Aelo Terms of Use

1. The Service

Aelo provides AI-powered communication and booking tools for dental practices, including:

• Aelo Voice, an AI dental receptionist that can answer calls, collect information, route calls, summarize conversations, and support front desk workflows.
• Aelo Booking, an online booking tool that allows patients to request or schedule appointments through approved clinic workflows.
• Related dashboards, forms, integrations, notifications, analytics, and support tools.

Aelo is designed to assist dental practices with administrative communication. Aelo does not provide dental, medical, clinical, billing, insurance, or legal advice.

2. Eligibility

You must be at least 18 years old to use Aelo.

By using the Service, you represent that:

• You are legally able to enter into these Terms.
• Any information you provide is accurate and complete.
• You will use the Service only in compliance with applicable laws.
• If you use Aelo on behalf of a dental practice, you have permission to do so.

3. Accounts

To access certain features, you may need to create an account.

You are responsible for:

• Maintaining the confidentiality of your login information.
• All activity that occurs under your account.
• Promptly notifying us of any unauthorized use or security issue.
• Ensuring that your practice information, hours, services, booking rules, and contact details are accurate and up to date.

Aelo is not responsible for errors caused by outdated, incomplete, or inaccurate information provided by you or your practice.

4. Subscriptions, Free Trials, and Payment

Certain Aelo features require a paid subscription.

Unless otherwise stated:

• Subscriptions are billed on a monthly or annual basis.
• Subscriptions renew automatically unless cancelled.
• You are responsible for providing accurate billing and payment information.
• Fees are non-refundable except where required by law or expressly agreed by Aelo.

Aelo may offer a free trial, including a 14-day free trial, at its discretion. After the trial ends, your subscription may begin unless cancelled before the end of the trial period.

You may cancel your subscription at any time, but cancellation does not automatically entitle you to a refund for amounts already paid.

5. Aelo Voice

Aelo Voice may answer phone calls, collect caller details, generate summaries, create follow-up notes, transfer calls, or route messages to the dental practice.

By using Aelo Voice, you acknowledge that:

• AI-generated responses may not always be accurate or complete.
• Dental staff are responsible for reviewing and verifying important information.
• Aelo should not be used as a replacement for professional judgment.
• Aelo does not diagnose, recommend treatment, give emergency advice, or provide insurance or billing determinations.

The dental practice is responsible for deciding how Aelo Voice is configured, including call flows, transfer rules, office information, booking rules, and escalation instructions.

6. Call Recording and Consent

Aelo Voice may record, transcribe, summarize, or analyze calls in order to provide the Service.

You are responsible for complying with all applicable call recording, consent, privacy, and patient communication laws. This may include notifying callers that calls may be recorded or monitored.

By using Aelo Voice, you confirm that you have obtained, or will obtain, all required consents and authorizations necessary for Aelo to process call data on your behalf.

7. Aelo Online Booking

Aelo Online Booking allows patients to request or schedule appointments based on practice-approved workflows.

Depending on your settings, Aelo may:

• Collect appointment requests.
• Offer available appointment times.
• Submit requests for staff confirmation.
• Book appointments directly into approved slots.
• Send booking information to the dental practice.

The dental practice is responsible for confirming that appointment availability, appointment types, provider schedules, and booking rules are accurate.

Aelo is not responsible for missed, duplicate, incorrect, or unavailable appointments caused by inaccurate practice settings, third-party system errors, or user input errors.

8. Text Messages and Communications

By providing a phone number through Aelo, you consent to receive communications related to your inquiry, appointment request, demo request, account, or use of the Service.

Messages may include:

• Appointment confirmations
• Booking follow-ups
• Reminders
• Service notifications
• Support messages
• Demo or sales communications

Message frequency may vary. Message and data rates may apply.

You may opt out of text messages at any time by replying: STOP, QUIT, END, CANCEL, UNSUBSCRIBE, or OPT OUT

For help, reply HELP or contact us at support@aelovoice.com.

Consent to receive marketing text messages is not required to purchase Aelo services.

9. User Content and Practice Data

“User Content” means any information, data, text, recordings, transcripts, call summaries, appointment details, practice information, patient information, or other content submitted to or processed through Aelo.

You are responsible for your User Content.

You represent that you have all rights, permissions, and consents needed to provide User Content to Aelo and allow Aelo to process it in connection with the Service.

You grant Aelo a limited right to use User Content as needed to:

• Provide and operate the Service.
• Support Aelo Voice and Aelo Online Booking.
• Maintain and improve system performance.
• Provide customer support.
• Troubleshoot issues.
• Comply with legal obligations.
• Protect the security and integrity of the Service.

Aelo does not claim ownership of your User Content.

