful or anything you have no right to share; access another organization's data; test, probe or bypass the Platform's security; copy, resell or reverse-engineer the Platform; upload malware; or use the Platform in a way that harms patients, other users or NVox.

9. Intellectual property and your data

  • NVox owns the Platform, including its software, design, workflows and trademarks, including NVox™ and NVox 3Dent™ (trademark applications filed with the Canadian Intellectual Property Office). You receive a limited, non-exclusive, non-transferable right to use it during your subscription. No other rights are granted.
  • You keep ownership of the data and files you upload ("Your Data"). You grant NVox a licence to host, copy, process and transmit Your Data only as needed to provide, secure and support the Platform.
  • NVox may use aggregated statistics about Platform use that do not identify any patient, person or organization.
  • If you send us suggestions or feedback, we may use them without obligation to you.

10. Third-party services

The Platform relies on third-party services such as cloud hosting, email delivery, payment processing and scanner software. NVox is not responsible for third-party services, and your use of them may be subject to their own terms.

11. Availability and records

  • We aim to keep the Platform available but do not guarantee it will be uninterrupted or error-free. We may carry out maintenance, updates and changes.
  • We back up data regularly, but you must keep your own copies of files and records that you are legally required to keep. You can export your case records at any time.

12. Disclaimers

THE PLATFORM IS PROVIDED "AS IS" AND "AS AVAILABLE". TO THE FULLEST EXTENT PERMITTED BY LAW, NVOX MAKES NO WARRANTIES OR CONDITIONS, EXPRESS OR IMPLIED, INCLUDING MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE AND NON-INFRINGEMENT. NVOX DOES NOT WARRANT THE FIT, QUALITY, SAFETY, CLINICAL SUITABILITY OR DELIVERY TIME OF ANY APPLIANCE OR SERVICE PROVIDED BY A SERVICE PROVIDER, OR THE ACCURACY OF ANY INFORMATION ENTERED BY USERS.

13. Limitation of liability

To the fullest extent permitted by law:

  • NVox is not liable for any claim arising from the clinical treatment of any patient, or from the design, manufacture, materials, fit, delivery, delay or remake of any appliance or work by a Clinic or Service Provider;
  • NVox is not liable for any indirect, incidental, special, consequential or punitive damages, or for lost profits, revenue, data or goodwill, even if advised of the possibility;
  • NVox's total liability for all claims relating to the Platform or these Terms is limited to the Platform fees you paid NVox in the 12 months before the event giving rise to the claim, or $500 if no fees were paid. For a claim arising from a privacy or security breach caused by NVox's negligence, the limit is instead the greater of that amount and the amount paid under NVox's cyber insurance for that claim.

These limits apply whatever the legal theory, including contract, tort (including negligence) or statute, but do not limit liability that cannot be limited by law.

14. Indemnity

You will defend, indemnify and hold harmless NVox and its directors, officers, employees and contractors from all claims, losses, damages, fines and costs (including reasonable legal fees) arising from:

  • your clinical services or laboratory, design or other professional services;
  • any appliance you prescribe, design, make or supply;
  • any claim by a patient, regulator or third party relating to your work or conduct;
  • Your Data, or your breach of these Terms or of any law, including privacy law.

15. Insurance

Each Clinic and Service Provider must maintain its own professional liability insurance and, where it makes or supplies appliances, products liability insurance, with limits that are reasonable for its practice and at least what its regulatory college requires.

16. Suspension and termination

  • Either party may end your subscription on 30 days' written notice, or immediately if the other party materially breaches these Terms and does not fix the breach within 10 days of notice.
  • We may suspend access immediately to protect patients, the Platform or other users.
  • On termination, you may export Your Data for 30 days. After that we will delete or return it, except where we must keep it by law. Fees owed up to termination remain payable.
  • Sections 2, 5, 6, 9, and 12 to 21 survive termination.

17. Confidentiality

Each party will keep the other's non-public business information confidential and use it only for purposes of these Terms, except where disclosure is required by law.

18. Changes to these Terms

We may update these Terms. We will give at least 30 days' notice of material changes by email or in the Platform. Continuing to use the Platform after the change takes effect means you accept it.

19. Governing law and disputes

These Terms are governed by the laws of Ontario and the federal laws of Canada that apply there.

  • Negotiation first: the parties will try in good faith to resolve any dispute through discussion between senior representatives for 30 days.
  • Arbitration: any dispute not resolved in that time will be finally decided by confidential arbitration before a single arbitrator in Toronto, Ontario, under the Arbitration Act, 1991 (Ontario), in English.
  • Individual claims only: each party brings claims only in its own name, not as part of a class or representative action, to the extent the law allows.
  • Urgent relief: either party may still ask a court in Toronto for an injunction to protect confidential information, personal information or intellectual property.

20. General

  • These Terms, the Privacy Policy, the Cookie Policy and any signed agreement or order form are the entire agreement on this subject.
  • You may not assign these Terms without our written consent. We may assign them to a successor of our business.
  • Neither party is liable for delays caused by events beyond its reasonable control.
  • If any part of these Terms is found unenforceable, the rest remains in effect.
  • A failure to enforce a right is not a waiver of it.
  • Where a Clinic uses the Platform for patient information, the Clinic Agreement and Data Schedule also applies and prevails on privacy matters.
  • The Platform is offered to organizations in Ontario. Organizations elsewhere may use it only with NVox's written consent and are responsible for complying with local law.
  • These Terms may be accepted electronically, and electronic records of acceptance are binding.

21. Contact

NVox 3Dent Solutions Inc. — an Ontario corporation, Business Number 789479573 RC0001

42 church street, Ontario, Canada

Website: nvox3d.ca · General and legal: legal@nvox3dent.ca · Privacy Officer (Suchith Vasireddy): privacy@nvox3dent.ca · Security: security@nvox3dent.ca

NVox™ and NVox 3Dent™ are trademarks of NVox 3Dent Solutions Inc.