Terms & Conditions

1. Who these terms are between

"Velvet Vizion" (also "we", "us", "our") means Siddharth, an individual carrying on business as a sole proprietor under the trading name "Velvet Vizion", with a principal place of business at Chandigarh, India. "Vizion Flow" is the service we operate.

"You", "your" or the "Clinic" means the clinic, practice or business that subscribes to Vizion Flow. If you accept these terms for a clinic, you confirm you are authorised to bind it. These terms, together with our Refund Policy, Privacy Policy, Data Protection Terms, the Free Trial & Introductory Offer Terms where they apply, and the pricing published on our website, are the whole agreement between us.

2. What Vizion Flow is

Vizion Flow is a dental practice management system. It holds your clinical record — charting, periodontal charting, treatment plans, clinical notes, prescriptions, medical history, imaging, consent, the appointment book, invoicing and the operational registers around them — and it runs the patient follow-up lifecycle from your clinic's own WhatsApp Business number: instant replies, nurture, appointment reminders, recall, the chase for declined or deferred treatment, balance-due recovery, referral and review requests.

It is software for running a practice and for communicating with patients. It is not a medical device, it does not provide clinical decision support, and it does not diagnose. In particular, it does not interpret radiographs or clinical images: it captures, stores, displays, compares, measures and annotates them at your instruction, and every clinical conclusion drawn from anything it shows you remains yours.

3. Clinical responsibility stays with you

You remain responsible for the clinical care you provide, for the accuracy and completeness of what you record, and for meeting the record-keeping, consent, prescribing and professional obligations that apply to your practice and your registration. Vizion Flow provides tools — including allergy checks, red-flag banners and an append-only note history — that are designed to help, but they are aids and not a substitute for your own checks. A safeguard failing to fire does not transfer clinical responsibility to us.

4. No guarantee of results

Vizion Flow gives your clinic a better system for recording care and for following up with patients. It does not, and we do not, guarantee any particular number of enquiries, bookings, patients, revenue, recovered treatment value, or return on investment. Results depend on many things outside our control — your market, your pricing, your team, the quality of your enquiries, and the platforms we rely on. Anything we show as an illustration or example is exactly that, not a promise.

5. Setup, onboarding, migration and the website

Before the subscription runs, we complete a guided onboarding (a ~14-day target) covering migration of your existing patient and clinical records, your WhatsApp Business API and account setup, full configuration, and training for your team. The fee for that work is ₹9,990 and is payable before we begin. Work starts promptly once it is paid. Under the introductory offer described in clause 15, this fee is waived.

Your website — redesigned or built new — is charged separately at ₹14,990 and is payable at go-live, not before. The website's enquiry form is one of the sources that feeds Vizion Flow, so in practice it is required infrastructure; charging it as its own line item is what allows it to be reduced or waived on its own. If you review what we have built and decide not to go live, you do not pay the website charge.

Each additional location on Growth carries a ₹14,990 one-time onboarding add-on. Refundability of all of these is set out in our Refund Policy.

Migration depends on what your existing system or records will release. We will do everything reasonably possible to bring your data across in full, including working from exports, database dumps, spreadsheets and paper, but we cannot warrant that a third-party vendor will provide your data in a usable form or at all, and we are not liable where they do not.

6. The website we build for you

On full payment of the website charge, you own the content, copy, images and brand assets on your website, and you own or continue to own your domain name. We retain ownership of the underlying templates, components, build system and code patterns we use across clinics — you receive a licence to use the website as delivered, not ownership of the system it was built with.

While you subscribe, we host and maintain the website as part of the service. If your subscription ends, hosting ends with it: unless we agree otherwise in writing, the live site is decommissioned at the end of your final plan year. On request before then, we will provide an export of your website content and hand your domain back to you so you can host it elsewhere. We are not obliged to provide our source code, build system or templates.

7. Your website content and compliance

You are responsible for the content, offers, and claims on the website we build for you and for any material you supply or approve — including that it is accurate, lawful, and compliant with medical, dental, advertising and consumer rules that apply to your practice. We build to your instructions and are not responsible for the truth or legality of the claims you choose to make. You confirm you hold the rights to any logo, images, or text you give us to use.

