Terms of Service
Last updated: September 20, 2026
Amara AI is provided by Casaway Capital LLC (DBA Dental Document) ("Casaway Capital", "we", "us", "our"). These Terms of Service (the "Terms") are a contract between Casaway Capital and the dental practice, group, or other business that signs up for Amara AI ("Customer", "you"). They cover the Amara AI website at amaradentalai.com, the Amara AI application, and related services (together, the "Service").
By creating an organization, starting a trial, or using the Service, you agree to these Terms. If you accept on behalf of a business, you confirm that you have authority to bind it. If you do not agree, do not use the Service.
1. Who may use the Service
1.1 The Service is for businesses. It is not offered to consumers for personal, family, or household use.
1.2 The Service is offered to businesses located in the United States.
1.3 Users must be at least 18 years old.
1.4 "Authorized Users" are the owners, managers, team leads, employees, and viewers you invite to your organization. You are responsible for who you invite, the role you give them, and what they do in the Service. People invited by a Customer use the Service under that Customer's account and these Terms.
2. Accounts, roles, and security
2.1 Each person signs in with their own account. You must keep sign-in details confidential and tell us promptly at contact@amaradentalai.com if you suspect unauthorized use.
2.2 The owner of an organization controls roles and permissions. Some information, such as pay, conduct records, and files an owner chose to keep unredacted, is limited to owners by design.
2.3 If you set up a shared computer with PIN sign-in, you are responsible for where that computer sits and who can reach it. PIN sessions are limited on purpose and cannot be used to sign or acknowledge documents.
2.4 One person may belong to more than one organization. Each organization is a separate Customer account with its own data, plan, and fees.
3. What Amara AI is, and what it is not
3.1 Amara AI is software that helps a dental practice with people operations: hiring, onboarding, records, documents, training, checklists, tasks, time off, reviews, and related work. It includes artificial intelligence features, presented in the application as "Amara" and a team of agents.
3.2 AI output is a draft. Amara AI prepares drafts, scores, summaries, and recommendations. They can be incomplete or wrong. You are responsible for reviewing them before you rely on them, and nothing is sent to a candidate or an employee on Amara AI's initiative without a person's approval.
3.3 People make people decisions. Amara AI does not hire, reject, discipline, promote, set pay for, or end the employment of anyone. Every such decision is made by you. Candidate match scores and similar outputs are advisory, are based only on information you or the candidate provide, and must not be the sole basis for an employment decision.
3.4 No professional advice. Casaway Capital is not a law firm, an accounting firm, a staffing agency, a professional employer organization, or an employer of record, and Amara AI does not provide legal, tax, accounting, or medical advice. Information about laws, including any law change alerts and readiness scores, is general information for your own tracking. A readiness score is not a statement that you comply with any law.
3.5 Templates need local review. The position descriptions, employee handbook, policies, procedures, checklists, training modules, and forms in the library are general starting points. They are not tailored to your state, city, licensing board, or practice. You are responsible for having qualified professionals review them before you adopt them, and for the permitted duties of each licensed or registered team member.
3.6 Your legal duties stay yours. You are the employer. You are responsible for complying with employment, wage and hour, anti-discrimination, background check, record keeping, privacy, and licensing laws, including any law that regulates the use of automated tools in hiring or requires notice to candidates or employees.
4. Your data
4.1 "Customer Data" means the information and files that you and your Authorized Users put into the Service, including information about your team members and job candidates, and the outputs the Service produces for you from that information. As between you and us, you own Customer Data.
4.2 You give us permission to host, copy, process, transmit, and display Customer Data only as needed to provide, secure, support, and improve the Service for you, and as our Privacy Policy describes.
4.3 You confirm that you have the right to provide Customer Data to us, and that you have given any notices and obtained any consents the law requires from your team members and candidates.
4.4 No patient information. Amara AI is not designed to receive protected health information or other patient information, and we do not act as your business associate under HIPAA for Amara AI. You agree not to submit patient information to the Service, including in documents, photos, notes, checklist comments, or chat.
4.5 Sensitive identifiers. The Service checks uploads for Social Security numbers, dates of birth, bank and card numbers, identification numbers, and tax or identity forms, and offers to block them out before a file is saved. If an owner chooses to keep a file with that information showing, you accept responsibility for that choice.
4.6 AI providers. We use third party AI model providers to run some features. We do not use Customer Data to train generally available AI models, and we do not authorize our AI providers to do so.
4.7 You can export your Customer Data while your subscription is active. Section 12 explains what happens after it ends.
5. Library content
5.1 We, or our licensors, own the Service and the library content we supply, including the position descriptions, handbook modules, procedures, checklists, training modules, and forms.
5.2 While your subscription is active, you may copy and adapt library content for the internal use of your own practice locations. Documents you adopted and adapted remain yours to use internally after your subscription ends.
5.3 You may not sell, publish, or share library content outside your organization, use it to build a competing product or template library, or remove notices from it.
6. Third party services
6.1 The Service works with services run by others, such as sign-in providers, calendars, job boards, and payroll systems. Your use of those services is governed by their own terms, and we are not responsible for them.
6.2 Connecting your payroll. If you connect the payroll system you already use, you authorize us, through our integration provider, to retrieve workforce and pay information from that system on your behalf. You sign in on that provider's screen, and we do not receive your payroll password. We do not change anything in your payroll system.
6.3 Amara Payroll. Amara Payroll is an optional, separately priced add-on delivered with a third party payroll partner. The partner, not Casaway Capital, moves money, calculates, pays, and files payroll taxes, and holds bank details and full Social Security numbers. Additional terms from the payroll partner apply and will be presented during setup. Amara AI prepares each payroll from information in the Service. Only an owner can approve a payroll, and you are responsible for reviewing each payroll before you approve it, for the accuracy of hours, pay rates, and worker classification, and for funding each payroll on time.
