1. Introduction
1.1 These Terms and Conditions ("Terms") set out the basis on which Danbury Dental Care ("we / us / our") supply dental services to our patients ("you / your / the Patient"). By booking, attending or paying for an appointment, or by signing or otherwise accepting a Treatment Plan (as defined below), you agree to be bound by these Terms.
1.2 Nothing in these Terms limits or excludes any statutory rights you may have under the Consumer Rights Act 2015 or any other applicable legislation.
2. Definitions
- Appointment - the date and time reserved for the provision of a dental consultation or treatment.
- Deposit - the advance payment we may request to secure an Appointment or to commence a course of treatment (see section 5).
- Treatment Plan - the written plan we provide setting out the proposed treatment, estimated timescales and a complete breakdown of fees.
- Working Hours - 09:00–19:00 Monday and Tuesday, 09:00–17:00 Wednesday–Friday, excluding Bank Holidays in England.
- Practice Membership - our optional patient membership administered by Tabeo Tech Limited ("Tabeo") and paid by monthly direct debit. Membership terms are set out in section 12.
3. Appointments, Cancellation and Rearrangement
3.1 Booking. Appointments may be booked in person, by telephone (01245 225091) or by any online system we operate. Bookings are subject to availability and confirmation.
3.2 Cancellation by You. If you need to cancel or rearrange an Appointment you must give at least 48 Working Hours' notice (i.e. notice received by 17:00 two full Working Days before the Appointment). For Sedation, Periodontal, Cosmetic & Implant appointments, a Calendar Week's notice must be given. You may cancel by telephone during Working Hours or by sending us an email.
3.3 Late Cancellation / Non-Attendance. Where less than the required notice is given, or you fail to attend ("FTA"):
- we will endeavour to fill the slot with another patient;
- if we cannot do so, we may charge a Late Cancellation Fee of £50 per 30-minutes or part thereof; and
- any Deposit paid may be retained and set-off against the Late Cancellation Fee.
4. Treatment Plans, Consent and Acceptance
4.1 Preparation of a Treatment Plan. After an initial examination or consultation we will, where clinically appropriate, provide you with a Treatment Plan. The Plan will include:
- the recommended treatment options;
- the estimated number of visits required;
- a full schedule of fees; and
- the anticipated warranty period (see section 8).
4.2 Acceptance. You accept to pay the Treatment Plan in full by any one of the following:
- signing the Plan (in hard copy or electronically);
- paying the requested Deposit;
- booking the first Treatment Appointment referenced in the Plan; or
- providing written or verbal confirmation that you wish us to proceed.
4.3 Contract Formation. Upon acceptance, a binding contract for the full course of treatment comes into existence between you and us. You agree to pay the total cost stated in the Treatment Plan, subject to any subsequent variations agreed in writing under clause 4.6.
4.4 Right to Withdraw Consent. You may withdraw consent for treatment at any time prior to commencement of an irreversible procedure, but you will remain liable for:
- (a) the cost of treatment already provided;
- (b) the Late Cancellation Fee (if applicable);
- (c) the reasonable cost of clinical or laboratory work already undertaken up to that point;
- (d) any costs incurred by the Practice in the ordering of materials or components ahead of treatment; and
- (e) any reasonable administrative costs associated with the cancellation or withdrawal.
4.5 Variations. Clinical circumstances may occasionally necessitate changes to the Treatment Plan (e.g. additional root canal work discovered during treatment). Any variation will be discussed with you, recorded in writing and priced before we proceed. Continued treatment following such discussion constitutes agreement to the revised costs.
5. Fees, Deposits and Payment
5.1 Fee Schedule. Our standard private fee guide is available on request and at danburydentalcare.co.uk/about/fees.
5.2 Deposits. We require deposits for:
- all Appointments of 30 minutes or longer; and
- any laboratory-based treatment (e.g. crowns, dentures, aligners).
Deposits are non-refundable.
5.3 Timing of Payments. Unless otherwise agreed in writing:
- treatment completed in a single visit must be paid in full on the day;
- treatment involving two visits (e.g. crowns, bridges) is payable in full at the first visit or, at the clinician's discretion, 50% at the first visit and 50% at the fit appointment; and
- for multi-visit or high-value cases, staged payments will be set out in your Treatment Plan.
