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 plans & consent: Your clinician will agree a treatment plan with you; plans/fees are valid for 30 days. Some procedures require written consent, which you can withdraw.
Your information: You must provide accurate medical history, medications, and updated contact/health details. New patients must provide photo ID and proof of address.
Deposits & payments: Most treatments require a 50% deposit to book (and for each booked visit on multi-visit care). Lab-work cases require at least 50% when impressions are taken. Balances are due on the day (no arrears). IV sedation fees are payable in advance.
Finance: Available for treatment plans over £250 (excluding emergency care), subject to approval and minimum deposit. If you cancel after 14 days of signing finance documents, a 10% fee of the unpaid finance amount applies.
Cancellations/DNAs: Minimum notice is 48 business hours (general dentist/hygienist) or 72 business hours (specialists). Late cancellation or non-attendance triggers a failed appointment fee per 30 minutes missed. Late arrivals over 10 minutes may be rescheduled.
Refunds: If the original card is unavailable, refunds follow a manual process and may be paid in the monthly run (up to the 28th).
Guarantees/aftercare: A 3-year guarantee applies to certain restorations (subject to conditions). Some treatments include 3 months’ aftercare/warranty, with longer coverage if you follow the maintenance programme.
Data & communications: The practice stores data under GDPR/Data Protection Act; records remain the practice’s property but copies may be provided (admin fee may apply). The practice may contact you for reminders/updates/offers (opt-out available).
Complaints & conduct: Written complaints are acknowledged within 3 working days. Zero tolerance for abuse/disorderly behaviour; the practice may refuse treatment/admission.

Waldron Dental – Terms of Service (Patients)

1. About these Terms

1.1 These Terms of Service (“Terms”) set out the standards and expectations that apply when you attend Waldron Dental clinics and receive services from Waldron Dental.

1.2 By booking an appointment, attending the practice, or receiving treatment, you agree to be bound by these Terms.

2. Treatment Planning

2.1 Treatment plan. Your proposed treatment plan will be discussed and agreed with your dentist or other dental professional. You will be provided with a printed copy of the treatment plan.

2.2 Changes to plan. If your treatment plan changes due to clinical findings and/or radiographic findings, we will inform you and discuss the revised plan with you.

2.3 Validity. Treatment plans and fees are valid for 30 days from the date prescribed. Please raise any queries before booking treatment appointments.

3. Consent

3.1 Certain treatments require a written consent form which will set out the procedure, aftercare, and the material risks and benefits.

3.2 You may withdraw consent at any time. Your dental professional may also determine that treatment should not proceed where it is not clinically appropriate or where consent is not in place.

4. Your Personal Details, Identification and Medical History

4.1 You must provide complete and accurate personal details and medical history, including details of any medication you take.

4.2 You must inform us promptly of any changes to your contact details, medical status, or medication.

4.3 All new patients are required to provide:

photo identification (e.g., driving licence or passport); and
proof of address (e.g., bank statement).

5. Appointments, Deposits and Payments

5.1 Deposits

a) Standard deposit. A minimum deposit of 50% is required to book most treatment appointments.
b) Multi-appointment treatments. For treatments requiring multiple appointments, a 50% deposit is taken for each visit booked.
c) New patient consultations. We do not request deposits for new patient consultations; however, we securely take and hold card details to enable enforcement of our cancellation policy.
d) Laboratory work. For treatments involving laboratory work, a minimum of 50% of the total cost is due at the appointment when impressions are taken.
e) Staged payments. For treatments such as dental implants and Invisalign, staged payments will be taken as set out in your treatment plan.
f) IV sedation. For intravenous sedation, all fees must be settled in advance.

5.2 Payment timing

a) All treatment balances must be settled on the day of treatment.
b) We do not operate an arrears facility.

5.3 Payment methods

a) We accept cash and debit/credit cards (including American Express).
b) We do not accept cheques.

5.4 Non-payment and recovery

a) If amounts remain unpaid, we may take action we consider appropriate to recover our fees, including referral to third-party debt recovery agents and/or issuing proceedings in the county court.
b) Where permitted, you will be responsible for the principal sum owing plus any applicable interest and reasonable recovery costs (including fees charged by debt recovery agents and/or the court).

6. Finance

6.1 Finance may be available for treatments over £250 (excluding emergency dental treatment), subject to acceptance and a minimum deposit.

6.2 Finance agreements must be completed before treatment begins.

6.3 If you cancel after 14 days of signing a finance agreement, a cancellation fee of 10% of the unpaid finance amount will be charged.

