Terms of use

Last updated 16 October 2026 · version 2026-10-16

1. Who we are

ProConsult is run by [Legal entity name], [Registered address] (“ProConsult”, “we”, “us”). You can reach us through our Contact page or, when signed in, through Settings → Help & support. Our Grievance Officer is named in section 21.

These Terms are a contract between you and us. They include the data-processing terms in section 9. Please read them with our Privacy policy, Pricing and Refunds and cancellation pages, which form part of them.

2. What ProConsult is

ProConsult is a private diary and business assistant for visiting dental consultants: a website and an Android app where you keep your clinics, schedule, the patients you see, consultation notes, photos and X-rays, lab work, fees, payments from clinics, expenses and statements for your accountant.

ProConsult is not a medical device. It does not diagnose, treat or suggest treatment, and it gives no automated clinical advice. Everything clinical in it is what you decide and type. You remain fully responsible for your clinical judgement and for the care you give.

ProConsult never contacts your patients — no SMS, no WhatsApp, no email to patients. Emails go only to you. If you share something yourself (for example a PDF on WhatsApp from your phone), that is your action, from your phone.

3. Who may use it

You may open an account only if you:

• are at least 18 years old;
• are a dental professional registered with a State Dental Council in India (or a student or intern working under one, where we have agreed this with you in writing); and
• use it for your own professional work.

We may ask you to show your registration. One account is for one doctor; do not share it.

4. Your account

• Give true details and keep your email address working — sign-in help and receipts go there.
• Keep your password secret. You can turn on two-step sign-in (an Authenticator app) in Settings → Password & security; we recommend it.
• Keep your phone locked. The app keeps a copy of your records on the phone so it works offline; signing out removes it.
• Tell us at once if you think someone else has used your account. You can sign out every other device yourself.
• You are responsible for what is entered under your account.

5. Your duties towards patients and clinics

You confirm that:

• you are allowed to record each patient in ProConsult — you have told the patient, or the clinic has, in the way the law requires, and you have their consent (or another lawful ground) to record their details and health information;
• for a child, or a person who cannot decide for themselves, you have the consent of a parent or lawful guardian;
• the clinics you visit allow you to keep records of their patients in your own system;
• what you record is accurate and kept up to date as far as you reasonably can; and
• you will handle a patient's request to see, correct or erase their data (section 9.8 shows how ProConsult helps).

You keep any records the law requires you to keep for your profession. ProConsult is a tool to help you; it is not your official record-keeper unless you choose to use it that way.

6. Plans, trial and payment

• A new account starts with a 14-day free trial. No payment details are asked for.
• After the trial, ProConsult is paid in advance for a period (see Pricing). We issue a receipt (or a tax invoice once we are GST-registered) for every payment; you can see it in Settings → Plan & referral.
• After your end date there are 3 days of grace. After that you cannot add new clinics or patients until you renew. Everything already saved stays — you can still open, edit and download it.
• Payments are made by bank transfer or UPI to us, or online through Razorpay when online payment is switched on. Auto-renew can be turned off at any time.
• If we change a price, we will tell you at least 15 days before it applies to your next renewal. A period you have already paid for does not change.
• Refunds: see Refunds and cancellation. In short, days already paid for are not refunded; a double or mistaken charge reported within 30 days is refunded in full.

7. Acceptable use

Do not:

• record anyone who is not your patient or a contact you work with, or upload anything you have no right to keep;
• try to see another doctor's data, test or break our security, or overload the service;
• copy, resell or rebuild ProConsult, or use automated tools to pull data from it (your own “Download my data” is fine);
• use ProConsult to send patients advertising or messages, or for anything unlawful.

We may suspend an account that puts patients, other doctors or the service at risk (section 15).

8. Your data and our rights

• What you enter stays yours. We do not own your records and do not sell them, show advertising or train any AI on them.
• You give us only the permission we need to store, show, back up and send your data back to you, as described here.
• You can download everything at any time: Settings → Password & security → “Download my data” (one ZIP with a spreadsheet per kind of record and every photo and document). It asks for your password.
• ProConsult itself — the software, design, name and logo — belongs to us. You may use it while your account is open.
• If you send us ideas or suggestions, we may use them without owing you anything.

9. Data processing (how we handle your patients' data for you)

This section is our data-processing agreement with you. There is no separate document.

9.1 Roles. For your patients' personal data, you (together with the clinic, where the clinic decides how its patients' records are kept) decide why and how it is processed — you are the Data Fiduciary under the Digital Personal Data Protection Act, 2023 (“DPDP Act”). We process it only on your behalf, as your Data Processor. For the data about you as our customer, we are the Data Fiduciary (see the Privacy policy).

9.2 Your instructions. These Terms and the way you use ProConsult are your instructions. We process patient data only to provide ProConsult to you: to store it, show it to you, back it up, restore it, export it to you and delete it when you ask. We do not use it for our own purposes, do not sell or share it, and do not combine it with other data. If the law ever requires us to do something else with it, we will tell you first unless the law forbids that.

9.3 Kinds of data. Patient name, age, gender, the clinic's patient reference, medical alerts and history, visits, consultation notes (complaint, findings, diagnosis, plan, teeth), treatment plans, notes, photos, X-rays and documents, lab work, and the fees linked to visits.

9.4 Confidentiality. Our team cannot see your clinics, patients or income in our admin area — the database itself refuses it. The few people with access to the server (to run, repair or restore it) are bound by confidentiality, use it only for those purposes or when you ask us to help, and never copy patient data out of it.