5.4 Methods of Payment. We accept all major debit and credit cards, including American Express.
5.5 Late Payment. Amounts not paid when due will attract:
- an administration fee of £50; and
- interest at Bank of England Base Rate + 4%, accruing daily from the due date until payment is received in full.
5.6 Financial Difficulties. If you anticipate difficulties in paying, please contact us before treatment begins. We will discuss possible staged payments or, where available, third-party financing.
5.7 Practice Membership Payments. Membership contributions are collected by monthly direct debit administered by Tabeo Tech Limited. Membership payments are separate from, and do not replace, fees due for treatment under a Treatment Plan unless expressly stated. See section 12 for further terms.
6. Refusal or Discontinuation of Treatment
6.1 We reserve the right to refuse, delay or discontinue treatment where:
- in the clinician's professional opinion it would be clinically inappropriate or unsafe;
- there has been a breakdown of trust and communication between you and the practice;
- you display abusive, violent or otherwise unacceptable behaviour;
- you withhold relevant medical information; or
- you fail to pay sums due under these Terms.
6.2 Except in emergencies, we will explain the reasons for refusal and, where appropriate, sign-post you to alternative providers.
7. Patient Responsibilities
You agree to:
- provide complete and accurate medical history and update us of changes;
- follow home-care instructions and attend review Appointments as advised; and
- notify us promptly of any concerns, complications or dissatisfaction.
8. Warranty
8.1 We provide a 6-month warranty on restorative work (fillings, crowns, bridges, dentures) against material or workmanship defects, unless otherwise stated in your Treatment Plan.
8.2 The warranty is void if:
- you fail to attend recommended maintenance or hygiene visits;
- the restoration is damaged by trauma, accident, bruxism or misuse; or
- you have not settled all fees for the original treatment.
9. Limitation of Liability
9.1 We are responsible for loss or damage you suffer that is a foreseeable result of our breach of these Terms or our negligence. We are not liable for loss that is not foreseeable, business losses, or events outside our reasonable control.
9.2 Nothing in these Terms excludes or limits liability for death or personal injury caused by negligence, fraud, or any liability that cannot be limited by law.
10. Changes to These Terms
We may update these Terms from time to time to reflect changes in the law, professional regulations or our practice policies. The current version is published on our website and available at reception. The version in force at the time you accept your Treatment Plan will govern that treatment.
11. Governing Law and Jurisdiction
These Terms, and any dispute or claim arising out of or in connection with them, are governed by the laws of England and Wales. The courts of England and Wales have exclusive jurisdiction, except that, if you live in Scotland or Northern Ireland, you may bring proceedings in your home jurisdiction.
12. Practice Membership (Tabeo-administered)
12.1 Administration & Payment. Practice Membership is paid by monthly direct debit and administered by Tabeo Tech Limited ("Tabeo"). By joining, you authorise Tabeo to collect membership payments on our behalf.
12.2 Missed or Cancelled Direct Debits. If a membership direct debit is cancelled or a payment is missed, we may submit one further application and payment request. Due to the administration involved, we cannot undertake multiple applications beyond this single further attempt.
12.3 Discounted Treatment & Ongoing Commitment. Any treatment discounts available to members are provided on the understanding that membership is an ongoing commitment. If membership is cancelled within 6 months from the date of any discounted treatment, we reserve the right to charge the full, undiscounted treatment fee for that item.
12.4 Hygiene & Examination Start Date. Membership Hygiene & Examination appointments commence 6 months after the first direct debit is collected, unless expressly stated otherwise in writing.
12.5 Scope. Membership benefits do not alter clinical decision-making. All treatment remains subject to clinical assessment, a Treatment Plan where applicable, and these Terms. Membership is not a substitute for dental insurance and does not guarantee appointment availability at specific times.
12.6 Cancellations & Changes. You may cancel membership at any time by cancelling the direct debit with your bank and notifying us. Clauses 12.2–12.4 will still apply. We may amend membership pricing or benefits from time to time; any change will be communicated in advance and will take effect from your next payment date unless you cancel beforehand.
12.7 Contact Details. Queries about membership administration should be directed to us in the first instance; payment processing queries may be referred to Tabeo where appropriate.