6.4 Dental Document. Linking a Dental Document account is optional. If you link one, information you choose to import is copied into Amara AI and is then handled under these Terms.
7. Electronic records and signatures
You agree that acknowledgments and signatures made in the Service are electronic records and electronic signatures. You are responsible for deciding whether an electronic signature is appropriate for a particular document and for giving your team members any disclosures the law requires.
8. Fees
8.1 Plans, prices, and limits are shown on our pricing page or in your order. Fees are charged in advance for each billing period, in United States dollars, and do not include taxes, which you are responsible for.
8.2 Trial. If we offer a free trial, it lasts 14 days unless we say otherwise. We may ask for a payment method at the start of the trial or at its end.
8.3 Renewal. Subscriptions renew automatically for the same period until you cancel. You can cancel at any time in Settings, and cancellation takes effect at the end of the current billing period.
8.4 Refunds. Fees are not refundable, except where the law requires otherwise. If you cancel an annual plan within 30 days of first purchasing it, we will refund the unused months.
8.5 We may change prices. We will give you at least 30 days' notice, and a change applies from your next renewal.
8.6 If a payment fails, we may suspend the Service after giving you notice and a reasonable chance to fix it.
9. Acceptable use
You agree not to, and not to let anyone else:
- use the Service to break the law, including employment, anti-discrimination, privacy, and anti-spam laws;
- upload patient information, or content you have no right to use;
- use the Service to make employment decisions without human review;
- send messages through the Service to people who have asked not to be contacted;
- probe, scan, or test the Service's security, or get around roles, limits, or safeguards;
- copy, resell, or provide the Service to third parties, or use it to build a competing product;
- use automated means to extract data from the Service, other than the export tools we provide;
- upload malicious code or interfere with the Service or other customers.
10. Confidentiality
Each of us will protect the other's non-public information with reasonable care and use it only for the purposes of these Terms. This does not apply to information that is public, already known, independently developed, or lawfully received from someone else. If the law requires disclosure, the disclosing party will give notice where the law allows.
11. Feedback
If you give us suggestions, we may use them without restriction or payment. We will not identify you as the source without your permission.
12. Term, suspension, and ending
12.1 These Terms apply for as long as you use the Service.
12.2 You may stop using the Service and cancel at any time. We may suspend or end your access if you seriously or repeatedly break these Terms, if your use creates a security or legal risk, or if fees are overdue. Where we reasonably can, we will give you notice first.
12.3 For 30 days after your subscription ends, an owner can sign in to export Customer Data. After that we will delete Customer Data from active systems within 30 days, and from backups on their normal cycle, unless the law requires us to keep it. Payroll records held by the payroll partner are kept under that partner's terms and legal retention duties.
12.4 Sections that by their nature should continue, including 3, 4.1, 5, 10, 11, 13, 14, 15, and 16, continue after these Terms end.
13. Disclaimers
The Service, including all AI output and library content, is provided "as is" and "as available". To the fullest extent the law allows, we disclaim all warranties, whether express, implied, or statutory, including implied warranties of merchantability, fitness for a particular purpose, title, and non-infringement. We do not warrant that the Service will be uninterrupted or error free, that AI output will be accurate, or that using the Service will make you compliant with any law.
14. Limits on liability
14.1 To the fullest extent the law allows, neither party is liable to the other for indirect, incidental, special, consequential, exemplary, or punitive damages, or for lost profits, lost revenue, or lost data, even if told they were possible.
14.2 To the fullest extent the law allows, each party's total liability arising out of or relating to these Terms or the Service is limited to the amounts you paid us for the Service in the 12 months before the event giving rise to the claim.
14.3 These limits do not apply to your duty to pay fees, to your obligations under section 15, or to liability that the law does not allow to be limited.
15. Indemnity
You will defend and indemnify Casaway Capital and its officers, employees, and contractors against third party claims, and related costs and reasonable legal fees, that arise from your Customer Data, your employment decisions and practices, your use of library content or AI output, or your breach of these Terms. We will tell you promptly about any claim, let you control its defense, and cooperate at your expense. You may not settle a claim in a way that admits fault on our part without our written consent.
16. Governing law and disputes
16.1 These Terms are governed by the laws of the State of Texas, without regard to its conflict of laws rules.
16.2 Before filing a claim, each of us agrees to try to resolve the dispute informally by writing to the other and allowing 30 days for a response. Notices to us go to contact@amaradentalai.com.
16.3 Any claim that is not resolved informally will be brought only in the state or federal courts located in Texas, and each of us consents to those courts. Each of us waives the right to a jury trial to the extent the law allows.
17. Changes to these Terms
We may update these Terms. If a change is material, we will tell owners by email or in the Service at least 30 days before it takes effect. If you keep using the Service after a change takes effect, you accept the updated Terms. If you do not agree, you may cancel before the change takes effect.
18. General
18.1 These Terms, the Privacy Policy, any order, and any add-on terms you accept are the whole agreement between us about the Service. If they conflict, the order controls, then the add-on terms for that add-on, then these Terms.
18.2 You may not transfer these Terms without our written consent. We may transfer them to an affiliate or in connection with a merger, acquisition, or sale of assets.
18.3 If a court finds part of these Terms unenforceable, the rest stays in effect. A failure to enforce a right is not a waiver of it.
18.4 Neither party is responsible for delays caused by events beyond its reasonable control.
18.5 We are independent contractors. These Terms do not create a partnership, agency, or employment relationship.
18.6 We may send notices to the email address of your organization's owners. Send legal notices to us at contact@amaradentalai.com.
19. Contact
Casaway Capital LLC (DBA Dental Document)
contact@amaradentalai.com