Terms of use

Our privacy policy explains what we collect when you use Romeo, why we collect it, and who we share it with. By using Romeo, you accept it.

We may change these terms at any time, and we may post additional rules for using Romeo. We will move the date at the top of this page, and if a change is significant, we will tell account holders by email before it takes effect. If you keep using Romeo after a change takes effect, you accept the updated terms. If you do not accept them, stop using Romeo and tell us.

We may suspend or end your use of Romeo, or your practice's access, at any time, in addition to our other remedies. We use this right mainly where the terms are broken, the service or other users are at risk, fees are overdue, or the law requires it, and where we can, we will tell you first. A signed agreement with your practice may set other notice terms. Your practice can stop using Romeo at any time by telling us.

When access ends, your license ends. Your practice can ask us to return or delete the records it uploaded, which we handle under the business associate agreement and the retention terms in the privacy policy. Audit records are append-only and stay, as the privacy policy explains.

The parts of these terms that by their nature should continue do so after access ends. These include ownership, the disclaimers, the limit of liability, the indemnity and the governing law.

Romeo belongs to us and our licensors, and we reserve all rights in it. That includes the software, rubric, scoring engine, prompts, thresholds, design, documentation and the information Romeo displays. We give your practice a limited, non-exclusive, non-transferable, revocable license to use Romeo for its own clinical and business purposes while its access lasts. We treat the rubric, prompts and thresholds as our confidential information, and you agree to do the same.

Your practice keeps ownership of the records it uploads and of the clinical records it keeps. You give us permission to host, process and copy that content, and to send it to the providers named in the privacy policy, only to provide Romeo to your practice and as the business associate agreement allows. We do not use patient records for any other purpose.

Your practice may keep, copy and use each report, rationale and document Romeo produces about its patients, including in the patient's chart and in communications with the patient.

If you send us feedback, we may use it without owing you anything for it.

• Romeo is for licensed dental professionals and the staff who work under their supervision. You must be 18 or older. Romeo is not directed to children.
• Romeo is invite-only. Romeo or your practice sets up your account, and you choose your own password.
• Each account is for one person. Do not share your credentials or let someone else sign in as you.
• Give us accurate information and keep it current. Keep your password secure, and tell us at once at hello@joinromeo.com if you think someone else has used your account.
• You can see your own cases and the cases of your practice. Do not try to reach another practice's data, and tell us if you find you can.
• Your practice is responsible for telling us when someone with an account leaves or should no longer have access, so we can close it.

You upload a case, which can include intraoral scans, x-rays, photographs and the patient's expectations. Romeo returns a Mild, Moderate or Difficult recommendation, a written rationale, a predictability assessment and a chat about the case. It can also draft summaries for the patient and other documents.

Romeo combines AI models with a fixed scoring engine built on a large library of prior aligner cases. We are still calibrating that scoring against treatment outcomes, so treat every result as indicative.

Romeo gives a clinical opinion on a case and says what it would do. You are the treating clinician. The diagnosis, the treatment plan, the decision to treat or refer, and the care of the patient remain yours. Romeo does not examine the patient and sees only what you upload. It does not replace your clinical judgment, your license obligations or the standard of care.

• Check each result against the patient before you rely on it. Every claim in a rationale cites the subscore, rubric clause or similar case behind it, so you can verify it.
• Upload complete, good-quality records. A poor scan, a missing x-ray or an unrepresentative photo changes the result.
• Obtain the additional diagnostics Romeo recommends where you judge them necessary, such as a periapical film, a CBCT or a periodontal chart.
• Do not describe a Romeo result to a patient or anyone else as a diagnosis made by Romeo, as the opinion of a licensed orthodontist, or as approved by a regulator.

AI models write parts of Romeo, including the rationale, chat replies and drafted patient communications. AI output can be wrong, incomplete or out of date, and a second run on the same case can produce different wording. Read anything drafted for a patient before you send it.

Case Companion can propose an action, such as re-running an assessment or generating a patient summary. It does nothing until you confirm it, and once you confirm, the action is yours.

The records you upload are protected health information. Your practice is the covered entity under HIPAA, and we act as its business associate under a business associate agreement. That agreement governs how we handle the information, and our privacy policy describes it in plain terms.

You and your practice are responsible for having the right to upload each record and to have Romeo and the providers named in the privacy policy process it. That includes any notice, consent or authorization the law or your own policies require, including for a minor patient. Upload only what the case needs.

Do not enter patient details in the public chat on joinromeo.com.

Romeo is for your practice's own clinical and business use. You agree not to do any of the following.

