Last Updated: November 22, 2025
Welcome to Hive Optimize AI ("Service"), provided by Hive Optimize AI ("we," "us," or "our"). By accessing or using our Service, you ("User," "you," or "your") agree to be bound by these Terms of Service ("Terms"). If you do not agree, please do not use the Service.
1. Acceptance of Terms
By using the Service, you confirm that you are at least 18 years old or have legal permission from a parent or guardian, and you agree to comply with these Terms. We may update these Terms periodically, and continued use of the Service constitutes acceptance of the updated Terms.
2. Description of Service
Hive Optimize AI is a software-based AI service designed to provide automated data analysis and insights. The Service is provided "as is" and may be modified, updated, or discontinued at our discretion.
3. User Accounts
Registration: You may need to create an account to access certain features. You are responsible for maintaining the confidentiality of your account credentials and for all activities under your account.
Accuracy: You agree to provide accurate and complete information during registration and to update it as necessary.
Termination: We reserve the right to suspend or terminate your account for violations of these Terms or for any reason at our discretion.
4. Data Export
At Hive Optimize AI, we are committed to ensuring you have access to your data. This section outlines your rights and the process for exporting data associated with your account.
Right to Export
You have the right to request an export of your personal data and any data generated through your use of our services, including but not limited to patient records, AI workflow outputs, and RAG chat interactions (collectively, "User Data"). This right applies to all users, including those on Starter, Professional, and Enterprise packages.
Request Process
To initiate a data export, submit a written request via email to support@hiveoptimize.ai with the subject line "Data Export Request." Your request must include:
- Your full name and account email address.
- A description of the data you wish to export (e.g., "all RAG chat logs from January 2025").
We may require additional verification to confirm your identity before processing the request.
Data Format and Delivery
Exported User Data will be provided in a machine-readable format, such as CSV or JSON, depending on the data type. For example, RAG chat logs may be exported as JSON, while patient records may be provided as CSV files. The data will be delivered via a secure download link sent to your registered email address. The link will remain active for 7 days.
Timeframe
We will process your data export request within 30 days of receiving a valid request. For Enterprise package users with unlimited storage, complex requests involving large datasets may take up to 45 days, and we will notify you if additional time is needed.
Frequency and Limitations
You may request a data export once every 30 days at no additional cost. Hive Optimize AI reserves the right to charge a reasonable fee for additional requests within the same 30-day period if the requests are deemed excessive or repetitive. We will notify you of any applicable fees before proceeding.
Exclusions
Data exports will not include system-generated metadata, logs, or analytics used solely for internal purposes (e.g., performance metrics of AI workflows). Additionally, we may exclude data that cannot be reasonably attributed to your account or that would infringe on the rights of other users (e.g., shared patient data under another account's ownership).
Compliance with Applicable Law
All data export requests will be handled in compliance with applicable data protection laws, including the General Data Protection Regulation (GDPR) and the California Consumer Privacy Act (CCPA). If you believe your data export rights have been violated, please contact us at legal@hiveoptimize.ai.
5. Use of the Service
You agree to use the Service only for lawful purposes and in accordance with these Terms. You shall not:
- Use the Service to violate any applicable laws or regulations.
- Attempt to reverse-engineer, decompile, or hack the Service.
- Use the Service to transmit harmful code, malware, or engage in activities that disrupt the Service.
- Misrepresent your identity or provide false information.
6. Intellectual Property
Ownership: All content, software, and technology provided through the Service are owned by Hive Optimize AI or its licensors and are protected by intellectual property laws.
License: We grant you a limited, non-exclusive, non-transferable, revocable license to use the Service for personal or internal business purposes, subject to these Terms.
User Content: You retain ownership of any data or content you submit to the Service ("User Content"). By submitting User Content, you grant us a worldwide, non-exclusive, royalty-free license to use, store, and process it to provide and improve the Service.
7. Privacy
Your use of the Service is subject to our Privacy Policy, which explains how we collect, use, and protect your personal information.
8. Payment and Subscriptions
Fees: Certain features of the Service may require payment. All fees are non-refundable unless otherwise stated.
Billing: You agree to provide accurate payment information and authorize us to charge applicable fees.
