Effective Date: February 2026
Lumina Dental Ltd ("Lumina", "we", "us", or "our"), a company registered in England and Wales under company number 16067035, provides cloud-based dental practice management software and related services (the "Service").
These Terms of Service ("Terms") constitute a legally binding agreement between Lumina and the entity or individual subscribing to the Service ("Customer", "you", or "your"). By accessing or using the Service, you confirm that you have read, understood, and agree to be bound by these Terms.
In these Terms, the following definitions apply unless the context requires otherwise:
Lumina provides a cloud-based software platform designed for dental practice management. The Service is provided on a software-as-a-service (SaaS) basis and includes, depending on the Customer's subscription tier:
The Service is a practice management and administrative tool. It is not a medical device, clinical decision support system, or diagnostic tool. The Service does not provide clinical advice, and no output of the Service (including any AI-generated content) should be treated as a substitute for the professional judgment of a qualified dental practitioner. All clinical decisions remain the sole responsibility of the Customer and its qualified clinicians.
The Service is hosted on Amazon Web Services (AWS) infrastructure located exclusively in the United Kingdom (AWS eu-west-2, London region). All Customer Data is processed and stored within UK jurisdiction. The Service operates across multiple availability zones for resilience. Further details of our security practices are available at luminadental.co.uk/security.
The Service is intended for use by UK dental practices, dental professionals, and their authorised staff. By registering for the Service, you represent and warrant that you are authorised to enter into this Agreement on behalf of the subscribing entity.
You agree to provide accurate, current, and complete information during registration and to update such information to keep it accurate, current, and complete. Lumina reserves the right to suspend or terminate accounts where registration information is found to be materially inaccurate.
You are responsible for maintaining the confidentiality of all account credentials associated with your subscription. Multi-factor authentication (MFA) is mandatory for all Authorised Users and must be completed during account setup. You must:
You are liable for all activities conducted through your account unless caused by a failure of Lumina's security controls.
The Service is offered across multiple subscription tiers (Starter Practice, Growing Practice, and Enterprise), each with different feature sets, usage limits, and pricing. Full details of current pricing and tier features are available on our website. The Starter Practice tier is provided free of charge, subject to the usage limits specified.
Subscription Fees are billed in advance on a monthly or annual basis, as selected by the Customer. All fees are quoted in pounds sterling (GBP) and are exclusive of VAT, which shall be added where applicable at the prevailing rate. Payment is processed via Stripe, our third-party payment processor. The Customer is responsible for maintaining valid payment information.
Subscriptions renew automatically at the end of each billing period unless the Customer cancels before the renewal date. Lumina will provide at least 30 days' written notice of any changes to Subscription Fees, with such changes taking effect at the start of the next renewal period.
Subscription Fees are non-refundable except where required by applicable law. If the Customer cancels a subscription mid-period, access to the Service will continue until the end of the current paid period.
The Customer's subscription is based on the number of Practices and the features available within the Customer's selected tier. The Customer acknowledges and agrees that:
If payment fails, Lumina will notify the Customer and provide a reasonable period (not less than 14 days) to resolve the issue. Persistent non-payment may result in suspension or termination of access to the Service in accordance with Section 14.
The parties acknowledge and agree that with respect to Personal Data contained within Customer Data (including patient records, clinical notes, and any other personal information entered into the Service by the Customer or its Authorised Users):
Lumina acts as a Data Controller in its own right only with respect to:
The processing of Personal Data under these Terms is governed by the Data Processing Agreement, which forms an integral part of these Terms. In the event of any conflict between these Terms and the DPA regarding data protection matters, the DPA shall prevail.
As Data Controller, the Customer is responsible for:
Customer Data is hosted in the United Kingdom (AWS eu-west-2, London region). Customer Data may be processed by third-party sub-processors (for example, Stripe for payment processing) and such processing may involve transfers outside the UK. Appropriate transfer safeguards apply as set out in the DPA and the Sub-processors page.
Lumina implements appropriate technical and organisational measures to protect Customer Data, including:
Full details of our security practices are set out on our Security page and in the DPA.
In the event of a Personal Data breach affecting Customer Data, Lumina will notify the Customer without undue delay upon becoming aware of the breach. Notification will include, to the extent known, the nature of the breach, the categories of data affected, and the measures taken or proposed to address the breach. The parties' respective obligations regarding breach notification are set out in detail in the DPA.
The Service includes optional AI-assisted features (such as clinical note generation, appointment suggestions, and other automated assistance). AI features are not enabled by default. The Customer must actively choose to enable AI features and may disable them at any time. Usage of AI features is subject to the limits of the Customer's subscription tier.
