Terms and Conditions for use of CoTreat
Thank you for using CoTreat.
The Terms
1. CoTreat Pty Ltd (ABN 92 638 604 190) (we, us or our) is the owner and operator of the CoTreat AI software, reporting and management services and associated technologies (Platform).
2. Our Platform, through artificial intelligence and human verifiers helps users of the Platform (Users) identify dental pathologies and improve patient's dental experience. Users may be a dentist or dental practice (Dentist User) or a patient (Patient).
3. Please read through the following terms and conditions (Terms). The Terms will form an agreement between you and us which will govern your use of the Platform.
4. By accessing our Platform you acknowledge and confirm that you have read and understood these Terms, and you agree to comply with these Terms.
5. Failure to comply with these Terms may result in termination, suspension or restriction of your access to the Platform without notice in our absolute discretion.
6. If you disagree with any of these Terms, please do not use the Platform.
Privacy
7. Our privacy policy forms part of these Terms. Our privacy policy can be found at help.cotreat.ai/privacy-policy
8. You warrant that if you provide personal information of any other individuals through the Platform, you have obtained all necessary consents to provide this information under applicable privacy laws. If you are a Dentist User, we will provide you, on request, with standard wording that you may incorporate into your consent forms and privacy statements for use with Patients, covering the Platform's use of artificial intelligence, the recording and transcription of clinical consultations where you use those features, and the overseas processing described in our privacy policy. You remain responsible for the consents you obtain from your Patients.
Intellectual Property and ownership of data
9. We are the sole owner of the Platform and of all intellectual property rights in it, including the software, artificial intelligence and machine learning models, algorithms, model parameters, databases, designs, documentation and branding which make up or support the Platform, together with any modification or improvement to them (CoTreat IP). Nothing in these Terms transfers any CoTreat IP to you.
10. All data and records which you, your practice or your Patients enter into, upload to, or generate through the Platform - including patient records, dental imaging, photographs, consultation audio, transcripts, clinical notes, chat messages and treatment plans (Customer Data) - remain owned by you, your practice or your Patients, as applicable. We do not claim ownership of Customer Data. Outputs which the Platform generates for you from Customer Data, such as findings, notes and treatment plan suggestions, form part of Customer Data. We may use Customer Data only to provide, secure and support the Platform, to comply with the law, and as set out in clause 44.
11. Except to the extent permitted by the 'Limited Licence' in these Terms below, or as required under law, the Platform must not be accessed, used, republished, reproduced, copied, sold, modified, or otherwise exploited (in full or in part), without our express written consent.
Limited Licence (Dentist Users)
12. If you are a Dentist User we grant you a limited, revocable, and non-exclusive licence to access and use the Platform and its outputs specific to the Dentist User (Limited Licence). The rights granted to Dentist Users by the Limited Licence are personal, and are intended to allow you to access and use the Platform for the purposes of assisting a health professional to identify dental pathologies and communicating a health professional's treatment plan to the patient. Dentist Users must not access or use the Platform for any other purpose, including commercial purposes.
Use of the Platform
13. You acknowledge and agree that:
(a) the Platform only facilitates the provision of information to the treating health professional that may assist the treating health professional in their own professional practise;
(b) the Platform is not to be used as a substitute for an assessment, diagnosis and treatment by a health professional;
(c) the Platform does not replace, take on or detract from any of the professional responsibilities and/or duties of a health professional or practice;
(d) you are responsible for assessing the accuracy of the information provided by the Platform;
(e) you use the Platform and the information provided to you through the Platform at your own risk; and
(f) you will not make any part of the Platform available as part of another application, software or website in any manner without our express written consent.
14. If you are a Dentist User, you warrant that you are authorised to install and use the Platform in the practice location(s) and using such equipment or devices where this occurs, and that you have obtained all necessary consents for this purpose. You agree to indemnify us and hold us harmless against any losses, damages, injury to property or person, and costs incurred or suffered directly or indirectly in connection with any breach by you of these warranties. You also agree:
(a) to do anything we reasonably request to confirm the warranties provided in this clause, including procuring and providing to us the written approval of the owner(s) of the practice to which the location(s), equipment or devices where the Platform is installed relate; and
(b) if you are the owner(s) of the practice to which the location(s), equipment or devices where the Platform is installed relate, you approve of this installation.
