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ZenHub Services

Terms of Service

// Last updated May 13, 2026

These Terms of Service ("Terms") govern your access to and use of zenhubservices.com (the "Site") and the services offered by ZenHub Services LLC ("ZenHub", "we", "us", "our"). Engagement-specific terms (scope, pricing, deliverables, service levels, security) are set out in your signed Service Agreement and Business Associate Agreement (collectively, the "Service Agreement"), which control in any conflict with these Terms.

// Contents

  1. Acceptance of terms
  2. Eligibility
  3. Services
  4. Accounts & access
  5. Fees, billing & refunds
  6. Term & termination
  7. Client responsibilities
  8. Client data & PHI
  9. Intellectual property
  10. Acceptable use
  11. Disclaimer of warranties
  12. Limitation of liability
  13. Indemnification
  14. Dispute resolution & arbitration
  15. Governing law & venue
  16. Changes to the Terms
  17. General
  18. SMS & text messaging
  19. Contact

1. Acceptance of terms

By accessing the Site or engaging our Services, you agree to be bound by these Terms and by our Privacy Policy and (where applicable) our HIPAA Notice. If you do not agree, do not use the Site or the Services.

2. Eligibility

You must be at least 18 years old and authorized to bind the dental practice or organization you represent. The Services are intended for U.S. dental practices and their authorized representatives.

3. Services

ZenHub provides managed front-office and revenue-cycle services to U.S. dental practices, including (without limitation) insurance verification, scheduling support, patient communication, claim submission, payment posting, AR follow-up, denial management, credentialing, and related operational work. The specific scope, deliverables, and service levels for your practice are defined in your Service Agreement.

Site content (including blog posts, FAQs, and case studies) is provided for general information and does not constitute legal, tax, financial, or clinical advice.

4. Accounts & access

To deliver the Services, we may require access to your practice management system, phone systems, payer portals, and other tools. You are responsible for ensuring that the credentials you provide are authorized, accurate, and current. You will notify us promptly of any unauthorized access or suspected security incident relating to credentials you provided.

5. Fees, billing & refunds

Standard pricing is one flat monthly rate, scoped to the services selected at onboarding, billed monthly in advance, beginning on the start date set out in your Service Agreement. Scope expansions, expedited work, and out-of-scope projects are quoted separately and require written agreement.

Fees are non-refundable except as expressly set out in your Service Agreement. Unpaid amounts more than thirty (30) days past due may accrue interest at the lesser of 1.5% per month or the maximum rate permitted by law. We may suspend the Services for non-payment after written notice and a reasonable opportunity to cure.

Applicable taxes (if any) are your responsibility unless stated otherwise in the Service Agreement.

6. Term & termination

Engagements run month-to-month unless otherwise agreed in writing. Either party may terminate by providing thirty (30) days' written notice. We may also terminate immediately on written notice if you (a) materially breach these Terms or your Service Agreement and fail to cure within ten (10) days, (b) become insolvent, or (c) engage in unlawful or fraudulent activity.

On termination, we will return or securely destroy your data per the data-handling section of your Service Agreement and BAA, and you will pay any fees accrued through the effective date of termination.

7. Client responsibilities

  • Provide accurate, lawful access to your practice management system, phone systems, payer portals, and insurance contracts.
  • Notify us promptly of changes (new providers, insurance contract updates, schedule changes, software migrations).
  • Execute a BAA before any PHI is exchanged.
  • Comply with all applicable laws and your own internal policies in providing data to us.
  • Maintain malpractice, liability, and other insurances appropriate for your practice.
  • Designate a primary point of contact for engagement decisions.

8. Client data & PHI

As between you and ZenHub, you retain all rights in the data you provide to us. We use and disclose your data only as permitted by these Terms, the Service Agreement, and the BAA. Where PHI is involved, the BAA controls. We may use aggregated, de-identified data for benchmarking, analytics, and Service improvement, provided no individual or practice is identifiable.

9. Intellectual property

The Site, the ZenHub brand, our workflow methodology, internal checklists, audit frameworks, training materials, and any other tools developed by us are our intellectual property and are protected by U.S. and international laws. We grant you a limited, non-exclusive, non-transferable license to use the engagement deliverables produced specifically for your practice (e.g. claim files, AR notes, credentialing packets) for your practice's lawful business purposes. Nothing in these Terms transfers ownership of our underlying methodology to you.

You grant us a limited, non-exclusive license to use your name and logo to identify you as a ZenHub client, subject to your written approval of specific uses (e.g. case studies, press, marketing).