When AI features are used:
For full details, see our AI Usage Policy.
AI-generated outputs are provided as a convenience and assistive tool only. The Customer acknowledges and agrees that:
The Service, including all software, source code, algorithms, user interfaces, designs, documentation, trademarks, and other intellectual property embodied in or related to the Service, is and remains the exclusive property of Lumina Dental Ltd and its licensors. Nothing in these Terms transfers any ownership of Lumina's intellectual property to the Customer.
Subject to the Customer's compliance with these Terms and payment of applicable Subscription Fees, Lumina grants the Customer a non-exclusive, non-transferable, non-sublicensable, revocable licence to access and use the Service during the Subscription Term for the Customer's internal dental practice management purposes.
The Customer retains all rights, title, and interest in and to Customer Data. Lumina acquires no ownership rights in Customer Data. The Customer grants Lumina a limited licence to host, process, and transmit Customer Data solely as necessary to provide and maintain the Service in accordance with these Terms and the DPA.
If the Customer provides suggestions, feature requests, or other feedback regarding the Service ("Feedback"), Lumina may use such Feedback without restriction or obligation to the Customer. The Customer is not required to provide Feedback.
Lumina may create aggregated and anonymised datasets derived from Customer Data, provided that such data:
Lumina may use such aggregated and anonymised data for the purposes of:
For the avoidance of doubt, aggregated and anonymised data does not constitute Customer Data or Personal Data for the purposes of these Terms or the DPA. Lumina owns all rights in aggregated and anonymised datasets it creates.
Lumina will not attempt to re-identify anonymised data. Lumina will not disclose or sell Customer Data or identifiable patient information to any third party except as necessary to provide the Service or as required by law.
Lumina is designed for and targets 99.9% availability, measured on a calendar month basis. This is a design objective and operational target, not a guarantee. Lumina does not currently offer formal SLA credits for downtime. Enterprise customers may negotiate specific availability commitments under a separate agreement.
Lumina may perform scheduled maintenance on the Service. Where practicable, scheduled maintenance will be conducted outside of business hours (08:00 to 19:00 UK time, Monday to Friday). Lumina will provide reasonable advance notice of scheduled maintenance that is expected to cause service disruption. Scheduled maintenance periods are excluded from availability calculations.
The following are excluded from availability calculations:
Lumina maintains a target recovery time objective (RTO) of 4 hours for critical service components. Backups are maintained on a 35-day rolling basis with point-in-time recovery capability.
The Service includes real-time features, including the practice-wide emergency alert system, that rely on active internet connectivity, WebSocket connections, and device availability. The Customer acknowledges and agrees that:
Support is provided in accordance with the Customer's subscription tier. Support response times are targets only and are not guaranteed unless expressly agreed in writing.
| Tier | Response Target | Channels |
|---|---|---|
| Starter Practice | Within 48 hours | |
| Growing Practice | Same-day during business hours (08:00-18:00 UK time); within 24 hours outside business hours | Email, in-app |
| Enterprise | Within 4 hours (dedicated account manager) | Email, in-app, phone |
Response targets are operational objectives, not contractual guarantees, except where expressly agreed in a separate Enterprise agreement. Business hours are 08:00 to 18:00 UK time, Monday to Friday, excluding English public holidays.
The Customer shall:
Without limiting the Acceptable Use Policy, the Customer shall not:
Subject to Sections 12.3 and 12.4, Lumina's total aggregate liability to the Customer under or in connection with these Terms, whether in contract, tort (including negligence), breach of statutory duty, or otherwise, shall not exceed an amount equal to 100% of the Subscription Fees paid by the Customer to Lumina in the 12-month period immediately preceding the event giving rise to the claim.
Subject to Sections 12.3 and 12.4, Lumina shall not be liable to the Customer for any:
Nothing in these Terms excludes or limits either party's liability for:
The Customer shall be liable for all claims, losses, and damages arising from its breach of these Terms, its obligations as Data Controller, or the acts or omissions of its Authorised Users.
The Customer shall indemnify and hold harmless Lumina from and against any claims, liabilities, damages, losses, and expenses (including reasonable legal fees) to the extent arising from or related to the Customer's acts or omissions, including:
These Terms come into effect on the Effective Date and continue for the duration of the Subscription Term. The Subscription Term renews automatically in accordance with Section 4.3 unless terminated in accordance with this Section.
The Customer may terminate these Terms at any time by cancelling the subscription, with termination taking effect at the end of the current paid billing period. Lumina may terminate these Terms for convenience only by providing at least 90 days' written notice to the Customer.