Month-to-Month Subscription: Subscriptions are offered on a month-to-month basis. You may cancel your subscription at any time by providing us with at least 30 days' advance written notice. Cancellation will take effect at the end of the billing cycle following the 30-day notice period.
Changes: We may modify subscription fees at any time, with notice provided via the Service or email.
9. Disclaimer
The Service is provided on an "as is" and "as available" basis without any warranties, express or implied, including but not limited to warranties of merchantability, fitness for a particular purpose, or non-infringement. We do not warrant that the Service will be uninterrupted, error-free, or free from data corruption. You acknowledge that data corruption or loss may occur due to various factors, including but not limited to software errors, hardware failures, or third-party actions, and you agree that we are not responsible for any such issues. You are solely responsible for maintaining backups of your data and for any consequences resulting from data corruption or loss.
10. Notice of Changes
We may modify these Terms of Service at any time. We will notify users of any material changes by:
- Posting the updated Terms on our website.
- Sending an email notification to the email address associated with the user's account.
Changes will be effective immediately upon posting or sending of the notification. Continued use of the Service after such notice constitutes acceptance of the changes. If you do not agree with the changes, you must discontinue using the Service.
11. Account Deletion
You may request to delete your account by emailing support@hiveoptimize.ai with the subject "Account Deletion Request," including your full name and account email; upon verification, we will delete your account and associated data (e.g., RAG chat logs, AI workflow outputs, patient records) within 30 days, retaining certain data like billing records for up to 90 days as required by law, while anonymized analytics may persist indefinitely, and since deletion is irreversible, we recommend exporting your data first (see Section 4) and you can contact us at support@hiveoptimize.ai for assistance.
12. Data Security
Hive Optimize AI employs state-of-the-art security measures to safeguard your data, including end-to-end encryption for all User Data (e.g., RAG chat logs, patient records, and AI workflow outputs), multi-factor authentication to restrict unauthorized access, regular security audits conducted by independent third parties, and compliance with HIPAA standards to protect sensitive dental information; our systems are monitored 24/7 with intrusion detection systems, and we promptly address any vulnerabilities to ensure the highest level of data protection as of May 22, 2025.
13. AI Outputs Ownership
You own the outputs generated by Hive Optimize AI's systems (e.g., RAG chat responses, AI workflow results, and predictive analytics for dental practices) that are created through your account, and you may use, modify, or distribute these outputs as you see fit; however, Hive Optimize AI retains all rights to the underlying AI models, algorithms, and aggregated, anonymized data derived from such outputs for purposes like improving our services, while ensuring compliance with applicable laws as of May 22, 2025.
14. Data Retention
Upon account termination, Hive Optimize AI will retain your User Data (e.g., RAG chat logs, patient records, and AI workflow outputs) for a period of 90 days to address potential disputes, billing issues, or legal obligations, after which it will be permanently deleted unless required by law to be retained longer; anonymized data used for analytics purposes may be kept indefinitely to improve our services, and all retention practices comply with applicable regulations, including HIPAA and GDPR, as of May 22, 2025, with further details available upon request via support@hiveoptimize.ai.
15. Limitation of Liability
To the fullest extent permitted by law:
- The Service is provided "as is" without warranties of any kind, express or implied.
- We are not liable for any indirect, incidental, or consequential damages arising from your use of the Service, including but not limited to damages resulting from data corruption, data loss, or service interruptions.
- Our total liability for any claim related to the Service shall not exceed the amount paid by you for the Service in the preceding 12 months.
16. Indemnification
You agree to indemnify, defend, and hold harmless Hive Optimize AI, its affiliates, officers, directors, employees, and agents from and against any and all claims, losses, damages, liabilities, costs, or expenses (including reasonable attorneys' fees) arising from or related to:
- Your use of the Service;
- Your violation of these Terms;
- Infringement of any third-party rights; or
- Any issues, including but not limited to data corruption or data loss, resulting from your use of the Service.
You acknowledge that you are solely responsible for any consequences of data corruption or loss, and we shall have no liability for such issues.
17. Termination
We may terminate or suspend your access to the Service at any time, with or without cause, and with or without notice. Upon termination, your right to use the Service will cease immediately.
