Terms of Service

These terms govern your use of Chairside Payroll (the “Service”), software that calculates and records production-based pay for dental providers, provided by Chairside Payroll LLC (“we” or “us”). By creating an account or using the Service you agree to them on behalf of yourself and the practice or organization you use it for (“you”). If you don't agree, don't use the Service.

1. What the Service does

The Service reads practice management exports you upload, applies the pay rules you set up, and produces calculations, pay statements, audit records and payroll export files. It does not run payroll, move money, file taxes or give legal, tax or accounting advice. You review and approve every payroll run, and you remain responsible for the amounts you pay and for your agreements with your providers. Pay statements from the Service explain how pay was worked out; they are not wage statements, which your payroll service or you must provide as the law requires.

2. Your account

• The Service is for dental practices and dental groups in the United States. You confirm that the practice you sign up is located and operates in the United States, and that you're authorized to accept these terms on its behalf.
• Give accurate information when you sign up, and keep your sign-in details confidential.
• If you choose sign-in codes by text message, give a mobile number that's yours. We text it sign-in codes and alerts about your account's security only. Message frequency varies; message and data rates may apply. Reply STOP to stop them, or HELP for help, or see our help pages.
• You're responsible for activity under your account and for the people you invite and the roles you give them.
• Tell us promptly if you believe your account has been used without permission.

3. Your data

You own the data you put into the Service. You give us permission to host, process and display it only to provide and support the Service for you. The Service is designed to remove patient-identifying information in your browser before an export is processed or stored; don't upload patient information in other ways, for example in issue descriptions or attachments.

You're responsible for the exports you upload and the pay rules you set up being accurate and complete. The Service calculates from what you provide and checks each export (for example, that its lines add up to the report's own totals), and it tells you what doesn't add up, but it can't know what your practice software leaves out of an export.

How we handle personal information is described in our Privacy Policy.

4. Acceptable use

• Don't use the Service unlawfully, or to infringe anyone's rights.
• Don't try to access other customers' data, or probe, scan, test or bypass the Service's security, unless we've agreed to it in writing. Don't upload malicious code or disrupt the Service.
• Don't use bots, scrapers or other automated means to access the Service, apart from the exports and files it provides.
• Each person signs in with their own account. Don't share sign-in details.
• Don't resell or sublicense the Service. Give access only to people working for your practice, for example your accountant or bookkeeper, by inviting them.
• No competitive use. Don't use the Service, or let anyone use it, to build, improve or help build a product that competes with it. This includes copying its screens, workflows, calculation methods or wording, and using them to train or prompt AI tools for that purpose. A company that makes payroll, provider pay or practice management software can't open an account without our written agreement, and its people may be given access only to work for your practice (for example, as your accountant), never for that company's own products.
• Don't reverse engineer or decompile the Service, or try to work out its source code, except where the law allows this despite these terms.

5. Our software

We own the Service, including its software, calculation methods, designs and documentation. These terms give you the right to use it while your plan, trial or pilot is active, and to view and export your records afterwards as these terms set out, and no other rights in it. Your data, pay results, statements and exports are yours to use for your practice, including sharing them with your providers, accountants and advisers. If you send us suggestions, we may use them without any obligation to you.

If we reasonably believe an account is being used against the competitive-use or security rules above, we may suspend it while we look into it, and we'll tell the account owner why. You can still export your records while it's suspended, unless that would put the Service or other customers at risk. A breach of those rules can cause harm that money alone can't put right, so we may ask a court to stop it, as well as using any other remedy the law allows.

6. Plans, billing and cancellation

Prices are on our pricing page. Each practice has its own plan, which includes one provider on commission; further providers on commission are charged per month by type. Providers paid outside the Service and archived providers aren't charged.

• Free trial. Once per practice, you may calculate one pay period that ended before the practice signed up (a check of a past payroll) and one later pay period (a live run) free, until the end of the 30th day after the practice signed up. During the trial, pay statements, statements and payroll files can be previewed but not downloaded; downloading them requires a paid plan. To calculate other pay periods you need a paid plan. We may verify a practice's eligibility for the trial and decline a trial that doesn't qualify. If the trial ends without a plan, the practice's runs stay viewable for 90 days and are then deleted.
• Billing periods. Plans are billed in advance, monthly or annually, and renew automatically until cancelled. On a monthly plan, a provider on commission at any time in a month is charged for that whole month. On an annual plan, a provider added during the year is charged for the rest of that year only. Archiving a provider or changing how they're paid takes effect from the next period.
• How providers are counted. Seats are charged for the work the Service calculates, whatever a provider is labeled. Any provider set up as a hygienist whose work dated within a billing period includes a procedure only a dentist performs (by its CDT code), or any single hygiene procedure with a fee over $500, is billed as a dentist seat for that billing period. This happens automatically when pay including that work is first calculated, whether or not the payroll run is saved. That period's seat charge isn't refunded (apart from the first annual plan's refund described under Cancelling); to change how the provider is billed for later periods, correct the fee or procedure code in your practice software, or set the provider up as they actually work. Work for more than one person entered under a single provider (for example, several provider IDs from your practice software on the same days) is charged as one seat per person. A provider added or brought back during a billing period is charged once a run including them is saved, on your next invoice: for the whole month on a monthly plan; for the rest of the year on an annual plan, invoiced within a month. If the plan is paused first, these charges are invoiced then. If the plan ends first, they are invoiced then unless it ended for non-payment; anything still unpaid when a plan ends stays on record as owed and is not charged again. Your Billing page shows any provider charged this way, and why; if you think we've got it wrong, contact us.
• Exports as your software made them. Don't change provider IDs, names or procedure codes in an export, or mark a provider as paid outside the Service while working out their pay from the Service's figures, to lower what you're charged. When an upload or a saved run shows signs of a seat the work alone can't settle (one provider's lines carrying another person's name, or a dentist marked paid outside whose production keeps coming in), we ask you about it before that pay is shown or your next run is approved. Your answer is recorded with who gave it and applies from then on, and seats are billed as set out above.
• Cancelling. You can cancel online at any time with Cancel plan on the Billing page; it takes effect at the end of the period you've paid for. Monthly charges aren't refunded. A practice's first annual plan can be cancelled within 30 days of payment for a refund of what was paid, less one month at the monthly price; once per practice. Stripe, our payment processor, emails you a reminder before an annual plan renews. Invoices and receipts are on the Billing page.
• Late payment. If a payment fails and isn't resolved within 5 days, your account becomes read-only: you can still view and export your runs, pay statements and records, but can't start or approve new runs until payment is made.
• Taxes and changes. Prices exclude sales tax, which is added where required. Pilots are free for the period offered; a pilot that ends without a plan is treated like a free trial that ended (section 10). We'll give at least 30 days' notice before changing the price of an existing paid plan.

