CareBot — Terms of Use

Effective Date: March 1, 2026

Last Updated: February 24, 2026

These Terms of Use ("Terms") constitute a legally binding agreement between the subscribing clinic, practice, or healthcare entity ("Client," "you," or "your") and TimeAI LLC d/b/a EnsanAI LLC, a Delaware limited liability company ("EnsanAI," "Company," "we," "us," or "our"), governing your access to and use of the CareBot platform and all related services (collectively, the "Service").

By creating an account, completing onboarding, or otherwise accessing the Service, you acknowledge that you have read, understood, and agree to be bound by these Terms. If you are accepting these Terms on behalf of an organization, you represent and warrant that you have the authority to bind that organization.

1. Definitions

"Authorized Users" means individuals within your organization who are granted access to the Service under your account, including but not limited to administrators, doctors, nurses, and receptionists.

"Calories" means the proprietary usage unit used by EnsanAI to measure and bill Service consumption, as further described in Section 6.

"CareBot" means the AI-powered receptionist and patient communication platform provided by EnsanAI, including all agents, tools, integrations, and dashboards.

"Client Dashboard" means the web-based interface through which you manage your account, monitor usage, view invoices, and configure the Service.

"Patient Data" means any data relating to your patients that is collected, processed, or stored through the Service, including personal information, appointment records, medical inquiries, and communication logs.

"Supported Channels" means the communication platforms through which the Service operates, currently including WhatsApp and web-based chat interfaces.

2. Service Description

2.1 Overview

CareBot is an all-in-one AI employee for dental and healthcare clinics. The Service operates as an integrated, multi-agent system that works across clinic departments — reception, clinical support, sales and marketing, operations, and patient support — delivering the capabilities of a complete team through a single platform. The Service handles patient-facing and internal interactions on your behalf across Supported Channels.

2.2 Core Capabilities

The Service operates as an integrated AI employee across multiple clinic functions. Capabilities are organized by role and are subject to your subscription plan. Features marked as "coming soon" are under active development and will be made available as they reach production readiness; their inclusion here does not constitute a commitment to delivery by a specific date.

#### A. AI Receptionist

• Answering patient inquiries across Supported Channels.
• Scheduling, rescheduling, and canceling appointments based on your clinic's calendar and provider availability.
• Patient registration and onboarding, including collection of personal details, medical history, and emergency contacts.
• Sending appointment reminders and confirmations.
• Collecting pre-consultation data through structured intake interviews, generating organized summaries for clinical staff.
• Identifying and triaging emergencies, with escalation to designated clinic personnel or emergency services guidance.
• No-show tracking. (coming soon)
• Waitlist management and automated filling of empty appointment slots. (coming soon)
• Smart schedule optimization. (coming soon)
• Telemedicine coordination. (coming soon)

#### B. Doctor's Assistant

• Recording clinical sessions and generating session notes.
• Updating patient profiles based on visit outcomes. (coming soon)
• Recommending diagnosis and prescription options for clinician review. (coming soon)
• Automating post-visit patient support and follow-up. (coming soon)
• Ensuring protocol compliance. (coming soon)
• Analyzing provider performance. (coming soon)

#### C. Sales and Marketing

• Analyzing patient profiles to identify upselling and cross-selling opportunities, delivered as personalized recommendations.
• Segmenting patients into actionable groups (new inquiries, missed appointments, discontinued care, loyal patients).
• Re-engaging disengaged or lapsed patients through tailored outreach.
• Transforming patient feedback, reviews, and testimonials into marketing assets.
• Generating social media content, posts, and captions from the chat interface.

#### D. Operations Manager

• Generating real-time financial, operational, and performance reports across branches, doctors, and patient flow.
• Flagging operational bottlenecks in real time.
• Automating claims processing, eligibility checks, and payment posting. (coming soon)
• Routing tasks to appropriate staff.
• Streamlining internal communication through the interconnecting dashboard.
• Serving as a living library for clinic protocols, onboarding materials, and training resources.