8. Your account and clinic obligations

To run the service you agree to:

• Give accurate clinic, billing and contact information and keep it current.
• Provide a phone number dedicated to the WhatsApp Business API — one that is not active on the regular consumer WhatsApp app.
• Keep a valid UPI Autopay mandate in place for as long as you subscribe.
• Contact patients only lawfully, and obtain the consents required for the messages you ask us to send on your behalf (see clause 10).
• Keep your dashboard credentials secure, assign roles honestly, and be responsible for all activity under your account. Clinical records are attributed to the account that created them.
• Use the service only for your own clinic's records and patient communication, not for unrelated, resold, or third-party messaging.

9. WhatsApp and Meta platform dependency

The follow-up half of Vizion Flow runs on the WhatsApp Business Platform, operated by Meta. Two onboarding steps belong to Meta and not to us — business verification and display-name approval — and can affect timelines; our ~14-day target is a target, not a promise on Meta's behalf. Continued messaging depends on your and our compliance with Meta's WhatsApp Business policies. If Meta changes, restricts, prices, or withdraws the platform, or suspends your account for a policy breach, it may affect or interrupt messaging in ways outside our control. Your clinical records are unaffected by any of this and remain available to you. We will tell you where things stand as clearly as we can, but such third-party disruptions are not a failure by us and do not entitle you to a refund or credit.

10. Acceptable use, patient consent and sending limits

You are responsible for the content of the campaigns and messages you initiate and for having the patient consent that marketing messages require, including honouring opt-outs promptly. You agree not to use Vizion Flow to send spam, unlawful, misleading, or harassing messages, or content you are not entitled to send.

We may decline, pause, throttle, or remove messaging or content that we reasonably believe breaches this clause, Meta's policies, or applicable law — including to protect the deliverability and standing of our platform — without liability to you. We also reserve the right to pause or throttle marketing sending where usage is abnormal, appears abusive or compromised, or is running up a balance we reasonably believe will not be paid. We will act reasonably, and tell you when we do.

During a free trial, marketing sending is capped at 2,000 marketing messages for the month. We may raise that cap at our discretion on request.

11. Plans, allowances and what happens at the limits

Vizion Flow is sold as an annual plan. There is no monthly subscription. Each plan carries an annual marketing-message bundle, a monthly new-enquiry allowance, a location limit, and a dashboard history window, all published on our pricing page and forming part of these terms: Base — ₹35,000 per year, 6,000 marketing messages a year, 300 new patient enquiries / month, 1 location, last 90 days of dashboard history; Growth — ₹45,000 per year, 10,000 marketing messages a year, 600 new patient enquiries / month, Up to 3 locations, lifetime history + full export.

New patient enquiries are always captured — you never lose an enquiry because of an allowance. On Base, automation for enquiries beyond your monthly allowance pauses until you upgrade. On Growth, they do not pause: they are billed at ₹3,990 per 500 enquiries on your normal invoice.

Campaigns are unlimited on both plans; messages are counted per message, not per campaign (clause 12). The dashboard history window is a reporting window and not a retention policy: nothing is deleted because of it, and full data export covers your entire record on both plans (clause 20).

There is no monthly plan and there never will be. If you would rather spread the annual fee, you can arrange your own EMI with a healthcare lender — CarePay and Bajaj Finserv Health both do this for clinics. That is your contract with the lender, not with us: we invoice the year, you settle it however you have arranged.

12. Marketing messages, bundles and what is billed

Each plan includes an annual bundle of marketing messages, counted against your plan year. Marketing messages sent beyond that bundle are billed individually at your plan's published rate — ₹1.40 on Base and ₹1.25 on Growth — and appear on a monthly invoice in arrears. Utility, authentication and service messages, including booking confirmations, appointment reminders, no-show reschedule nudges, feedback requests and replies to a patient who messaged you first, are not counted and not charged, however many you send.

The bundle is an annual allowance rather than a balance you own. Unused messages do not roll over into the next plan year and are not refundable, exchangeable or creditable.

Whether a given message is classified as marketing, utility, authentication or service is determined by Meta under its own WhatsApp Business Platform rules, not by Velvet Vizion. Meta's delivery receipt for each message is the source of truth for what we count, and our records of those receipts are the records used to resolve any query.

Meta may also reclassify a message template after it has been approved — for example from utility to marketing — which can change whether messages sent under that template count against your bundle, and can therefore change your usage without any change on our side or yours. This is outside our control. Where we become aware of a reclassification that materially affects your costs, we will tell you as soon as we reasonably can.

