Effective From: November 2025

Operated by NV DENTAL LTD

Thank you for choosing Waiata Shores Dental.
These Terms of Service govern the use of our dental services, website, and appointment system.

By booking, attending, or using our services, you acknowledge that you have read, understood, and agree to be bound by these Terms — including our Appointment, Cancellation & Financial Responsibility Policy (Section 5).

If you do not agree, please do not use our services.

1. Services

1.1 We provide general, cosmetic, restorative, orthodontic, and emergency dental services in accordance with New Zealand Dental Council standards.

1.2 All treatments are performed by qualified and registered clinicians.

2. Appointments

2.1 Appointments can be scheduled in person, by phone, email, or through our online booking system.

2.2 Recall appointments may be scheduled with your consent at a previous visit. These appointments are not tentativeand remain confirmed unless you actively cancel them (see Section 5).

2.3 You are responsible for attending the appointment you have agreed to, regardless of whether a reminder has been received. Reminder SMS and emails are courtesy only.

2.4 Late arrivals of more than 10–15 minutes may result in your appointment being shortened, modified, or treated as a late cancellation.

3. Payments & Financial Responsibility

3.1 Payment is due on the day of service unless a prior agreement has been made.

3.2 We accept EFTPOS, credit/debit cards, cash, and bank transfers.

3.3 For high-value or long appointments (e.g. crowns, surgery, clear aligners), a deposit or prepayment may be required.

3.4 You agree to pay for:

·       All services rendered

·       Any cancellation or late cancellation fees (see Section 5)

·       Any balances not covered by insurance, ACC, OHSA, or third-party funding

3.5 Overdue accounts may be referred to a debt collection agency, with collection costs added as permitted by law.

4. Insurance, ACC, and Government Funding

4.1 Patients are responsible for understanding their coverage and funding entitlements.

4.2 We will assist with claims, but the patient/guardian is responsible for balances not covered.

4.3 Any cancellation or FTA fees are private fees and are not covered by insurance, ACC, OHSA, or government funding.

5. Appointment, Cancellation & Financial Responsibility Policy

This section is legally binding. It incorporates your complete, loophole-proof cancellation structure.

5.1 Confirmed Appointments

·       When you book or accept an appointment — including recall appointments — you enter into a binding agreement for that appointment time.

·       Recall appointments booked at your previous visit are confirmed with your consent and are not provisional or automatic.

·       Reminder messages are a courtesy only and do not replace your obligation to attend, cancel, or reschedule.

5.2 Cancellation Notice Required

·       You must provide a minimum of 2 business days (48 hours) notice to change or cancel any appointment.

·       Notice must be given by:

o   Phone call

o   Voicemail

o   Email to info@wsd.nz

·       Messages sent after hours are deemed received the following business day.

5.3 Late Cancellations & Failure to Attend

The following fees apply:

Notice Given

Fee

2+ business days (48+ hrs)

No charge

24–48 hrs notice

50% of scheduled appointment fee OR $129 (whichever is higher)

Less than 24 hrs, or FTA

100% of scheduled appointment fee OR $129 (whichever is higher)

5.4 Basis for the Fee (Legal Requirement)

The cancellation fee represents the genuine cost of the reserved clinical time, including:

·       Lost revenue

·       Staff wages

·       Resource allocation

·       Room preparation

·       Sterilisation setup

·       Materials ordered or prepared

This fee is not a penalty, but a recovery of loss caused by the missed appointment.

5.5 Late Arrivals

Arriving more than 10–15 minutes late may result in:

·       Appointment shortening

·       Appointment rescheduling

·       Application of cancellation fee (treated as late cancellation)

5.6 Failure to Receive Reminders

Failure to receive, read, or respond to reminders does not remove responsibility for the appointment or the fee.

This includes situations where:

·       You are overseas

·       Your phone number has changed

·       Messages go to spam

·       Your inbox is full

·       Notifications are turned off

5.7 Repeat Offences

·       Two late cancellations/FTAs → prepayment required for future bookings

·       Three late cancellations/FTAs → review for possible dismissal from the practice

5.8 Children & Adolescents

Parents or guardians booking or accompanying a minor are responsible for:

·       Managing the appointment

·       Compliance with cancellation terms

·       Payment of any cancellation fees

6. Privacy & Confidentiality

We comply with all NZ privacy legislation.
Patient information is only shared for treatment, payment, or legal purposes.

7. Complaints

Concerns or feedback should be directed to the Practice Manager.
We will make every effort to address your concerns promptly and respectfully.

8. Limitation of Liability

To the maximum extent permitted by NZ law:

·       We are not liable for indirect, consequential, or special loss.

·       Our liability is limited to the amount paid for the services rendered.

9. Amendments

These Terms of Service may be updated at any time.
Changes take effect immediately once published on our website.

It is the patient’s responsibility to review the latest version.

10. Governing Law

These Terms are governed by the laws of New Zealand.
Any disputes will be subject to NZ courts.

11. Acceptance of Terms

By booking, attending, or receiving services from Waiata Shores Dental, you confirm that you:

·       Have read these Terms of Service

·       Understand and agree to the Cancellation Policy included within

·       Accept financial responsibility for your account

·       Agree to comply with these terms

If you have any questions, please contact us at info@wsd.nz.