#### E. Patient Support

• Collecting and organizing patient feedback.
• Real-time patient insights and sentiment analysis. (coming soon)
• Automated follow-up reminders. (coming soon)
• Predicting patient churn and recommending retention strategies. (coming soon)
• Re-engaging lapsed patients. (coming soon)
• Providing empathetic patient communication and emotional support. (coming soon)

#### F. General Capabilities

• Multi-Language Support: Patient and staff communication in Arabic (including regional dialects) and English, with automatic language detection and response.
• Patient Memory and Personalization: Context-aware interactions informed by prior patient communications and preferences, enabling personalized engagement within the boundaries you configure.
• Multi-Channel Operation: Consistent service delivery across all Supported Channels.

2.3 Client Dashboard

You will have access to a Client Dashboard providing:

• Real-time and historical usage analytics, including calorie consumption and spend tracking.
• Invoice and payment management.
• User management with role-based access controls (Administrator, Doctor, Nurse, Receptionist).
• Service configuration and customization options.
• Balance monitoring, runway estimation, and top-up controls.

2.4 Limitations

The Service is not a substitute for licensed medical professionals. Where the Service provides clinical decision-support outputs — including session notes, diagnostic suggestions, or prescription recommendations — these are intended solely as aids and must be reviewed, validated, and approved by your licensed clinical staff before any action is taken. All medical decisions remain the sole responsibility of your licensed healthcare providers. The Service routes medical inquiries but does not independently resolve them.

Features designated as "coming soon" are provided on an as-available basis. EnsanAI reserves the right to modify the scope, timeline, or availability of upcoming features without prior notice.

3. Account Registration and Access

3.1 Eligibility

The Service is available to legally organized healthcare clinics and practices operating in jurisdictions where EnsanAI offers the Service. You represent and warrant that you hold all licenses and permits required to operate your healthcare practice.

3.2 Account Creation

During onboarding, you must provide accurate and complete information about your clinic, including legal entity name, contact details, operating jurisdiction, and billing information. You agree to keep this information current.

3.3 Authorized Users and Roles

You are responsible for managing Authorized Users within your account. The Service supports the following role-based access levels:

• Administrator: Full access to clinic-wide data, user management, billing, and Service configuration.
• Doctor: Access limited to their own schedule and patient interactions.
• Nurse: Access limited to assigned doctor's schedule and related patient interactions.
• Receptionist: Access to all doctors' schedules within the clinic for coordination purposes.

You are responsible for ensuring that each Authorized User is assigned an appropriate role and that access credentials are not shared. You are liable for all activity conducted through your account and by your Authorized Users.

3.4 Security

You must maintain the confidentiality of all account credentials. You agree to notify EnsanAI immediately upon becoming aware of any unauthorized access to or use of your account. EnsanAI is not liable for losses arising from unauthorized use of your account where you have failed to maintain credential security.

4. Acceptable Use

4.1 Permitted Use

You may use the Service solely for managing clinic operations, patient communication, clinical support, marketing, and administrative functions within your healthcare practice, in accordance with these Terms and applicable law.

4.2 Prohibited Conduct

You agree not to:

• Use the Service to provide medical diagnoses, prescriptions, or clinical treatment recommendations to patients without review and approval by a licensed healthcare professional.
• Rely on the Service's clinical decision-support outputs (including diagnostic suggestions, prescription recommendations, or session notes) as a sole basis for patient care without independent clinical judgment.
• Transmit content that is unlawful, defamatory, harmful, or violates any third party's rights.
• Attempt to reverse-engineer, decompile, or extract source code from any component of the Service.
• Interfere with or disrupt the integrity or performance of the Service or its infrastructure.
• Use the Service to send unsolicited communications (spam) to individuals who have not consented to receive messages from your clinic.
• Share, resell, or sublicense access to the Service to any third party without prior written consent from EnsanAI.
• Introduce malicious code, scripts, or automated processes designed to damage or exploit the Service.
• Use the Service in any manner that violates applicable healthcare regulations, data protection laws, or patient privacy requirements.

4.3 Enforcement

EnsanAI reserves the right to suspend or terminate your access to the Service if we reasonably determine that you have violated this Section 4, with or without prior notice depending on the severity of the violation.

5. Data Handling and Privacy

5.1 Patient Data Ownership

You retain ownership of all Patient Data. EnsanAI processes Patient Data solely on your behalf and in accordance with your instructions as necessary to provide the Service.

5.2 Data Processing

EnsanAI processes Patient Data for the following purposes:

• Delivering the Service's core capabilities as described in Section 2.
• Maintaining conversation context and patient memory to enable personalized interactions.
• Generating usage analytics and billing records.
• Improving Service reliability and performance through aggregated, de-identified analytics.

