Terms & Conditions

Note: The Turkish version at /kullanim-kosullari/ is the governing text for Turkish clinics; this English version is provided for convenience.

This document sets out the terms of use for the Plecio software service (“Plecio” or the “Service”) (the “Terms”).

The Service is provided by Plecio (“Provider”, “we”). The Provider is based in Nicosia (Lefkoşa), Turkish Republic of Northern Cyprus (“TRNC”). Contact: hello@plecio.com.

These Terms govern the relationship between the Provider and the dental practice or healthcare organization that registers for the Service (“Customer”, “Practice”, or “you”).

By registering for, creating an account on, or using the Service, you accept these Terms and the Privacy Policy. If you do not agree, do not use the Service.

1. Definitions

• Service / Plecio: the cloud software, accessed via plecio.com and app.plecio.com, providing appointment scheduling, patient records, clinical notes, a tooth chart, and payment/finance tracking.
• Customer / Practice (Tenant): the dental practice or healthcare organization that subscribes to the Service. The Customer is the data controller for data held in Plecio.
• User: staff members (dentist, assistant, front desk, etc.) the Customer authorizes to access the Service.
• Patient Data: any personal data and special category data (health data) about patients that the Customer enters into the Service, including identity, contact, appointment, clinical note, tooth chart, file/photo, and payment information.
• Subscription Plan: the paid plan the Customer selects (e.g. Thread, Weave).

2. Description of the Service

Plecio is administrative practice-management software for appointment scheduling, patient records, clinical notes, tooth charting, file/photo storage, and payment/balance tracking. Plecio is not a medical device, does not provide diagnosis or treatment recommendations, and does not replace clinical judgment; see Section 12.

The Service is provided “as is” and evolves over time. Feature scope may be updated starting from the MVP stage; material changes are announced with reasonable notice.

3. Account Registration and Eligibility

3.1. Only a person authorized to represent an operating healthcare organization may register for the Service. The Customer is responsible for ensuring information provided at registration is accurate and up to date.

3.2. The Customer is responsible for all User accounts created under its tenant and for all activity under those accounts. The Customer must keep login credentials confidential and must notify hello@plecio.com immediately of any suspected unauthorized access.

3.3. Individuals under 18 may not register as Users.

4. Subscription Plans, Pricing, and Billing

4.1. Current plans and pricing are published on plecio.com and stated in Euros (EUR).

4.2. Subscription fees are billed in advance on a recurring (monthly/annual) basis. Except as otherwise stated, fees are non-refundable; cancellation keeps access active through the end of the current billing period.

4.3. If payment is not made when due, the Provider may suspend access after reasonable notice.

4.4. Pricing or plan terms may change; price increases affecting an active subscription period are announced by email at least 30 days in advance.

5. Trial and Withdrawal

If a free trial is offered, its terms are stated at signup. Statutory withdrawal rights for distance contracts may be limited for personalized digital services performed immediately; where the Customer acts as a business rather than a consumer, the withdrawal rules under Turkish consumer-protection law (Law No. 6502) do not apply.

6. Customer Obligations and Representations

The Customer represents, warrants, and undertakes that it:

• is the data controller for the Patient Data entered into the Service and is responsible for complying with applicable law, including Turkey’s Law on Protection of Personal Data No. 6698 (“KVKK”);
• has obtained the necessary explicit consent from patients (or another applicable legal basis) for processing their personal data, including special category health data under KVKK Article 6, and retains records of that consent;
• has informed its patients that their data is processed using a cloud service such as Plecio;
• will use the Service only for legitimate healthcare purposes and in compliance with applicable professional regulations (e.g. Ministry of Health rules, professional chamber rules);
• will not unlawfully share third-party data through the Service.

7. Patient Data and Data Protection

7.1. For this section, the Customer is the data controller and the Provider is the data processor, processing Patient Data only on the Customer’s behalf and instructions.

7.2. The Provider processes Patient Data solely to provide, maintain, and improve the Service under the Customer’s instructions, and does not use it for its own marketing or other purposes.

7.3. Details of personal data processing are set out in the Privacy Policy. The parties may, on request, enter into a separate Data Processing Agreement containing the data-security undertakings required under KVKK.

7.4. The Provider applies reasonable technical and administrative safeguards (encryption, access control, regular backups) to protect Patient Data. No system is 100% secure; in the event of a data breach, the Provider will notify the Turkish Data Protection Authority and the affected Customer without undue delay, as required under KVKK Article 12.

8. Intellectual Property

All intellectual property rights in Plecio’s software, design, brand, and logo belong to the Provider. These Terms grant the Customer a limited, non-exclusive, non-transferable right to use the Service for its internal operations during the subscription term. Patient Data and other content the Customer uploads remain the Customer’s property.

9. Prohibited Uses

The Customer and its Users may not use the Service for: unlawful activity; attempts to compromise Service security; reverse engineering, copying, or using the Service to build a competing product without prior written permission; automated scraping; or use that places excessive load on Service infrastructure.

10. Third-Party Sub-processors

The Service relies on third-party sub-processors to deliver its functionality (e.g. file storage, email delivery, error tracking, server hosting). The current list is in the Privacy Policy. The Provider ensures sub-processors meet security standards at least equivalent to these Terms and the Privacy Policy.

11. Availability and Support

The Provider uses commercially reasonable efforts to maintain a reasonable level of availability, but interruptions may occur due to planned maintenance, third-party infrastructure outages, or force majeure. No specific service level (SLA) is guaranteed unless separately agreed in writing.

12. Not Medical Advice

Plecio is administrative, record-keeping software. No content, template, or alert (e.g. allergy flags) in the Service constitutes medical advice or replaces a clinician’s professional judgment, duty of care, or applicable regulatory obligations. Users and the Customer remain responsible for all clinical decisions.

13. Disclaimer of Warranties

The Service is provided “as is” and “as available.” To the maximum extent permitted by law, the Provider makes no warranty, express or implied, that the Service will be uninterrupted, error-free, or fit for a particular purpose.

14. Limitation of Liability

To the maximum extent permitted by law, the Provider’s total liability under these Terms is limited to the subscription fees actually paid by the Customer in the 12 months preceding the event giving rise to liability. The Provider is not liable for lost profits, data loss, or indirect, incidental, or consequential damages. This limitation does not apply to liability arising from intent or gross negligence, or liability that cannot be limited under Turkish law.

15. Indemnification

The Customer will indemnify the Provider, to a reasonable extent, against claims arising from the Customer’s own fault in processing Patient Data unlawfully, in breach of KVKK, or in violation of third-party rights.

16. Term, Suspension, and Termination

16.1. These Terms take effect when the account is created and remain in effect for as long as the subscription continues.

16.2. The Provider may suspend or terminate an account, after a reasonable cure period, for material breach of these Terms, non-payment, or unlawful use.

16.3. The Customer may terminate its account at any time through the application or by written notice to hello@plecio.com.

17. Data Access After Termination

Following termination, the Customer has 30 days to export its data. After that period, Patient Data is deleted from our systems within a reasonable time, subject to any mandatory retention periods required by law.

18. Changes

These Terms may be updated from time to time. Material changes are announced by email or in-app notice at least 15 days before taking effect. Continued use of the Service after a change constitutes acceptance of the updated Terms.

19. Force Majeure

Neither party is liable for delays caused by events beyond its reasonable control (natural disaster, war, widespread internet/infrastructure outage, government action, etc.).

20. Assignment

The Customer may not assign its rights under these Terms without the Provider’s prior written consent. The Provider may assign these Terms in connection with a merger, acquisition, or sale of business.

21. Severability and Entire Agreement

If any provision of these Terms is held invalid, the remaining provisions remain in effect. These Terms and the Privacy Policy constitute the entire agreement between the parties.

22. Governing Law and Disputes

These Terms are governed by the laws of the Turkish Republic of Northern Cyprus (TRNC). Disputes arising from these Terms are subject to the exclusive jurisdiction of the Nicosia (Lefkoşa) Courts and Enforcement Offices.

23. Contact

Questions about these Terms: hello@plecio.com