Terms of Service

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

Plain-language summary: DDSFAX is a cloud-based fax service for dental and medical offices, operated by The DDS Company. You pay $99/year, billed through Stripe. You can cancel anytime with no cancellation fees. We act as a HIPAA Business Associate — not a healthcare provider. Use the service responsibly and lawfully.

Contents

  1. Agreement Overview
  2. Service Description
  3. Account Registration
  4. Free Trial
  5. Subscription & Billing
  6. Cancellation
  7. Cancellation Fee Coverage
  8. Acceptable Use
  9. HIPAA & Data
  10. Intellectual Property
  11. Disclaimer of Warranties
  12. Limitation of Liability
  13. Indemnification
  14. Modifications to Terms
  15. Governing Law
  16. Number Porting
  17. Contact

1. Agreement Overview

These Terms of Service ("Terms") constitute a legally binding agreement between you and The DDS Company, doing business as DDSFAX ("Company," "we," "our," or "us"). DDSFAX is a cloud-based fax service offered as subscription software for dental and medical offices.

By creating an account, starting a free trial, or otherwise accessing or using the DDSFAX service ("Service"), you acknowledge that you have read, understood, and agree to be bound by these Terms. If you do not agree, do not use the Service.

These Terms are supplemented by our Privacy Policy, Refund Policy, Acceptable Use Policy, and HIPAA Compliance page. In the event of a conflict between these Terms and a supplemental policy, these Terms control unless the supplemental policy explicitly states otherwise.

2. Service Description

DDSFAX is a cloud-based fax service delivered as subscription software. The Service enables dental and medical offices to send and receive faxes through a web-based dashboard. Specifically, DDSFAX provides:

  • Unlimited fax sending and receiving for paid subscribers
  • Fax number provisioning and number porting
  • A web-based dashboard for managing fax transmissions
  • Encrypted storage of fax documents designed to support HIPAA compliance
  • Audit logging and transmission reporting

What DDSFAX Is Not

DDSFAX does not provide medical advice, diagnose conditions, prescribe medications, process insurance claims, or act as a healthcare provider. DDSFAX is a document transmission tool.

DDSFAX is not a telecommunications carrier, a medical device, or a records management system. The Service is limited to the transmission and temporary storage of fax documents on behalf of its subscribers.

3. Account Registration

DDSFAX accounts are intended for business use by dental practices, medical offices, and their authorized representatives. By creating an account, you represent and warrant that:

  • You are an authorized representative of the dental or medical practice registering for the Service
  • You have the authority to bind your practice or organization to these Terms
  • All registration information you provide is accurate, current, and complete
  • You will maintain the confidentiality of your account credentials

You are responsible for all activity that occurs under your account. You must notify us immediately at support@ddsfax.com if you become aware of any unauthorized use of your account.

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 to start a free trial.

During the trial period, you have full access to all Service features. Once the trial expires — either by reaching 5 fax transmissions or after 15 days — you must subscribe to a paid plan to continue sending and receiving faxes. Faxes received after trial expiration are held and delivered upon subscription activation.

5. Subscription & Billing

  • Pricing: $99 per year for a single fax number with unlimited fax sending and receiving
  • Billing cycle: Annual, billed at the start of each subscription year
  • Billing: Subscription billing is handled by Stripe. We accept credit cards and debit cards. DDSFAX does not directly store or access your full card number.
  • Auto-renewal: Subscriptions automatically renew at the end of each billing cycle. You may cancel auto-renewal at any time through your account settings or by contacting support@ddsfax.com
  • Failed payments: If a renewal payment fails, we will attempt to charge your payment method up to 3 additional times over 14 days. If all attempts fail, your subscription will be suspended. You may reactivate by updating your payment method.
  • Statement descriptor: Charges appear on your statement as DDSFAX or DDSFAX.COM
  • Taxes: Listed prices do not include applicable sales tax, VAT, or other government-imposed fees. Any applicable taxes will be added to your invoice as required by law.
  • Refunds: See our Refund Policy for complete details on eligibility and the refund process

6. Cancellation

You may cancel your subscription at any time with no cancellation fees. To cancel:

  • Go to your account settings and select "Cancel Subscription," or
  • Email support@ddsfax.com with your cancellation request

Upon cancellation:

  • Your subscription remains active through the end of your current paid billing period
  • You will not be charged for the next billing cycle
  • Fax sending and receiving will stop at the end of the paid period
  • You may export your fax data for up to 30 days after the end of your paid period
  • After 30 days, your fax data will be queued for deletion and permanently removed within 90 days, except where retention is required by law

See our Refund Policy for details on refund eligibility when cancelling.

7. Cancellation Fee Coverage

DDSFAX offers reimbursement of up to $100 toward cancellation or early termination fees charged by your previous fax provider when you switch to DDSFAX. To qualify:

  • You must be an active, paid DDSFAX subscriber
  • Submit documentation of the cancellation fee (invoice or statement from your previous provider) within 90 days of your DDSFAX subscription start date
  • Reimbursement is limited to one claim per account and a maximum of $100
  • Submit claims to support@ddsfax.com

Reimbursement is issued as a credit to your payment method on file and is subject to verification of the submitted documentation.