15. Our Platform facilitates communication with patients and dentists. You must ensure that any information entered into the Platform is true and accurate. You are responsible for any communication made through the Platform.
16. You must not use any device, application, other software, item or equipment, or take any action, which does or may affect the operation of the Platform.
Accounts
17. If you create an account for use of the Platform (Account), you are responsible for any activities of that Account and maintaining the security of the Account.
18. If you create an Account for any person/s other than you, you warrant that you have obtained such person's prior consent to create an Account for them and to provide their personal information via the Platform for this purpose.
19. If you suspect your Account may be vulnerable to or has been subject to unauthorised use you must notify us immediately.
Patient users
20. The Platform may include functionality to enable Patients to communicate with their treating health professional or practice, and vice versa. If this functionality is available in the version of the Platform that you are using the following subclauses apply:
(a) The Platform is intended to provide Patients with a convenient, transparent and accessible healthcare experience, by facilitating communication with their treating health professional or practice.
(b) We are not providing a health service directly to Patients, and the Platform only facilitates the provision of information to the treating health professional that may assist the treating health professional in their own professional practise, and their provision of health services to Patients.
(c) You acknowledge that we are not responsible for any health services or advice provided by any health professional and we do not make any representations about their expertise or the suitability of any services or advice provided, or not provided.
(d) Any treatment plans for a Patient will be prepared by their health professional. The health professional is independent from CoTreat. We do not make any warranties or representation regarding the quality or accuracy of the information provided in such treatment plans.
21. If you choose to provide information to a third party through or by means of the Platform - for example to a third party application, website or service which you elect to use - we are not responsible or liable to you for that third party's handling of your personal information. Before you provide your information to any such third party, you should familiarise yourself with the privacy policy of that third party. This clause does not apply to the service providers we engage to deliver the Platform: we remain accountable for their handling of personal information as set out in our privacy policy and as required under the Privacy Act 1988 (Cth).
Third party information
22. We may provide links to or information from third party applications or websites through the Platform (Third Party Information). We do not endorse, and we are in no way responsible nor liable for the content of any Third Party Information. Further, we do not claim that any Third Party Information is accurate.
23. You are responsible for assessing the relevance and accuracy of the Third Party Information. Linked third party applications or websites may have their own terms and conditions of use, and you should familiarise yourself with those terms and conditions when using such third party applications or websites.
Limitation of Liability
24. We do not make any warranties or representations regarding the quality or accuracy of information provided through the Platform.
25. To the extent permitted by law, we are not responsible for and you release us from all liability (including in negligence) in respect of any losses, damages, injury to property or person, and costs incurred or suffered directly or indirectly in connection with your use of the Platform or in connection with any information contained in the Platform.
26. If you are a Patient, to the extent permitted by law, we are not responsible for and you release us from all liability (including in negligence) in respect of any losses, damages, injury to property or person, and costs incurred or suffered directly or indirectly in connection with the provision of health services or any other conduct or activities of health professionals (including in respect of the standard of any health services provided, and the handling of personal information).
27. We are not responsible for the deletion or otherwise unavailability of information or functionality contained in or accessed through the Platform.
28. To the extent permitted by law, you agree to indemnify us and hold us harmless against any losses, damages, injury to property or person, and costs incurred or suffered directly or indirectly in connection with: any breach by you of these Terms; any information provided by you or a third party which is provided, contained in, or accessed through the Platform; and any breach by you of any applicable law or the rights of a third party (including any third party intellectual property rights).
Subscription fees (Dentist Users)
29. CoTreat monthly or annual subscription fees for Dentist Users to use the Platform will be confirmed upon the Dentist User agreeing a separate commercial agreement with CoTreat (which will also incorporate these Terms). Payments of the subscription fees will be processed via Stripe (see stripe.com/au), or another third party payment gateway provider notified to you at the time of transaction. The following terms will also apply:
(a) All subscription fees must be paid in advance. The applicable fees will be billed automatically at the start of the relevant billing period. These fees will automatically renew until you cancel your subscription by contacting CoTreat, as detailed in these Terms below. Our privacy policy describes the management of personal information we hold and relevant retention periods we must abide by under law, in the event of cancellation of your subscription.