7. Cancellations, Non-Attendance (DNA) and Late Arrivals

7.1 Minimum notice

a) General dentists and hygienists: 48 business hours’ notice is required to cancel.
b) Expert dentists/specialists: 72 business hours’ notice is required to cancel.

7.2 Failed appointment fees

a) If you fail to provide the required notice or do not attend, a failed appointment fee will be charged per 30 minutes of missed time.
b) Following missed appointments or late cancellations, we may require a 50% deposit for future bookings and rebooking will be at clinic discretion.

7.3 Late arrivals

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

7.4 Card details and deposit retention

Card details are securely stored and will only be charged in accordance with this cancellation policy.

7.5 Orthodontic/aligner non-attendance

If orthodontic and aligner appointments are missed over a period of 3 months, reassessment will be required and additional costs may apply.

7.6 Early de-bond/removal of braces/aligner attachments

Removal of braces is included in the cost of treatment should treatment be completed as per recommendations. Should removal be outside of the planned arrangement, charges may apply.

8. Refunds

8.1 Where a refund is required and the original payment card is no longer in use, a manual refund process will apply. You must complete and submit a refund form.

8.2 Refunds are processed in the monthly payment run and may take up to the 28th of the month.

8.3 Assessment fee. If you decide not to proceed with treatment within 3 months of your assessment, the fee is chargeable. The fee may be discounted if you choose to commence treatment.

Patient Communication and Reminders

9.1 We send appointment reminders by text and/or email at regular intervals.

9.2 Reminders are intended to reduce missed appointments and support our cancellation policy.

9.3 New patients receive a welcome letter including directions, parking and transport options, information about our team, and our core values.

10. Guarantees, Warranties and Aftercare

10.1 Standard guarantees and aftercare

a) We provide a three-year guarantee for permanent fillings, porcelain crowns, veneers, implants and bridges, subject to the conditions in clause 10.2.
b) Three months’ free aftercare is standard for aligner, fixed retainer and composite bonding treatments.
c) Extended protection plans may be available for implant and orthodontic treatments.

10.2 Conditions of guarantee

The guarantees in clause 10.1 are subject to:

attending a minimum of two examinations and hygiene visits per year and following your personalised maintenance programme;
wearing a bite splint at night if recommended;
all fees being paid in full;
the issue not arising from trauma, fractures, further dental work carried out elsewhere, or neglect leading to new disease;
remedial work being provided by a Waldron Dental clinician;
the guarantee not covering root canal treatment;
where a different material or technique is required for repair, you paying only the difference in cost (if any);
no secondary decay being detected.

10.3 Treatment-specific notes

a) Composite bonding. Composite is more susceptible to staining and chipping. A three-month warranty is included for cosmetic improvements as standard. Where you follow the maintenance programme and no other clinician outside the Waldron Dental group has treated the relevant tooth, repairs may be available in line with the practice’s then-current repair fees.
b) Aligner/orthodontic treatment. A three-month warranty on aligner and orthodontic movement is standard and may extend to three years where the maintenance regime is followed. Retainers must be checked at least yearly by a Waldron Dental clinician and replaced yearly or as advised.

Additional charges for lost/broken aligners may apply.

c) Dentures/removable prosthesis. A three-month warranty is standard and may extend to three years where the maintenance regime is followed. Tightening is included; if a new appliance is required due to changes in oral foundation, additional costs apply.
d) Implant treatment. A three-month warranty applies for bone, material and stability after placement. A 20-year warranty applies to implant material only (not bone around the implant). New disease may void the warranty.

11. Data, Images and Recordings

11.1 Clinical images and recordings. We may 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.

11.2 Data protection. We store personal data securely and in accordance with the Data Protection Act and UK GDPR.

11.3 Ownership of records. Clinical notes, x-rays and photographs remain the property of Waldron Dental. Copies can be provided upon request and an administration fee may apply.

11.4 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 receive certain communications, please inform us.

12. Patient Induction and App

12.1 New patients may be introduced to the Patient Perfect app, which supports referrals and membership options.

13. Complaints

13.1 If you have concerns, please raise them with our team as soon as possible.

13.2 We operate a Practice Complaints Procedure in line with national criteria and aim to resolve issues promptly and transparently.

13.3 Formal complaints should be sent in writing to feedback@waldrondental.co.uk. We will acknowledge complaints within three working days and investigate thoroughly.