The purchase contract is the legal document that protects the clinic's rights. The following 10 clauses should be clearly defined before signing.
1. Equipment Information
Brand, exact model, serial numbers, and complete configuration list (main unit, number of scanning tips, base/cradle, calibration tool, software version).
Explicit statement that the unit is a brand-new, genuine product with valid regulatory registration (NMPA registration number for China, or equivalent clearance for other markets).
2. Price and Payment Terms
Total price (tax-inclusive) and payment milestones (recommended structure: 30% deposit, 60% after acceptance, 10% after warranty period begins or ends).
Specify invoice type (e.g., VAT special invoice) and issuance timeline.
3. Delivery and Acceptance
Delivery deadline and location.
Acceptance criteria: verification against the configuration list and technical parameters, plus on-site functional scanning test.
Objection period: clinic may raise issues within 7–15 days after acceptance.
4. Quality Warranty
Warranty period (recommend at least 3 years; aim for 5 years where possible).
Scope of coverage: clearly state whether scanning tips, batteries, cables, and other wear parts are included.
Free repair or replacement during the warranty period, including labor and travel costs.
5. After-Sales Service
Response times (e.g., phone within 2 hours, remote support within 4 hours, on-site within 48–72 hours).
Whether a loaner/backup unit will be provided during repairs.
Regular calibration service (frequency and whether free of charge).
Software upgrade policy (major version upgrades free or paid).
6. Software and Data
Software license scope and duration.
Existence of any annual or subscription fees and the fee level for at least the next 5 years.
Data ownership belongs to the clinic; support for standard open formats (STL/PLY/OBJ) export.
Explicit prohibition of remote device locking.
7. Training
Number of people and duration of on-site training at installation.
Number of free advanced training sessions per year.
Training content (operation, maintenance, common troubleshooting).
8. Liability for Breach
Late-delivery penalty (e.g., 0.1%–0.5% of contract value per day).
Right to return or exchange non-conforming equipment.
Compensation for failure to meet after-sales response times.
9. Intellectual Property and Confidentiality
Obligation to protect patient data confidentiality.
Warranty that the software does not infringe third-party rights.
10. Dispute Resolution
Prefer jurisdiction of the court at the clinic's location if negotiation fails.
Applicable law of the People's Republic of China (or the relevant local law for international contracts).
Special Reminders
All verbal promises must be written into the contract or a supplementary agreement.
Commitments made by sales representatives should be confirmed with the company's official seal.
Keep the signed contract, invoices, acceptance records, and all communication.
Staged payment is an effective way to ensure after-sales performance - avoid paying the full amount upfront.
Open-architecture systems with transparent terms (such as Aident AI-30 series) typically make these clauses easier to negotiate: clear configuration, no mandatory annual software fees, lifetime free upgrades, open data export, and defined support commitments.
For sample contract guidance, current warranty and service terms, or to request a formal quotation, visit:
https://www.aident3d.com/3d-scanner/intraoral-scanner/
or contact the team at https://www.aident3d.com/inquiry
A well-drafted contract protects both clinical performance and long-term financial interests. Never rely on verbal assurances alone.
