Terms & Conditions

Please read these terms carefully

These Terms & Conditions ("Terms") apply to all patients receiving care or services at Form Dental ("the Practice", "we", "us"). By booking, attending, or paying for an appointment, you agree to be bound by these Terms.

Opening Offer Terms

Free 3D Intraoral Scan

1. Eligibility

  • •This offer is available only to patients who attend and pay for their first check-up appointment at Form Dental.
  • •The offer is non-transferable and has no cash value.

2. Requirement to Attend a Paid Appointment

  • •The free 3D intraoral scan is provided exclusively in conjunction with attendance of a paid check-up or other paid treatment appointment at Form Dental.
  • •Failure to attend, late cancellation, or non-payment for the appointment voids the offer.

3. Private Practice Statement

  • •Form Dental is a private dental practice and does not provide NHS services. All appointments relevant to this offer are private, paid appointments.

4. Optional Nature of the Scan

  • •The free 3D intraoral scan is entirely optional.
  • •If you choose not to receive the scan, the decision must be discussed with your clinician.
  • •Declining the scan does not entitle the patient to any alternative benefit, discount, or compensation.

5. Clinical Suitability

  • •Suitability for a 3D intraoral scan is determined solely and entirely at the discretion of the scanning clinician.
  • •In rare cases (e.g., edentulous patients or other clinical limitations), the clinician may deem a patient unsuitable.
  • •Where a patient is deemed unsuitable, no alternative free service, compensation, or discount will be provided.

6. Technical or Equipment Issues

  • •If the scan cannot be performed due to equipment or technical issues, Form Dental will offer an alternative date for the scan.
  • •No refund, discount, or substitute service will be provided in place of the free scan.

7. Limitations of the Offer

  • •The free scan is limited to one per eligible patient.
  • •The offer cannot be combined with any other promotional offer unless explicitly stated by Form Dental in writing.
  • •The offer cannot be redeemed independently and cannot be booked or claimed without a paid appointment.

8. Non-Guarantee of Clinical Outcomes

  • •The scan is provided for clinical assessment and record purposes.
  • •Providing the scan does not guarantee suitability for any specific treatment or outcome.

9. Right to Modify or Withdraw Offer

  • •Form Dental reserves the right to amend, suspend, or withdraw this offer or these Terms & Conditions at any time, without prior notice.
  • •Changes will not affect patients who have already attended and paid for their qualifying appointment, provided all conditions have been met.

10. Final Interpretation

  • •Form Dental's decision on eligibility and compliance with these terms is final.
  • •Any attempt to misuse the offer, circumvent the conditions, or obtain services without payment will result in withdrawal of the offer and may result in refusal of service.

Free Child Exam with a Paying Adult Terms

Free Child Exam (6 years and under)

A child aged 6 years and under can receive a complimentary dental exam when attending alongside a full paying adult appointment. The following conditions apply.

1. Qualifying Adult Appointment

  • •The free child exam is available only in conjunction with a full paying adult appointment. The qualifying adult appointment can be either a checkup or a hygiene visit.
  • •The child and the adult do not need to attend on the same day, but the child must be seen by the same clinician as the paying adult.
  • •The offer also applies where the parent or guardian is on a Form Dental membership plan, provided the qualifying adult exam or hygiene appointment is attended.
  • •One free child exam is available per paid adult exam (for example, per recall). A single adult appointment does not entitle the patient to more than one free child exam.
  • •Where the paying adult appointment is a hygiene visit, the free child exam can only be booked with Emma Jones.

2. Eligibility

  • •The free exam is available to children aged 6 years and under at the date of the appointment.
  • •The child must attend with a parent or legal guardian, who must provide consent for the exam.
  • •The offer is non-transferable and has no cash value.

3. What is Included

  • •The free appointment includes a standard children's dental exam and clinical assessment only. No treatment is included.
  • •If treatment is recommended, it will be discussed with the parent or guardian and charged separately at the Practice's standard private fees.

