Terms and Conditions

1. Acceptance of Terms

By accessing and using our website, products, or services, you (“User,” “Client,” or “You”) agree to comply with and be bound by these Terms and Conditions. If you do not agree to these terms, please do not use our website or services.

2. Scope of Services

Wynter Systems provides the following AI-powered marketing and automation services exclusively for dental clinics:

Social Media Automation – AI-generated content and scheduled posts on Facebook, Instagram, TikTok, and Google Business Profile.
Chatbot Solutions – AI chatbots for general inquiries and lead generation.
Reputation Management – Automated review requests, monitoring, and response suggestions.
Paid Ads – AI-driven ad campaigns on Facebook, Instagram, and Google Ads.

📌 Important: Our services are designed for marketing and engagement purposes only and do NOT handle or process Protected Health Information (PHI).

3. Client Responsibilities

By using our services, the Client agrees to:

Provide accurate and up-to-date information required for social media, ads, and chatbot setup.
Ensure compliance with HIPAA and other data privacy laws when handling patient data.
Use the services responsibly and not for illegal or unethical purposes.
Indemnify and hold Wynter Systems harmless from any legal claims, damages, or liabilities arising from the Client’s use of the services.

4. HIPAA and GDPR Compliance

Our agency is not a Covered Entity or Business Associate under HIPAA, as we do not handle PHI.
It is the Client’s responsibility to ensure that all patient communications comply with HIPAA and other privacy laws.
We comply with General Data Protection Regulation (GDPR) when processing personal data of EU residents.
No Protected Health Information (PHI) or sensitive personal data is collected, stored, or processed by our systems.

5. Payments & Fees

One-Time Setup Fee: Due upfront before the start of the project. Non-refundable once work has commenced.
Optional Monthly Management Fee: Recurring monthly payment for ongoing social media automation, reputation monitoring, and ad management.
Payment Terms: Payments are due within 7 days of invoice issuance. Late payments may result in service suspension.

6. Cancellations & Refunds

One-Time Setup Fees are non-refundable once work has commenced.
Monthly Management Services can be canceled anytime with 30 days notice before the next billing cycle.
No refunds for partial months of service.

7. Intellectual Property Rights

All content, graphics, design elements, and software used in our services are owned by Wynter Systems or licensed to us.
The Client is granted a non-exclusive, non-transferable license to use the content created for them.
Unauthorised use or reproduction of our content, software, or proprietary technology is strictly prohibited.

8. Confidentiality

Both parties agree to maintain confidentiality of sensitive information shared during the course of the project.
This includes business strategies, proprietary data, and client information.
Confidentiality obligations remain in effect even after termination of the contract.

9. Limitation of Liability

Wynter Systems shall not be liable for:

Any direct, indirect, incidental, special, or consequential damages resulting from the use or inability to use our services.
Loss of data, revenue, or profit resulting from interruptions or errors in service.
Any compliance issues, fines, or legal consequences related to HIPAA, GDPR, or other data privacy laws resulting from the Client’s misuse of the services.

10. Indemnification

The Client agrees to indemnify and hold Wynter Systems harmless from any claims, damages, or liabilities arising from:

The Client’s use or misuse of the services.
The Client’s non-compliance with HIPAA, GDPR, or other data privacy laws.
Any third-party claims related to content, ads, or chatbot interactions.

11. Third-Party Services

Our services may integrate with third-party tools (e.g., Google Analytics, Facebook Pixel, ManyChat).

We are not responsible for the functionality, privacy practices, or content of third-party websites or services.
The Client is responsible for reviewing third-party terms and policies before using integrated features.

12. Governing Law & Dispute Resolution

These Terms and Conditions are governed by the laws of the United Kingdom.
Any disputes shall be resolved through binding arbitration in the United Kingdom, unless prohibited by law.

13. Updates to These Terms

We may update these Terms and Conditions periodically. Significant changes will be communicated via email or on our website.

📌 Last updated: 15/02/25

14. Contact Information

For questions or concerns about these Terms and Conditions, please contact:
📧 Email: contact@wyntersystems.com
🌐 Website: wyntersystems.com