Terms & Conditions

MVD X-Ray Technologies Inc.

Welcome to MVD. These Terms of Service ("Terms") are an agreement between you and MVD X-Ray Technologies Inc. ("MVD," "we," "us," or "our") and govern your use of our website at mvdxraytech.com, the Phantom Cloud software at cloud.mvdxraytech.com and admin.mvdxraytech.com, and the Phantom XY System hardware (together, the "Services").

By creating an account, subscribing, or using the Services, you agree to these Terms. If you are subscribing on behalf of a dental practice, Dental Service Organization ("DSO"), or other organization, you confirm you have the authority to bind that organization, and "you" means that organization. If you do not agree to these Terms, please do not use the Services.

1. Who Can Use the Services

The Services are professional tools for dental clinics, oral and maxillofacial surgery practices, DSOs, and other qualified dental and healthcare organizations. They are not consumer products and are not intended for personal or household use. You must be the age of majority in your province or territory and legally able to enter into contracts.

2. Your Subscription

2.1 What you get. Your subscription includes, for each subscribed dental office: use of the Phantom XY hardware (one Universal Puck, one intraoral sensor holder, one panoramic sensor holder, and a NANUK carrying case), access to the Phantom Cloud software, online 24/7 technical support, and the hardware warranty described in Section 5.

2.2 Price and billing. The Phantom XY System subscription is CAD $99.99 per month, per dental office, billed annually in advance (CAD $1,199.88 per year, per office), plus applicable taxes. For DSOs, each office is billed separately. Payments are processed by our payment processor, Stripe. You authorize us to charge your payment method at the start of each annual term, and you are responsible for keeping your payment information up to date.

2.3 Price changes. We may change subscription pricing from time to time. A price change does not affect your current annual term; the new price applies automatically from your next renewal onward.

2.4 Automatic renewal. Your subscription renews automatically for a new twelve (12) month term at the then-current price, including any price change described in Section 2.3. We do not send renewal reminder emails. To stop your subscription from renewing, you must notify us that you wish to cancel at least thirty (30) days before your current term expires (see Section 12). If we do not receive your cancellation notice at least 30 days before your term expires, your subscription automatically renews for another 12-month term.

3. Refunds and Cancellation

3.1 15-day refund window. You may cancel and receive a full refund of any subscription payment within fifteen (15) days of that payment - this applies to your first payment and to each annual renewal payment. To receive the refund, any Phantom XY hardware shipped to you must be returned in good condition (we will provide return instructions when you request the refund).

3.2 After 15 days. After the 15-day window, subscription payments are non-refundable, except where a refund is required by applicable law. To cancel after the 15-day window, you must give us at least 30 days notice before your current term expires (see Section 2.4). Your cancellation then takes effect at the end of your current annual term: you keep full access to the Services until the term ends, and you will not be billed again.

3.3 How to request a refund or cancel. Contact us at info@mvdxraytech.com or 1-855-MVD-XRAY (1-855-683-9729).

4. Phantom XY Hardware

4.1 The hardware stays ours. The Phantom XY hardware is provided to you for use during your active subscription. It remains the property of MVD and is not sold to you. When your subscription ends, you agree to return the hardware in reasonable condition (normal wear is fine) within thirty (30) days using the return instructions we provide, or pay the then-current replacement cost.

4.2 Proper use. Use the hardware only as described in the Full User Guide (cloud.mvdxraytech.com/app/guide) and our Learning Center materials, only with compatible dental X-ray equipment. Do not modify, disassemble, or misuse it.

4.3 Replacements. Additional or replacement Universal Pucks and sensor holders are available for CAD $75.00 each, plus taxes and shipping where applicable.

5. Hardware Warranty

The Phantom XY System hardware is covered by a three (3) year limited warranty against defects in materials and workmanship under normal use, starting on the date of delivery. If covered hardware is defective, we will repair or replace it at no charge. This warranty does not cover damage caused by misuse, accident, unauthorized modification, or normal wear and tear. To make a warranty claim, contact us using the details in Section 12. This warranty gives you specific rights, and you may have other rights under applicable law that this warranty does not limit.

6. Your License to Use Phantom Cloud

While your subscription is active, we grant you a limited, non-exclusive, non-transferable license to use Phantom Cloud for your organization's internal quality assurance and compliance purposes at your subscribed office locations. You may not:

  • copy, modify, or create derivative works of the software;
  • reverse engineer or attempt to extract the source code or the Phantom Analyzer algorithms, except where the law says we cannot prohibit this;
  • resell, rent, or provide the Services to third parties;
  • share login credentials outside your organization or circumvent access controls;
  • use the Services to build a competing product.

7. Keeping Records Honest

The Services exist to protect patients and support regulatory compliance, so record integrity is non-negotiable. You agree that you will not, and will not allow anyone else to:

  • disable, bypass, falsify, back-date, edit, or delete QA test results, failure alerts, Digital X-Ray Logbook entries, audit trails, or any other compliance record;
  • upload false, misleading, or fabricated test images or data;
  • use the Services in violation of any law or professional regulatory requirement;
  • interfere with or disrupt the Services, probe for vulnerabilities without our written permission, or introduce malicious code;
  • scrape or bulk-extract data from the Services other than through features we provide (such as PDF export).

Breaking this section is a material breach of these Terms, and we may suspend or terminate your access immediately.

8. Your Data

8.1 It's yours. You own the test images you upload and the QA records (results, Q-Scores, logbook entries, and reports) generated for your offices. You give us permission to host, process, and analyze this data in order to provide the Services to you.

8.2 Anonymized data. We may use data from which your clinic's identity has been removed, combined with data from other customers, to maintain and improve our products - for example, to make the Phantom Analyzer more accurate. This anonymized data does not identify you, your clinic, your staff, or your patients.

8.3 Storage and export. Test results, images, and Digital X-Ray Logbook entries are stored securely for ten (10) years while your subscription is active and can be exported as PDF reports at any time.

8.4 When you cancel. When your subscription ends, your access to the Services ends at the same time. If you cancel, you must download any data you want to keep before your subscription ends. Once your subscription ends, your account and its data may be permanently deleted, except where we are required by law to retain certain records. You are responsible for exporting any records your practice is required to keep, so we recommend downloading your QA records before your subscription ends.

8.5 Patient information. The Services are designed for equipment quality assurance, not patient diagnosis. Do not upload patient diagnostic images or patient personal health information, except for the operator details the Digital X-Ray Logbook is designed to record. Our handling of personal information is described in our Privacy Policy (mvdxraytech.com/privacy) and Cookies Policy (mvdxraytech.com/cookies), which form part of these Terms.

9. Communications

If you join our mailing list, we may send you news and updates about the Phantom XY System and Phantom Cloud. You can unsubscribe at any time using the link in any marketing email. Even if you unsubscribe from marketing, we will still send you service communications - such as billing notices and any failed-test alerts you have configured - because these are part of operating your account.

10. Not Medical or Legal Advice

The Services provide objective equipment performance testing, scoring, and documentation. They do not provide medical, dental, or clinical diagnostic advice, and no output of the Services - including Q-Scores, pass/fail determinations, or AI-driven insights - replaces the professional judgment of a qualified dental professional or licensed service technician.

The Services are designed to help clinics work toward the quality assurance expectations of frameworks such as Health Canada Safety Code 30 and RCDSO guidance, but we do not guarantee that using the Services will make your practice compliant with any law, code, or regulatory requirement. Your compliance obligations remain your own - consult your regulator or compliance lead about your specific requirements.

11. Our Intellectual Property

The Services - including the Phantom XY hardware design, Phantom Cloud software, the Phantom Analyzer, the Q-Score methodology, our documentation, training materials, and trademarks - belong to MVD or our licensors. Phantom XY and Phantom Cloud are patent-pending technologies. Other than the license in Section 6, these Terms do not give you any rights in our intellectual property. If you send us feedback or suggestions, we may use them without restriction or payment.

12. Support and How to Reach Us

Online 24/7 technical support is included with your subscription. You can also reach us at:

  • Phone: 1-855-MVD-XRAY (1-855-683-9729)
  • Email: info@mvdxraytech.com
  • Full User Guide: cloud.mvdxraytech.com/app/guide

13. Suspension and Termination

We may suspend or terminate your access to the Services if you materially breach these Terms (including Section 7), if your account payment is overdue, or where required by law. Where practical, we will give you notice and a chance to fix the problem first. When your subscription ends for any reason: your license to Phantom Cloud ends, the hardware must be returned as described in Section 4.1, and your data is handled as described in Section 8.4. Sections 8, 10, 11, and 14 through 17 survive termination.

14. Disclaimer of Warranties

EXCEPT FOR THE EXPRESS HARDWARE WARRANTY IN SECTION 5, THE SERVICES ARE PROVIDED "AS IS" AND "AS AVAILABLE." TO THE MAXIMUM EXTENT PERMITTED BY LAW, MVD DISCLAIMS ALL OTHER WARRANTIES AND CONDITIONS, EXPRESS OR IMPLIED, INCLUDING IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT. WE DO NOT WARRANT THAT THE SERVICES WILL BE UNINTERRUPTED OR ERROR-FREE, OR THAT EVERY EQUIPMENT FAULT WILL BE DETECTED. NOTHING IN THESE TERMS EXCLUDES WARRANTIES OR CONDITIONS THAT CANNOT BE EXCLUDED UNDER APPLICABLE LAW.

15. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW: (A) MVD WILL NOT BE LIABLE FOR INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, OR FOR LOSS OF PROFITS, REVENUE, DATA, OR GOODWILL; AND (B) MVD'S TOTAL LIABILITY ARISING OUT OF OR RELATING TO THE SERVICES WILL NOT EXCEED THE AMOUNTS YOU PAID TO MVD FOR THE SERVICES IN THE TWELVE (12) MONTHS BEFORE THE EVENT GIVING RISE TO THE CLAIM. THESE LIMITS DO NOT APPLY TO LIABILITY THAT CANNOT BE LIMITED UNDER APPLICABLE LAW.

16. Indemnification

You will indemnify and hold MVD harmless from claims, damages, and expenses (including reasonable legal fees) arising from your breach of these Terms, your violation of law or professional regulations, or your misuse of the Services - including any tampering with or falsification of QA records.

17. Governing Law

These Terms are governed by the laws of the Province of Ontario and the federal laws of Canada that apply in Ontario. Any dispute relating to these Terms or the Services will be resolved in the courts of Ontario, and both parties agree to their exclusive jurisdiction.

18. Changes to These Terms

We may change these Terms at any time, and any change takes effect immediately. We are not required to notify you of changes, so please review these Terms periodically. If you do not agree with a change, you do not have to renew your subscription at the end of your term.

19. General

These Terms, together with the Privacy Policy and Cookies Policy, are the entire agreement between you and MVD about the Services. If any part of these Terms is found unenforceable, the rest stays in effect. If we don't enforce a provision right away, we are not waiving it. You may not transfer these Terms to anyone else without our written consent; we may transfer them in connection with a merger, acquisition, or sale of assets. Neither party is responsible for delays caused by events beyond its reasonable control.

MVD X-Ray Technologies Inc. · 63 Forsyth Crescent, Georgetown, ON L7G 6G2 · mvdxraytech.com · 1-855-MVD-XRAY (1-855-683-9729) · info@mvdxraytech.com

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