• Use Romeo for any other purpose, or in a way that breaks the law or the rules of your profession.
• Upload information you have no right to share, or anything that contains malware.
• Look at, change or try to reach another user's or another practice's data, or get around a limit, permission or control.
• Probe, scan or test the security of Romeo without our written permission. If you find a vulnerability, report it to hello@joinromeo.com and give us time to fix it before you share it.
• Copy, scrape or reverse engineer Romeo, or try to extract its rubric, prompts, thresholds or models. Do not use automated tools to access it, other than integrations we provide.
• Use Romeo or its output to build, train or improve a competing product or a machine learning model.
• Resell Romeo, or give access to anyone outside your practice's staff.
• Interfere with the service or place an unreasonable load on it.

Romeo can connect to services your practice chooses to turn on, such as a scanner account, practice-management software, a calendar, and e-signature, payment, financing, messaging and email services. Each is governed by its own terms, and your practice is responsible for having the right to connect it.

When you connect one, you authorize Romeo to access that account to the extent needed to do what you asked. You can disconnect it at any time. We are not responsible for a connected service's availability or conduct.

Your treatment relationship with a patient, and any agreement, fee or payment between your practice and the patient, is between the two of them. When Romeo helps your practice send a patient a private page, an agreement or a payment link, your practice is making that offer, and you are responsible for its content, including the fee. If you use Romeo to send a patient a text message or email, you are responsible for having the patient's consent to be contacted that way.

These terms do not govern any separate agreement you have with us or another provider for treatment planning, aligner fabrication or other services. That agreement has its own terms.

Romeo is offered by invitation. Your practice's access, any fees and any usage limits are set in the order form or invitation it received from us. We may change fees or limits going forward by giving your practice written notice before the change takes effect. Unless an order form says otherwise, fees exclude taxes.

Romeo is early-access software, and we keep improving it. Features, scoring and the models behind them change, and some features are on for some practices and off for others. We aim to keep Romeo available but do not promise that it will be uninterrupted or error-free. It is not meant for emergencies or urgent care decisions. Where we reasonably can, we will tell you before we remove a feature your practice relies on.

Romeo and the information it displays are provided “as is” and “as available.” They may contain errors or be out of date, and they may change without notice. You use Romeo at your own risk. To the extent the law allows, we expressly disclaim all warranties, express and implied, including warranties of merchantability, fitness for a particular purpose, accuracy and non-infringement. We do not promise that any result, recommendation or prediction is correct, or that any treatment will reach a given outcome.

To the extent the law allows, neither we nor our suppliers are liable to you or any third party for indirect, incidental, special, consequential or punitive damages, or for lost profits, revenue or data, however they arise. Our total liability for all claims relating to Romeo is limited to the fees your practice paid us for Romeo in the 12 months before the event that gave rise to the claim.

To the extent the law allows, you also release us and our suppliers from claims, known or unknown, that arise from your use of Romeo. This release does not cover a claim for our breach of these terms, of a signed agreement or of the business associate agreement, or a claim the law does not let you release. If you are a California resident, you waive California Civil Code § 1542 and any similar law.

These limits do not apply to liability that cannot be limited by law, and they do not change what the business associate agreement says about a breach of protected health information.

Your practice will defend and indemnify us against third-party claims, and pay the resulting damages, costs and reasonable legal fees, to the extent they arise from the care your practice or its clinicians give or decline to give a patient, from content uploaded to Romeo without the right to do so, or from a breach of these terms or the law by you or your practice.

We will tell you promptly about a claim, let you control its defense, and cooperate at your expense. You may not settle a claim in a way that admits fault on our behalf without our consent.

You consent to receive notices and other communications from us electronically, by email to the address on your account or by posting them in Romeo. Electronic communications satisfy any legal requirement that they be in writing.

The laws of the State of Maryland govern these terms for all purposes, without regard to its conflict-of-laws rules. Any action based on or alleging a breach of these terms must be brought in a state or federal court located in Maryland, and each party consents to that court's jurisdiction. You are responsible for following the laws that apply where you practice.

Romeo is hosted in the United States and intended for dental practices here. If you use it from elsewhere, you are responsible for following local law, including rules on exporting data.

Romeo, the Romeo logo and our other names and marks belong to Romeo Technologies. Other names and marks belong to their owners. You may not use ours without our written permission.

• These terms, with any signed order form and the business associate agreement, are the whole agreement about Romeo and replace earlier discussions.
• If a part of these terms cannot be enforced, the rest stays in effect.
• Not enforcing a term is not a waiver of it.
• Your practice may not transfer these terms without our written consent. We may transfer them in a merger, acquisition or sale of the business.
• Neither party is responsible for a delay or failure caused by events outside its reasonable control.
• These terms create no partnership, agency or employment between us, and no third party, including a patient, has rights under them.

Questions about these terms go to hello@joinromeo.com. You can also write to Romeo Technologies, Bethesda, Maryland, United States.