Full Terms & Conditions

ELVET DENTAL PRACTICE

MEMBERSHIP PLANS – TERMS & CONDITIONS

These Terms and Conditions set out the basis of the agreement between you and Elvet Dental Practice.

1. Definitions and Nature of the Agreement

The Practice: Elvet Dental Practice, 18 Old Elvet, Durham, DH1 3HL.
The Plan: The Basic Patient Membership Plan provided by the Practice.
The Patient / You: The individual entering into this agreement.
Payment Provider: Stripe Payments UK Ltd (or such other provider as notified), which collects payments on behalf of the Practice.

This agreement is a contract between You and the Practice. It is not an insurance policy and does not provide cover against unforeseen dental costs. The Plan is a maintenance contract designed to:

Encourage regular attendance
Promote preventative dental care
Spread the cost of routine private dental treatment
Provide access to reduced private fees

This agreement is personal to you and is not transferable.

2. Eligibility and Commencement

2.1 Membership is subject to a satisfactory clinical assessment.

2.2 You must be deemed dentally fit by a clinician at the Practice before joining. If treatment is required to achieve dental fitness, this must be completed prior to enrolment and will be charged at the Practice’s prevailing private fee scale unless you have been a routine and recent attender to the practice prior.

2.3 A Dental Fitness Examination (new patient assessment) is required at a fee of £70 payable prior to joining.

2.4 Your membership will commence on the date of the first successful monthly payment.

2.5 Included benefits may not be accessed until three (3) consecutive monthly payments have been received, unless otherwise agreed in writing by the Practice.

2.6 The Practice reserves the right to refuse or decline membership at its clinical discretion.

3. Membership Benefits

Subject to continued payment, the Basic Plan includes:

Two (2) routine dental examinations per year, including oral cancer screening and preventative advice.
One (1) routine hygiene appointment per year.
Routine radiographs (bitewings and periapical radiographs) as clinically required.
Access to the Practice’s Membership Private Fee Scale for eligible restorative treatments.

Subject to continued payment the Full Membership Plan includes

Two routine dental examinations per year including oral cancer screening.
Two routine hygiene appointments per year OR one extended hygiene appointment per year.
Routine radiographs as clinically required.
Preventative fissure sealants and fluoride varnish where clinically indicated
Access to Members’ Fee Guide and special offers.

Subject to continued payment the Hygienist Plan includes

2 Examinations per year
3 Routine Hygiene Visits
1 Extended Hygiene visit per year
Basic x-rays included (as clinically required)
Preventative Treatments including fluoride varnish and sealants.
Access to our Members fee guide and special offers

All treatment is subject to clinical need and the professional judgement of the attending clinician.

Benefits must be used within each rolling 12-month period and cannot be carried forward.

4. Fees and Payment

4.1 The monthly fee is as advertised at the point of sign-up collected by Stripe on or around the 1st of each month.

4.2 By joining the Plan, you authorise Stripe to collect payments on behalf of the Practice.

4.3 If a payment fails, Stripe may reattempt collection. If two consecutive payments fail:

Membership may be suspended;
Benefits and discounts may be withdrawn;
The Practice reserves the right to recover outstanding sums.

4.4 If arrears are not cleared within 30 days, the Practice may terminate the Plan.

4.5 No refunds will be given for unused benefits.

4.6 The Practice reserves the right to review fees annually. At least 30 days’ written notice will be provided of any change.

5. Patient Responsibilities

You agree to:

Maintain regular attendance and book appointments in good time.
Provide at least 24 hours’ notice to cancel appointments.
Keep your contact details, medical history, and payment details up to date.
Maintain a satisfactory standard of oral hygiene.

Failure to attend an appointment or cancellation with less than 24 hours’ notice may result in:

The appointment being deemed used; and/or
A failure-to-attend fee.

6. Exclusions and Limitations

The Plan does not include:

Laboratory fees (crowns, bridges, dentures, etc.)
Dental implants
Orthodontics
Specialist endodontics
Sedation services
Cosmetic procedures not clinically necessary
Referrals to external specialists
Prescriptions or pharmaceutical products
Treatment carried out outside the Practice
Dental trauma or emergency treatment outside normal Practice hours

This Plan does not include dental accident or emergency insurance.

7. Cancellation and Termination

7.1 Cooling-Off Period

You may cancel within 14 days of joining and receive a full refund, provided no benefits have been used.

If benefits have been used within the 14-day period, the Practice reserves the right to deduct the full private fee value of treatment received.

7.2 Minimum Membership Period

Membership is intended to be ongoing and continuous. Patients are expected to remain members for a minimum of 12 months.

7.3 Standard Cancellation

After the cooling-off period, you may cancel by providing 30 days’ written notice.

7.4 Clawback Provision

If you cancel within the first 12 months of membership and have received:

Included examinations
Included hygiene visits
Discounted treatment under the membership fee scale

The Practice reserves the right to recover the difference between:

The full private fee for treatment received; and
The total membership payments made.

This sum will become immediately payable upon cancellation.

7.5 Practice Termination

The Practice may terminate membership:

For persistent failed payments
For abusive, threatening, or inappropriate behaviour
Where the professional relationship has irretrievably broken down

Where reasonably possible, 30 days’ notice will be provided.

8. Suspension of Membership

Membership may be suspended where:

Payments are in arrears;
The patient fails to attend for an extended period (12 months or more);
There is non-compliance with recommended treatment affecting dental fitness.

Reinstatement may require a new clinical assessment.

9. Data Protection

Your personal data will be processed in accordance with UK GDPR and the Practice’s Privacy Policy.

Payment details are processed securely by Stripe. The Practice does not store full card details.

10. Complaints

If you have a complaint, please contact the Practice Manager in writing.

If you are dissatisfied with the outcome, you may refer the matter to the Dental Complaints Service (for private dental care).

11. Variation of Terms

The Practice reserves the right to amend these Terms & Conditions. Updated terms will be provided with reasonable notice.

12. Governing Law

This agreement is governed by the laws of England and Wales.

Acceptance

By joining the Plan, you confirm that:

You have read and understood these Terms & Conditions;
You agree to be bound by them;
You understand this is not an insurance product.Write your text here...