Membership Terms and Conditions

Membership

Terms and Conditions

Please read these terms and conditions carefully before joining the Berkhamsted Smile Plan. By joining the Plan, you agree to be bound by these terms.

1. The plan

1.1 The Berkhamsted Smile Plan (“the Plan”) is a dental membership plan offered by Berkhamsted Dental Practice (“the Practice”), located at 20a Lower Kings Road, Berkhamsted, Hertfordshire, HP4 2AB.
1.2 The Plan is a membership arrangement and not a form of dental insurance. It does not provide cover for unforeseen treatment costs beyond those benefits expressly set out in these terms.

1.3 Membership of the Plan is personal to the individual member and is non-transferable.

1.4 The Practice reserves the right to decline an application for membership at its discretion, including where a new member requires immediate or extensive treatment at the time of joining.

2. Joining the plan

2.1 Membership begins on the date your first direct debit payment is successfully collected.

2.2 There is no joining fee. Membership is subject to a minimum commitment of 12 months from the date membership begins. Members may not cancel within this initial period.

2.3 Members may join at any point in the year. Benefits are available from the date membership begins.

2.4 By joining the Plan, you authorise the Practice to collect monthly payments from your nominated bank account by direct debit in accordance with the Direct Debit Guarantee.

3. Renewal

3.1 Following the initial 12-month minimum period, the Plan continues on a rolling monthly basis. There is no further minimum commitment and no need to actively renew.

3.2 Membership and direct debit collection continue each month automatically until the member cancels in accordance with clause 9.

3.3 Members will be notified by email in advance of any change to the monthly fee or Plan benefits, in accordance with clause 10. If no notice of cancellation is given, the Plan and direct debit continue indefinitely on a rolling monthly basis.

4. Monthly payments

4.1 The monthly membership fee is as published by the Practice at the time of joining and is subject to review in accordance with clause 10.

4.2 Payments are collected on the same date each month by direct debit. If a payment fails, the Practice will contact you to arrange collection. Continued failure to pay may result in suspension or termination of membership and loss of accrued benefits.

4.3 The Plan fee does not include the cost of any treatment not expressly listed as a Plan benefit. All other treatment is charged at the Practice’s standard fees, subject to any applicable Plan discount.

5. What is included?

Active members of the Berkhamsted Smile Plan receive the following benefits within each rolling 12-month membership period.

5.1 Two comprehensive dental check-ups, each including a full oral examination, oral cancer screening, and gum health review.

5.2 Two hygiene appointments, each including professional scaling, tartar and stain removal, and Airflow polishing.

5.3 10% discount on all general and cosmetic dental treatments carried out at the Practice, including fillings, crowns, bridges, dentures, veneers, composite bonding, and Invisalign®. The discount applies to the standard treatment fee and is not combinable with any other promotional offer.

5.4 50% discount on teeth whitening (one course per membership year). The discounted rate applies to the Practice’s standard teeth whitening fee at the time of treatment.

5.5 One free cosmetic consultation per year (value as published), covering any cosmetic treatment available at the Practice, with no obligation to proceed.

5.6 Priority appointment access, including early morning, late evening, and weekend slots where available, and fast-track access for urgent dental appointments.

6. Children

6.1 Children under the age of 18 in the member’s household continue to receive dental care under NHS arrangements where applicable. NHS provision for children is subject to NHS terms and is not part of the Berkhamsted Smile Plan.

7. Appointments and unused benefits

7.1 Included check-up and hygiene appointments must be used within each rolling 12-month membership period. Unused appointments do not carry over to the following year,and no refund or credit will be given for unused appointments.

7.2 Members are responsible for booking their included appointments in a timely manner. The Practice will endeavour to send reminders but cannot guarantee appointment availability if insufficient notice is given.

7.3 Appointments cancelled with less than 48 hours’ notice or not attended without notice may be counted as used for the purposes of the Plan.

8. Exclusions

8.1 The Plan does not cover any treatment not listed as a Plan benefit under clause 5; dental laboratory fees in excess of standard rates where specialist work is required; referral costs or fees charged by external specialists; treatment required as a result of an accident, injury, or pre-existing condition diagnosed before the Plan start date, unless otherwise agreed in writing; orthodontic treatment (though Plan discounts apply to Invisalign® treatment carried out at the Practice); facial aesthetic treatments; and any treatment carried out at a practice other than Berkhamsted Dental Practice.

8.2 Emergency treatment is not included in the Plan. Plan members receive priority access for emergency appointments and are eligible for the 10% treatment discount on any emergency treatment costs incurred.

9. Cancellation

9.1 Members may cancel the Plan after the initial 12-month minimum period by giving written notice to the Practice by email or letter. Cancellation takes effect at the end of the calendar month in which notice is received, provided the minimum period has been completed. Cancellation requests received before the end of the 12-month minimum period will take effect at the end of that period.

9.2 Upon cancellation, any Plan benefits not yet used in the current membership year are forfeited. No refund will be given for the period between the cancellation date and the end of the month.

9.3 Where a member has received treatment benefits with a combined value in excess of the membership fees paid to date at the time of cancellation, the Practice reserves the right to invoice the difference at the standard treatment rate.

9.4 The Practice may terminate a membership with 30 days’ written notice if a member breaches these terms, fails to make payment, or behaves in a manner that is abusive or inappropriate toward Practice staff.

10. Changes to the plan

10.1 The Practice reserves the right to amend the Plan, including its price, included benefits, and these terms and conditions, giving members no less than 30 days’ written notice.

10.2 Notice of changes will be given by email to the address held on your patient record. It is the member’s responsibility to keep their contact details up to date.

10.3 If a member does not wish to continue under amended terms, they may cancel their membership in accordance with clause 9 before the changes take effect.

11. General

11.1 The Plan does not affect your statutory rights as a consumer.

11.2 Membership of the Plan does not guarantee the availability of any specific clinician. The Practice will always endeavour to ensure continuity of care but cannot guarantee this in all circumstances.

11.3 These terms and conditions are governed by the laws of England and Wales.

11.4 Any disputes arising from the Plan that cannot be resolved directly with the Practice may be referred to the Dental Complaints Service (www.dentalcomplaints.org.uk).

Berkhamsted Dental Practice | 20a Lower Kings Road, Berkhamsted, Hertfordshire, HP4 2AB | 1 August 2026, Version 1

These terms and conditions should be read alongside the Plan summary provided at the time of joining.