Legal
Legal
The documents that govern using Vault Data Servers — managed IT, hosting, telecom and TMJ Journey. Published in full, not summarised.
Published
Read these before you sign anything
Both took effect 18 July 2026 and both cover every Vault service, including TMJ Journey. The links below jump straight to the section.
Terms of Service
What you are buying, what you may do with it, how billing and termination work, and who owns what. Seventeen sections.
- Protected health information
- Your content — you keep it
- Fees and payment
- Term and termination
- Intellectual property
Privacy Policy
What we collect, why, how long we keep it, and what you can ask us to do with it. Fourteen sections, including how health information is handled.
- Health information (HIPAA)
- When we share information
- Data retention
- Your choices and rights
- Security
Text messaging
Both documents carry a messaging section, because carriers require the terms to be published before a number can send. What we send, how often, and how to stop.
Reply STOP to any message to opt out, HELP for help. Message and data rates may apply.
Signed When You Join
Agreements executed per customer
These are countersigned for your practice specifically, so there is no generic copy to download. You see each one before you sign it, and you keep an executed copy. Ask and we will send the current form ahead of the call.
Software Subscription Agreement
What the practice is buying, what may be done with the software, what happens to your records at the end, and the export you are entitled to.
Business Associate Agreement
The HIPAA instrument. Signed as part of onboarding, before your first patient record exists — not afterwards, and not on request.
Messaging Registration & Carrier Authorization
Authorises us to register your practice and its numbers with the mobile carriers so appointment reminders and two-way texts are deliverable rather than filtered.
Case Reviewer Confidentiality & Use Agreement
For clinicians outside your practice who review cases through TMJ Journey. Signed by the reviewer, covering what they may see and what they may do with it.
Your data is yours
Export your records whenever you want — clearly labelled PDFs and spreadsheets, readable without any proprietary software and simple to load into whatever you use next. The terms for that are in Your content.
When these change
Published documents carry an effective date at the top. For the signed agreements, the version you signed keeps governing you — a new version applies to new customers, and a change to your obligations comes with notice, not a silent edit.
Outside the United States
Onboarding outside the US is handled case by case, with the data-protection instrument your jurisdiction requires. Talk to us before you plan around it.
Need a copy for your counsel?
Ask and we will send the current form of any agreement ahead of the call, so nobody is reading a contract for the first time on a screen share.