8. Acceptable Use

You agree to use the Service only for lawful purposes related to your dental or medical practice. Prohibited activities include, but are not limited to:

  • Sending unsolicited or bulk faxes in violation of the Telephone Consumer Protection Act (TCPA) or applicable state laws
  • Transmitting content that is illegal, fraudulent, threatening, or harassing
  • Interfering with or disrupting the Service, its servers, or connected networks
  • Attempting to gain unauthorized access to other accounts or systems
  • Reselling or redistributing the Service without prior written authorization

Violation of acceptable use policies may result in immediate suspension or termination of your account without refund. See our full Acceptable Use Policy for details.

9. HIPAA & Data

DDSFAX operates as a Business Associate under the Health Insurance Portability and Accountability Act (HIPAA). DDSFAX is designed to support HIPAA compliance for the transmission and temporary storage of documents that may contain Protected Health Information (PHI). As a Business Associate, we:

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

DDSFAX does not access, view, or use the content of your fax transmissions except as necessary to deliver the Service or as required by law.

For full details, see our HIPAA Compliance page and Business Associate Agreement. For privacy practices, see our Privacy Policy.

10. Intellectual Property

The Service — including its software, design, documentation, trademarks, and logos — is the intellectual property of The DDS Company. Nothing in these Terms grants you any right, title, or interest in the Service beyond the limited right to use it as a subscriber in accordance with these Terms.

You retain all rights to the content of your fax transmissions. We claim no ownership over your fax data. By using the Service, you grant us a limited license to process, transmit, and store your fax data solely for the purpose of delivering the Service.

11. Disclaimer of Warranties

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, WHETHER EXPRESS, IMPLIED, OR STATUTORY. TO THE MAXIMUM EXTENT PERMITTED BY LAW, THE DDS COMPANY DISCLAIMS ALL WARRANTIES, INCLUDING BUT NOT LIMITED TO IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT.

Without limiting the foregoing:

  • We do not warrant that the Service will be uninterrupted, error-free, or completely secure
  • We do not warrant that all fax transmissions will be delivered successfully, as delivery depends on third-party carrier networks and recipient equipment
  • DDSFAX is not a healthcare provider. The Service does not constitute medical advice, diagnosis, or treatment of any kind
  • DDSFAX is designed to support HIPAA compliance but is not "HIPAA certified" (no such certification exists). Compliance depends on proper use by the subscriber, including execution of a BAA and adherence to your own organization's HIPAA policies

12. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, THE DDS COMPANY'S TOTAL AGGREGATE LIABILITY FOR ANY AND ALL CLAIMS ARISING OUT OF OR RELATED TO THESE TERMS OR THE SERVICE SHALL NOT EXCEED THE TOTAL AMOUNT YOU PAID TO DDSFAX IN THE TWELVE (12) MONTHS IMMEDIATELY PRECEDING THE EVENT GIVING RISE TO THE CLAIM.

IN NO EVENT SHALL THE DDS COMPANY BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING BUT NOT LIMITED TO LOSS OF PROFITS, LOSS OF DATA, BUSINESS INTERRUPTION, OR LOSS OF GOODWILL, ARISING OUT OF OR RELATED TO YOUR USE OF OR INABILITY TO USE THE SERVICE, REGARDLESS OF THE THEORY OF LIABILITY.

This limitation applies even if The DDS Company has been advised of the possibility of such damages and regardless of whether a remedy fails of its essential purpose.

13. Indemnification

You agree to indemnify, defend, and hold harmless The DDS Company, its officers, directors, employees, and agents from and against any and all claims, liabilities, damages, losses, costs, and expenses (including reasonable attorneys' fees) arising out of or related to:

  • Your use of the Service
  • Your violation of these Terms or any applicable law
  • Your violation of any third-party rights, including intellectual property or privacy rights
  • Content transmitted through the Service by you or through your account

14. Modifications to Terms

We may update these Terms from time to time. When we make material changes, we will:

  • Notify you by email at least 30 days before the changes take effect
  • Post the updated Terms on this page with a revised "Last updated" date

Your continued use of the Service after the effective date of revised Terms constitutes your acceptance of the changes. If you do not agree to the revised Terms, you must stop using the Service and cancel your subscription before the changes take effect.

15. Governing Law

These Terms are governed by and construed in accordance with the laws of the State of Wyoming, without regard to its conflict of law principles. Any dispute arising out of or relating to these Terms or the Service shall be resolved exclusively in the state or federal courts located in the State of Wyoming, and you consent to the personal jurisdiction of such courts.

Notwithstanding the foregoing, either party may seek injunctive or equitable relief in any court of competent jurisdiction to protect its intellectual property rights or confidential information.

16. Number Porting

DDSFAX supports porting your existing fax number to the Service at no additional charge. The porting process typically takes 2–5 business days. During the porting process:

  • Your existing fax number remains active with your current provider until the port is complete
  • We provide a temporary fax number for immediate use while the port is in progress
  • We handle coordination with your previous provider on your behalf

Porting success is not guaranteed in all cases. Some fax numbers may not be eligible for porting due to carrier restrictions, outstanding obligations with your current provider, or other factors outside our control. If a port cannot be completed, we will notify you promptly.

17. Contact

If you have questions about these Terms or need assistance with your account, contact us: