Terms of Service

Effective September 12, 2026.

1. Agreement

These Terms of Service govern use of the PerioMaxer mobile apps, today for iPhone, iPad, and Android, the PerioMaxer office desktop for Windows, periomaxer.com, smilemaxer.com, and the related account, licensing, and support services (together, the “Service”). The Service is operated by SmileMaxer LLC, a Maryland limited liability company (“SmileMaxer,” “we,” or “us”).

By creating an account, starting a trial, or using the Service, you agree to these Terms, the Privacy Policy, the End-User License Agreement, and any Business Associate Agreement that applies to your practice.

2. What the Service is and is not

PerioMaxer is a voice entry tool for dental professionals. It turns the numbers a clinician says aloud into typed entries, and in Office Linked mode it sends those entries to the selected office computer, where the Windows companion types them into the practice-management chart already open there. The entries travel between the practice's own devices and do not pass through the PerioMaxer cloud. The office desktop runs on Windows only.

PerioMaxer is not a medical device and not a system of record. The chart of record is the practice-management software the practice already uses. The Service does not diagnose, interpret charted values, recommend treatment, or replace professional review. Voice recognition and automated typing can produce errors, so the dental professional remains responsible for reviewing every entry in the chart of record before relying on it.

3. Account and practice location

Self-service plans cover one physical practice location. The owner must provide accurate account, practice-name, and physical-address information and keep the billing email current. Multi-location groups and DSOs require a separate written arrangement.

You are responsible for protecting account credentials and promptly revoking a registered device that is lost, retired, or no longer controlled by the practice.

4. Subscription, payment, and trial

For office subscriptions purchased on our website, current plan limits and prices are published at periomaxer.com/pricing. Monthly and annual subscriptions renew automatically until canceled.

The price, billing cadence, and any eligibility-limited promotional terms shown at checkout apply to the subscription. Annual prices are billed in advance.

Office Linked subscriptions purchased on our website include a one-week (7-day) free trial, so you can confirm the software works with your office configuration before you pay. A payment card is required to start it. Nothing is charged when the trial begins. Checkout displays the exact price and the exact first-charge time before the card is submitted. Unless you cancel first, Stripe automatically charges the displayed amount at the displayed time. We email the amount, the charge time, the billing frequency, and a cancellation link when the trial begins, again before the trial ends, and again whenever support changes your trial deadline. After that we email a receipt for every payment, a notice before an annual subscription renews, and a reminder once a year for any subscription. You may cancel through the account dashboard.

If setup is not working, use the setup-support request in your account. When that request places the trial on hold, Office Linked charting is turned off, the remaining trial time stops running, and the first charge is deferred. Support will contact the account’s designated contact to investigate. After the problem is resolved, our staff can resume the remaining time, restore the full week, or add trial time. Your account shows the new trial deadline and first-charge time, and we email those details when the trial resumes. A hold does not end by itself. Support, billing, and cancellation stay available to you the whole time.

The website free trial is available once per physical practice and once per payment method. We use normalized practice identity and Stripe’s card fingerprint to enforce that limit. A duplicate claim may be canceled before access is granted. Time restored or added by support belongs to the original trial and does not create a new one.

This trial policy does not change the one-week introductory offer that Apple or Google may show for a standalone mobile subscription. Those subscriptions are billed and managed by the store used for the purchase.

Personal mobile subscriptions purchased through the Apple App Store or Google Play are billed and managed by that store. The store displays the applicable price, renewal date, trial eligibility, and cancellation terms before purchase. Manage cancellation and refund requests through the store used for the purchase; the website billing portal does not manage these subscriptions.

5. Seats, devices, and location limits

An active seat means one simultaneous charting session. It is not a named-user license and is not tied to a fixed public IP address. Each plan also has an office-computer limit.

Phones and tablets are not licensed separately: anyone at the practice may join the office with the free PerioMaxer app, and the account portal shows every phone that has. As a safeguard against abuse, a practice may hold up to one hundred registered phones per office computer covered by its plan; a practice that needs more can ask support. You may not register office computers, use locations, or run simultaneous charting sessions beyond the limits of the plan you purchased. Those limits are the ones shown at checkout and on your account page for that plan. Larger offices and multi-location groups are quoted separately.

An office computer is registered by signing in to the software on it and naming it. The practice may see every registered computer, and free a registered-computer slot by deactivating one, from the account portal. Deactivation takes effect immediately and ends that computer’s active charting sessions. Self-service computer deactivation is limited to once every seven days per practice; the portal shows the next available date. This limit is separate from the number of simultaneous charting sessions.

6. Acceptable use

You may not:

• reverse-engineer, decompile, or circumvent technical protections except where applicable law expressly permits;
• resell or sublicense the Service without our written consent;
• use the Service to violate HIPAA, another privacy law, or a patient’s rights;
• attempt to impair, overload, or disrupt the Service or another customer’s access;
• submit patient information or real patient chart content to our support or cloud-account surfaces. Non-patient test recordings and sandbox logs may be attached to a voluntary feedback report as described in the Privacy Policy.

7. Local charting data and HIPAA

### Interactive website demo

The website demo illustrates charting with synthetic values and does not connect to your dental software. Its speech recognition runs in the browser; recognized words and preceding demo actions are sent securely to the private charting service for temporary processing, as described in the Privacy Policy. Microphone audio stays in the browser. Do not use patient information in this demonstration.