(b) We reserve the right to change the subscription fees at any time by providing you with reasonable advance notice of any such change (but in any case, no less than 28 days' notice). Subject to applicable law, you agree to accept any changes to the subscription fees by continuing to use the Platform after the price change takes effect. If you do not agree with the changes to fees, you may reject the change by cancelling your subscription prior to the change taking effect, and if you have paid subscription fees for any period which extend beyond the date the change takes effect you will receive a prorata refund of those fees for that period.
30. All subscriptions to the Platform will be provided in accordance with the Australian Consumer Law contained in the Competition and Consumer Act 2010 (Cth) and other applicable law.
Cancellation of Subscription
31. Subscriptions may be cancelled as follows:
(a) either party may cancel your subscription at the end of the current subscription period (end date) as set out in your commercial agreement with CoTreat (e.g., monthly or annual), by providing the other party with at least 7 days' notice of termination prior to that end date;
(b) you may cancel your subscription prior to the end date of the current subscription period by providing us with at least 7 days' notice, but you will remain liable for the subscription fees for the whole current subscription period and will not be entitled to a refund, unless the cancellation is due to our material breach of these Terms;
(c) cancellation of your subscription in the above circumstances will take effect at the end of your current subscription period;
(d) if you wish to cancel your subscription, please notify us in writing by post or email using our contact details in your commercial agreement with CoTreat, or through our website; and
(e) your subscription may be cancelled immediately by us if we become aware that you have ceased practising at the practice location at which the instance of the Platform is installed, or you are otherwise no longer authorised to install and use the Platform at that practice location. You must notify us as soon as practicable if such circumstances arise, and if you have paid subscription fees for any period which extend beyond the termination date you will receive a prorata refund of those fees for that period.
Platform Updates
32. We may from time to time modify or make new features or functionality for the Platform, including but not limited to patches and fixes for security, error correction and workarounds, and new version releases (Platform Changes).
33. Any Platform Changes which are required in order to address any security issue, error, vulnerability or critical functionality issue which we identify, and which do not materially affect the functionality or scope of services provided by the Platform, are 'Platform Fixes'. We may apply Platform Fixes at any time in our absolute discretion and we will provide you with notice of any Platform Fixes applied as soon as reasonably practicable.
34. Any Platform Changes which are not Platform Fixes but are a new version of or improvement to the Platform, or any other changes which materially affect the functionality or scope of services provided by the Platform, are 'Platform Updates'. We will provide you with reasonable advance notice of any Platform Updates being applied to the Platform, but in any case, no less than 28 days' notice (Update Notice Period), after which the Platform Update will be applied. If you do not wish to continue using the Platform with the relevant Platform Update, you may cancel your subscription by contacting CoTreat at any time during the Update Notice Period. If you cancel your subscription the cancellation will take effect at the end of the Update Notice Period, and if you have paid subscription fees for any period which extend beyond the Update Notice Period you will receive a prorata refund of those fees for that period. You may renew your subscription at any time after that, but this will be with the latest version of the Platform including any Platform Fixes and Platform Updates applied to that time.
Updates to these Terms
35. We may from time to time amend or update these Terms at any time by publishing new Terms on the Platform. Where an amendment or update materially affects your rights or obligations, we will provide you with reasonable advance notice of the change. You are bound by any such new Terms where you continue to use the Platform after any such amendment or update of the Terms. You are responsible for reviewing the Platform periodically to check for any amendment or update of the Terms.
Miscellaneous
36. Any provision of these Terms which is found to be invalid or unenforceable must be read down, if possible, so far as to be valid and enforceable, and if that is not possible, the provision must, to the extent that it is capable, be severed to the extent of the invalidity or unenforceability, without affecting the remaining provisions of these Terms.
37. These Terms are governed by the laws of the State of Victoria, Australia, and each party submits to the exclusive jurisdiction of the courts of the State of Victoria, Australia.
38. If you access or use the Platform in the capacity of an authorised representative of another person or entity, you acknowledge and agree that you are legally authorised to bind that other person or entity to these Terms.
Security and data protection
39. We maintain an information security management system which is certified to ISO/IEC 27001:2022. Information about our security controls, the service providers we engage to deliver the Platform, and where data is stored and processed, is set out in our privacy policy and on our Trust Centre.
40. All Customer Data which we store is stored in Australia. Certain artificial intelligence processing steps are carried out outside Australia on a transient basis, as described in our privacy policy.
41. If we become aware of a data breach affecting your Customer Data, we will notify you without undue delay, provide you with the information you reasonably require in order to meet your own notification obligations, and co-ordinate with you in relation to any notification to affected individuals.
Customer Data on cancellation or expiry
42. If you are a Dentist User, you may request a copy of your Customer Data at any time during your subscription, or within 30 days after its cancellation or expiry. We will provide the export in a commonly used format, within a reasonable period after receiving your request.
43. After that 30 day period, we will retain or securely dispose of Customer Data in accordance with our privacy policy and the retention periods which apply to health records under applicable law.
Improvement of the Platform and our models
44. You grant us a non-exclusive licence to use de-identified data derived from Customer Data to develop, test and improve the Platform and our artificial intelligence models. Before any data is used for this purpose, facial imagery and text identifiers are removed so that the data does not identify a Patient, a Dentist User or a practice. We do not use identifying Patient information to train our models. If you are a Dentist User and you do not wish de-identified data derived from your Customer Data to be used for this purpose, you may notify us using the contact details below and we will exclude it.
45. Clause 44 survives cancellation of your subscription in respect of de-identified data which has already been incorporated into a model.
Separate agreements
46. If your practice, group or organisation has entered into a separate written agreement with us dealing with data protection, privacy, information security or ownership of data - for example a data processing agreement, or a schedule to a services agreement - that agreement prevails over these Terms to the extent of any inconsistency.
If you have any questions regarding these Terms, please contact us at help@cotreat.com.au.
Version number 04.08.26
Last updated: 4 August 2026
Thank you for using CoTreat.
The Terms
1. CoTreat Pty Ltd (ABN 92 638 604 190) (we, us or our) is the owner and operator of the CoTreat AI software, reporting and management services and associated technologies (Platform).
2. Our Platform, through artificial intelligence and human verifiers helps users of the Platform (Users) identify dental pathologies and improve patient's dental experience. Users may be a dentist or dental practice (Dentist User) or a patient (Patient).
3. Please read through the following terms and conditions (Terms). The Terms will form an agreement between you and us which will govern your use of the Platform.
4. By accessing our Platform you acknowledge and confirm that you have read and understood these Terms, and you agree to comply with these Terms.
5. Failure to comply with these Terms may result in termination, suspension or restriction of your access to the Platform without notice in our absolute discretion.
6. If you disagree with any of these Terms, please do not use the Platform.
Privacy
7. Our privacy policy forms part of these Terms. Our privacy policy can be found at help.cotreat.ai/privacy-policy
8. You warrant that if you provide personal information of any other individuals through the Platform, you have obtained all necessary consents to provide this information under applicable privacy laws. If you are a Dentist User, we will provide you, on request, with standard wording that you may incorporate into your consent forms and privacy statements for use with Patients, covering the Platform's use of artificial intelligence, the recording and transcription of clinical consultations where you use those features, and the overseas processing described in our privacy policy. You remain responsible for the consents you obtain from your Patients.
Intellectual Property and ownership of data
9. We are the sole owner of the Platform and of all intellectual property rights in it, including the software, artificial intelligence and machine learning models, algorithms, model parameters, databases, designs, documentation and branding which make up or support the Platform, together with any modification or improvement to them (CoTreat IP). Nothing in these Terms transfers any CoTreat IP to you.
10. All data and records which you, your practice or your Patients enter into, upload to, or generate through the Platform - including patient records, dental imaging, photographs, consultation audio, transcripts, clinical notes, chat messages and treatment plans (Customer Data) - remain owned by you, your practice or your Patients, as applicable. We do not claim ownership of Customer Data. Outputs which the Platform generates for you from Customer Data, such as findings, notes and treatment plan suggestions, form part of Customer Data. We may use Customer Data only to provide, secure and support the Platform, to comply with the law, and as set out in clause 44.
11. Except to the extent permitted by the 'Limited Licence' in these Terms below, or as required under law, the Platform must not be accessed, used, republished, reproduced, copied, sold, modified, or otherwise exploited (in full or in part), without our express written consent.
Limited Licence (Dentist Users)
12. If you are a Dentist User we grant you a limited, revocable, and non-exclusive licence to access and use the Platform and its outputs specific to the Dentist User (Limited Licence). The rights granted to Dentist Users by the Limited Licence are personal, and are intended to allow you to access and use the Platform for the purposes of assisting a health professional to identify dental pathologies and communicating a health professional's treatment plan to the patient. Dentist Users must not access or use the Platform for any other purpose, including commercial purposes.
Use of the Platform
13. You acknowledge and agree that:
(a) the Platform only facilitates the provision of information to the treating health professional that may assist the treating health professional in their own professional practise;
(b) the Platform is not to be used as a substitute for an assessment, diagnosis and treatment by a health professional;
(c) the Platform does not replace, take on or detract from any of the professional responsibilities and/or duties of a health professional or practice;
(d) you are responsible for assessing the accuracy of the information provided by the Platform;
(e) you use the Platform and the information provided to you through the Platform at your own risk; and
(f) you will not make any part of the Platform available as part of another application, software or website in any manner without our express written consent.
14. If you are a Dentist User, you warrant that you are authorised to install and use the Platform in the practice location(s) and using such equipment or devices where this occurs, and that you have obtained all necessary consents for this purpose. You agree to indemnify us and hold us harmless against any losses, damages, injury to property or person, and costs incurred or suffered directly or indirectly in connection with any breach by you of these warranties. You also agree:
(a) to do anything we reasonably request to confirm the warranties provided in this clause, including procuring and providing to us the written approval of the owner(s) of the practice to which the location(s), equipment or devices where the Platform is installed relate; and
(b) if you are the owner(s) of the practice to which the location(s), equipment or devices where the Platform is installed relate, you approve of this installation.
15. Our Platform facilitates communication with patients and dentists. You must ensure that any information entered into the Platform is true and accurate. You are responsible for any communication made through the Platform.
16. You must not use any device, application, other software, item or equipment, or take any action, which does or may affect the operation of the Platform.
Accounts
17. If you create an account for use of the Platform (Account), you are responsible for any activities of that Account and maintaining the security of the Account.
18. If you create an Account for any person/s other than you, you warrant that you have obtained such person's prior consent to create an Account for them and to provide their personal information via the Platform for this purpose.
19. If you suspect your Account may be vulnerable to or has been subject to unauthorised use you must notify us immediately.
Patient users
20. The Platform may include functionality to enable Patients to communicate with their treating health professional or practice, and vice versa. If this functionality is available in the version of the Platform that you are using the following subclauses apply:
(a) The Platform is intended to provide Patients with a convenient, transparent and accessible healthcare experience, by facilitating communication with their treating health professional or practice.
(b) We are not providing a health service directly to Patients, and the Platform only facilitates the provision of information to the treating health professional that may assist the treating health professional in their own professional practise, and their provision of health services to Patients.
(c) You acknowledge that we are not responsible for any health services or advice provided by any health professional and we do not make any representations about their expertise or the suitability of any services or advice provided, or not provided.
(d) Any treatment plans for a Patient will be prepared by their health professional. The health professional is independent from CoTreat. We do not make any warranties or representation regarding the quality or accuracy of the information provided in such treatment plans.
21. If you choose to provide information to a third party through or by means of the Platform - for example to a third party application, website or service which you elect to use - we are not responsible or liable to you for that third party's handling of your personal information. Before you provide your information to any such third party, you should familiarise yourself with the privacy policy of that third party. This clause does not apply to the service providers we engage to deliver the Platform: we remain accountable for their handling of personal information as set out in our privacy policy and as required under the Privacy Act 1988 (Cth).
Third party information
22. We may provide links to or information from third party applications or websites through the Platform (Third Party Information). We do not endorse, and we are in no way responsible nor liable for the content of any Third Party Information. Further, we do not claim that any Third Party Information is accurate.
23. You are responsible for assessing the relevance and accuracy of the Third Party Information. Linked third party applications or websites may have their own terms and conditions of use, and you should familiarise yourself with those terms and conditions when using such third party applications or websites.
Limitation of Liability
24. We do not make any warranties or representations regarding the quality or accuracy of information provided through the Platform.
25. To the extent permitted by law, we are not responsible for and you release us from all liability (including in negligence) in respect of any losses, damages, injury to property or person, and costs incurred or suffered directly or indirectly in connection with your use of the Platform or in connection with any information contained in the Platform.
26. If you are a Patient, to the extent permitted by law, we are not responsible for and you release us from all liability (including in negligence) in respect of any losses, damages, injury to property or person, and costs incurred or suffered directly or indirectly in connection with the provision of health services or any other conduct or activities of health professionals (including in respect of the standard of any health services provided, and the handling of personal information).
27. We are not responsible for the deletion or otherwise unavailability of information or functionality contained in or accessed through the Platform.
28. To the extent permitted by law, you agree to indemnify us and hold us harmless against any losses, damages, injury to property or person, and costs incurred or suffered directly or indirectly in connection with: any breach by you of these Terms; any information provided by you or a third party which is provided, contained in, or accessed through the Platform; and any breach by you of any applicable law or the rights of a third party (including any third party intellectual property rights).
Subscription fees (Dentist Users)
29. CoTreat monthly or annual subscription fees for Dentist Users to use the Platform will be confirmed upon the Dentist User agreeing a separate commercial agreement with CoTreat (which will also incorporate these Terms). Payments of the subscription fees will be processed via Stripe (see stripe.com/au), or another third party payment gateway provider notified to you at the time of transaction. The following terms will also apply:
(a) All subscription fees must be paid in advance. The applicable fees will be billed automatically at the start of the relevant billing period. These fees will automatically renew until you cancel your subscription by contacting CoTreat, as detailed in these Terms below. Our privacy policy describes the management of personal information we hold and relevant retention periods we must abide by under law, in the event of cancellation of your subscription.
(b) We reserve the right to change the subscription fees at any time by providing you with reasonable advance notice of any such change (but in any case, no less than 28 days' notice). Subject to applicable law, you agree to accept any changes to the subscription fees by continuing to use the Platform after the price change takes effect. If you do not agree with the changes to fees, you may reject the change by cancelling your subscription prior to the change taking effect, and if you have paid subscription fees for any period which extend beyond the date the change takes effect you will receive a prorata refund of those fees for that period.
30. All subscriptions to the Platform will be provided in accordance with the Australian Consumer Law contained in the Competition and Consumer Act 2010 (Cth) and other applicable law.
Cancellation of Subscription
31. Subscriptions may be cancelled as follows:
(a) either party may cancel your subscription at the end of the current subscription period (end date) as set out in your commercial agreement with CoTreat (e.g., monthly or annual), by providing the other party with at least 7 days' notice of termination prior to that end date;
(b) you may cancel your subscription prior to the end date of the current subscription period by providing us with at least 7 days' notice, but you will remain liable for the subscription fees for the whole current subscription period and will not be entitled to a refund, unless the cancellation is due to our material breach of these Terms;
(c) cancellation of your subscription in the above circumstances will take effect at the end of your current subscription period;
(d) if you wish to cancel your subscription, please notify us in writing by post or email using our contact details in your commercial agreement with CoTreat, or through our website; and
(e) your subscription may be cancelled immediately by us if we become aware that you have ceased practising at the practice location at which the instance of the Platform is installed, or you are otherwise no longer authorised to install and use the Platform at that practice location. You must notify us as soon as practicable if such circumstances arise, and if you have paid subscription fees for any period which extend beyond the termination date you will receive a prorata refund of those fees for that period.
Platform Updates
32. We may from time to time modify or make new features or functionality for the Platform, including but not limited to patches and fixes for security, error correction and workarounds, and new version releases (Platform Changes).
33. Any Platform Changes which are required in order to address any security issue, error, vulnerability or critical functionality issue which we identify, and which do not materially affect the functionality or scope of services provided by the Platform, are 'Platform Fixes'. We may apply Platform Fixes at any time in our absolute discretion and we will provide you with notice of any Platform Fixes applied as soon as reasonably practicable.
34. Any Platform Changes which are not Platform Fixes but are a new version of or improvement to the Platform, or any other changes which materially affect the functionality or scope of services provided by the Platform, are 'Platform Updates'. We will provide you with reasonable advance notice of any Platform Updates being applied to the Platform, but in any case, no less than 28 days' notice (Update Notice Period), after which the Platform Update will be applied. If you do not wish to continue using the Platform with the relevant Platform Update, you may cancel your subscription by contacting CoTreat at any time during the Update Notice Period. If you cancel your subscription the cancellation will take effect at the end of the Update Notice Period, and if you have paid subscription fees for any period which extend beyond the Update Notice Period you will receive a prorata refund of those fees for that period. You may renew your subscription at any time after that, but this will be with the latest version of the Platform including any Platform Fixes and Platform Updates applied to that time.
Updates to these Terms
35. We may from time to time amend or update these Terms at any time by publishing new Terms on the Platform. Where an amendment or update materially affects your rights or obligations, we will provide you with reasonable advance notice of the change. You are bound by any such new Terms where you continue to use the Platform after any such amendment or update of the Terms. You are responsible for reviewing the Platform periodically to check for any amendment or update of the Terms.
Miscellaneous
36. Any provision of these Terms which is found to be invalid or unenforceable must be read down, if possible, so far as to be valid and enforceable, and if that is not possible, the provision must, to the extent that it is capable, be severed to the extent of the invalidity or unenforceability, without affecting the remaining provisions of these Terms.
37. These Terms are governed by the laws of the State of Victoria, Australia, and each party submits to the exclusive jurisdiction of the courts of the State of Victoria, Australia.
38. If you access or use the Platform in the capacity of an authorised representative of another person or entity, you acknowledge and agree that you are legally authorised to bind that other person or entity to these Terms.
Security and data protection
39. We maintain an information security management system which is certified to ISO/IEC 27001:2022. Information about our security controls, the service providers we engage to deliver the Platform, and where data is stored and processed, is set out in our privacy policy and on our Trust Centre.
40. All Customer Data which we store is stored in Australia. Certain artificial intelligence processing steps are carried out outside Australia on a transient basis, as described in our privacy policy.
41. If we become aware of a data breach affecting your Customer Data, we will notify you without undue delay, provide you with the information you reasonably require in order to meet your own notification obligations, and co-ordinate with you in relation to any notification to affected individuals.
Customer Data on cancellation or expiry
42. If you are a Dentist User, you may request a copy of your Customer Data at any time during your subscription, or within 30 days after its cancellation or expiry. We will provide the export in a commonly used format, within a reasonable period after receiving your request.
43. After that 30 day period, we will retain or securely dispose of Customer Data in accordance with our privacy policy and the retention periods which apply to health records under applicable law.
Improvement of the Platform and our models
44. You grant us a non-exclusive licence to use de-identified data derived from Customer Data to develop, test and improve the Platform and our artificial intelligence models. Before any data is used for this purpose, facial imagery and text identifiers are removed so that the data does not identify a Patient, a Dentist User or a practice. We do not use identifying Patient information to train our models. If you are a Dentist User and you do not wish de-identified data derived from your Customer Data to be used for this purpose, you may notify us using the contact details below and we will exclude it.
45. Clause 44 survives cancellation of your subscription in respect of de-identified data which has already been incorporated into a model.
Separate agreements
46. If your practice, group or organisation has entered into a separate written agreement with us dealing with data protection, privacy, information security or ownership of data - for example a data processing agreement, or a schedule to a services agreement - that agreement prevails over these Terms to the extent of any inconsistency.
If you have any questions regarding these Terms, please contact us at help@cotreat.com.au.
Version number 04.08.26
Last updated: 4 August 2026