EnsanAI will not sell, rent, or share Patient Data with third parties for their own commercial purposes.

5.3 Multi-Tenant Isolation

The Service employs multi-tenant architecture with strict data isolation between clinics. Your Patient Data is logically segregated from that of other clients. No other client or their Authorized Users can access your data.

5.4 Compliance

EnsanAI designs and operates the Service in accordance with the following frameworks:

• HIPAA (Health Insurance Portability and Accountability Act): The Service is designed to support HIPAA compliance. If applicable to your practice, a separate Business Associate Agreement ("BAA") will be executed between you and EnsanAI.
• Egypt Personal Data Protection Law No. 151 of 2020: EnsanAI complies with applicable provisions regarding data collection, consent, storage, and cross-border transfer.
• Regional Data Protection Laws: For clients operating in the UAE, Saudi Arabia, or other MENA jurisdictions, EnsanAI will comply with applicable local data protection requirements.

5.5 Your Obligations

You are responsible for:

• Obtaining all necessary consents from patients for the collection and processing of their data through the Service, including disclosure that they are communicating with an AI system.
• Ensuring that your use of the Service complies with all applicable healthcare and data protection laws in your jurisdiction.
• Configuring the Service's data retention and memory settings in accordance with your compliance requirements.

5.6 Data Retention and Deletion

Patient Data is retained for the duration of your subscription and for a period of thirty (30) days following termination, during which you may export your data. After this period, EnsanAI will delete Patient Data in accordance with its data retention policy, except where longer retention is required by law. You may request deletion of specific Patient Data at any time through the Client Dashboard or by contacting support.

5.7 Sub-Processors

EnsanAI may engage third-party sub-processors to support the delivery of the Service (including cloud infrastructure providers and AI model providers). A current list of sub-processors is available upon request. EnsanAI will notify you of material changes to its sub-processor list and ensure that all sub-processors are bound by data protection obligations no less protective than those in these Terms.

6. Billing and Payment

6.1 Calorie-Based Usage Model

The Service is metered using "Calories," an internal unit that represents the computational resources consumed by your use of the Service. Calories are calculated based on factors including, but not limited to, the number and complexity of AI interactions, tokens processed, tools invoked, and communication channels used.

Your calorie consumption is visible in real time through the Client Dashboard.

6.2 Credit System

Access to the Service requires a positive calorie balance. Calories are added to your account through:

• Paid Top-Ups: Purchased via Stripe through the Client Dashboard. The number of calories issued per payment is determined by the applicable rate for your plan at the time of purchase.
• Trial Grants: Complimentary calories provided to new clients during an initial trial period, subject to expiration as specified at the time of grant.
• Promotional Grants: Calories issued as part of marketing promotions or partnership programs, subject to specific terms communicated at the time of issuance.
• Support Credits: Calories issued by EnsanAI as resolution for billing disputes or service incidents.

Calories are consumed on a first-expiring-first-out basis. Trial and promotional calories expire according to their grant terms. Paid calories do not expire while your account remains active.

6.3 Pricing

Calorie pricing and conversion rates are determined by your subscription plan and may vary based on volume. Current pricing is available on the Client Dashboard and is subject to change with thirty (30) days' prior written notice. Price changes do not affect calories already purchased.

6.4 Payment Processing

All payments are processed through Stripe. By providing payment information, you authorize EnsanAI and its payment processor to charge the applicable amounts. You are responsible for maintaining valid and current payment methods on file.

6.5 Auto-Top-Up

You may enable automatic top-up through the Client Dashboard. When enabled, your designated payment method will be charged automatically when your calorie balance falls below a threshold you configure. You may disable auto-top-up at any time.

6.6 Invoices

Invoices are generated on a monthly basis and are accessible through the Client Dashboard and via email. Each invoice includes a detailed breakdown of calorie consumption by feature, channel, and Authorized User (where applicable).

6.7 Disputes

If you believe any charge is incorrect, you must notify EnsanAI in writing within thirty (30) days of the invoice date. EnsanAI will investigate and, if an error is confirmed, issue a correction credit to your calorie balance. Failure to dispute a charge within this period constitutes acceptance.