Either party may terminate these Terms with immediate effect by giving written notice to the other party if:
Lumina may additionally suspend or terminate the Customer's access with immediate effect if:
Following the effective date of termination, the Customer will have a 30-day read-only access period during which the Customer may view and export Customer Data. During this period, the Customer will not be able to create, modify, or delete records.
The Customer may request a full export of Customer Data at any time during the active subscription or the 30-day post-termination access period. Exports are provided as a compressed ZIP archive via a time-limited (1-hour) secure download link. The Customer is responsible for downloading and securing exported data within the link validity period.
This timeline applies unless the Customer instructs otherwise in writing or applicable law requires retention. Following the expiry of the 30-day read-only access period:
If the Customer requires data to be retained beyond the standard deletion timeline (for example, to comply with regulatory record retention requirements), the Customer must provide written instructions to Lumina before the end of the Retention Buffer period. Extended archival may be subject to additional fees and will be governed by a separate written agreement.
The following provisions survive termination or expiry of these Terms: Sections 5 (Data Protection), 7 (Intellectual Property), 8 (Aggregated Data), 12 (Limitation of Liability), 13 (Indemnification), 15 (Effects of Termination), 16 (Confidentiality), 19 (Governing Law), and 20 (General Provisions).
Each party agrees to keep confidential all Confidential Information received from the other party and not to disclose such information to any third party except as permitted under these Terms. Each party shall use the same degree of care to protect the other party's Confidential Information as it uses to protect its own (and in any event no less than reasonable care).
The obligations of confidentiality do not apply to information that:
The Service integrates with or depends on certain third-party services. A current list of sub-processors is maintained at luminadental.co.uk/subprocessors.
The Customer acknowledges that:
Lumina may update these Terms from time to time. For material changes, Lumina will provide at least 30 days' written notice by email to the Customer's registered email address and by posting the updated Terms on this page.
If the Customer does not agree to the revised Terms, the Customer may terminate these Terms before the changes take effect by providing written notice in accordance with Section 14.2. Continued use of the Service after the effective date of the revised Terms constitutes acceptance of those changes.
These Terms and any dispute or claim arising out of or in connection with them (including non-contractual disputes or claims) shall be governed by and construed in accordance with the laws of England and Wales.
The courts of England and Wales shall have exclusive jurisdiction to settle any dispute or claim arising out of or in connection with these Terms.
Neither party shall be liable for any failure or delay in performing its obligations under these Terms to the extent that such failure or delay is caused by circumstances beyond that party's reasonable control, including (without limitation) natural disasters, acts of government, pandemic, epidemic, war, terrorism, civil unrest, power failure, internet disruption, or failure of third-party infrastructure providers. The affected party shall promptly notify the other party and use reasonable efforts to mitigate the impact. If a force majeure event continues for more than 60 consecutive days, either party may terminate these Terms by written notice.
If any provision of these Terms is found by a court of competent jurisdiction to be invalid, illegal, or unenforceable, that provision shall be deemed modified to the minimum extent necessary to make it valid, legal, and enforceable. If such modification is not possible, the provision shall be severed from these Terms without affecting the validity and enforceability of the remaining provisions.
A failure or delay by either party to exercise any right or remedy under these Terms shall not constitute a waiver of that right or remedy. A single or partial exercise of any right or remedy shall not prevent any further exercise of that or any other right or remedy.
These Terms, together with the DPA, the Acceptable Use Policy, the Privacy Policy, and any other documents expressly incorporated by reference, constitute the entire agreement between the parties with respect to the subject matter hereof and supersede all prior or contemporaneous agreements, understandings, and representations, whether written or oral.
The Customer may not assign or transfer these Terms or any rights or obligations hereunder without Lumina's prior written consent. Lumina may assign these Terms in connection with a merger, acquisition, or sale of all or substantially all of its assets, provided that the assignee agrees to be bound by these Terms.
Notices under these Terms shall be in writing and sent by email or first-class post to the addresses registered by each party. Notices sent by email are deemed received on the next business day. Notices sent by post are deemed received two business days after posting.
These Terms do not confer any rights on any person or party other than the parties to these Terms and their respective successors and permitted assigns. The Contracts (Rights of Third Parties) Act 1999 is excluded.
For questions about these Terms or the Service, please contact:
Lumina Dental Ltd
Company No. 16067035
Registered in England and Wales
Email: operations@luminadental.co.uk
Security: security@luminadental.co.uk
Data Protection: privacy@luminadental.co.uk
These Terms of Service were last updated in February 2026. Previous versions are available upon request.