Terms of Service

Effective October 10, 2026

The short version

VisitPing runs on your own server. You keep control of your patient data, and we never receive it.
You get a 30-day free trial. After that, it's a monthly or yearly subscription that renews until you cancel.
Cancel any time in the billing portal. VisitPing keeps working through the period you paid for.
VisitPing helps your team communicate. It is not an emergency alert system or a medical device, so never rely on it alone when someone needs help right away.

This summary is for convenience. The full terms below are what apply.

1. This agreement

These Terms of Service ("Terms") are an agreement between you and Caleb Ross, doing business as VisitPing ("VisitPing," "we," "us"). They cover the VisitPing software, license keys, updates, the website at visitping.com, the license service, and support (together, the "Service").

"You" means the dental practice or other business that installs, uses or pays for VisitPing. If you accept these Terms for a practice, you confirm that you have authority to bind it. You accept these Terms when you install VisitPing, use it, or buy a subscription, whichever comes first. If you don't agree, don't install or use VisitPing.

Our Privacy Policy explains what information we handle and is part of these Terms.

2. The software and your license

VisitPing is software you install on a Windows server at your practice. It reads appointment information from your Open Dental database and shows it on screens on your network.

While your trial or paid subscription is active, we grant you a limited, non-exclusive, non-transferable, non-sublicensable license to install and use VisitPing for your practice's internal operations. Each license covers one installation, identified by its Install ID, and the number of offices and screens shown in your license. To run VisitPing on another server or at another office, you need another license, or our written okay to move it.

The license lets you use VisitPing. It doesn't sell you the software or transfer any ownership.

3. Free trial

New installations run as a free trial for 30 days, with no payment details needed. The trial is for evaluation, one per practice. When the trial ends, screens pause until you buy a subscription. Settings stays available, and nothing in Open Dental is affected.

4. Subscriptions and billing

Plans. Subscriptions are billed monthly or yearly at the price shown when you buy. Prices are in US dollars.
Automatic renewal. Your subscription renews automatically at the end of each billing period, and we charge the payment method on file, until you cancel.
Payments. Payments are processed by Stripe. We never see or store your full card or bank account numbers.
Taxes. Prices don't include taxes. We add sales or similar taxes where the law requires it, and you're responsible for them.
Price changes. We may change prices. We'll email the billing contact at least 30 days before a change affects you, and the new price applies from your next renewal. If you don't want to continue at the new price, cancel before that renewal.
Failed payments. If a payment fails, Stripe retries it and lets you know. If we can't collect payment, your subscription may end, and VisitPing follows section 6 below.
Refunds. Payments are non-refundable, and we don't give credits for partial periods, except where the law requires it. If something has gone wrong, email us anyway. We review requests case by case.

5. Canceling

You can cancel any time in the billing portal or by emailing us. Cancellation takes effect at the end of the current billing period, and VisitPing keeps working until then. You won't be charged again.

6. License keys and license checks

Each license key is signed by us and tied to one Install ID. When you buy from Settings › License, your key installs itself.
To pick up new and renewed keys, VisitPing checks our license service from time to time. The check sends your Install ID, never patient information. You can turn automatic checks off and add keys by hand.
When a subscription ends, screens keep working for a short grace period, currently 14 days, while Settings shows a warning. After that, screens pause until a valid key is added. Settings always stays available.
Don't share, publish, alter or try to forge license keys, or work around license checks.

7. Your responsibilities

VisitPing runs on your equipment, so some things are yours to handle:

Your systems. You provide and maintain the server, network, screens and devices, plus a properly licensed copy of Open Dental. You keep the server updated, secured and backed up.
Database access. You set up VisitPing's connection to Open Dental. We strongly recommend a read-only database user, as described in the setup guide.
Accounts and devices. You control who can sign in to Settings and which devices are paired. Keep PINs, passwords and sign-in methods secure, and remove access when staff leave.
Screen placement. Screens show patient names and appointment details. You decide where screens go and who can see them, and you are responsible for placing them so that patient information isn't visible to people who shouldn't see it.
Lawful use. You use VisitPing in line with the laws that apply to your practice, including privacy laws such as HIPAA.

8. Patient information and HIPAA

VisitPing is built so that patient information stays on your server. Patient information shown on your screens comes from your own database and travels only over your network. Phone and computer notifications, if you turn them on, are encrypted and sent without patient names. VisitPing does not send patient information to us, and we don't create, receive, maintain or transmit protected health information for you. For that reason, we don't expect to act as your business associate under HIPAA.

Please don't send us patient information. When you ask for support, leave patient details out of emails, screenshots and attachments, and don't give us remote access to systems containing patient information. If a situation ever requires us to access patient information, we'll first sign a business associate agreement with you.

9. Not an emergency or medical system

VisitPing is a workflow and communication aid. It is not a medical device, a clinical decision tool, a nurse-call system, or a way to call for emergency help. Requests such as "Needs help now" depend on your network, devices, browsers, settings and power, and can be delayed or missed. Always have another way to get immediate help. In an emergency, call out, use your practice's emergency procedures, and call 911 when needed.

Timers, colors and statuses reflect what's entered in Open Dental and may be delayed or wrong if the underlying data is. Your team stays responsible for patient care and clinical decisions.

10. What you may not do

Except where the law expressly allows it, you may not:

copy, modify or create derivative works of VisitPing, except copies needed for backups;
reverse engineer, decompile or disassemble VisitPing, or try to extract its source code;
sell, rent, lease, sublicense, or provide VisitPing to others as a hosted or managed service;
remove or alter notices, branding or license checks;
use VisitPing to break the law or anyone's rights, or to build a competing product.

11. Ownership and feedback

VisitPing, its code, design and documentation, and the VisitPing name and logo belong to us or our licensors. Your data stays yours. If you send us ideas or feedback, we may use them without owing you anything. That doesn't make your practice's information ours.

12. Third-party software and services

Open Dental. VisitPing works with Open Dental but is an independent product, not affiliated with or endorsed by Open Dental Software, Inc. Your use of Open Dental is governed by your agreement with them. A change on their side could affect VisitPing, and we'll make reasonable efforts to keep up.
Open-source components. VisitPing includes open-source components, such as Node.js, under their own licenses. Those licenses govern those components, and their notices ship with the software.
Services you choose. If you connect services such as Microsoft Entra sign-in, your agreement with that provider covers them.

13. Updates and support

We may release updates that fix problems, add features or change how VisitPing works. We aim to keep core features available, though we may change or retire features over time. Support is by email at support@visitping.com. We'll respond as soon as we reasonably can, but we don't promise specific response times or uptime unless we agree to that in writing.

14. Warranty disclaimer

To the fullest extent the law allows, VisitPing and the Service are provided "as is" and "as available," without warranties of any kind, express or implied, including warranties of merchantability, fitness for a particular purpose, title and non-infringement. We don't promise that VisitPing will be uninterrupted, error-free, or compatible with every version of Open Dental, Windows, browser or device, or that notifications will always arrive.

15. Limitation of liability

To the fullest extent the law allows: (a) neither party will be liable for indirect, incidental, special, consequential or punitive damages, or for lost profits, revenue or data, even if told they were possible; and (b) our total liability for all claims relating to VisitPing or these Terms will not exceed the amount you paid us for VisitPing in the 12 months before the event that gave rise to the claim. These limits don't apply where the law doesn't allow them to.

16. Indemnity

You'll defend and indemnify us against third-party claims arising from your breach of these Terms, from how and where you place screens and devices, or from your practice's handling of patient information. We'll tell you promptly about any such claim and cooperate reasonably.

17. Ending this agreement

These Terms last while you use VisitPing. You can stop at any time by canceling and uninstalling VisitPing. We may suspend or end your license if you seriously breach these Terms and don't fix the breach within 10 days of our notice, or immediately if you misuse license keys. If we stop offering VisitPing altogether, we'll give at least 60 days' notice and refund any prepaid fees for time after it ends. When the agreement ends, your license ends and screens pause. Sections 8 through 12 and 14 through 20 survive.

18. Governing law

These Terms are governed by the laws of the State of Ohio, without regard to conflict-of-law rules. Any dispute will be heard in the state or federal courts located in Franklin County, Ohio, and both parties agree to those courts' jurisdiction. Before filing a claim, each party agrees to try to resolve the dispute informally by email for at least 30 days.

19. Changes to these terms

We may update these Terms. For changes that matter, we'll email the billing contact or post a notice at least 30 days before they take effect. The effective date at the top always shows the current version. If you keep using VisitPing after a change takes effect, the new Terms apply. If you don't agree, cancel before then.

20. General

Entire agreement. These Terms and the Privacy Policy are the whole agreement about VisitPing and replace earlier discussions. A signed written agreement between us takes priority where it conflicts.
Assignment. You may not transfer these Terms without our written consent, except to a buyer of your practice who takes it over and tells us. We may transfer them to a successor or affiliate, including a company we form to operate VisitPing.
Force majeure. Neither party is responsible for delays caused by events beyond its reasonable control.
Severability and waiver. If part of these Terms can't be enforced, the rest still applies. Not enforcing a term isn't a waiver.
Notices. We send notices to the email on your subscription. You send notices to support@visitping.com.
Export. You'll comply with US export laws when using VisitPing.

21. Contact

VisitPing, Blacklick, Ohio
Email: support@visitping.com