Terms of Service

Last updated: August 17, 2026

These Terms of Service ("Terms") govern your use of InstantVerify AI ("the Software"), provided by InstantVerify AI ("we," "us"). By installing or using the Software, you agree to these Terms.

1. What the Software Does

InstantVerify AI is a desktop application installed on your practice's own computer. It reads your practice management system, signs in to dental insurance carrier portals using credentials you provide, retrieves benefit information for your scheduled patients, and produces a daily report for your front desk.

The Software performs the same steps a member of your staff would perform manually. It is robotic process automation — it operates existing applications and websites according to fixed rules. It does not make coverage determinations, does not generate recommendations or scores, and does not influence any clinical or financial decision. It retrieves and organizes information the carrier has already determined.

2. Where Your Data Lives

Patient data never leaves your workstation. The Software reads your practice management system locally, writes its reports locally, and does not transmit patient information to us or to any third party.

We receive one small machine-readable status file per day from each installation, sent from your machine to a single fixed support address. It records whether the run completed, how long it took, and which carrier portals failed to respond. It contains no patient information. Its only purpose is to let us detect and fix problems affecting your practice.

Portal credentials you enter are stored locally on your own workstation. They are never transmitted to us and we never hold them. You control the machine and the credentials at all times.

3. No Generative AI in the Data Path

The Software uses no large language model and no generative AI to process your data. Patient information is never sent to any AI service. Your data is never used to train any model, by us or by anyone else.

The Software includes on-device optical character recognition (OCR) in some configurations, which reads text from images on your own machine. Nothing leaves the workstation.

4. Email Access

Some carrier portals email a one-time verification code at login. If you connect a Google account, the Software uses it to locate that code and complete the sign-in automatically, and to send the daily status file described in Section 2.

Email content is read only on your own machine. It is never transmitted to or stored on any InstantVerify server, never sold or shared, and never used to train any model. You may revoke this access at any time through your Google Account settings; the Software will then require codes to be entered manually.

5. ⚠ Estimates, Not Guarantees of Payment

This is the most important clause in these Terms. Please read it.

The Software reports benefit information as published by the carrier at the time it was retrieved. That information is an estimate of coverage, not a guarantee of payment.

Carriers routinely apply provisions at claim adjudication that are not visible on an eligibility surface — alternate benefit or downgrade provisions, least-costly-alternative clauses, coordination of benefits, plan exclusions, contract fee schedules, and changes to a patient's eligibility after the date of retrieval. A percentage retrieved from a portal may be accurate and the patient's actual responsibility may still differ.

You remain responsible for the financial information you present to your patients. The Software is a tool that gathers and organizes what the carrier publishes; it does not replace your professional judgment, your relationship with the carrier, or your obligation to verify anything material before quoting it.

Where the Software cannot resolve a value it reports that plainly rather than estimating. A blank, a flag, or a "verify manually" notice means the information was not available — not that the benefit is absent.

6. Your Responsibilities

You agree to:

• Provide accurate credentials and portal information, and keep them current
• Use the Software only with practice management systems and carrier accounts you are authorized to access
• Comply with each carrier's own terms of use for their provider portals
• Maintain the security of the workstation the Software runs on, including its physical security, operating system updates, and account access
• Review the Software's output before presenting financial information to a patient
• Tell us promptly when a result appears incorrect, so it can be investigated and corrected

7. HIPAA

The Software runs on your workstation and processes protected health information there. Because patient data is not transmitted to us, our access to PHI is limited. Where a Business Associate Agreement is required, we will enter into one at your request.

You are responsible for HIPAA compliance on the machine the Software runs on, as you are for every other machine in your practice.

8. Service, Availability and Changes

The Software depends on third-party systems we do not control — carrier portals, practice management systems, email providers, and the public internet. Carriers change their portals without notice, take them down for maintenance, and occasionally block automated access. We do not guarantee uninterrupted operation or that any particular carrier will remain available.

We may update the Software from time to time to accommodate portal changes, fix defects, or add capability. We will not push updates that materially reduce functionality you are paying for without telling you.

9. Fees, Term and Termination

Fees, billing period, and any trial terms are those quoted to you in writing at the time you subscribe. Fees are payable in advance.

Either party may terminate on thirty (30) days' written notice. On termination, your license to use the Software ends and it must be uninstalled. Reports already produced remain yours and remain on your machine — we do not hold them and cannot remove them.

We may suspend or terminate access for non-payment, for use that violates these Terms, or for use that violates a carrier's terms in a way that puts other users at risk.

10. Intellectual Property

The Software, its documentation, and the portal mappings and automation logic underlying it remain our property. You receive a non-exclusive, non-transferable license to use the Software at the practice locations covered by your subscription, for the term of that subscription.

You may not copy, redistribute, decompile, or reverse-engineer the Software, or use it to build a competing product.

Reports the Software produces belong to you.

11. Limitation of Liability

To the maximum extent permitted by law, our total liability arising out of or relating to the Software is limited to the fees you paid in the twelve months preceding the claim.

We are not liable for indirect, incidental, consequential, or punitive damages, including lost revenue, denied or underpaid claims, write-offs, patient disputes, or costs arising from reliance on benefit information that proved inaccurate.

Nothing in these Terms limits liability that cannot be limited by law.

12. Disclaimer of Warranties

The Software is provided "as is." To the extent permitted by law, we disclaim all warranties, express or implied, including merchantability, fitness for a particular purpose, and non-infringement.

13. Changes to These Terms

We may update these Terms. Material changes will be communicated to active subscribers before they take effect. Continued use after that constitutes acceptance.

14. Governing Law

These Terms are governed by the laws of the State of Colorado, without regard to conflict-of-law provisions.

15. Contact

Questions about these Terms:

support@instantverifyai.com