10. Health Information

Aelo may process patient-related information on behalf of dental practices. Depending on the practice location and applicable law, such information may be subject to health privacy laws such as HIPAA, PHIPA, or other privacy regulations.

Where applicable, Aelo will process health-related information only as permitted by law, agreement, or the dental practice's instructions.

Dental practices remain responsible for their own legal, privacy, consent, patient communication, and recordkeeping obligations.

11. Acceptable Use

You agree not to use Aelo to:

• Violate any law, regulation, or third-party rights.
• Submit false, misleading, harmful, or unlawful content.
• Collect or process information without proper consent.
• Send spam, abusive messages, or unauthorized communications.
• Attempt to access another user's account or data.
• Interfere with or disrupt the Service.
• Reverse engineer, copy, resell, or exploit the Service without permission.
• Use Aelo to provide medical, dental, emergency, insurance, legal, or financial advice.
• Use Aelo in a way that could harm patients, callers, dental practices, or the public.

We may suspend or terminate access if we believe the Service is being misused.

12. Third-Party Services and Integrations

Aelo may integrate with third-party tools, including phone systems, calendars, booking platforms, practice management systems, analytics tools, payment processors, or communication providers.

Third-party services are governed by their own terms and privacy policies.

Aelo is not responsible for third-party service outages, errors, data loss, security issues, or changes to third-party platforms.

13. Ownership and Intellectual Property

Aelo and its software, design, branding, technology, workflows, content, and related materials are owned by Aelo or its licensors.

These Terms do not transfer ownership of Aelo's intellectual property to you.

You may not copy, modify, distribute, sell, lease, reverse engineer, or create derivative works based on Aelo without written permission.

14. Feedback

If you provide suggestions, ideas, comments, or feedback about Aelo, you allow us to use that feedback without restriction or compensation.

We may use feedback to improve, develop, market, or modify the Service.

15. Service Availability

We aim to provide a reliable Service, but we do not guarantee that Aelo will always be available, uninterrupted, secure, or error-free.

The Service may be unavailable due to maintenance, updates, outages, third-party failures, technical issues, or events beyond our control.

16. AI Output Disclaimer

Aelo uses artificial intelligence and automation. AI-generated outputs may be incomplete, inaccurate, delayed, or inappropriate in some situations.

You are responsible for reviewing and verifying important outputs, including:

• Call summaries
• Transcripts
• Appointment details
• Patient requests
• Routing decisions
• Follow-up notes
• Booking information

Aelo should be used as an administrative support tool, not as a replacement for trained dental staff or professional judgment.

17. Disclaimer of Warranties

The Service is provided on an “as is” and “as available” basis.

To the maximum extent permitted by law, Aelo disclaims all warranties, whether express, implied, statutory, or otherwise, including warranties of merchantability, fitness for a particular purpose, accuracy, availability, security, and non-infringement.

We do not guarantee that the Service will meet your requirements or that all outputs will be accurate, complete, or error-free.

18. Limitation of Liability

To the maximum extent permitted by law, Aelo will not be liable for any indirect, incidental, special, consequential, exemplary, or punitive damages, including lost profits, lost revenue, lost data, business interruption, or loss of goodwill.

To the maximum extent permitted by law, Aelo's total liability for any claim related to the Service will not exceed the amount paid by you to Aelo in the three months before the claim arose, or $100, whichever is greater.

19. Indemnification

You agree to defend, indemnify, and hold harmless Aelo, its officers, directors, employees, contractors, agents, and affiliates from any claims, damages, losses, liabilities, costs, or expenses arising from:

• Your use of the Service.
• Your violation of these Terms.
• Your User Content.
• Your failure to obtain required consents.
• Your violation of privacy, healthcare, call recording, communication, or consumer protection laws.
• Your misuse of Aelo Voice or Aelo Online Booking.

20. Suspension and Termination

We may suspend or terminate your access to Aelo at any time if:

• You violate these Terms.
• Payment is overdue.
• Your use creates security, legal, operational, or reputational risk.
• We are required to do so by law.
• We discontinue the Service.

You may stop using Aelo or cancel your subscription at any time.

Upon termination, your right to access the Service will end. Certain provisions of these Terms will continue to apply, including ownership, disclaimers, limitation of liability, indemnification, and dispute terms.

21. Changes to the Service or Terms

We may update the Service or these Terms from time to time.

If we make material changes, we may notify you by posting the updated Terms on our website or by other reasonable means.

Your continued use of Aelo after changes become effective means you accept the updated Terms.

22. Governing Law

These Terms are governed by the laws of the Province of Ontario and the applicable federal laws of Canada, without regard to conflict of law rules.

Any disputes will be handled in the courts located in the Province of Ontario, Canada, unless otherwise required by applicable law.

23. Contact Information

If you have questions about these Terms, please contact us: