Terms

Terms and Conditions for Services

1. Introduction

   1. These are the Terms and Conditions on which We supply services to You.

   2. Please read these Terms and Conditions carefully. They tell You who We are, how We will provide services to You, what to do if there is a problem and other important information.

   3. In the event of an inconsistency between these Terms and Conditions and any information on Our website or in any literature provided by Us to You, these Terms and Conditions shall prevail.

2. Definitions and interpretation
   1. In these Terms and Conditions the following words shall have the following meanings:

      1. “Complaints Procedure”: the complaints procedure as set out in the leaflet on this subject that is available to Patients on request;

      2. “Dentist”: a general dental practitioner registered to practice with the General Dental Council;

      3. “Fees”: the fees to be paid by the Patient in connection with Relevant Treatment;

      4. “Hygienist”: a hygienist registered to practice with the General Dental Council;

      5. “Non-Surgical Treatment”: treatment, including without limitation assessments and reviews, carried out by Us not being a surgical Procedure;

      6. “Nurse”: a dental nurse registered to practice by the General Dental Council and “Trainee Dental Nurse” means a member of the dental team undergoing a course of training to become a Nurse;

      7. “Patient”: a person who has entered or is contemplating entering into a contract for a Procedure or Non-Surgical Treatment from Us or in respect of whom We will be carrying out a Procedure or non-Surgical Treatment;

      8. “Pond Square Dental”: the dental practice whose details are further described at clause 3;

      9. “Procedure”: a procedure to be procured by Us for a Patient of a dental, surgical or orthodontic nature to be performed by a Dentist, Hygienist, Specialist or Therapist;

      10. “Relevant Practitioner”: a Dentist, Hygienist, Nurse, Specialist or Therapist (as the case may be);

      11. “Relevant Treatment”: the Procedure or Non-Surgical Treatment booked through Us and carried out, or to be carried out, on the Patient by a Relevant Practitioner;

      12. “Specialist”: a dental practitioner registered to practice with the General Dental Council having met certain requirements and been given the right by the General Dental Council to use the title ‘specialist’;

      13. “Therapist” means a member of the dental team engaged to assist with the carrying out of dental treatment and to provide some aspects of the treatment themselves;

      14. “Treatment Information Literature”: information leaflets available to Patients in which details of the various elements of Relevant Treatment are explained;

      15. “Treatment Plan”: a written plan that is supplied to a Patient once We have determined the nature of a Procedure and the extent of the Relevant Treatment that will be required for the Patient and the estimated costs associated with it;

      16. “working days” means Monday to Friday between the hours of 9.00am and 5.00pm but excluding bank holidays.

   2. In these Terms and Conditions:

      1. “We”, “Us” and “Our” refers to Pond Square Dental;

      2. “You” and “Your” refers to the Patient.

3. Information about Us and how to contact Us

   1. We are Pond Square Dental, a private (non-NHS) dental practice with its principal place of business at 26 Highgate High Street, London N6 5JG.

   2. We charge fees for all Procedures and Non-Surgical Treatment supplied by Us or on Our behalf.

   3. We can be contacted by telephone on 020 8348 9995, by email at info@pondsquaredental.co.uk or by means of the contact form on Our website.

   4. If You need to contact Us through another person such as Your spouse or a carer, You can do so, but first We will need to confirm with You who that person may be so that if necessary We can verify their identity.

   5. If We have to contact You, We will do so by telephone or by writing to You at the email address or postal address You provided to Us at or prior to Your first consultation or as subsequently amended.

   6. Our primary means of contacting You is by email, so please let Us know if You require Us to contact You in any other way.

4. Our contract with You and Our obligations

   1. A contract comes into existence between You and Us when We confirm that We are able to provide You with a Relevant Treatment.

   2. If We are unable to provide You with a Relevant Treatment, We will inform You of this and the reasons why.

   3. Details of the Relevant Treatment will be set out by Us in a Treatment Plan (which may simply be a list of Procedures and/or Non-Surgical Treatment) or a detailed written explanation where the Relevant Treatment is more complex in nature.

