Terms of Service

At Waldron Dental, we are committed to providing the highest quality dental care and service. These Terms of Service set out the standards and expectations for both our patients and our team. By attending our clinics, you agree to abide by the following terms and conditions.

Treatment Planning & Consent

Treatment Plans

• Your treatment plan will be discussed and agreed with your dentist or dental expert and you will receive a printed copy. If your plan changes due to clinical or radiographic findings, we will inform and discuss this with you.
• Treatment plans and fees are valid for 90 days from the date prescribed. Please address any queries before booking your treatment appointments.

Consent Forms

• Some treatments require a written consent form, which details the procedure, aftercare, risks and benefits. Consent can be withdrawn at any time by you or your dental professional.

Personal Details & Medical History

• You must provide a complete medical history and details of any medication you take. If your details or medical status change, it is your responsibility to inform us.
• All new patients are required to provide proof of photo identification (e.g. driving licence or passport) and proof of address (e.g. bank statement).

Appointment Bookings, Deposits & Payments

Deposits & Payment Structure

• A minimum deposit of 50% is required to book most treatment appointments. For multi-appointment treatments, a 50% deposit is taken for each visit booked.
• For new patient consultations, we do not request deposits to reduce barriers but we do securely take and hold card details to enforce our cancellation policy.
• For treatments involving laboratory work, a minimum of 50% of the total cost is due at the appointment when impressions are taken.
• For treatments such as Dental Implants and Invisalign, staged payments are taken as outlined in your treatment plan.
• All treatment balances must be settled on the day of treatment. We do not operate an arrears facility.
• For intravenous sedation, all fees must be settled in advance.

Finance

• Finance is available for treatments over £250 (excluding emergency dental treatment), subject to acceptance and a minimum deposit.
• Finance agreements must be completed before treatment begins.
• If you cancel after 14 days of signing a finance agreement, a 10% cancellation fee of the unpaid finance amount will be charged.

Payment Methods

• We accept cash, debit/credit cards (including American Express). Cheques are not accepted.
• Unpaid accounts may be referred to a Debt Collection Agency or Small Claims Court with all costs recoverable.

Cancellations, DNAs & Late Arrivals

Cancellation Policy

• A minimum of 48 business hours’ notice is required to cancel appointments with General Dentists or Hygienists. 72 business hours for Expert Dentists (Specialists).
• Failure to provide notice or non-attendance will result in a Failed Appointment Fee, charged per 30 minutes of missed time.
• Missed appointments or late cancellations may require a 50% deposit for future bookings and are subject to clinic discretion for rebooking.

Late Arrivals

• If you are more than 10 minutes late, you may be asked to reschedule.

Deposit Retention

• Card details are securely stored and only charged in accordance with our cancellation policy.

No-Show Process

• Patients who do not attend are flagged in our system, and follow-up is conducted by our team as per our Standard Operating Procedures.

Refunds

• If a refund is required and the original payment card is no longer in use, a manual process is followed. A refund form must be completed and submitted; refunds are processed in the monthly payment run and may take up to the 28th of the month.

Patient Communication & Reminders

Reminders

• Appointment reminders are sent via text/email at the following intervals:
  • 1 month before
  • 1 week before
  • 72 hours before
  • 24 hours before
• Reminders help to reduce missed appointments and support our 48-hour cancellation policy.

Welcome & Information

• All new patients receive a welcome letter including directions, parking, transport options, our team and our core values.

Treatment Guarantees & Aftercare

Guarantees

• Three-year guarantee for permanent fillings, porcelain crowns, veneers, implants and bridges.
• Three months’ free aftercare is standard for aligner and composite bonding treatments.
• Extended protection plans are available for implant and orthodontic treatments.

Guarantee Conditions

• Attend a minimum of two examinations and hygiene visits per year and follow our maintenance programme.
• Bite splint must be worn at night if recommended.
• All fees must be paid in full.
• The guarantee excludes damage from trauma, further dental work elsewhere or neglect.
• Any remedial work must be provided by a Waldron Dental clinician.
• The guarantee does not cover root canal treatment.
• If a different material or technique is needed for repair, only the difference is payable.
• No secondary decay detected

Patient Journey, Membership & Maintenance

Composite Bonding

• Package savings for multiple teeth.
• Three-month warranty included; after three months, repairs are £50–£100 per tooth.
• Ongoing maintenance available via membership (£10/month).

Aligner Treatment

• Typical journey: six months from consultation to completion.
• Three-month warranty on aligner and composite bonding work.
• After 6 months if you have not returned with aligners you will need a reassessment

Data, Images & Recordings

Images & Recordings

• We take clinical images, x-rays, and occasionally audio recordings for treatment planning, laboratory communication, and staff training. Consent will be discussed and obtained where required.

Patient Data

• All personal data is securely stored in line with the Data Protection Act and GDPR. Clinical notes, x-rays and photographs remain the property of Waldron Dental, but copies can be provided on request (administration fee may apply).

Use of Contact Details

• We may contact you by phone, text, email or post for appointment reminders, important updates, or special offers. If you do not wish to be contacted, please inform us.

Patient Induction & App Usage

• All new patients are introduced to our Patient Perfect app, which supports referrals and membership options.

Complaints Policy

• If you have concerns or complaints, please raise them with our team as soon as possible. We operate a Practice Complaints Procedure, adhering to national criteria and aim to resolve issues promptly and transparently.
• Formal complaints should be sent in writing to support@waldrondental.co.ukand will be acknowledged within three working days and investigated thoroughly.

No Tolerance / Abuse Policy

• We operate a zero-tolerance policy towards abuse of our team, disorderly behaviour, or persistent missed/late appointments. Waldron Dental reserves the right to refuse treatment or admission in such cases.

• For further information or clarification on any of the above, please speak to your dentist or a member of our reception team before booking. We are here to support your long-term oral health and provide a positive, transparent experience at every stage of your journey with Waldron Dental.