Terms & Conditions

Last updated: 9 April 2026

1. Introduction

These terms and conditions ("Terms") govern your use of the Dentaloptima website and services. By using our website or engaging our services, you accept these Terms in full. If you disagree with any part of these Terms, you must not use our website or services.

2. Company Information

Dentaloptima is a trading name of Optima Online Solutions Ltd, a company registered in England and Wales.

Company Number: 13395947
Registered Address: Horley Green House, Horley Green Lane, Halifax, HX3 6AS, United Kingdom
Email: contact@dentaloptima.co.uk

3. Services

We provide dental practice management software, website, and hosting services for dental practices across the United Kingdom. Our specific services are set out in the individual arrangements we make with our clients.

4. Service Area

We provide our services to businesses throughout the United Kingdom.

5. Pricing & Free Trial

Our published pricing is £295 per calendar month per practice, after a 3-month free trial.

Free trial: new customers receive a 3-month free trial. No card details are required to start the trial
After the trial: unless you cancel, the service continues at £295 per month per practice
Billing cycle: monthly in advance, payable by the method agreed at signup
Late payment: we reserve the right to suspend access if payment is more than 14 days overdue, after notice
Currency & VAT: all prices are in GBP and exclusive of VAT unless stated. VAT is applied at the prevailing UK rate where applicable
Optional add-ons: extra website pages are £20 per page per month. Any other bespoke services are quoted separately before any charge is incurred

We may change our prices from time to time. Any price change will be notified at least 30 days in advance and will never apply retrospectively within a paid month.

6. Cancellation

During the free trial: you may walk away at any point with no charge and no notice period. Just let us know
After the trial: you may cancel with 30 days' written notice, effective at the end of your current billing month. No early-termination fees
On cancellation: we will provide an export of your practice and patient data on request, in a standard portable format
Your branded website: will be taken offline at the end of the notice period. Content you supplied (text, images, logos) remains yours

7. Your Responsibilities

As a customer, you agree to:

Provide accurate and complete information for your website
Ensure you have the right to use any content, images, or logos you provide
Respond to our requests for information in a timely manner
Not use the website for any unlawful purpose
Keep your account and payment details up to date
Comply with all applicable laws and regulations

8. Intellectual Property

Your content: You retain ownership of all content, images, logos, and text you provide to us
Our work: The website design, code, and technical implementation remain our intellectual property
Licence: We grant you a non-exclusive licence to use the website design for the duration of your subscription
Upon cancellation: We can provide your content (text and images) upon request, but our intellectual property is not available for transfer

9. Acceptable Use

You must not use our services for websites that:

Contain illegal, harmful, or offensive content
Infringe on any third party's intellectual property rights
Distribute malware, spam, or conduct phishing activities
Violate any applicable laws or regulations
Promote discrimination, harassment, or violence

We reserve the right to refuse or terminate service for any website that violates these guidelines.

10. Website Availability

While we strive for maximum uptime, we do not guarantee uninterrupted availability of your website. We are not liable for any downtime caused by:

Scheduled maintenance (we will provide reasonable notice where possible)
Circumstances beyond our reasonable control
Third-party service providers (hosting, domain registrars, etc.)
Your actions or failure to act

11. Limitation of Liability

To the fullest extent permitted by law:

We are not liable for any indirect, incidental, special, or consequential damages
We are not liable for any loss of profits, revenue, data, or business opportunities
Our total liability for any claim is limited to the fees you have paid us in the 12 months preceding the claim

Nothing in these Terms excludes or limits our liability for death or personal injury caused by our negligence, fraud, or any other liability that cannot be excluded by law.

12. Indemnity

You agree to indemnify and hold us harmless from any claims, damages, or expenses (including legal fees) arising from your breach of these Terms or your use of our services.

13. Changes to Terms

We may update these Terms from time to time. We will notify you of significant changes by email or by posting a notice on our website. Continued use of our services after changes constitutes acceptance of the new Terms.

14. Dispute Resolution

If you have a complaint or dispute:

Please contact us first at contact@dentaloptima.co.uk to try to resolve the matter informally
If we cannot resolve the dispute informally, we may seek arbitration; the parties remain free to pursue matters through due legal process

15. Severability

If any provision of these Terms is found to be invalid or unenforceable, that provision will be limited or eliminated to the minimum extent necessary, and the remaining provisions will remain in full force and effect.

16. Entire Agreement

These Terms, together with our Privacy Policy and Cookie Policy, constitute the entire agreement between you and us regarding our services and supersede any prior agreements.

17. Governing Law

These Terms are governed by and construed in accordance with the laws of England and Wales. Any disputes will be subject to the exclusive jurisdiction of the courts of England and Wales.

18. Contact Us

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

Email: contact@dentaloptima.co.uk

Address: Horley Green House, Horley Green Lane, Halifax, HX3 6AS, United Kingdom