   4. In providing Relevant Treatment for a Patient, We shall:

      1. provide suitable facilities for the provision of Procedures and Non-Surgical Treatment by Dentists, Hygienists, Nurses, Specialists or Therapists (as the case may be);

      2. provide the Patient with such information that We consider is reasonably necessary for the Patient to understand the nature of the Relevant Treatment being offered and the risks and conditions normally attendant on such Relevant Treatment.

   5. If Our performance of a Relevant Treatment is affected by an event outside Our control, then We will contact You as soon as possible to let You know, and We will take steps to minimise the effect. We will not be liable in any event of delays caused by an event outside Our control.

5. Patient obligations

   1. We will require certain information from You which must be supplied prior to the carrying out of Relevant Treatment, including in particular Your medical history. If You do not provide Us with this information within a reasonable time of Us asking for it or if You provide Us with incomplete or incorrect information, We reserve the right not to perform the Relevant Treatment and to cancel any appointments that may have been arranged without any further obligation to You. It is Your responsibility to inform Us should there be any changes to Your medical history.

   2. All Relevant Treatment will require a written consent form to by signed by You prior to commencement, and We will be unable to undertake Relevant Treatment until the signed consent form is returned to Us.

   3. When You make an appointment with Us, and in any event prior to Your first consultation, You will provide Us with Your personal details which will include Your current telephone number, home address (and postal address if different) and your email address. It is Your responsibility to inform Us should there be any changes to these personal details.

   4. We will be able to arrange appointments for You or to accept cancellations of appointments through someone on Your behalf such as Your spouse or a carer but You will be required to give Your consent to this so that We can verify that person’s identity.

   5. All Patients attending Our facilities will be treated with courtesy and dignity at all times. In return We expect Patients to treat members of Our staff with respect and to exercise care when on Our premises. Abuse of staff members by Patients (either in person or on the phone) or by visitors or the causing of damage to any of Our equipment or facilities will not be tolerated, and if any such situation should occur, We reserve the right to terminate treatment and/or to deny access to Our premises or Our facilities.

6. Treatment Plan(s)

   1. We will endeavour to explain the Treatment Plan in a way that Patients can understand, but the Patient shall be responsible for reading and understanding the Treatment Plan and, where relevant, reading the Treatment Information Literature prior to consenting to undergo any Relevant Treatment.

   2. If You have any questions or queries about Your Treatment Plan and the Relevant Treatment, You can ask at any time, and a Relevant Practitioner will do as much as is reasonably possible to provide You with suitable answers.

   3. It is the responsibility of the Patient to ask questions or raise queries pertinent to the Treatment Plan and the Relevant Treatment prior to the treatment commencing. If the Patient fails or declines to ask questions or raise queries in a timely manner, neither Pond Square Dental nor the Relevant Practitioner shall have any responsibility therefor to the Patient.

   4. The Treatment Plan will set out an estimate of our Fees, which We will seek to adhere to. However, where, during the carrying out of Relevant Treatment We consider that, due to clinical or radiographic findings, a change to the Treatment Plan is required, We will advise the Patient of the nature of the change and the additional Fees that will arise.

   5. Treatment Plans are valid for three months from the date when the Relevant Treatment was prescribed. If You decide not to adhere to the Treatment Plan which then expires, a further Treatment Plan will be required before Relevant Treatment can be undertaken. Additional Fees may be required should further Treatment Plans be needed.

   6. If the Treatment Plan requires that the Relevant Treatment be carried out and completed within a specified timescale, and You do not adhere to that timescale, it may be necessary to restart the Relevant Treatment from the beginning. Additional Fees may be required should this situation arise.

   7. Where it becomes clear after Relevant Treatment as set out in the Treatment Plan has been completed that additional Relevant Treatment is required, We will provide the Patient with a further Treatment Plan with details of the additional Relevant Treatment together with details of the additional Fees that will arise, including where the Relevant Treatment as set out in the original Treatment Plan is compromised and will need to be redone.

