SmadiDesk

Terms of Service

Last updated: July 20, 2026

1. Introduction

These Terms of Service ("Terms") govern your use of the SmadiDesk platform and services provided by SimplyRoots Limited("we", "us", or "our"), a company registered in England and Wales (company no. 10404398) with registered office at 14 Hill Top, London, NW11 6EE.

By creating an account or using our services, you agree to be bound by these Terms. If you do not agree, you must not use our services. These Terms apply to all users of SmadiDesk, including dental practice owners, administrators, and staff members.

2. Service Description

SmadiDesk provides an AI-powered voice receptionist service designed for UK dental practices. Our service includes:

  • Automated call handling using AI voice technology and related third-party service providers described in our Privacy Policy and DPA
  • Lead capture and caller information extraction from voice conversations
  • Emergency call detection and flagging for urgent dental situations
  • Practice management software integration (coming soon on eligible plans; not yet available)
  • A web-based dashboard for managing calls, leads, and practice settings
  • Call recording, transcription, and analytics

3. Account Registration

To use SmadiDesk, you must register for an account. You agree to:

  • Provide accurate and complete information during registration
  • Keep your account credentials secure and confidential
  • Notify us immediately of any unauthorised access to your account
  • Be responsible for all activity that occurs under your account

You must be at least 18 years old and have the authority to bind your dental practice to these Terms. We reserve the right to refuse service, terminate accounts, or remove content at our discretion.

4. Subscription and Billing

4.1 Plans and Pricing

SmadiDesk is offered on a subscription basis. Details of available plans, features, and pricing are displayed on our website and within the platform. Prices are quoted in GBP and are exclusive of VAT unless otherwise stated.

4.2 Payment Processing

All payments are processed securely through Stripe. By subscribing, you authorise us to charge your designated payment method on a recurring basis according to your chosen billing cycle (monthly or annual).

4.3 Capped Free Trial and Pay Now

We may offer a capped free trial. Unless we agree a different written offer with you, the trial is scheduled to run for 72 hours from trial activation.

  • The included free allowance is up to 20 connected AI minutes across up to 10 counted answered AI calls.
  • Each trial call is subject to a 5-minute hard cap. Answered AI calls of 30 seconds or less do not count toward the 10-call allowance, but their connected time still counts toward the 20-minute allowance and may be monitored for abuse.
  • Where routine SMS is included in your selected plan, trial SMS is capped at 5 outbound SMS or 10 estimated message segments.
  • Emergency SMS may be sent beyond the trial SMS cap for patient safety, but such exceptions may be logged, reviewed, and alerted to our operations team.

If your free AI call allowance or SMS allowance is exhausted before the 72-hour trial period ends, we may pause free AI answering or routine SMS to prevent additional free-trial usage. Exhausting either allowance does not end the trial, bring forward the scheduled trial end, or cause an earlier charge. You may then choose to start paid service immediately to keep calls live, do nothing and allow the selected plan to convert automatically at the scheduled trial end, or cancel automatic conversion before any charge is made. Where available, a cancelled automatic conversion may be reactivated before the trial end.

At the end of the trial, your selected plan converts to a paid subscription and your payment method is charged unless you have cancelled automatic conversion before the trial expires. If payment fails, we may keep AI answering paused until payment is recovered.

If you choose a Pay now checkout or otherwise skip the trial, no free-trial entitlement applies. Your paid subscription and billing cycle start immediately after Stripe confirms an active paid subscription, subject to any promotion code or written offer that applies.

4.4 Cancellation and Refunds

You may cancel your subscription at any time through your account settings. Cancellation takes effect at the end of the current billing period. We do not provide pro-rata refunds for unused portions of a billing period unless required by law.

4.5 Price Changes

We reserve the right to change our pricing with at least 30 days' written notice. Continued use of the service after a price change constitutes acceptance of the new pricing.

5. Acceptable Use

You agree not to use SmadiDesk to:

  • Violate any applicable laws, regulations, or professional standards
  • Process data for purposes other than dental practice reception services
  • Attempt to reverse-engineer, decompile, or extract the source code of our AI systems
  • Interfere with or disrupt the integrity or performance of the service
  • Use the service to make or facilitate nuisance, fraudulent, or illegal calls
  • Share your account credentials with unauthorised third parties
  • Use the service in a way that infringes the rights of others
  • Upload malicious code, viruses, or harmful data to the platform

Violation of these terms may result in immediate suspension or termination of your account.

6. AI Disclaimer

Important: SmadiDesk uses artificial intelligence to handle voice calls. While we strive for accuracy and natural conversation, you acknowledge and agree that:

  • AI-generated responses may occasionally contain errors, inaccuracies, or misunderstandings
  • Speech recognition may not perfectly transcribe all accents, dialects, or speech patterns
  • The AI is not a substitute for qualified dental or medical advice
  • Emergency detection is provided as an aid but should not be relied upon as the sole mechanism for identifying emergencies
  • You remain responsible for reviewing AI-captured information and following up appropriately with callers
  • The AI may not handle every call scenario perfectly, and some calls may need human follow-up

We recommend that practices regularly review call transcriptions and lead data to ensure quality and accuracy.