6.8 Suspension for Non-Payment

If your calorie balance reaches zero and no valid payment method is on file, the Service will be suspended. During suspension, the Service will not process patient interactions. EnsanAI will provide reasonable notice before suspension, including via email and dashboard notifications. Service will resume upon replenishment of your calorie balance.

7. Service Level Agreement

7.1 Uptime Commitment

EnsanAI commits to maintaining 99.9% monthly uptime for the Service, measured as the percentage of minutes in a calendar month during which the Service is available and operational ("Uptime Percentage").

7.2 Exclusions

The following are excluded from uptime calculations:

• Scheduled maintenance windows, which will be communicated at least forty-eight (48) hours in advance.
• Force majeure events as described in Section 13.
• Downtime caused by factors outside EnsanAI's reasonable control, including third-party service outages (e.g., WhatsApp platform disruptions), internet connectivity issues, or Client-side configuration errors.
• Downtime resulting from Client's violation of these Terms.

7.3 Service Credits

If the Uptime Percentage falls below 99.9% in any calendar month, you are eligible for service credits as follows:

Service credits are applied as calorie grants to your account and must be requested within thirty (30) days of the affected month. Service credits are your sole and exclusive remedy for downtime.

7.4 Support

EnsanAI provides technical support via email and in-app channels during business hours (Sunday–Thursday, 9:00 AM – 6:00 PM Cairo Time). Critical issues affecting patient safety or complete service outage will be addressed on a priority basis regardless of business hours.

8. Intellectual Property

8.1 EnsanAI's Rights

The Service, including all software, algorithms, models, interfaces, documentation, and trademarks, is and remains the exclusive property of EnsanAI. These Terms grant you a limited, non-exclusive, non-transferable, revocable license to use the Service during the term of your subscription, solely for the purposes described herein.

8.2 Your Content

You retain all rights to your data, including Patient Data, clinic configurations, and any content you input into the Service. You grant EnsanAI a limited license to process this content solely as necessary to provide and improve the Service.

8.3 Feedback

If you provide suggestions, feature requests, or other feedback regarding the Service, EnsanAI may use such feedback without restriction or obligation to you.

9. Disclaimers

9.1 No Medical Advice

THE SERVICE IS A COMMUNICATION, ADMINISTRATIVE, AND CLINICAL SUPPORT TOOL. WHERE THE SERVICE GENERATES DIAGNOSTIC SUGGESTIONS, PRESCRIPTION RECOMMENDATIONS, OR CLINICAL NOTES (INCLUDING THROUGH THE DOCTOR'S ASSISTANT CAPABILITIES), THESE OUTPUTS ARE PROVIDED SOLELY AS DECISION-SUPPORT AIDS AND DO NOT CONSTITUTE INDEPENDENT MEDICAL ADVICE, DIAGNOSIS, OR TREATMENT. ALL CLINICAL DECISIONS, INCLUDING THE ACCEPTANCE OR REJECTION OF ANY AI-GENERATED SUGGESTION, ARE THE SOLE RESPONSIBILITY OF YOUR LICENSED HEALTHCARE PROFESSIONALS. ENSANAI DISCLAIMS ALL LIABILITY ARISING FROM CLINICAL DECISIONS MADE BASED ON INFORMATION PROCESSED OR SUGGESTED BY THE SERVICE.

9.2 AI Limitations

The Service uses artificial intelligence, which may occasionally produce inaccurate, incomplete, or unexpected outputs. You are responsible for reviewing and supervising the Service's interactions with your patients. EnsanAI does not guarantee that AI-generated responses will be error-free in all circumstances.

9.3 As-Is Warranty

EXCEPT AS EXPRESSLY PROVIDED IN THESE TERMS, THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE." ENSANAI DISCLAIMS ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT. ENSANAI DOES NOT WARRANT THAT THE SERVICE WILL BE UNINTERRUPTED, ERROR-FREE, OR COMPLETELY SECURE.

10. Limitation of Liability

10.1 Cap on Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, ENSANAI'S TOTAL AGGREGATE LIABILITY UNDER THESE TERMS SHALL NOT EXCEED THE AMOUNTS PAID BY YOU TO ENSANAI DURING THE TWELVE (12) MONTHS PRECEDING THE CLAIM.