7. Details of finishes

   1. Where the Relevant Treatment includes restorative work, there may be a choice of materials, techniques or finishes, details of which are set out in the appropriate Treatment Information Literature. It is Your responsibility to check the list of finishes and materials in the Treatment Information Literature prior to the start of the Relevant Treatment.

   2. If You are not satisfied with the finish after the Relevant Treatment has been completed but the condition of the finish is as shown in the Treatment Information Literature, We will not be liable for that treatment, and any further treatment will be subject to additional Fees.

   3. Where work in the anterior part of the mouth is restricted or the scope of that work is limited at the Patient’s request, or where the Patient decides to halt the work that has been started, We will not be liable where the Relevant Treatment is therefore limited and You will remain responsible for the payment of Fees in full.

8. Fees

   1. The Treatment Plan given to the Patient will contain an estimate of Our Fees, which We will seek to adhere to save where additional Fees may become payable in accordance with these Terms and Conditions or where the scope of the Relevant Treatment is materially more than first considered necessary.

   2. The Patient may be required to pay a deposit of an amount stipulated by Us prior to an appointment with a Relevant Practitioner being made. Deposits are deductible from the Fees to be charged for the Relevant Treatment.

   3. The Fees for a visit during which Relevant Treatment is carried out shall be paid at the conclusion of the visit. Where further Relevant Treatment is to be carried out, any additional Fees shall be paid at the conclusion of the visit during which the further Relevant Treatment is carried out.

   4. We do not provide credit facilities in respect of Our Fees. Where at Our complete discretion We provide You with an invoice in respect of the Fees, the invoice must be settled by You in full within three days. If We decide to introduce a finance facility for Fees, details will be made available to Patients at the time, and the terms relating to it will be subject to a separate agreement with Patients.

   5. We accept payment by debit cards and credit cards (other than Amex). For Your security, We do not store any card details on Our systems.

   6. Transfers directly to Our bank account are preferred, and bank account details are available on request.

   7. Payments for Relevant Treatments are currently exempt from VAT, but all sums payable, unless otherwise stated, are exclusive of any VAT and other duties or taxes that may from time to time be payable.

   8. If You fail to make any payment to Us by the due date, We may charge interest to You on the overdue amount at the rate of 3% a year above the base lending rate of National Westminster Bank plc from time to time. Interest shall accrue on a daily basis from the due date until the date of actual payment of the overdue amount, whether before or after judgment. You must pay Pond Square Dental the overdue amount together with all accrued interest plus the costs that We have incurred in obtaining payment from You in order for the amount You owe to be settled in full.

9. Cancellation or missed appointments

   1. Once made, an appointment can only be cancelled as set out in these Terms and Conditions.

   2. Where a scheduled appointment is for 90 minutes or less, We require a minimum of two full working days’ notice to cancel or rearrange that appointment.

   3. Where a scheduled appointment is for over 90 minutes, We require a minimum of five full working days’ notice to cancel or rearrange that appointment.

   4. Where the appointment has been paid for in advance, and Our cancellation terms are not met, or You do not attend the appointment, part or all or the Fees will be retained.

   5. Where the appointment has not been paid for in advance, and Our cancellation terms are not met, or You do not attend the appointment, Fees either as set out in the Treatment Plan or in accordance with Our standard list of Fees or as per the Fees set out in Appendix 1 will be charged for the appointment and will be subject to Our normal terms of payment.

   6. If You are more than 15 minutes late for an appointment, We have the right to treat that as a missed appointment. At Our discretion, We may reschedule the appointment, and further Fees may be charged both in respect of the missed appointment and for the rescheduled appointment.

   7. We will not consider any mitigating circumstances for cancelled or rearranged appointments that do not meet Our cancellation terms or where the appointment is missed.

   8. Where a Patient has already cancelled or missed an appointment, Pond Square Dental reserves the right to charge a deposit for future appointments which will have to be paid before any Relevant Treatment is carried out.