18. Force Majeure
Hive Optimize AI shall not be liable for any delay or failure to perform its obligations under these Terms, including the delivery of AI services (e.g., RAG chat functionality or AI workflow outputs), due to unforeseen circumstances beyond our reasonable control, such as natural disasters, pandemics, cyberattacks, government actions, or third-party service outages, as of May 22, 2025; in such events, we will make reasonable efforts to notify you and resume services as soon as practicable, and you may contact support@hiveoptimize.ai for updates or assistance.
19. Governing Law
These Terms are governed by the laws of Nacogdoches County, Texas, USA without regard to its conflict of law principles. Any disputes shall be resolved exclusively in the state or federal courts located in Nacogdoches County, Texas, USA.
20. Contact Information
For questions about these Terms, contact us at:
Email: legal@hiveoptimize.ai
Address: 668 Blue Ridge Dr. Etoile, TX 75944
21. Miscellaneous
Entire Agreement: These Terms constitute the entire agreement between you and us regarding the Service.
Severability: If any provision of these Terms is found unenforceable, the remaining provisions will remain in effect.
No Waiver: Our failure to enforce any right or provision does not constitute a waiver of that right or provision.
By using Hive Optimize AI, you acknowledge that you have read, understood, and agree to be bound by these Terms of Service.
22. API Usage
Hive Optimize AI provides API access to enhance your dental AI experience (e.g., integrating RAG chat or AI workflow outputs), subject to the standard package permissions (Starter, Professional, Enterprise) which include defined rate limits and data usage/storage quotas; exceeding these limits, including additional API calls, data transfers, or storage beyond your package allowance, may incur additional fees based on a tiered pricing model detailed at https://x.ai/api, and such usage must comply with our Acceptable Use Policy prohibiting misuse (e.g., excessive automated requests or unauthorized data sharing) as of May 23, 2025; for clarification or billing inquiries, contact support@hiveoptimize.ai.
23. Third-Party Integrations
Hive Optimize AI supports third-party integrations (e.g., with dental practice management software or Apache NiFi for advanced data pipelines) to enhance your AI experience, which may require additional configuration and incur fees or necessitate a custom upgrade quote depending on your package (Starter, Professional, or Enterprise) and the complexity of the integration; such integrations are subject to the third-party provider's terms and availability, and as of May 23, 2025, you can request a detailed quote or explore integration options by contacting support@hiveoptimize.ai.
24. Service Modifications
Hive Optimize AI reserves the right to modify its services (e.g., updates to RAG chat functionality or AI workflow features) to enhance your dental AI experience, and such changes will be communicated via email to your registered account address at least 30 days in advance, with specific requirements or impacts detailed on our website at hiveoptimize.ai/modifications or upon request to support@hiveoptimize.ai as of May 23, 2025; modifications may require additional fees or a package upgrade (e.g., from Starter to Professional) based on new features or increased resource usage, and any costs will be clearly outlined prior to implementation.
25. AI-Specific Disclaimers
Hive Optimize AI's services, including RAG chat interfaces and AI-enabled workflows for dental practices, leverage artificial intelligence to provide insights and recommendations; however, you acknowledge that AI outputs may be inaccurate, incomplete, or unsuitable for your specific needs due to limitations in training data, algorithmic design, or unforeseen variables, and we do not guarantee the accuracy, reliability, or completeness of any AI-generated content as of May 23, 2025.
You further acknowledge that AI models may exhibit biases inherent in the data used for training, which could lead to skewed or unfair outcomes, such as in predictive analytics for patient care or treatment recommendations; Hive Optimize AI actively works to mitigate such biases through regular model evaluations and updates, but we cannot eliminate all risks of bias, and you are responsible for reviewing and validating AI outputs for fairness and appropriateness in your dental practice.
Given these limitations, you agree not to rely solely on AI-generated insights for critical decisions, including but not limited to patient diagnoses, treatment plans, or practice management strategies, and you assume all risks associated with the use of such insights; Hive Optimize AI shall not be liable for any damages, losses, or liabilities arising from your reliance on AI outputs, and we recommend consulting qualified professionals alongside AI insights to ensure accuracy and compliance with applicable standards.
26. Privacy Regulations
This document adheres to applicable privacy regulations, including but not limited to the General Data Protection Regulation (GDPR), the California Consumer Privacy Act (CCPA), and other relevant data protection laws. We are committed to protecting user privacy and handling personal data in accordance with legal requirements and best practices.
