Service Activation & Delivery Policy

DentaSphere is an AI-powered dental clinic management software platform operated by The CoreSphere Technologies. All DentaSphere services are delivered digitally. No physical shipping is involved.

This Policy should be read together with the DentaSphere Terms & Conditions, Privacy Policy, Refund & Cancellation Policy, the applicable subscription plan, invoice, quotation and any written implementation agreement.

1. Scope of Digital Delivery

Depending on the purchased plan or agreed service, delivery may include:

• Creation and activation of a clinic workspace or tenant account.
• Administrator, owner, doctor, staff, patient or other authorised-user access.
• Activation of subscription features, modules and usage limits.
• Configuration of clinic details, branding, currency, timezone, tax and operational settings.
• Data import, migration, onboarding or implementation assistance where included.
• Training, guidance, demonstrations and support materials.
• Activation of approved integrations such as payment links, messaging, APIs or third-party services.
• Custom development, configuration or professional services described in a separate quotation or agreement.

2. Free Trial Activation

Eligible clinics may receive a 30-day free trial, subject to successful registration, verification and acceptance of the applicable terms.

• Trial activation may be automatic or manual.
• Trial access may require email, mobile, OTP, business or identity verification.
• Trial features, storage, messaging, integrations or usage may be limited.
• Abusive, duplicate, fraudulent or misleading registrations may be refused, suspended or cancelled.
• A trial does not guarantee approval for a paid account, payment facility or third-party integration.

3. Paid Subscription Activation

A paid subscription is activated after successful payment confirmation and completion of any required account, business, security or compliance verification.

• Standard subscription activation may be automatic or manual.
• Activation depends on the payment being successfully credited and reconciled.
• Pending, failed, disputed or unverifiable payments do not create an active paid subscription.
• Custom onboarding, migration, integrations or enterprise setup may require additional implementation time.
• Plan upgrades and paid add-ons may be activated after payment and verification.

4. Activation Timeline

Standard trial or paid workspace activation is generally initiated promptly after registration or successful payment. However, activation time may vary where manual verification, custom configuration, migration, integration or security review is required.

Where a specific activation timeline is stated in a quotation, invoice, onboarding communication or service agreement, that timeline will apply.

5. Conditions Required Before Activation

Activation or implementation may require:

• Successful payment or an approved free-trial registration.
• Accurate clinic, owner and authorised-user information.
• Acceptance of DentaSphere policies and product terms.
• Required KYC, business, tax, domain or contact verification.
• Clinic logo, address, tax details, currency, timezone and billing information.
• Access credentials, APIs, data files or third-party approvals where integrations are requested.
• Completion of required security, privacy or compliance steps.

Delays caused by incomplete, inaccurate or late information may extend the activation or delivery timeline.

6. Workspace and User Access Delivery

Access details may be delivered through registered email, verified mobile, an authorised onboarding communication or a secure product login process.

The clinic is responsible for protecting credentials, changing temporary passwords, assigning correct user roles and restricting access to authorised users.

7. Configuration and Onboarding

Standard onboarding may include basic clinic configuration, administrator access and product guidance. The exact onboarding scope depends on the selected plan or written agreement.

Additional setup, repeated training, complex configuration, custom workflows, on-site assistance or role-specific onboarding may be separately chargeable.

8. Data Migration and Import

Data migration is included only where expressly stated in a plan, quotation or implementation agreement.

• The clinic is responsible for the legality, accuracy, completeness and quality of source data.
• The clinic should retain a backup of all source data before migration.
• Migration outcomes may be affected by incomplete records, unsupported formats, duplicates, corrupt data or source-system restrictions.
• Data cleansing, manual correction, reconstruction or custom conversion may require additional time and charges.
• Imported data should be reviewed and approved by the clinic before full operational use.

9. Integrations and Third-Party Services

Activation of integrations may depend on third-party providers, banks, payment gateways, messaging services, APIs, hosting services, app stores or external platforms.

Third-party onboarding, KYC, approval, pricing, technical review and activation timelines are controlled by the relevant provider. DentaSphere cannot guarantee third-party approval or a specific completion date.

10. Payment Successful but Activation Delayed

If a payment is successful but the clinic workspace, subscription, plan upgrade or paid feature is not activated within the communicated period, the clinic should contact DentaSphere support with:

• Clinic name and workspace or account identifier.
• Registered email address and phone number.
• Invoice, subscription or order reference.
• Transaction reference, payment date and amount.
• Description of the missing activation or feature.

After verification, we will activate the service, correct the technical issue, adjust the payment or process an eligible refund under the Refund & Cancellation Policy.

11. Delivery Acceptance

A workspace, subscription, configuration, integration or implementation milestone may be treated as delivered when:

• Access is made available to the registered or authorised clinic contact.
• The clinic logs in, uses, approves or commercially operates the service.
• The agreed demonstration, deployment, data import or configuration is completed.
• No material issue is reported within the review period stated in the agreement or, where no period is stated, within seven calendar days.

12. Customer Review and Responsibilities

The clinic should:

• Review activated features, clinic information, permissions and imported data.
• Report material errors promptly and provide clear supporting details.
• Complete testing before relying on integrations, reminders, billing, reports or automated workflows.
• Maintain appropriate internal procedures, backups and access controls.
• Use DentaSphere in accordance with applicable dental, privacy, tax, employment and business laws.

13. Change Requests

Requests outside the standard plan or accepted implementation scope may be treated as change requests. They may affect pricing, timelines, testing and delivery.

Material changes will ordinarily be communicated before additional work begins.

14. Delays Outside Our Control

Activation or delivery may be delayed by:

• Incomplete customer information, approvals or credentials.
• Bank, payment-gateway or payment-network delays.
• Hosting, cloud, internet, messaging, API or third-party outages.
• Data-quality, migration or integration issues.
• Security, fraud, legal or compliance reviews.
• Force majeure events or circumstances beyond reasonable control.

Where possible, we will provide a revised timeline or practical next step.

15. Support After Activation

Post-activation support depends on the applicable subscription plan, support scope and service agreement.

• Verified platform defects may be corrected within the applicable support scope.
• New features, custom workflows, redesigns and third-party changes are not treated as defects.
• Support response and resolution times may vary by severity, plan and operational availability.
• Training, migration, integration or implementation beyond the included scope may be separately chargeable.

16. Suspension or Refusal of Activation

DentaSphere may suspend, delay or refuse activation where:

• Payment is overdue, reversed, disputed or suspected to be fraudulent.
• Registration or business information is inaccurate, incomplete or misleading.
• Use presents a security, privacy, legal or operational risk.
• The clinic breaches DentaSphere policies or applicable law.
• A bank, payment provider, hosting provider, messaging provider or authority requires suspension.

17. No Physical Shipping

DentaSphere is a digital software service. No physical goods are shipped, and no courier or shipping charge applies unless a separate written agreement expressly provides otherwise.

18. Activation and Delivery Support

We aim to acknowledge genuine activation or delivery issues within two working days.

19. Changes to This Policy

We may update this Policy to reflect changes in products, plans, activation methods, implementation services, technology, legal requirements or business practices. The revised version will be published on this page with an updated effective date.