4. General

  • •The offer is subject to availability and cannot be combined with any other promotion unless explicitly stated by the Practice in writing.
  • •Form Dental reserves the right to amend, suspend, or withdraw this offer or these Terms at any time, without prior notice. Except as varied above, the General Terms & Conditions below also apply.

Free Children's Checkup Offer Terms

Free Children's Dental Checkup, May Half Term 2026

Complimentary dental checkups for children at Form Dental, Stapleford, available 26 May to 29 May 2026 only. By booking or attending an appointment under this offer, you agree to the terms below.

1. Offer Period

  • •Free checkup appointments are available only between Tuesday 26 May and Friday 29 May 2026 inclusive, during the Practice's normal opening hours.
  • •Appointments outside this date range are not covered by this offer.

2. Eligibility

  • •The offer is available to children aged 0 to 15 years inclusive at the date of the appointment.
  • •The offer is open to both new and existing patients of Form Dental.
  • •Limited to one free checkup per child during the offer period.
  • •The offer is non-transferable and has no cash value.

3. Parent or Guardian Attendance

  • •Children must attend their appointment with a parent or legal guardian aged 18 or over, who must remain on the premises for the duration of the visit.
  • •The accompanying adult must provide consent for the checkup and any necessary clinical assessment.

4. What is Included

  • •The free appointment includes a standard children's dental checkup and clinical assessment only.
  • •No treatment of any kind is included within the free checkup. This includes, but is not limited to, fillings, extractions, hygiene appointments, x-rays, sealants, and fluoride applications.
  • •If treatment is recommended, it will be discussed with the parent or guardian and quoted separately. Any subsequent treatment will be chargeable at the Practice's standard private fees and is entirely optional.

5. Private Practice Statement

  • •Form Dental is a private dental practice and does not provide NHS services. This offer is a complimentary private appointment provided at the Practice's discretion.

6. Availability

  • •All appointments are subject to availability and are offered on a first-come, first-served basis.
  • •Form Dental cannot guarantee a specific date, time, or clinician.

7. Cancellations and Non-Attendance

  • •Please give at least 24 hours' notice if you need to cancel or reschedule, so the slot can be offered to another family.
  • •Repeated late cancellations or non-attendance ("Did Not Attend") may result in the offer being withdrawn for that child or family, and may, at the Practice's discretion, incur a charge in line with the Practice's general cancellation policy (see Section 1 of the General Terms below).

8. Combination with Other Offers

  • •The offer cannot be combined with any other Form Dental promotion, discount, or membership benefit unless explicitly stated by the Practice in writing.
  • •The free checkup has no cash alternative and cannot be exchanged for any other product, service, or treatment.

9. Clinical Discretion

  • •The Practice reserves the right to decline or postpone an appointment where it is not clinically appropriate, including where the child is unwell, unable to cooperate with the examination, or where the clinician judges that a longer or specialist appointment is required.
  • •No alternative free service, refund, or compensation will be provided where an appointment cannot be completed for clinical reasons.

10. Right to Modify or Withdraw Offer

  • •Form Dental reserves the right to amend, suspend, or withdraw this offer or these Terms at any time, without prior notice.
  • •Changes will not affect children who have already attended their qualifying appointment, provided all conditions have been met.
  • •Form Dental's decision on eligibility and compliance with these Terms is final.

11. General Terms

  • •Except as expressly varied above, the Practice's General Terms & Conditions set out below also apply to all appointments booked under this offer.

General Terms & Conditions

1. Appointments & Cancellations

1.1 Cancellation Notice Patients must provide at least 24 hours' notice to cancel or reschedule an appointment.

1.2 Late Cancellations & Missed Appointments

  • •Appointments cancelled with less than 24 hours' notice, or unattended without notice ("Did Not Attend"), may incur a charge up to the full value of the reserved appointment time.
  • •Repeated missed or late-cancelled appointments may result in refusal of further appointments.

1.3 Arrival Times Patients should arrive promptly. Excessive lateness may require rescheduling and may incur a late cancellation charge as above.

1.4 Appointment Deposits For certain appointments (including but not limited to long appointments, cosmetic treatments, implant consultations, or high-demand time slots), a deposit may be required at the time of booking. Deposits are non-refundable in cases of late cancellation or non-attendance.