Your usage and any running cost beyond the bundle are visible to you in real time in the dashboard throughout the month, before any invoice is issued.

13. Invoicing, UPI Autopay and due dates

The plan fee is charged for the year. One annual fee for the plan, paid for the year. Marketing messages beyond your included bundle — and nothing else — appear on a monthly invoice in arrears. Most clinics never see one.

Signup includes a UPI Autopay mandate, which you authorise us to use to collect amounts when they fall due. Any monthly invoice is due on the 5th of the following month at 12:00 IST. Auto-debit is attempted three times — on the 5th, 6th and 7th. A bank outage or an expired mandate does not trigger a fee on its own.

All prices are exclusive of GST. Velvet Vizion's GST registration is in process — until it is effective, invoices carry no GST; once it is, GST is added at the applicable rate. We may revise fees on reasonable prior notice; changes do not affect a plan year already invoiced. Except as the Refund Policy expressly states, all fees are non-refundable once the corresponding period or work has begun.

14. Late payment fee, suspension and restoration

If an invoice remains unpaid after the third auto-debit attempt — that is, on the 8th of the month — a one-time late payment fee is added to that invoice of ₹1,500 or 10% of the invoice, whichever is higher, capped at ₹10,000. The fee is charged once per invoice. It is not re-applied, not compounded, and does not accrue interest.

At the same time, marketing sending on your account pauses. Appointment confirmations, reminders and other utility and service messages continue to go out: a patient should never miss an appointment because of a billing dispute between us. If the invoice remains unpaid 30 days after its due date, the account becomes view-and-export only. Your clinical records stay readable and fully exportable throughout. On payment of the outstanding amount, full service is restored within minutes, with no reactivation charge.

Cancelling or revoking your UPI Autopay mandate does not cancel your subscription and does not waive amounts you already owe. Suspension for non-payment does not pause charges that have already accrued.

15. The free trial and the introductory offer

We offer a free trial of one month on the Growth plan. It requires an active UPI Autopay mandate before it starts and caps marketing sending at 2,000 marketing messages for the month. Marketing messages sent during a trial are not free: if you continue, they come out of the annual bundle you then pay for; if you do not, they are invoiced at ₹1.25 each.

Until the end of 30 September 2026, a clinic's first year is offered at ₹24,990 with Growth features and the ₹9,990 setup fee waived. The ₹14,990 website charge is not waived. Year two renews at the standard published price for the plan you are then on.

Both are governed in full by our Free Trial & Introductory Offer Terms, which are published on this site and form part of these terms for clinics they apply to. Where the two conflict, those terms prevail for the trial period and the introductory year.

16. Renewal and cancellation

A plan runs for a plan year. We will tell you the renewal price before your year ends. If you do not want to renew, tell us in writing before the renewal date and the plan simply ends: nothing further is charged, and you keep your export rights under clause 20 in full.

If you cancel part-way through a plan year, the plan fee for that year is not refundable — you have the service for the year you bought. There is no exit fee, no notice period beyond telling us, and no penalty for leaving. What is and is not refundable is set out in full in our Refund Policy.

17. Suspension and termination by us

We may suspend or end the service if invoices go unpaid after reminder, if the account is used in breach of these terms or Meta's policies, if we reasonably believe use is unlawful or harmful to our platform, or if we are required to by law or by the platform. Where practical we will give notice and a chance to fix the issue first, but we may act immediately where the risk is serious. On termination, your data is handled under clause 20 and our Data Protection Terms, and amounts already owed remain payable.

18. Suspension never stops patient-critical messages, and never locks a record

Wherever these terms allow us to pause or suspend for non-payment, abuse, or the end of a trial, that pause applies to marketing messages only. Booking confirmations, appointment reminders and reschedule nudges continue to be delivered, and your clinical records remain readable and exportable throughout. We consider both of these patient-safety commitments rather than commercial ones, and we will not use either as leverage.

19. Availability and clinical continuity

We provide the service with reasonable care and skill and aim for high availability, but no online system is available all of the time. Where you rely on Vizion Flow at the chair, you remain responsible for having a workable fallback for the occasions when the internet, your device or our service is unavailable. Where we plan maintenance likely to interrupt clinical use, we will give reasonable notice and schedule it outside normal clinic hours where we can.

20. Your data, export and what happens on exit

Full export of everything — patient records, clinical history, imaging, billing and lead history — on either plan, at any time, for no fee and with no notice period. Not a support ticket, not a retention call, not a negotiation. A button. That includes while an account is paused for non-payment, after a trial has ended, and after the account has become view-and-export only. We will not withhold data export to enforce payment or to discourage you from leaving, and we do not charge for it.

Dashboard history windows follow your plan — last 90 days of dashboard history on Base and lifetime history + full export on Growth — but this affects what the dashboard displays, not what exists or what you can export. We process patient data as your data processor. Detail on roles, security, sub-processors and deletion is in the Privacy Policy and Data Protection Terms.

21. Intellectual property

Your clinic's brand, content, patient data, clinical records and any domain you own stay yours. The Vizion Flow platform, dashboard, automation logic, message templates, designs, and the underlying website-build system stay ours or our licensors'. You receive no rights to our source code, and you may not copy, resell, reverse-engineer, or build a competing service from any part of it.

While you subscribe, you have a non-exclusive, non-transferable licence to use the platform and the website we build and host for you; clause 6 sets out what happens to the website when you leave. We may identify your clinic as a customer of Velvet Vizion in a factual way; tell us if you would prefer we did not, and we will honour that. Publication of your clinic's name, figures or results as a case study requires your written sign-off in every case.

22. Warranties and disclaimers

We provide the service with reasonable care and skill. Beyond that, and to the extent the law allows, the service is provided "as is" and "as available": we do not warrant that it will be uninterrupted, error-free, or free from delays, particularly where these arise from Meta's platform or other third parties. Nothing in these terms excludes any warranty or right that cannot lawfully be excluded.

23. Limitation of liability

To the extent permitted by law, we are not liable for indirect, incidental, special or consequential loss, or for lost profits, lost patients, lost goodwill, or lost or corrupted data, however arising. Our total aggregate liability arising out of or in connection with the service, whatever the cause, is limited to the plan fees you actually paid us in the twelve months before the event giving rise to the claim. Nothing here limits liability for fraud, for death or personal injury caused by our negligence, or for anything else that cannot be limited under applicable law.

24. Indemnity

You will defend and indemnify us against any claim, loss, fine, or cost (including reasonable legal fees) arising from the clinical care you provide, the message content or campaigns you initiate, the content or claims on your website, your breach of clause 10 (acceptable use and patient consent) or of any law, or your unlawful or unauthorised use of the service — for example, a patient complaint or regulatory action about marketing you sent without the required consent.

25. Force majeure

We are not liable for any failure or delay caused by events beyond our reasonable control — including acts of Meta or other platforms and providers, internet or telecom failures, outages, cyber-attacks, changes in law, natural events, or emergencies. Our obligations are paused for as long as such an event continues.

26. Assignment

You may not transfer your rights or obligations under these terms without our written consent. We may assign or transfer these terms and the service — for example if the business is later incorporated into a company or reorganised — on notice to you; your terms and pricing carry over unchanged.

27. Changes to the service and to these terms

We may improve or change the service, and may update these terms — for instance to reflect new features, pricing published on the pricing page, or legal requirements. We will post the updated version here with a new "last updated" date and, for material changes, tell you before they take effect. Continuing to use the service after that means you accept the change.

28. Notices

We may give you notices by email to the address on your account or through the dashboard, and these are treated as received when sent. You should send formal notices to us at legal@velvetvizion.com. It is your responsibility to keep your contact details current.

29. General

If any part of these terms is found unenforceable, the rest stays in force. Our not enforcing a term at some point does not waive our right to enforce it later. These terms, with the documents they reference, are the entire agreement between us and replace any earlier understanding — including any monthly subscription, three-tier plan structure, message pool, unbundled per-message model, annual-advantage bundle or founding-partner programme described in an earlier version of these terms, all of which are withdrawn. Clauses that by their nature should survive termination — including fees owed, IP, disclaimers, liability, and indemnity — do survive.

30. Governing law and jurisdiction

These terms are governed by the laws of India. The courts having jurisdiction over Velvet Vizion's principal place of business at the relevant time have exclusive jurisdiction over any dispute, and we will always try to resolve things directly with you first.

31. How to reach us

For notices, questions or anything about these terms, contact Siddharth (trading as Velvet Vizion) at legal@velvetvizion.com, Chandigarh, India.