Terms of Service

Last updated: March 1, 2026 · Effective: March 1, 2026

Plain-language summary: Use DDSFAX responsibly for legitimate dental practice faxing. Pay your subscription on time. Don't send spam faxes. We'll keep your service running with 99.99% uptime. Either party can cancel anytime.

1. Acceptance of Terms

By creating an account or using DDSFAX ("Service"), you agree to these Terms of Service ("Terms"). If you are using the Service on behalf of a dental practice or organization, you represent that you have the authority to bind that entity to these Terms.

2. Description of Service

DDSFAX provides cloud-based, HIPAA-compliant fax sending and receiving services designed exclusively for dental practices. The Service includes:

  • Unlimited fax sending and receiving (for paid accounts)
  • Fax number provisioning and porting
  • Web-based dashboard for fax management
  • HIPAA-compliant storage of fax transmissions
  • Audit logging and compliance reporting

3. Account Registration

To use the Service, you must create an account with accurate and complete information. You are responsible for:

  • Maintaining the confidentiality of your account credentials
  • All activity that occurs under your account
  • Notifying us immediately of any unauthorized use

4. Free Trial

New accounts receive a free trial that includes up to 5 fax transmissions or 15 days of access, whichever comes first. No credit card is required for the trial. During the trial, you receive full access to all Service features. After the trial expires, you must subscribe to continue sending and receiving faxes.

5. Subscription & Billing

  • Pricing: $99 per year for a single fax number with unlimited faxing
  • Billing cycle: Annual, billed at the start of each subscription year
  • Payment method: Credit card, debit card, or PayPal balance processed through PayPal
  • Auto-renewal: Subscriptions renew automatically. You may cancel auto-renewal at any time through your account settings
  • Refund policy: Full refund available within 30 days of payment. After 30 days, your subscription remains active through the end of the paid period

6. Cancellation Fee Coverage

DDSFAX offers reimbursement of up to $100 in cancellation or early termination fees charged by your previous fax provider. To claim this reimbursement:

  • You must be an active paid subscriber of DDSFAX
  • Submit documentation of the cancellation fee within 90 days of your DDSFAX subscription start date
  • Reimbursement is limited to one claim per account

7. Acceptable Use

You agree to use the Service only for lawful purposes related to your dental practice. You may not:

  • Send unsolicited faxes (spam) or junk faxes in violation of the Telephone Consumer Protection Act (TCPA) or state laws
  • Transmit content that is illegal, fraudulent, threatening, or harassing
  • Interfere with or disrupt the Service or servers
  • Attempt to gain unauthorized access to other accounts or systems
  • Use the Service to transmit malware or malicious content
  • Resell or redistribute the Service without written authorization

8. HIPAA Compliance

DDSFAX is designed to be used in compliance with the Health Insurance Portability and Accountability Act (HIPAA). We will:

  • Execute a Business Associate Agreement (BAA) with each customer upon request
  • Implement appropriate administrative, physical, and technical safeguards
  • Report any breach of unsecured PHI as required by the HIPAA Breach Notification Rule
  • Ensure our subcontractors (Telnyx) maintain equivalent HIPAA safeguards

See our HIPAA Compliance page and BAA for full details.

9. Number Porting

We support porting your existing fax number to DDSFAX at no charge. The porting process typically takes 2-5 business days. During the port:

  • Your existing number remains active until the port is complete
  • We provide a temporary number for immediate use
  • We handle all communication with your previous provider

We cannot guarantee porting success in all cases, as some numbers may not be eligible for porting due to carrier restrictions.

10. Service Availability

We target 99.99% uptime for the Service. We do not guarantee uninterrupted service and are not liable for temporary outages due to:

  • Scheduled maintenance (communicated in advance)
  • Circumstances beyond our reasonable control (force majeure)
  • Third-party carrier or network issues

11. Intellectual Property

The Service, including its design, code, and documentation, is the intellectual property of DDSFAX. You retain all rights to the content of your fax transmissions. We claim no ownership over your fax data.

12. Limitation of Liability

To the maximum extent permitted by law, DDSFAX's total liability for any claims arising from or related to the Service shall not exceed the amount you paid for the Service in the 12 months preceding the claim. We are not liable for indirect, incidental, consequential, or punitive damages.

13. Indemnification

You agree to indemnify and hold harmless DDSFAX from any claims, damages, or expenses arising from your use of the Service, including any violations of these Terms or applicable law.

14. Modifications to Terms

We may update these Terms from time to time. Material changes will be communicated via email at least 30 days before taking effect. Continued use of the Service after changes take effect constitutes acceptance of the revised Terms.

15. Termination

Either party may terminate the agreement at any time. Upon termination:

  • Your access to the Service will be disabled
  • You may export your data within 30 days of termination
  • We will delete your data within 90 days, except as required by law
  • If you terminate within 30 days of payment, you are eligible for a full refund

16. Governing Law

These Terms are governed by the laws of the State of Delaware, without regard to conflict of law principles. Any disputes arising from these Terms shall be resolved through binding arbitration in accordance with the rules of the American Arbitration Association.

17. Contact

For questions about these Terms: