Terms and Conditions — Neocliniq
This English translation is provided for convenience only. In case of any discrepancy, the Romanian version prevails.
1. Who we are and what this document governs
The Neocliniq platform, available at neocliniq.com (presentation website) and app.neocliniq.com (the application itself), hereinafter referred to as “the Platform” or “the Service”, is operated by:
Microsec International SRL, a Romanian legal entity, with registered office at Str. Lungă, Nr. 53, Sibiu, Sibiu County, Romania, registered with the Trade Registry under no. J32/937/2022, CUI (company ID) 46116608, VAT registration code RO46116608, legally represented by Bogdan Banciu, hereinafter referred to as “Neocliniq”, “we” or “the Provider”.
This document (hereinafter “the Terms”) sets out the conditions under which you may access and use the Platform. By creating an account, by ticking the acceptance option at registration, or by actually using the Service, you declare that you have read, understood, and accept these Terms in full. If you accept the Terms on behalf of a legal entity (for example, a dental laboratory), you declare that you have the authority to bind that legal entity, and the term “Customer” shall refer to that entity.
The Service is addressed exclusively to professionals, within the meaning of art. 3 para. (2) of the Romanian Civil Code — dental laboratories and, as future modules are launched, other entities in the medical field. The Service is not intended for consumers — natural persons acting outside the scope of their professional activity.
2. Definitions
Throughout these Terms, the terms below have the following meanings:
- “the Platform” / “the Service” — the Neocliniq software application, provided as “software as a service” (SaaS), accessible over the internet at app.neocliniq.com, together with the presentation website neocliniq.com and any related services provided by us;
- “Customer” — the legal entity or authorized natural person (typically a dental laboratory) that has entered into a subscription contract for the use of the Service by accepting these Terms;
- “User” — any natural person who accesses the Platform through an account created within the Customer’s Workspace (for example: the laboratory administrator, technicians, administrative staff);
- “Workspace” — the dedicated, logically separated environment created in the Platform for a Customer, in which the Customer Data is stored and processed;
- “Customer Data” — all data, information, files, and content entered, uploaded, or generated in the Workspace by the Customer or its Users, including data about orders/cases, partner clinics, patients, prices, and documents;
- “Subscription” — the right to use the Service for the fixed period for which the price has been paid, in accordance with the chosen Pricing Plan;
- “Pricing Plan” — the package of features and limits (including the maximum number of technicians/Users) displayed on the website or in the application, together with the corresponding price;
- “Billing Period” — the monthly, annual or — for subscriptions taken over from prior platforms or historical plans — other agreed interval (for example, six-monthly), for which the Subscription price is charged;
- “Trial Period” — the free trial period described in art. 5.
3. Description of the Service
3.1. Neocliniq is a software platform designed for managing the activity of dental laboratories: keeping track of orders and cases, collaborating with partner clinics, managing work stages, issuing estimates (PDF), keeping records of collections and balances, reports, and other features described in the application or on the website. Additional modules (dental clinic, medical clinic, veterinary clinic) may be launched at a later date and will be governed by these Terms, with any specific conditions communicated at launch.
3.2. The Service is provided on a Subscription basis, “as is” and “as available”, within the limits described in art. 9 and 10.
3.3. We reserve the right to improve, modify, or withdraw features of the Platform, provided that such changes do not substantially diminish the essential characteristics of the contracted Service during a Billing Period that has already been paid for.
3.4. The Platform is an administrative management tool. Neocliniq does not provide medical, dental, or dental technology services and assumes no liability for the Customer’s professional acts or for the compliance of the Customer’s activity with the regulations applicable to its profession.
4. The account, the Workspace, and User roles
4.1. An account is required in order to use the Service. Authentication is performed through a specialized authentication service provider (see the Privacy Policy). You are responsible for keeping your access credentials confidential and for all actions carried out through your account.
4.2. As a rule, each Customer corresponds to a single Workspace per laboratory. Creating multiple Workspaces for the same entity, in order to circumvent the limits of the Pricing Plan or of the Trial Period, is prohibited.
4.3. The Customer, acting through the User with the administrator role, may invite other Users into the Workspace and may assign them roles with different levels of access (for example: administrator, technician). The Customer is responsible for managing roles, for the accuracy of the invited Users’ data, and for compliance with these Terms by all of its Users.
4.4. The number of technician-type Users is limited according to the chosen Pricing Plan. Exceeding the limit requires an upgrade to a higher plan.
4.5. You must provide true, accurate, and complete information at registration and keep it up to date whenever it changes. We reserve the right to suspend or close accounts created with false data or used in breach of these Terms, with prior notice where reasonably possible.
5. Free Trial Period
5.1. We offer a free trial period of 14 (fourteen) calendar days from the creation of the Workspace, during which the Service may be tested free of charge.
5.2. Upon expiry of the Trial Period, access to the Service’s features is suspended until a paid Subscription is activated. Data entered during the Trial Period remains available upon activation of the Subscription, under the conditions of art. 8.
5.3. An entity may benefit from a single Trial Period only. We reserve the right to refuse or discontinue trial periods obtained abusively (for example, through multiple accounts).
5.4. During the Trial Period, the Service is provided without any warranty, and our liability is limited to the minimum permitted by law.
6. Subscriptions, prices, and billing
6.1. Plans and prices. The Pricing Plans, the features included, the limits (including the number of technicians), and the prices are displayed on the website and/or in the application. Prices are expressed in RON. For professional Customers, the displayed prices are final and include VAT, where applicable; the VAT rate and amount are itemized on the fiscal invoice in accordance with the tax legislation in force; the applicable VAT regime (including the rate) is indicated on the payment page and on the invoice.
6.2. Payment. Payment is made online, by card, through the payment processor Stripe. Full card details are collected and processed exclusively by Stripe and never reach Neocliniq’s servers. By activating the Subscription, you authorize the recurring charging of your card at the beginning of each Billing Period.
6.3. Billing Period. The Subscription may be monthly or annual, at the Customer’s choice; subscriptions taken over from prior platforms (for example, DentOps) may keep their existing billing interval. The Subscription renews automatically at the end of each Billing Period, for an equal period, at the price in force on the renewal date, unless the Customer cancels it in accordance with art. 6.6.
6.4. Invoices. A fiscal invoice is issued for each payment and is made available to the Customer in electronic format. The Customer is responsible for the accuracy of the billing details provided.
6.5. Plan changes. The Customer may switch to a higher plan (upgrade) at any time, with the price difference calculated proportionally for the remainder of the current Billing Period, according to the payment processor’s mechanism. Switching to a lower plan (downgrade) or changing the billing interval takes effect, as a rule, from the beginning of the next Billing Period; a downgrade is conditional upon staying within the limits of the lower plan (including the number of active technicians).
6.6. Cancellation. The Customer may cancel the Subscription at any time, directly from the application (self-service). Cancellation takes effect at the end of the current Billing Period: the Service remains accessible until that date, and no further payments are charged thereafter.
6.7. Refunds. Amounts paid for Billing Periods that have already started are not refunded, in whole or in part, except where a refund is required by mandatory legal provisions or is expressly granted by Neocliniq, on a case-by-case basis.
6.8. Price changes. We may change the prices of the Pricing Plans. Changes are communicated to Customers at least 30 days in advance and apply from the next renewal of the Subscription. If you do not agree with the new price, you may cancel the Subscription before the renewal.
6.9. Non-payment. If a recurring payment fails, we will notify the Customer and may retry the charge. If the payment is not settled within a reasonable period, we may suspend access to the Workspace and, subsequently, terminate the Subscription, with the application of art. 8.4 regarding data retention and deletion.
7. Customer Data. Ownership and export
7.1. Customer Data belongs to the Customer. Neocliniq does not acquire any ownership rights over the Customer Data. The Customer grants us only the limited, non-exclusive license necessary for hosting, processing, transmitting, and displaying the Customer Data for the purpose of providing the Service, including for backups and technical support.
7.2. The Customer warrants that it holds all the rights and legal grounds necessary (including, where applicable, having adequately informed the data subjects) for the data it enters into the Platform, and that such data does not infringe the rights of third parties or the law.
7.3. Export. The Customer may export its essential data from the Platform in a structured format (CSV) throughout the term of the Subscription, through the features made available in the application.
7.4. To the extent that the Customer Data includes personal data of third parties (for example, patients of partner clinics), such data is processed by Neocliniq in its capacity as the Customer’s processor, in accordance with the Privacy Policy and the data processing agreement (DPA), which forms an integral part of these Terms (see art. 4 of the Privacy Policy).
8. Term, termination, and what happens to the data after termination
8.1. The contract is concluded upon acceptance of the Terms and remains in force for as long as the Customer has an active Subscription or an ongoing Trial Period.
8.2. The Customer may terminate the contract by cancelling the Subscription (art. 6.6) and/or by requesting the closure of the Workspace.
8.3. Neocliniq may terminate the contract, with notice, in the event of a serious or repeated breach of the Terms (including art. 9 — acceptable use), in the event of non-payment (art. 6.9), or where required by law. In serious cases (for example, unlawful use, or use that endangers the Platform or other customers), suspension may be immediate.
8.4. After termination, regardless of the reason, the Customer Data is retained for a limited grace period of 90 days, during which the Customer may request its export or the reactivation of the Subscription. Upon expiry of this period, the Customer Data is permanently deleted from the active systems and, from backups, in accordance with their normal rotation cycle, with the exception of data we are legally required to retain (for example, financial and accounting documents).
9. Acceptable use
9.1. You undertake to use the Platform only for lawful purposes and in accordance with its intended use. In particular, it is prohibited:
- a) to use the Service for activities that are illegal, fraudulent, or that infringe the rights of third parties;
- b) to upload content that is illegal or defamatory, that infringes intellectual property rights or the confidentiality of third parties, or malicious code (viruses, malware);
- c) to attempt to gain unauthorized access to the Platform, to the accounts of other users, or to related systems or networks, or to test their vulnerability without our written consent;
- d) to disrupt the operation of the Service, including through artificially generated excessive traffic, DoS attacks, or abusive automated use (scraping, bots) outside the interfaces made available;
- e) to copy, decompile, disassemble, or reverse engineer the Platform, except in the cases expressly permitted by law;
- f) to resell, rent out, sublicense, or make the Service available to third parties outside your own Workspace, without our written consent;
- g) to circumvent the technical or commercial limits of the Pricing Plan or of the Trial Period.
