Terms of Service

1. The parties

These Terms of Service (“Terms”) are between you and DSIN Dental Pty Ltd (ACN 679 930 119) (“we”, “us”, “our”), an Australian company incorporated in Victoria. InstantNote is a software product operated by DSIN Dental Pty Ltd. Contact us at hello@instantnote.co.

By creating an account or using InstantNote you agree to these Terms. If you are using InstantNote on behalf of a practice or organisation, you represent that you have authority to bind that entity.

2. What InstantNote is

InstantNote is a clinical documentation aid. It records and transcribes your dictation and uses AI to draft structured clinical notes. It is a productivity tool only. It is not a medical device and does not diagnose, recommend treatment or provide clinical advice. Where it flags something for you, such as medicines mentioned in the consult, possible item numbers or missing parts of a record, the flag is a prompt for you to check against current guidelines. You make every clinical decision.

All AI-generated content must be reviewed, edited, and approved by a registered dental practitioner before being used as a clinical record. You remain solely responsible for the accuracy and completeness of records in your practice management system.

2A. TGA and regulatory position

Clinical documentation features (note generation, transcription, compliance checks): InstantNote’s core documentation features are administrative productivity tools. They assist practitioners in drafting and structuring clinical records but do not diagnose, monitor, or treat patients. These features are not therapeutic goods and are not listed or registered on the Australian Register of Therapeutic Goods (ARTG) under the Therapeutic Goods Act 1989 (Cth).

InstantSmile (smile design preview feature): The InstantSmile feature generates illustrative image previews of potential cosmetic dental appearances for use as a patient communication and case discussion aid only. It is not a diagnostic tool, does not analyse clinical data, and does not constitute a treatment plan, clinical recommendation, or prediction of treatment outcomes. Any visualisation produced by InstantSmile is illustrative in nature and does not represent guaranteed, expected, or clinically predicted results.

InstantSmile image previews must not be used as the sole or primary basis for any clinical decision, patient consent discussion, or treatment planning. The supervising dental practitioner remains solely responsible for all clinical decisions and for ensuring that any discussion of cosmetic outcomes with patients complies with AHPRA’s advertising guidelines and the practitioner’s professional obligations.

InstantSmile is not a medical device and is not listed or registered on the ARTG. If you have concerns about whether use of this feature in your practice constitutes regulated activity, you should seek independent legal advice.

3. Eligibility

InstantNote is intended for use by registered dental practitioners and their authorised staff in Australia. By signing up you represent that you hold (or are supervised by someone holding) a current registration with AHPRA.

4. Your responsibilities

• Keep your login credentials secure and do not share your account.
• Patient consent for AI processing: You must obtain appropriate consent from patients before recording consultations and before their clinical information is processed by AI services. Because InstantNote uses overseas AI providers (United States) to transcribe audio and generate notes, your consent process should inform patients that their clinical audio and transcript may be processed by trusted overseas technology providers under contractual safeguards, that no patient data is used for AI model training, and that they may decline AI-assisted note-taking. You are responsible for ensuring your practice’s consent forms and privacy collection notices reflect this disclosure.
• Review every AI-generated note before copying it to your PMS or treating it as a clinical record.
• Maintain your own clinical records in your practice management system, in line with AHPRA and Dental Board of Australia record-keeping guidance. InstantNote is a drafting tool, not a primary records system.
• Not use InstantNote in a manner that violates any applicable law, including the Privacy Act 1988, the Health Practitioner Regulation National Law, or AHPRA’s record-keeping guidelines.

4A. Sample patient consent clause

To assist you in meeting your obligations under clause 4 and APP 8, we provide the following sample disclosure language. You may adapt this for use in your practice’s patient registration form, privacy collection notice, or general consent form. This sample is provided for convenience only and does not constitute legal advice. You should seek your own legal advice on the suitability of any consent wording for your practice.

This sample clause is updated from time to time. The current version is dated 15 October 2026.

4B. Patient consent and your responsibilities

• You must obtain each patient’s informed consent, and that of anyone else present, before recording an appointment.
• You must comply with the privacy, health records and surveillance devices laws that apply in your state or territory.
• You must review every note, item code and treatment plan before approving it or sending it to your practice software.
• You remain responsible for your clinical records.
• InstantNote provides an AI consent form you can use with patients, but using it, and making sure it suits your practice, is your responsibility.

5. Overseas AI processing acknowledgment

By using InstantNote you acknowledge and agree that:

• Clinical audio and transcript text is transmitted to AI providers located in the United States to deliver core features of the service.
• These providers are contractually bound to process your data only to provide the service and are prohibited from using it for AI model training.
• Government identifiers such as Medicare numbers are not sent to AI providers. Audio and transcripts contain what is said in the appointment, which can include a patient’s name, and documents you request (such as referral letters) include the patient’s name.
• Stored clinical data (notes, transcripts, patient records, and images) remains in Australian-region infrastructure (Sydney).
• You are responsible for ensuring your practice’s patient consent and privacy collection processes disclose this overseas processing, as required by the Privacy Act 1988 (Cth) and APP 8.

If you require that no clinical content leave Australian infrastructure, contact us before using the transcription or note-generation features. We cannot guarantee local-only processing on current standard plans.