Voice recognition is handled by the selected mobile speech backend and platform. Voice recognition and Office Link do not upload voice audio to the PerioMaxer cloud. A developer test recording is uploaded only if you choose to attach it to a feedback report. A phone joins the office by opening the practice’s office link or by scanning the code on an office computer. The office link is reusable: it stays valid for every phone at the practice until an admin turns it off or replaces it, and joining through it creates a durable office enrollment for that phone until the enrollment is revoked. Each operatory connection is a separate, short-lived local session. Office Link transfers chart entries between an enrolled phone and the selected, authenticated desktop over an encrypted, certificate-pinned connection; entries do not pass through the PerioMaxer cloud.

The cloud service stores business-account and licensing records; registered-mobile-device and registered-computer identifiers, labels, platform and app-version metadata, enrollment or license status, last-seen times, and computer pairing-certificate/protocol metadata; pairing authorization records; and active-session device/computer identifiers, timestamps, heartbeat status, public IP address, and coarse country/region when supplied by a trusted edge; and Office Link connection diagnostics reported by enrolled phones and registered office computers (fixed-vocabulary connection, error-code, message-count, timing, and version events with a random session number, kept as support history). The account and licensing interfaces do not accept patient names, chart values, voice audio, or the local patient display label. Separately, voluntary feedback reports and files you choose to attach are stored by our support service under the Privacy Policy; do not include patient information.

The practice is responsible for its HIPAA obligations, device access controls, local network, PMS access, and workforce policies. Where the parties execute a Business Associate Agreement, that agreement controls to the extent it conflicts with these Terms on Protected Health Information.

8. Availability and changes

Internet access is required for account setup, billing, enrollment, and periodic entitlement validation. A documented offline grace period may permit enrolled devices to continue temporarily when the licensing service cannot be reached.

We may change, suspend, or discontinue features and may require updates for security, compatibility, or legal reasons. We do not promise uninterrupted or error-free availability.

Office Linked charting depends on third-party practice-management software, operating systems, and the automation interfaces they expose. Those third parties may change their screens, their workflow, their programming interfaces, their display behavior, their licensing terms, or their technical protections, including measures that restrict automated input. Any of those changes can interrupt or prevent the integration. We do not guarantee compatibility with every version of a third-party product, or that compatibility survives a change the third party makes.

When a supported configuration stops working, report it to support and give us a commercially reasonable opportunity to investigate, build, and test an update. We will keep you informed. We do not promise a fixed repair date, and we cannot promise that every integration can be restored. We are not required to work around a third party’s security controls, access controls, or terms in order to restore one. Nothing in this paragraph limits your right to cancel, or any remedy that cannot lawfully be limited.

9. Cancellation and termination

For website subscriptions, you may cancel through the billing portal. For App Store or Google Play subscriptions, cancel through the relevant store. Unless checkout or the relevant billing portal states otherwise, access continues through the paid period and ends at its conclusion.

If a change by your practice-management software vendor, an operating-system update, or a vendor protection against automated input stops a supported Office Linked integration from working, tell support. We will have a commercially reasonable time to investigate and release an update. If we cannot restore the integration, you may cancel, and we will refund the prepaid time from the date you reported the loss of access to the end of the paid period, including any part of a month, calculated from the amount you actually paid. Where the law allows, we deduct only the actual payment-processing cost attributable to the refunded amount, without markup. Time during which the integration worked is not refunded under this policy. This is a voluntary policy: it does not limit a remedy that Maryland law, or a signed agreement between us, does not allow us to limit, and it does not affect the prepaid refund promised by section 5 of the Data Processing Addendum.

We may suspend or terminate access for nonpayment, material breach, fraud, unlawful use, or a security risk. On termination, you must stop using and uninstall the office-desktop software and remove office enrollment from devices no longer authorized.

10. Disclaimers

THE SERVICE IS PROVIDED “AS IS” AND “AS AVAILABLE,” WITHOUT WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, NON-INFRINGEMENT, OR UNINTERRUPTED OPERATION TO THE MAXIMUM EXTENT PERMITTED BY LAW.

VOICE RECOGNITION, NETWORK TRANSFER, AND AUTOMATED DATA ENTRY CAN PRODUCE ERRORS. THE DENTAL PROFESSIONAL MUST REVIEW EVERY ENTRY BEFORE FINALIZING THE OFFICIAL RECORD.

11. Limitation of liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, OUR AGGREGATE LIABILITY FOR CLAIMS ARISING FROM THE SERVICE IS LIMITED TO THE AMOUNT PAID TO US FOR THE SERVICE DURING THE TWELVE MONTHS BEFORE THE EVENT GIVING RISE TO THE CLAIM. WE ARE NOT LIABLE FOR INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, EXEMPLARY, OR PUNITIVE DAMAGES.

Some jurisdictions do not allow every limitation above, so a limitation applies only to the extent permitted there.

12. Indemnification

You agree to indemnify and hold SmileMaxer LLC harmless from a third-party claim arising from your material breach of these Terms, unlawful use of the Service, violation of patient-privacy obligations, or failure to review the official record, to the extent permitted by law.

13. Governing law

These Terms are governed by Maryland law, without regard to conflict-of-law rules. Any dispute not subject to a separate written dispute process will be heard in a state or federal court located in Maryland.

14. Changes and contact

We may revise these Terms with advance notice appropriate to the change. Continued use after the stated effective date constitutes acceptance where permitted by law.

Questions: support@periomaxer.com