10. Acceptable use

You agree not to (a) use the Site or Services in violation of any law or third-party right, (b) attempt to gain unauthorized access to our systems, (c) interfere with the operation of the Site, (d) reverse engineer, decompile, or copy any portion of the Site or Services except as expressly permitted, or (e) use the Services to transmit malicious code or unlawful content.

11. Disclaimer of warranties

THE SITE AND SERVICES ARE PROVIDED ON AN "AS IS" AND "AS AVAILABLE" BASIS. TO THE MAXIMUM EXTENT PERMITTED BY LAW, ZENHUB DISCLAIMS ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, NON-INFRINGEMENT, AND ANY WARRANTIES ARISING OUT OF COURSE OF DEALING OR USAGE OF TRADE. WE DO NOT WARRANT UNINTERRUPTED OR ERROR-FREE OPERATION, AND WE DO NOT GUARANTEE SPECIFIC FINANCIAL OUTCOMES (E.G. COLLECTION RATES, AR AGING, PAYER APPROVAL). We do operate to defined service standards described in your Service Agreement.

12. Limitation of liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, ZENHUB'S AGGREGATE LIABILITY ARISING OUT OF OR RELATED TO THESE TERMS, THE SITE, OR THE SERVICES IS LIMITED TO THE FEES YOU PAID TO ZENHUB IN THE TWELVE (12) MONTHS PRECEDING THE EVENT GIVING RISE TO THE CLAIM. ZENHUB IS NOT LIABLE FOR ANY INDIRECT, INCIDENTAL, CONSEQUENTIAL, SPECIAL, EXEMPLARY, OR PUNITIVE DAMAGES, INCLUDING LOST PROFITS, LOST REVENUE, OR LOSS OF DATA, EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. THIS LIMITATION DOES NOT APPLY TO DAMAGES THAT CANNOT BE LIMITED OR EXCLUDED UNDER APPLICABLE LAW.

13. Indemnification

You agree to defend, indemnify, and hold harmless ZenHub, its officers, employees, and contractors from any third-party claims, damages, liabilities, and expenses (including reasonable attorneys' fees) arising out of (a) your breach of these Terms or the Service Agreement, (b) your unlawful use of the Services, or (c) data you provided to us that you did not have the right to provide.

14. Dispute resolution & arbitration

The parties will first attempt in good faith to resolve any dispute by negotiation. If unresolved after thirty (30) days, the dispute will be resolved by binding arbitration administered by the American Arbitration Association under its Commercial Arbitration Rules, held in Collin County, Texas, in English, before a single arbitrator. Judgment on the award may be entered in any court of competent jurisdiction. Notwithstanding the foregoing, either party may seek injunctive relief in court for misappropriation of intellectual property or breach of confidentiality. YOU AND ZENHUB AGREE THAT ANY DISPUTE WILL BE BROUGHT IN AN INDIVIDUAL CAPACITY, AND NOT AS A PLAINTIFF OR CLASS MEMBER IN ANY PURPORTED CLASS OR REPRESENTATIVE ACTION.

15. Governing law & venue

These Terms are governed by the laws of the State of Texas, without regard to its conflict-of-laws principles. To the extent any dispute is not arbitrated, the parties consent to the exclusive jurisdiction and venue of the state and federal courts located in Collin County, Texas.

16. Changes to the Terms

We may update these Terms from time to time. We will post the updated Terms on this page and update the "Last updated" date. Continued use of the Site or Services after the effective date constitutes acceptance of the revised Terms. If you do not agree, stop using the Site or Services and contact us.

17. General

  • Entire agreement. These Terms together with the Service Agreement, BAA, and Privacy Policy constitute the entire agreement between you and ZenHub regarding the Site and Services.
  • Assignment. You may not assign these Terms without our prior written consent. We may assign without restriction in connection with a corporate transaction.
  • Severability. If any provision is held unenforceable, the remaining provisions remain in effect.
  • No waiver. Failure to enforce a right is not a waiver.
  • Force majeure. Neither party is liable for delays caused by events beyond reasonable control (e.g. acts of God, war, internet outages, payer system outages).
  • Notices. Notices to ZenHub must be sent to legal@zenhubservices.com.

18. SMS & text messaging

If you opt in to receive text messages from ZenHub, the following terms apply:

  • Messaging frequency may vary.
  • Message and data rates may apply.
  • To opt out at any time, text STOP.
  • For assistance, text HELP or visit our website at zenhubservices.com.

19. Contact

ZenHub Services LLC
Frisco, TX, United States
Legal inquiries: legal@zenhubservices.com
General: sales@zenhubservices.com · 346-537-0020

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