9.5 Security. What ProConsult does today:

• every connection is encrypted (https only);
• clinical notes, medical alerts and history, and every photo, X-ray and document are encrypted at rest;
• each doctor's records are walled off from every other doctor's — by the application and again by the database;
• sign-in limits against password guessing; optional two-step sign-in; website sessions end after 12 hours;
• nightly backups, encrypted before they are written, with the decryption key kept offline; a copy is kept off-site;
• a security log of sign-ins and changes (who, when, which fields — never the clinical text).

No system is perfectly secure, but we will keep these measures in place or replace them with equal or better ones.

9.6 Sub-processors. We use these service providers to run ProConsult:

You agree that we may use them. If we add or replace a sub-processor that handles patient data, we will email you at least 15 days before. If you object, you may delete your account; days already paid for are then refunded pro rata. Each sub-processor is bound to protect the data at least as well as these Terms require.

9.7 Personal data breach. If we become aware of a breach affecting your patients' data, we will tell you by email without undue delay and in any case within 72 hours, with what we know (what happened, which data, what we are doing), and keep you updated. We will help you with the notices you must give to the Data Protection Board of India and to affected patients.

9.8 Patients' rights. When a patient asks you to see, correct or erase their data, ProConsult lets you:

• see and copy — every record of the patient is on their profile; “Download my data” gives everything in one file;
• correct — edit any detail;
• stop using — “Make inactive” hides the patient from lists and booking while keeping the records;
• erase — “Erase permanently” (on the website, on an inactive patient, with your password) deletes their notes, consultations, treatment plans, photos, documents and lab cases for good. Visits with fees, clinic payments and lab bills stay without the patient's name, so your accounts still add up.

If a patient writes to us directly, we will pass the request to you and not answer it ourselves.

9.9 Deletion at the end. When you delete your account, it is locked at once and erased after 14 days (you can change your mind within those days). Encrypted backups that still hold your data are deleted within about 6 months; if a backup is ever restored, your account (and any patient you erased) is erased again before the service restarts. We keep only what section 13 lists.

9.10 Information and help. We will answer reasonable written questions about how we protect your patients' data and give you the information you reasonably need to show you meet the DPDP Act. If an authority asks us for your data, we will tell you first unless the law forbids it.

10. Service, backups and availability

We work to keep ProConsult running and safe, but we do not promise it will never be interrupted. We may pause it for maintenance, and we try to do that outside clinic hours. Backups are taken every night, so in a serious failure entries from up to the last 24 hours may be lost, except those your phone has not yet sent (the app keeps them and sends them when the server is back). Keep any record you must not lose in your own copy too (“Download my data”).

11. Changes to ProConsult

We may improve, change or remove features. If we remove something important you are paying for, we will tell you in advance, and you may delete your account and get a pro-rata refund of days already paid for.

12. Liability

• ProConsult is provided “as is”. We do not promise it suits every purpose of yours.
• We are not liable for clinical decisions, for what you record, or for losses caused by your account being used by someone you let in or by a device you did not protect.
• We are not liable for indirect losses (for example lost profit or reputation).
• Our total liability to you for all claims is limited to the amount you paid us in the 12 months before the claim.
• Nothing here limits liability that the law does not allow to be limited, such as for fraud.

13. What we keep after deletion

• Our receipts / invoices and payment records (with the name and details printed on them): 8 years from the end of the financial year, as tax law requires.
• The security log (sign-ins with IP address, field names only, never clinical text): 1 year.
• Encrypted backups: deleted within about 6 months.

14. Indemnity

You will make good our reasonable losses and costs from a claim by a patient, clinic or authority that arises from your clinical work, from data you recorded without the right to, or from your breach of these Terms.

15. Suspension and ending

• You can stop at any time and delete your account in the app (Settings → Delete account), on the website (Settings → Password & security), or at https://proconsult.dentfluence.in/delete-account.
• We may end your account with 30 days' email notice, or suspend it at once if you seriously break these Terms or put patients, other doctors or the service at risk. Except where the law or a serious security risk prevents it, you will have at least 30 days to download your data first.
• If your plan ends and you do not renew, your data stays and you can still open and download it. We will not delete an unpaid account's data without emailing you at least 30 days before.
• If ProConsult ever closes, we will give at least 60 days' notice so you can download everything.

16. Changes to these Terms

When these Terms or the Privacy policy change, the date and version at the top change and we show a banner in the app and on the website asking you to accept the new version. If you do not agree, you can download your data and delete your account; for a change that is not to your advantage, days already paid for are refunded pro rata.

17. Law and courts

These Terms are governed by the laws of India. The courts at Mumbai have exclusive jurisdiction.

18. Notices

We write to you at your account email address. You write to us through Settings → Help & support or the Contact page.

19. General

If a part of these Terms is invalid, the rest still applies. Not enforcing a right is not giving it up. You may not transfer your account; we may transfer these Terms to a company that takes over ProConsult, on the same terms.

20. Not a medical device

ProConsult does not diagnose, treat, prevent or monitor any disease, and gives no medical advice.

21. Grievance Officer

Name

[Grievance Officer name]

Email

[Grievance Officer email]

Phone

[Grievance Officer phone]

Address

[Registered address]

We acknowledge a complaint within 7 days and aim to resolve it within 30 days. If you are not satisfied, you may complain to the Data Protection Board of India. Please do not send patient details by email.

Prices: pricing · refunds and cancellation: the policy · questions: contact us (signed in: Settings → Help & support).

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