9.2. A breach of this article entitles us to suspend or close access to the Service, in accordance with art. 8.3, without prejudice to any other legal remedies.
10. Service availability
10.1. We make reasonable efforts to keep the Platform continuously available. However, we do not guarantee any specific availability (uptime) percentage, nor do we guarantee that the Service will operate without interruption or without errors.
10.2. We may carry out planned or emergency maintenance work, which may involve the temporary unavailability of the Service. For planned maintenance with a significant impact, we will try, to the extent possible, to give advance notice and to choose low-usage time windows.
10.3. We are not liable for unavailability caused by factors beyond our reasonable control: outages of internet or cloud infrastructure providers, cyberattacks, force majeure, or failures of the Customer’s equipment or connection.
10.4. We perform periodic backups of the data in the Platform. This does not relieve the Customer of the responsibility to periodically export its important data (art. 7.3).
11. Limitation of liability
11.1. To the maximum extent permitted by law, the total aggregate liability of Neocliniq towards the Customer, arising out of or in connection with these Terms or the use of the Service, regardless of the legal basis (contractual, tortious, or otherwise), is limited to the total amount actually paid by the Customer for the Service in the last 12 months preceding the event giving rise to the liability.
11.2. To the maximum extent permitted by law, Neocliniq is not liable for indirect or consequential damages: loss of profit, loss of revenue, loss of business opportunities, loss of data (beyond the obligations assumed under art. 8.4 and 10.4), damage to reputation, or the costs of substitute services.
11.3. Nothing in these Terms excludes or limits any liability which, under the law, cannot be excluded or limited, including liability for damage caused with intent or through gross negligence, or for harm to life, health, or bodily integrity.
11.4. The Customer remains solely responsible for its professional activity, for the decisions it makes on the basis of information in the Platform, and for its compliance with the applicable regulations (including those in the fields of healthcare and data protection, in its capacity as controller).
12. Intellectual property
12.1. The Platform, including its source code, design, interfaces, structural databases, trademarks, the name “Neocliniq”, the logos, and all related documentation, is and remains the exclusive property of Microsec International SRL or of its licensors, and is protected by copyright and intellectual property legislation.
12.2. For the duration of the Subscription, the Customer is granted a limited, non-exclusive, non-transferable, and revocable license to access and use the Platform for its own internal activity, in accordance with the chosen Pricing Plan. No other rights are transferred.
12.3. Suggestions or improvement proposals voluntarily submitted by the Customer may be used by Neocliniq without any obligation towards the Customer, without this affecting the Customer’s rights over the Customer Data (art. 7.1).
13. Changes to the Terms
13.1. We may amend these Terms to reflect the evolution of the Service, of legislation, or of our business model. The updated version will be published on the website and/or in the application.
13.2. Substantial changes will be notified to Customers through the application and/or by e-mail, at least 30 days before they take effect. Continued use of the Service after the changes take effect constitutes acceptance. If you do not agree with the changes, you may cancel the Subscription before they take effect, with effect at the end of the current Billing Period.
13.3. Non-substantial changes (for example, editorial corrections) may take effect upon publication.
14. Governing law and dispute resolution
14.1. These Terms are governed by Romanian law.
14.2. Any dispute arising out of or in connection with these Terms which cannot be settled amicably falls within the jurisdiction of the courts of the municipality of Sibiu, Romania, except where the law imperatively provides for a different jurisdiction.
14.3. Information for users who qualify as consumers (to the extent that, by way of exception, a natural person uses the Service outside the scope of their professional activity): such users may contact the National Authority for Consumer Protection (ANPC) — anpc.ro — and may use the mechanisms for alternative dispute resolution (SAL). For professional Customers, these mechanisms are, as a rule, not applicable.
15. Final provisions
15.1. If any clause of these Terms is declared null or unenforceable, the remaining clauses remain in force, and the affected clause will be replaced by a valid provision that comes as close as possible to the purpose pursued.
15.2. The failure of Neocliniq to exercise a right provided for in these Terms does not constitute a waiver of that right.
15.3. The Customer may not assign its rights and obligations under these Terms without our written consent. Neocliniq may assign the contract as part of a reorganization, merger, or sale of its business, with notice to the Customer.
15.4. These Terms, together with the Privacy Policy and the data processing agreement (DPA), constitute the entire agreement between the parties regarding the use of the Service.
16. Contact
For any questions regarding these Terms, you can contact us at:
Microsec International SRL
Str. Lungă, Nr. 53, Sibiu, Sibiu County, Romania
CUI (company ID): 46116608 (VAT: RO46116608) | Trade Registry: J32/937/2022
E-mail: contact@neocliniq.com
Last updated: August 2026