Acceptable Use Policy

Last updated: April 11, 2026 · Effective: April 11, 2026

Plain-language summary: Use DDSFAX for legitimate dental and medical business faxing. Don't send spam, don't break the law, and don't abuse the platform. Violations may result in account suspension or termination.

Contents

  1. Purpose
  2. Permitted Uses
  3. Prohibited Uses
  4. Content Responsibility
  5. System Abuse
  6. Enforcement
  7. Reporting Abuse
  8. Contact

1. Purpose

This Acceptable Use Policy ("AUP") governs your use of the DDSFAX cloud fax platform operated by The DDS Company ("Company," "we," "our," or "us"). DDSFAX provides fax transmission services for legitimate dental and medical business communications. By using the Service, you agree to comply with this policy in addition to our Terms of Service.

2. Permitted Uses

DDSFAX is designed for lawful business fax communications in the dental and medical industry. Permitted uses include:

  • Clinical documents: Patient records, referrals, lab results, treatment plans, clinical orders, and radiology reports
  • Insurance-related documents: Explanations of Benefits (EOBs), prior authorizations, claims, coordination of benefits, and pre-determinations
  • Administrative communications: Appointment confirmations, office correspondence, vendor communications, and practice-to-practice coordination
  • Any lawful business fax: Other legitimate business communications sent or received in the ordinary course of operating a dental or medical practice

3. Prohibited Uses

The following uses of DDSFAX are strictly prohibited:

Spam and Unsolicited Faxes

  • Sending unsolicited commercial faxes, bulk advertising, or junk faxes in violation of the Telephone Consumer Protection Act (TCPA) or any applicable state or federal law
  • Sending faxes to numbers that have not consented to receive them, where consent is required by law

Illegal or Fraudulent Content

  • Transmitting any content that is illegal, fraudulent, deceptive, threatening, defamatory, or obscene
  • Using the Service to facilitate any criminal activity

Intellectual Property Infringement

  • Transmitting content that infringes on any third party's copyright, trademark, trade secret, or other intellectual property rights

Misuse and Unauthorized Activity

  • Using DDSFAX for personal, non-business purposes unrelated to a dental or medical practice
  • Impersonating any person, practice, or entity, or misrepresenting your affiliation with any person or entity
  • Attempting to gain unauthorized access to other users' accounts, DDSFAX systems, or connected networks
  • Transmitting content that is harassing, abusive, or intended to intimidate

Reselling and Unauthorized Distribution

  • Reselling, sublicensing, or redistributing the Service or access to the Service without prior written authorization from The DDS Company

Unauthorized PHI Disclosure

  • Intentionally transmitting Protected Health Information (PHI) to unauthorized recipients in violation of HIPAA or your own privacy policies
  • Using DDSFAX in a manner that knowingly violates HIPAA or the terms of your Business Associate Agreement

4. Content Responsibility

You are solely responsible for the content of all faxes you send through DDSFAX, including ensuring that you have the legal right to transmit such content and that recipients have consented to receive it where required by law.

DDSFAX does not monitor, review, or pre-screen the content of fax transmissions. We are a transmission platform — we do not access, read, or interpret the documents you send or receive. However, we may investigate and take action in response to reports of AUP violations or as required by law.

5. System Abuse

You may not engage in any activity that disrupts or degrades the performance, security, or availability of the DDSFAX platform:

  • Automated abuse: Do not use bots, scripts, or automated tools to send faxes at volumes or frequencies designed to overwhelm the system or circumvent rate limits
  • Circumventing limits: Do not attempt to bypass account limits, security controls, access restrictions, or usage thresholds through any technical means
  • Security testing: Do not perform vulnerability scans, penetration tests, load tests, or other security assessments against DDSFAX systems without prior written authorization from The DDS Company
  • Interference: Do not introduce viruses, malware, or any code designed to interfere with the normal operation of the Service

6. Enforcement

We reserve the right to enforce this policy at our discretion. Enforcement actions depend on the severity and nature of the violation:

  • Warning: For first-time or minor violations, we may issue a written warning with instructions to cease the prohibited activity
  • Suspension: For repeated or serious violations, we may suspend your account temporarily pending investigation or remediation
  • Termination: For severe, willful, or repeated violations, we may terminate your account immediately and permanently

If your account is terminated for an AUP violation, refund eligibility is governed by our Terms of Service. Accounts terminated for serious policy violations (such as spam, fraud, or illegal activity) are not eligible for refunds.

We will make reasonable efforts to notify you before or at the time of any enforcement action, except where immediate action is necessary to protect the Service, our users, or comply with legal requirements.

7. Reporting Abuse

If you believe someone is using DDSFAX in violation of this policy, or if you have received an unsolicited fax sent through our platform, please report it to us:

When reporting a violation, please include as much detail as possible: the fax number involved, the date and time of the transmission, and a description of the violation. We investigate all reports and take appropriate action.

8. Contact

For questions about this Acceptable Use Policy:

This policy is part of our Terms of Service. For general inquiries, visit our Contact page.