7. Referrals

A practice can invite other practices to the Service, and earn credit when they become customers. Rewards are credit on your bill only: never cash, and never exchanged for cash.

• Invites. Practice owners and admins create invites in the Service, and send them to people they know at other practices. We send the invite for a practice on a paid plan, or the practice sends it itself from its own email. Either way it includes a way to stop further invites and lasts 30 days. Send it as written, with that link. Don't invite people who haven't agreed to hear from you, or send invites in bulk; we limit how many can be sent.
• Who counts. A referral is a new practice that signs up through your invite and isn't already a customer. It can't be your own practice, one that shares an owner, member or payment method with yours, or one set up to earn credit. Each practice can be referred once.
• What the invited practice gets. 50% off one month of the $149 base plan ($74.50) on its first invoice, monthly or yearly, on its first paid plan only; providers on commission are billed in full.
• What you get. A 1-month base plan credit of $149 on your practice's bill for each referral that qualifies, up to 12 in any 12 months and 2 in a calendar month (any more wait for the next month). Credit is used on your next invoices; it can't be transferred, has no cash value, expires 24 months after it's added if unused, and ends if your plan ends. Your practice must be on a paid plan, in good standing, to earn and keep credit.
• When a referral qualifies. When the invited practice has paid for 3 months (or a year), uses the Service for real (approved payroll runs from its own practice software's exports over at least two months, for its own providers rather than another practice's), and none of its payments has been refunded or disputed. About 90 days after it qualifies, we check the referral against these rules and add the credit automatically when it passes.
• Our checks. We may verify referrals using the account, practice, NPI and billing information we hold, and decline any we believe doesn't meet these terms. If a referred practice's payment is later refunded or disputed, credit from that referral that you haven't used is removed. We may end the referral program or change these rewards at any time; credit already added stays, subject to these terms.

8. Availability and changes

We work to keep the Service available and accurate, but it's provided “as is”, without warranties of any kind to the extent the law allows. We may improve or change features; we'll give reasonable notice of changes that materially reduce what you rely on.

9. Liability

You review and approve every payroll run before it's final, and you decide what to pay; the Service helps you check the figures but doesn't replace that review. To the extent the law allows, we aren't liable for indirect or consequential losses, including amounts paid to or withheld from providers based on runs you approved, and our total liability for any claim is limited to the amount you paid for the Service in the 12 months before the claim. Fees you owe for the Service, and your liability for a breach of the competitive-use rules in section 4, aren't limited by these terms.

You'll cover our reasonable costs if a claim is brought against us because you uploaded data you had no right to share, or because of a dispute between you and a provider about what you paid them.

10. Ending your use

You can stop using the Service at any time and ask us to delete your organization's data. We may suspend or close accounts that breach these terms. When an account closes (its plan is cancelled, or its free trial or pilot ends without a plan), its records stay viewable for 90 days, and then its data is deleted, as our business associate agreement sets out, except where we must keep records by law. A cancelled plan or ended pilot can export its runs, pay statements and records during those 90 days; a trial's runs are previews, and downloading them needs a plan. Keeping the payroll records you're required to keep is your responsibility.

11. Changes to these terms

We'll post updated terms here and, for material changes, tell account owners in advance. Continuing to use the Service after changes take effect means you accept them.

12. Governing law

These terms are governed by the laws of the State of California, without regard to its conflict-of-law rules. Any dispute about them or the Service will be heard in the state or federal courts located in Los Angeles County, California, and both of us agree to those courts' jurisdiction.

13. General

• We may transfer these terms to a company that acquires the Service or our business, and we'll tell account owners if we do. You need our written agreement to transfer them.
• If part of these terms can't be enforced, the rest still applies. Not enforcing a term isn't a waiver of it.
• Neither of us is responsible for delays caused by events outside our reasonable control.
• These terms, the Privacy Policy, our business associate agreement, and any offer or written agreement we give you (such as a pilot, a discount or an exception under section 4) are the whole agreement between us about the Service. Where they conflict about patient information, the business associate agreement applies.

14. Contact

Questions about these terms? Use the Contact link at the bottom of this page. Notices to us go through that link or by mail to Chairside Payroll LLC, 5777 W. Century Blvd., Ste 1125 #249, Los Angeles, CA 90045.