6. Subscriptions and billing

InstantNote is offered on a monthly or annual subscription basis. Fees are charged in advance. You may cancel at any time; cancellation takes effect at the end of the current billing period. We do not give refunds for change of mind or for unused time. We may change our prices; a new price applies only from your next renewal, so a price you have already paid for never changes, and you can cancel before that renewal.

Nothing in these Terms excludes, restricts or modifies any right or remedy you have under the Australian Consumer Law that cannot lawfully be excluded, including the consumer guarantees.

For practice or multi-seat licences, usage beyond your plan’s seat count may result in additional charges or suspension of excess accounts.

6A. Free trial and billing

New subscriptions start with a 7-day free trial. Unless you cancel before the trial ends, your subscription starts when the trial ends and your card is charged $99 AUD a month or $990 AUD a year, depending on the plan you chose. Your subscription then renews at the end of each monthly or yearly period, and your card is charged again, until you cancel.

You can cancel at any time in Settings. If you cancel, you keep access until the end of the period you have already paid for.

Dental4Windows, which runs on a computer at your practice, has a one-off setup fee of $100 AUD for installing the bridge program. If we cannot install it at your practice, we refund the setup fee in full. Dental4Web has no setup fee.

7. Acceptable use

You must not:

• Attempt to reverse-engineer, decompile, or extract the AI models or prompts used by InstantNote.
• Use InstantNote to record consultations without the patient’s knowledge or consent.
• Share access to your account with clinicians outside your practice without a separate licence.
• Attempt to circumvent security controls, access other users’ data, or overload the service.
• Use the service for any purpose other than legitimate clinical documentation.
• Use storage in a way that is disproportionate to ordinary clinical use. File uploads are intended for CPD certificates and smile previews directly related to your practice. Uploading large volumes of non-clinical files or using InstantNote as a general-purpose file store is not a permitted use.

8. Storage and fair use

Storage is provided as part of your subscription for clinical files generated through ordinary use of InstantNote. We do not currently enforce a hard storage cap, but we reserve the right to:

• Contact you if your account’s storage usage is materially above what is typical for a practitioner on your plan.
• Restrict or suspend upload functionality if storage use is excessive and you do not reduce it within a reasonable period after notice.
• Introduce defined storage limits on future plan tiers, with at least 30 days’ notice before any limit applies to existing subscribers.

We will always notify you before taking any action under this clause. Our intent is to ensure fair access for all users, not to penalise normal clinical workflows.

Note retention: InstantNote is not a long-term records system. Notes and their transcripts are permanently deleted 30 days after the note was created once the note is approved, moved to the trash, or left as an untouched draft (not edited in 30 days). Audio is deleted after transcription. Send approved notes to your practice software, which is your record of care, and export your data at any time from Settings → Export my data. Our Privacy Policy has the details.

9. Intellectual property

All clinical notes and transcripts generated through your use of InstantNote belong to you. InstantNote does not claim any ownership over your clinical content.

The InstantNote platform, software, branding, and underlying AI prompts are our intellectual property. Nothing in these Terms grants you any right to use our IP outside the scope of the service.

10. Disclaimer of warranties

InstantNote is provided “as is” and “as available”. We do not warrant that the service will be error-free, uninterrupted, or that AI-generated notes will be accurate or complete. AI transcription and note generation can and does make mistakes, so your clinical review is essential.

Apart from the guarantees that cannot be excluded under the Australian Consumer Law, we give no other warranties about the service.

11. Limitation of liability

Where the Australian Consumer Law lets us limit our liability for failing to meet a consumer guarantee, our liability is limited, at our choice, to supplying the service again or paying the cost of having it supplied again. For any other claim arising out of these Terms or the service, and to the extent permitted by law, our total liability is limited to the amount you paid us in the 3 months before the claim.

We are not liable for any indirect, incidental, special, or consequential damages, including loss of data, loss of revenue, or clinical or professional consequences arising from your use of AI-generated notes.

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

12. Termination

We may suspend or terminate your account if you breach these Terms, with notice where practicable. You may terminate at any time by cancelling your subscription and deleting your account from Settings. On termination, your data will be deleted in accordance with our Privacy Policy.

13. Governing law

These Terms are governed by the laws of Victoria, Australia. Any disputes shall be subject to the exclusive jurisdiction of the courts of Victoria.

14. Changes

We may update these Terms as the service changes. The current version is always on this page, with the date it was last updated. If we make a material change, we will email you at least 30 days before it takes effect, and you may cancel before then. Price changes follow clause 6 and apply only from your next renewal.

15. Third party trade marks and independence

InstantNote is an independent product operated by DSIN Dental Pty Ltd. It is not affiliated with, endorsed by, sponsored by, certified by or otherwise connected to Centaur Software Pty Ltd or its products Dental4Windows (D4W) and Dental4Web, nor to any other practice management system vendor.

Third party names, logos and trade marks shown on this site, including Dental4Windows and Dental4Web, remain the property of their respective owners. They are used solely to identify the practice management systems that InstantNote is capable of exchanging data with, which is nominative use and does not imply any partnership, sponsorship or approval.

InstantNote does not modify, reverse engineer or redistribute any third party software. Where InstantNote writes an approved clinical note into a practice management system, it does so on your instruction, using your own credentials, and you remain responsible for your use of that system and for compliance with its own terms.

If you are a rights holder and believe any reference on this site is inaccurate or unwelcome, contact us at hello@instantnote.co and we will address it promptly.

16. Contact

Legal and compliance enquiries: hello@instantnote.co