Legal

Terms of Service

Effective August 6, 2026 · Last updated August 7, 2026

These terms govern access to and use of Bella, AI-powered coaching software for dental treatment coordinators. Please read them carefully — they include limits on our liability and, in section 14, an obligation for you to indemnify us in certain circumstances.

1Agreement

These Terms of Service form an agreement between Nick Fairbanks, doing business as Bella Coach ("Bella," "we," "us") and the dental practice, group, or organization that subscribes to the service ("Customer," "you").

If you access Bella as an employee or contractor of a Customer, you are an Authorized User under that Customer's agreement. You must follow these terms, but the agreement itself is with your organization, not with you personally. Your organization controls your account, your data, and whether your access continues.

By subscribing, signing an order form, or using Bella, you accept these terms. If you are accepting on behalf of an organization, you represent that you are authorized to bind it.

2The service

Bella provides practice-conversation roleplay, coaching feedback, scoring, case review, and — where enabled — treatment estimate and financial-coordinator tools. Features available to you depend on your subscription tier and on which features we have enabled for your workspace.

We may add, change, or remove features over time. We will not make a material reduction to features you are paying for during a paid term without notifying you.

3Accounts and access

Bella is organized into workspaces. A workspace belongs to a Customer and contains that Customer's offices, users, and data.

• Access is granted by invitation from an administrator in your workspace.
• Accounts are individual. Do not share credentials or let another person use your account.
• You are responsible for activity under accounts in your workspace, and for promptly deactivating users who leave your organization.
• Tell us immediately at nick@bellacoach.com if you suspect unauthorized access.

4Your responsibilities

You agree that you will:

• Use Bella only for lawful business purposes, and in compliance with laws that apply to you — including healthcare privacy laws and any applicable rules on patient financial communications.
• Not enter patient information into any part of Bella that is not expressly designated for it. See section 5.
• Not attempt to reverse engineer, decompile, scrape, or extract our software, prompts, personas, or treatment templates.
• Not resell, sublicense, or provide Bella as a service to third parties without our written agreement.
• Not use Bella to develop a competing product, or to train a machine learning model.
• Not upload malicious code, attempt to breach access controls, or interfere with the service's operation.

5Patient information and HIPAA

Bella is a tool for dental staff. It is not patient-facing, and patients do not have accounts.

Features that store patient information are disabled by default. We enable them only for Customers who have signed a Business Associate Agreement ("BAA") with us. Until that is in place, you must not enter patient names, dates of birth, contact details, or other identifying information into Bella.

Where a BAA is in effect:

• The BAA governs our handling of protected health information. If the BAA and these terms conflict on that subject, the BAA controls.
• You remain responsible for your own compliance obligations as a covered entity, including obtaining any patient authorizations required for your use of the service.
• You are responsible for the accuracy of information your staff enter.

Certain features — including case review — are built without any field for patient identifiers, and must not be used to record them in free-text fields.

6AI-generated content

Bella uses artificial intelligence to simulate patient conversations and to generate coaching feedback, scores, and suggestions. You should understand how that works before relying on it:

• AI output can be wrong. It may be inaccurate, incomplete, inconsistent between sessions, or confidently mistaken. It is generated by a statistical model, not verified by a person.
• Scores and feedback are training signals, not measurements. They are intended to help staff rehearse and improve. They are not an objective assessment of an employee's competence.
• Simulated patients are fictional. Personas do not represent real people, and any resemblance to a real patient is coincidental.

7Not professional advice

Bella does not provide clinical, medical, dental, legal, insurance, or financial advice.

Some features calculate figures such as estimated patient portions, insurance coverage, and payment plan options. These are estimates produced from the information entered and from assumptions built into the software. They are not a determination of benefits, a quote, or a guarantee of coverage or price.

You are responsible for verifying any figure before presenting it to a patient, relying on it in a financial conversation, or using it in a treatment decision. Verify coverage with the payer. Nothing Bella produces creates an obligation on any insurer, and nothing in the service substitutes for the professional judgment of a licensed provider.

8Fees and payment

Fees, billing frequency, and the number of offices covered are set out in your order form or quote. Unless that document says otherwise:

• Setup fees are billed once, at the start, and are non-refundable.
• Subscription fees are billed in advance and are non-refundable, including for partial periods and for seats or offices you stop using mid-term.
• Fees exclude taxes. You are responsible for any sales, use, or similar taxes, other than taxes on our income.
• If payment is more than 30 days late, we may suspend access after giving you notice and a reasonable chance to fix it.
• We may change pricing for a renewal term with at least 30 days' notice before that term begins.

9Term, termination, and your data

Your subscription runs for the term stated in your order form and renews for successive terms of the same length unless either of us gives notice of non-renewal at least 30 days before the term ends.

Either of us may terminate for material breach if the breach is not cured within 30 days of written notice. We may suspend access immediately if your use threatens the security or integrity of the service, or violates law.

When your subscription ends: you may request an export of your workspace data within 30 days. We delete workspace data 90 days after termination, except where we are required to keep it longer by law or by the BAA. Aggregate, de-identified information that cannot reasonably identify you or any individual may be retained.

10Ownership

Your data is yours. You retain all rights to the information you and your staff enter into Bella. You grant us a limited licence to host, process, transmit, and display it solely to operate and support the service for you, and to comply with law.

Our software is ours. We retain all rights to Bella, including the application, its underlying models and prompts, personas, treatment templates, scoring rubrics, and branding. These terms grant you a non-exclusive, non-transferable right to use the service during your subscription — nothing more.

We may use aggregate, de-identified information about how the service is used to operate, secure, and improve it. This never includes patient information, and is never presented in a form that identifies you, your organization, or any individual.

If you send us feedback or suggestions, we may use them without obligation or compensation to you.

11Confidentiality

Each of us may receive non-public information from the other. Each of us agrees to protect the other's confidential information with at least reasonable care, to use it only for purposes of this agreement, and not to disclose it except to people who need it and are bound by similar obligations. This does not apply to information that is public through no fault of the recipient, was already known, is independently developed, or must be disclosed by law.

12Disclaimer of warranties

EXCEPT AS EXPRESSLY STATED IN THESE TERMS, BELLA IS PROVIDED "AS IS" AND "AS AVAILABLE," WITHOUT WARRANTIES OF ANY KIND, WHETHER EXPRESS, IMPLIED, OR STATUTORY. WE SPECIFICALLY DISCLAIM ALL IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, AND NON-INFRINGEMENT.

WE DO NOT WARRANT THAT THE SERVICE WILL BE UNINTERRUPTED, ERROR-FREE, OR SECURE, THAT DEFECTS WILL BE CORRECTED, OR THAT AI-GENERATED OUTPUT WILL BE ACCURATE, COMPLETE, OR SUITABLE FOR ANY PARTICULAR PURPOSE. YOU ARE RESPONSIBLE FOR VERIFYING OUTPUT BEFORE RELYING ON IT.

13Limitation of liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, NEITHER PARTY WILL BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, OR FOR ANY LOSS OF PROFITS, REVENUE, DATA, GOODWILL, OR BUSINESS OPPORTUNITY, EVEN IF ADVISED OF THE POSSIBILITY.

EACH PARTY'S TOTAL AGGREGATE LIABILITY ARISING OUT OF OR RELATING TO THIS AGREEMENT WILL NOT EXCEED THE FEES PAID OR PAYABLE BY CUSTOMER TO BELLA IN THE TWELVE MONTHS IMMEDIATELY BEFORE THE EVENT GIVING RISE TO THE CLAIM.

These limits do not apply to: your obligation to pay fees; either party's indemnification obligations under section 14; a party's breach of its confidentiality obligations; or liability that cannot be limited by law. Obligations under the BAA are governed by the BAA.

14Indemnification

By you. You will defend and indemnify us against third-party claims arising from: your data or its use in the service; your or your Authorized Users' violation of these terms or of applicable law; your use of AI-generated output, including any employment decision or patient financial communication based on it; or your entry of patient information into the service other than as permitted by section 5.

By us. We will defend and indemnify you against third-party claims that the service, as provided by us and used in accordance with these terms, infringes that third party's intellectual property rights. This does not apply to claims arising from your data, from your combination of the service with anything we did not supply, or from your use of the service in violation of these terms.

The party seeking indemnification must promptly notify the other, allow it to control the defense, and cooperate reasonably.

15Changes to these terms

We may update these terms. If a change is material, we will give at least 30 days' notice by email to your workspace administrators or by notice in the application before it takes effect. Changes apply from the start of your next renewal term, or from the effective date for changes required by law. Continuing to use Bella after a change takes effect means you accept it.

16Governing law and disputes

These terms are governed by the laws of the State of California, without regard to its conflict-of-laws rules. The parties submit to the exclusive jurisdiction of the state and federal courts located in California, and each waives any objection to venue there.

Before filing a claim, each of us agrees to try to resolve the dispute informally by contacting the other and negotiating in good faith for at least 30 days.

17General

• Entire agreement. These terms, your order form, and — where applicable — the BAA, are the entire agreement between us on this subject and supersede prior discussions. If an order form conflicts with these terms, the order form controls for that subscription.
• Assignment. Neither party may assign this agreement without the other's consent, except to a successor in a merger or sale of substantially all assets.
• Severability. If a provision is unenforceable, it is modified to the minimum extent necessary and the rest stays in force.
• No waiver. Failing to enforce a provision is not a waiver of it.
• Force majeure. Neither party is liable for delays caused by events beyond its reasonable control.
• Independent contractors. Nothing here creates a partnership, joint venture, or employment relationship.
• Publicity. We will not use your name or logo as a customer reference without your written permission.

18Contact

Questions about these terms, or notices under them: nick@bellacoach.com. We will provide a postal address for formal notice on request.

See also our Privacy Policy, which explains what we collect and who we share it with.