10.2 Exclusion of Consequential Damages

IN NO EVENT SHALL ENSANAI BE LIABLE FOR INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING LOSS OF PROFITS, REVENUE, DATA, PATIENTS, OR BUSINESS OPPORTUNITIES, REGARDLESS OF THE CAUSE OF ACTION OR THEORY OF LIABILITY, EVEN IF ENSANAI HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

10.3 Exceptions

Nothing in this Section 10 limits liability for: (a) death or personal injury caused by negligence; (b) fraud or fraudulent misrepresentation; (c) any liability that cannot be excluded or limited by applicable law.

11. Indemnification

You agree to indemnify, defend, and hold harmless EnsanAI, its officers, directors, employees, and agents from and against any claims, liabilities, damages, losses, and expenses (including reasonable legal fees) arising out of or related to:

• Your use of the Service in violation of these Terms.
• Your failure to obtain required patient consents.
• Any claim by a patient or third party arising from your clinical decisions or operations.
• Your violation of applicable laws or regulations.

12. Term and Termination

12.1 Term

These Terms are effective upon your acceptance and remain in effect for the duration of your subscription. Subscriptions renew automatically in accordance with your plan terms unless canceled prior to renewal.

12.2 Termination by You

You may terminate your subscription at any time by providing thirty (30) days' written notice through the Client Dashboard or via email to support@ensanai.com. Upon termination, your access to the Service will cease at the end of the current billing period. Unused paid calories are non-refundable, except where required by applicable law.

12.3 Termination by EnsanAI

EnsanAI may terminate or suspend your access:

• For cause: Immediately, upon material breach of these Terms, including non-payment, prohibited conduct, or violation of applicable law.
• For convenience: With sixty (60) days' prior written notice, in which case EnsanAI will refund any unused paid calories on a pro-rata basis.

12.4 Effect of Termination

Upon termination:

• All licenses granted under these Terms immediately cease.
• You must discontinue all use of the Service.
• You will have thirty (30) days to export your data. After this period, EnsanAI will delete your data in accordance with Section 5.6.
• Sections 5.1, 8, 9, 10, 11, and 14 survive termination.

13. Force Majeure

Neither party shall be liable for any failure or delay in performing its obligations under these Terms where such failure or delay results from circumstances beyond the affected party's reasonable control, including natural disasters, war, terrorism, pandemic, government actions, power or internet outages, or third-party platform failures. The affected party shall notify the other party promptly and make reasonable efforts to mitigate the impact.

14. General Provisions

14.1 Governing Law

These Terms shall be governed by and construed in accordance with the laws of the State of Delaware, United States, without regard to conflict of law principles.

14.2 Dispute Resolution

Any dispute arising under these Terms shall first be subject to good-faith negotiation for a period of thirty (30) days. If the dispute is not resolved, it shall be submitted to binding arbitration administered by the American Arbitration Association (AAA) under its Commercial Arbitration Rules. The arbitration shall take place in Wilmington, Delaware, and the language of arbitration shall be English. Judgment on the arbitration award may be entered in any court of competent jurisdiction.

14.3 Amendments

EnsanAI may modify these Terms at any time by posting an updated version on the Client Dashboard and providing at least thirty (30) days' notice via email. Continued use of the Service after the effective date of changes constitutes acceptance. If you do not agree to the amended Terms, you may terminate your subscription in accordance with Section 12.2.

14.4 Assignment

You may not assign or transfer these Terms or your rights hereunder without EnsanAI's prior written consent. EnsanAI may assign these Terms in connection with a merger, acquisition, or sale of substantially all of its assets.

14.5 Severability

If any provision of these Terms is held to be invalid or unenforceable, the remaining provisions shall continue in full force and effect.

14.6 Entire Agreement

These Terms, together with any executed BAA and your subscription plan details, constitute the entire agreement between you and EnsanAI with respect to the Service and supersede all prior agreements and understandings.

14.7 Waiver

Failure by either party to enforce any right or provision of these Terms shall not constitute a waiver of such right or provision.

14.8 Notices

All notices under these Terms shall be in writing and delivered via email. Notices to EnsanAI shall be sent to legal@ensanai.com. Notices to you shall be sent to the email address associated with your account.

15. Contact

For questions regarding these Terms, please contact:

TimeAI LLC d/b/a EnsanAI LLC

Email: legal@ensanai.com

Support: support@ensanai.com

By proceeding with onboarding, you confirm that you have read, understood, and agree to these Terms of Use.