10. Guarantee

    1. Pond Square Dental wants the Patient to be entirely satisfied with their care and treatment. Where a Patient is unhappy with any aspect of the Relevant Treatment, they should raise a complaint in accordance with Our Complaints Policy. If We decide to rectify the Relevant Treatment, it is for Us to decide what is required on the basis of what is clinically appropriate.

    2. We do not guarantee any of our dental treatment. Where as part of the Relevant Treatment We provide information on the longevity of treatment, this will be an average only, and Your treatment may last more or less than the average.

    3. You can improve the chances of treatment being successful and lasting longer by following Our professional advice on how to maintain Your oral health and any restorative treatment.

    4. The terms of this provision do not affect the statutory rights of Patients.

11. Complaints

    1. At Pond Square Dental, We try Our best to ensure that Patients are happy with their experience with Us, and We welcome feedback to improve Our services.

    2. Complaints are always taken seriously, and in the event that the Patient is unhappy with any aspect of the services provided, the complaint should be made as soon as possible in accordance with Our Complaints Policy, which is available on request from Our reception staff.

12. Use of images and x-rays

    1. All images and x-rays and the copyright in them belong to Pond Square Dental.

    2. We may use images and x-rays of Your smile and teeth only for educational purposes, for Our website or for promotional and educational literature. Your name will never be published, and Your identity will never be disclosed. If You do not wish for Us to use the images and x-rays in this way, please inform Us.

13. Confidentiality and data protection

    1. Pond Square Dental processes data relating to Patients in connection with the Relevant Treatment provided to those Patients in accordance with these Terms and Conditions, the Data Protection Act 2018 and UK General Data Protection Regulation.

    2. Pond Square Dental may disclose data relating to Patients to the Dentists, Hygienists, Nurses, Specialists, Therapists and Trainee Nurses in the course of the Relevant Treatment.

    3. The Patient is deemed to consent to the disclosure of all personal data (including sensitive personal data) by Dentists, Hygienists, Nurses, Specialists, Therapists and Trainee Nurses for the purpose of discussing and deciding upon the Relevant Treatment.

    4. The Patient acknowledges that Pond Square Dental is obtaining this consent in order that We and Dentists, Hygienists, Nurses, Specialists, Therapists and Trainee Nurses may comply with the provisions of relevant data protection legislation.

14. Other important terms

    1. Pond Square Dental reserve the right to transfer their rights and obligations under these terms to another entity.

    2. The contract formed in accordance with these Terms and Conditions is between You and Pond Square Dental, and no other person shall have any rights to enforce any of its terms.

    3. If a court finds that any of these Terms and Conditions are unenforceable, then the provision in question shall be deemed deleted from these Terms and Conditions and the rest of these Terms and Conditions will continue in full force and effect.

15. Covid-19

    1. We require Patients to complete a Covid-19 questionnaire prior to attending an appointment. If You are unable to attend Your appointment because You have tested positive for Covid-19, please notify Us by telephone or email as soon as practicable.

16. Legal jurisdiction

    1. These Terms and Conditions, the contract between us and the services provided by Pond Square Dental and Relevant Practitioners hereunder shall be governed by the laws of England and Wales, whose courts shall have exclusive jurisdiction.

Appendix 1

1. Fees for missed appointments and appointments not cancelled according to the cancellation policy as below.
2. Where single use items have been opened and cannot be reused, these will be charged in addition at cost.

Dentist
30 mins or less	£90
60 mins	£180
90 mins	£270
2 hours	£360
Hygienist
60 mins	£145

Terms of Use for Website

1. We are Pond Square Dental, a private dental practice with its principal place of business at 26 Highgate High Street, London N6 5JG.

2. These are the terms and conditions which regulate the use of our Website.

3. Please be aware that any information provided through any part of our website does not constitute professional advice. For professional dental advice, you should see one of our dentists for a consultation.

4. Our website does not constitute a contractual agreement to provide dental services at a set fee.

5. We cannot guarantee that our website, or any content on it, will be free from errors or omissions at any one time.

6. We will not be liable to you if for any reason our website is unavailable at any time or if you take on or decline a course of treatment recommended by a dental professional due to information set out on our website.