7. Data Processing Responsibilities

7.1 Roles

For the purposes of data protection law, the dental practice subscribing to SmadiDesk is the data controller for caller data processed through the service. SmadiDesk acts as a data processor on behalf of the practice.

7.2 Data Processing Agreement

A Data Processing Agreement (DPA) forms part of these Terms and governs how we process personal data on your behalf. The DPA sets out the subject matter, duration, nature, and purpose of processing, the types of personal data, and the categories of data subjects. You can review the current DPA at our Data Processing Addendum page.

7.3 Your Obligations

As a data controller, you are responsible for:

  • Ensuring you have a lawful basis for processing caller data via SmadiDesk
  • Providing appropriate privacy notices to callers, including informing them that calls may be handled by AI
  • Responding to data subject access requests from callers
  • Ensuring the accuracy of practice information provided to SmadiDesk

8. Intellectual Property

All intellectual property rights in the SmadiDesk platform, including software, algorithms, AI models, designs, trademarks, and documentation, are and remain the property of SimplyRoots Limited.

We grant you a limited, non-exclusive, non-transferable licence to use the SmadiDesk platform for the duration of your subscription, solely for the purpose of operating an AI voice receptionist for your dental practice.

You retain ownership of all data you upload to or generate through the platform, including practice information and call data.

9. Service Availability and Support

We aim to provide a reliable, high-availability service. However, we do not guarantee uninterrupted service and may need to perform maintenance or updates from time to time.

We will make reasonable efforts to notify you of planned maintenance in advance. We are not liable for any temporary unavailability caused by circumstances beyond our reasonable control.

10. Limitation of Liability

To the fullest extent permitted by law:

  • SmadiDesk is provided on an "as is" and "as available" basis without warranties of any kind, whether express or implied
  • We do not warrant that the service will be error-free, uninterrupted, or free from harmful components
  • Our total liability to you for any claim arising from or related to these Terms shall not exceed the total fees paid by you to us in the 12 months preceding the claim
  • We are not liable for any indirect, incidental, special, consequential, or punitive damages, including loss of profits, data, patients, or business opportunities
  • We are not liable for any errors, omissions, or inaccuracies in AI-generated responses or transcriptions
  • We are not liable for any decisions made by you or your patients based on information provided by the AI

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.

11. Indemnification

You agree to indemnify and hold harmless SimplyRoots Limited, its directors, officers, employees, and agents from any claims, damages, losses, or expenses (including reasonable legal fees) arising from:

  • Your breach of these Terms
  • Your misuse of the service
  • Your failure to comply with data protection obligations as a data controller
  • Any third-party claims related to the accuracy of information you provide to SmadiDesk

12. Termination

12.1 Termination by You

You may schedule the end of your subscription through your account settings. Cancelling a subscription does not automatically delete account data. To request account closure or exercise a data protection right, contact us at [email protected].

12.2 Termination by Us

We may suspend access to or terminate the service contract immediately if you breach these Terms, fail to pay fees when due, or engage in conduct that we reasonably believe is harmful to our service, other users, or third parties.

12.3 Effect of Termination

On effective termination, your right to use the platform and AI call handling ends. Subscription cancellation, non-payment, or service suspension does not automatically delete account data.

If you ask us to close an account or exercise a data protection right, we will verify the request, assess what action applies, and respond under applicable law. Where deletion or return applies, we will delete, return, or anonymise the relevant data, except for narrowly limited data retained where applicable law requires it or under a documented legal hold. Residual backup or service-provider copies may not be capable of immediate deletion and may remain subject to provider recovery or retention processes. We do not treat those copies as deleted until deletion or expiry is verified.

13. Modifications to These Terms

We may update these Terms from time to time. We will notify you of material changes by email or through the platform at least 30 days before the changes take effect.

Your continued use of SmadiDesk after changes take effect constitutes acceptance of the revised Terms. If you do not agree to the changes, you must stop using the service and cancel your subscription.

14. Governing Law and Disputes

These Terms are governed by and construed in accordance with the laws of England and Wales. Any dispute arising from or in connection with these Terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.

Before commencing legal proceedings, both parties agree to attempt to resolve disputes amicably through good-faith negotiation.

15. General Provisions

  • Entire agreement: These Terms, together with our Privacy Policy and any Data Processing Agreement, including the Data Processing Addendum, constitute the entire agreement between you and SmadiDesk
  • Severability: If any provision of these Terms is found to be invalid or unenforceable, the remaining provisions shall continue in full force and effect
  • Waiver: Our failure to enforce any right or provision of these Terms shall not constitute a waiver of that right or provision
  • Assignment: You may not assign or transfer these Terms without our prior written consent. We may assign our rights and obligations under these Terms without restriction
  • Force majeure: We shall not be liable for any failure or delay in performance due to circumstances beyond our reasonable control

16. Contact Us

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

SimplyRoots Limited

Company no. 10404398 (England and Wales)

Registered office: 14 Hill Top, London, NW11 6EE

United Kingdom

Email: [email protected]