2. Payments & Fees

2.1 Payment Terms Payment is due at the time of treatment, unless alternative arrangements have been agreed in writing in advance.

2.2 Accepted Payment Methods We accept cash, debit cards, and major credit cards. Additional financing options may be offered via third-party credit providers (subject to eligibility).

2.3 Outstanding Balances

  • •Any unpaid balances must be settled before further appointments may be booked or attended.
  • •We reserve the right to charge administration fees for late or unpaid balances.
  • •Where necessary, unpaid accounts may be referred to a debt recovery service, and additional costs incurred may be charged to the patient.

2.4 Price Changes All fees are subject to change. Patients will be informed of any changes prior to treatment.

3. Treatment Plans & Estimates

3.1 Validity Period Written treatment plans and estimates are valid for 3 months from the date of issue.

3.2 Changes to Treatment Plans Treatment plans may need to be modified due to clinical findings, patient decisions, changes in oral health, or new information. Any revised costs will be discussed prior to continuing treatment.

3.3 Complex or Multi-Stage Treatment For extensive or staged treatments (e.g., orthodontics, implants, cosmetic dentistry), patients may be required to sign a separate consent or treatment agreement.

3.4 No Guarantee of Outcome While we aim to achieve the best possible results, dental treatment outcomes cannot be guaranteed due to individual biological variation and patient compliance.

4. Consent & Clinical Suitability

4.1 Informed Consent Patients must provide informed consent prior to treatment. This includes understanding the risks, benefits, alternatives, and costs.

4.2 Clinical Suitability We reserve the right to decline or postpone treatment where it is not clinically appropriate or safe.

4.3 Patient Responsibilities Patients agree to:

  • •Provide accurate and complete medical and dental history.
  • •Inform us of any changes to their health or medications.
  • •Follow recommended home-care and post-treatment instructions.

5. Emergency Care

5.1 The Practice will provide urgent care where possible during normal opening hours.

5.2 Out-of-hours emergencies may be managed by external services, for which separate fees may apply.

6. Refunds & Guarantees

6.1 Refunds Refunds are generally not provided for completed treatment, except where required by law.

6.2 Treatment Guarantees

  • •Fillings: guaranteed for 12 months against failure.
  • •Crowns/Bridges/Veneers: guaranteed for 12 months, subject to normal usage and compliance with recommended maintenance.

Guarantees become void if:

  • •The patient fails to attend recommended check-ups/hygiene appointments.
  • •Damage occurs due to trauma, patient neglect, or misuse (e.g., bruxism without a nightguard).

7. Data Protection & Privacy

7.1 Data Handling We process personal data in accordance with the UK GDPR and Data Protection Act 2018. Your information is stored securely and used only for lawful purposes relating to your dental care.

7.2 Sharing Information We will not share your information with third parties without your consent, except where:

  • •required by law;
  • •necessary for clinical care (e.g., referrals, laboratory work);
  • •required by regulators or insurers.

7.3 Access to Records Patients may request access to their records in accordance with data protection legislation. A reasonable administrative fee may apply for copies.

8. Conduct & Safety

8.1 Zero-Tolerance Policy Abusive, aggressive, or inappropriate behaviour towards staff or other patients will not be tolerated and may result in termination of care.

8.2 Infection Control Patients must comply with any health or safety instructions given by staff.

9. Use of Images & Scans

9.1 Photographs, x-rays, and scans taken as part of clinical care form part of the patient's record.

9.2 Consent will be requested before using anonymised images for educational or marketing purposes.

10. Termination of Services

We reserve the right to withdraw or refuse services where:

  • •A patient breaches these Terms;
  • •There is repeated non-attendance or late cancellation;
  • •Fees remain unpaid;
  • •Treatment is no longer clinically appropriate or safe.

11. Amendments

Form Dental reserves the right to amend these Terms at any time. The latest version will always be available upon request and displayed on our website or at reception.

If you have any questions about our terms and conditions, please contact us at info@formdental.co.uk