Terms of Service
Last updated: January 2026
1. Acceptance of terms
By creating an account or otherwise using Roottine ("the Service," "we," "us"), you agree to be bound by these Terms of Service. If you're signing up on behalf of a dental or medical practice, you're confirming you have the authority to bind that practice to these terms. If you don't agree, don't use the Service.
2. What Roottine is
Roottine is a patient loyalty, recall, and retention automation platform for healthcare practices. It provides tools including a gamified data-capture mechanic, automated recall and nurture messaging, birthday and holiday gifting, a points/rewards program, an AI-generated newsletter, an AI practice assistant, a patient-facing app, and related analytics. Roottine is not a medical device, does not practice medicine, and does not provide clinical advice — it is a communications and engagement tool for the business side of a practice. Your practice, not Roottine, is responsible for all clinical decisions and patient care.
3. Accounts and eligibility
You must provide accurate information when creating a practice account and keep your login credentials confidential. You're responsible for all activity that happens under your account, including actions taken by team members you invite. You must be at least 18 years old and legally able to enter into a binding contract to create an account.
4. Subscription plans and billing
Roottine is offered on Starter and Pro subscription plans, billed monthly, with a 14-day free trial that does not require a card to start. Subscriptions renew automatically until cancelled. You can cancel at any time from Settings; your plan remains active through the end of the current billing period. Fees are non-refundable except where required by law or as described in our Refund Policy. We may change pricing with advance notice to active subscribers; continued use after a price change takes effect constitutes acceptance of the new price.
5. Patient data and your responsibilities
As a practice using Roottine, you are the data controller for the patient information you upload or that patients submit through your rewards program (names, contact details, visit history, and similar). You're responsible for: obtaining any consent required to communicate with your patients through the Service; complying with applicable healthcare privacy and marketing laws in your jurisdiction (including HIPAA where applicable); and the accuracy of data you enter or import. Where Roottine processes data on your behalf that constitutes protected health information under HIPAA, a signed Business Associate Agreement is available on request and governs that processing — see our Security page for details.
6. The AI assistant and AI-generated content
Roottine's AI practice assistant and AI-generated messaging (newsletters, recall/nurture/milestone content) are built to answer only from documents and information you provide, and are hard-restricted from answering clinical or health-related questions — those are always routed to a human. You're responsible for reviewing AI-generated content before enabling automatic sending, and for ensuring the documents you upload for AI training are accurate. Roottine does not guarantee that AI-generated content will be error-free, and you should not rely on it for anything requiring clinical judgment.
7. Acceptable use
You agree not to: use Roottine to send unlawful, deceptive, or unsolicited communications; upload content you don't have the right to use; attempt to disrupt, reverse-engineer, or gain unauthorized access to the Service or other practices' data; use the Service to collect or process data on individuals without appropriate consent; or misrepresent the AI assistant as capable of clinical judgment it doesn't have.
8. Intellectual property
Roottine and its original content, features, and functionality are owned by us and protected by intellectual property law. You retain ownership of the patient data and content you upload. You grant us a limited license to use that data solely to provide the Service to you.
9. Third-party services
Roottine relies on third-party infrastructure providers (including our database host, email delivery provider, AI model providers, and payment processor) to operate. We're not responsible for outages or issues originating from those providers, though we work to minimize their impact on your use of the Service.
10. Termination
You may stop using Roottine and cancel your subscription at any time. We may suspend or terminate accounts that violate these terms, that we reasonably believe pose a security or legal risk, or for non-payment. On termination, your right to use the Service ends immediately; data deletion is handled per our Privacy Policy.
11. Disclaimers and limitation of liability
Roottine is provided "as is" and "as available." To the maximum extent permitted by law, we disclaim warranties of any kind, express or implied, including merchantability, fitness for a particular purpose, and non-infringement. We are not liable for indirect, incidental, special, consequential, or punitive damages, or for any loss of profits, revenue, or data, arising from your use of the Service. Our total liability for any claim arising from these terms or the Service is limited to the amount you paid us in the 12 months preceding the claim.
12. Indemnification
You agree to indemnify and hold Roottine harmless from any claims, damages, or expenses arising from your use of the Service, your violation of these terms, or your violation of any law or third-party right, including claims related to patient consent or data you upload.
13. Governing law
These terms are governed by the laws of the United States, without regard to conflict-of-law principles, except where local law requires otherwise for consumer or healthcare-specific protections.
14. Changes to these terms
We may update these terms from time to time. If we make material changes, we'll notify practice owners by email or through the dashboard before the changes take effect. Continued use of the Service after changes take effect constitutes acceptance.
15. Contact
Questions about these terms can be sent to support@roottine.app or through the Help & support page in your dashboard.
Also see Privacy Policy, Refund Policy, Security & Compliance.