Clear terms designed to keep your care straightforward and fair.
These Terms of Service explain how appointments, payments, treatment bookings and cancellations work at Waiata Shores Dental, so you know what to expect before your visit.
By booking, attending, or receiving treatment with us, you agree to these Terms, including our Appointment, Cancellation & Financial Responsibility Policy.
Your care, bookings and payment responsibilities
A clear summary of our service terms, including appointment expectations, payment timing, funding, privacy and cancellation requirements.
- How appointments and recall bookings work
- When payment, deposits or prepayment may apply
- How cancellation fees are calculated
- How concerns or complaints can be raised
A simple overview before the detail.
Thank you for choosing Waiata Shores Dental. These Terms of Service are designed to make expectations clear, protect reserved clinical time, and support a smooth experience for every patient.
Appointments are confirmed
When you book or accept an appointment, including a recall booking, that time is reserved specifically for you.
Payment is due on the day
Unless agreed in advance, treatment fees are payable on the day of service.
Notice is required
We require at least 2 business days’ notice to cancel or reschedule an appointment.
Reminders are a courtesy
Not receiving a reminder does not remove responsibility for attending or managing your appointment.
Services
We provide general, cosmetic, restorative, orthodontic and emergency dental services in accordance with applicable New Zealand law and the standards expected of registered oral health practitioners in New Zealand.
All treatments are carried out by qualified and registered clinicians.
Treatment recommendations are based on your individual clinical needs, informed consent and the professional judgement of your clinician.
Appointments
Appointments can be scheduled in person, by phone, email or through our online booking system.
Recall appointments may be scheduled with your consent at a previous visit. These appointments are confirmed bookings and are not tentative.
You are responsible for attending the appointment you agreed to, whether or not a reminder is received. Reminder SMS and email communications are provided as a courtesy only.
If you arrive more than 10–15 minutes late, your appointment may need to be shortened, modified or treated as a late cancellation.
Payments & Financial Responsibility
Payment is due on the day of service unless a prior arrangement has been made.
We accept EFTPOS, credit or debit cards, cash and bank transfer.
For high-value or longer appointments, including crowns, surgery or clear aligner treatment, a deposit or prepayment may be required.
You agree to pay for all services provided, any cancellation or missed appointment fees, and any balance not covered by insurance, ACC, OHSA or third-party funding.
Quoted fees are based on the treatment planned at the time. If your clinical needs change, fees may also change and will be discussed with you where practicable before proceeding.
Overdue accounts may be referred to a debt collection agency, with additional costs added where permitted by law.
Insurance, ACC & Government Funding
Patients are responsible for understanding their own coverage and funding entitlements.
We may assist with claims where possible, but the patient or guardian remains responsible for any balance not covered.
Cancellation and failure-to-attend fees are private fees and are not covered by insurance, ACC, OHSA or government funding.
Appointment, Cancellation & Financial Responsibility Policy
This section forms part of your agreement with us and applies to all appointments, including recall appointments booked with your consent.
5.1 Confirmed Appointments
When you book or accept an appointment, including a recall appointment, you enter into a binding agreement for that reserved clinical time.
Recall appointments arranged at a previous visit are confirmed with your consent and are not provisional bookings.
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 cancel or reschedule any appointment.
Notice must be given by phone call, voicemail or email to info@wsd.nz.
Messages sent after hours are treated as received on the next business day.
5.3 Late Cancellations & Failure to Attend
5.4 Basis for the Fee
The cancellation fee reflects the genuine cost of reserved clinical time, including lost revenue, staff wages, room preparation, sterilisation setup, resource allocation and materials prepared for your visit.
This is not a penalty. It is a recovery of loss caused by the unused appointment time.
5.5 Late Arrivals
Arriving more than 10–15 minutes late may result in a shortened appointment, rescheduling, or a cancellation fee being applied if the appointment can no longer proceed as planned.
5.6 Failure to Receive Reminders
Failure to receive, read or respond to a reminder does not remove responsibility for the appointment or any associated fee.
This includes situations such as being overseas, changed contact details, spam filtering, a full inbox or disabled notifications.
5.7 Repeat Offences
Two late cancellations or failures to attend may result in prepayment being required for future bookings.
Three late cancellations or failures to attend may result in review of your ongoing place at the practice.
5.8 Children & Adolescents
Parents or guardians booking or accompanying a minor are responsible for managing the appointment, complying with these cancellation terms and paying any applicable fees.
Privacy & Confidentiality
We handle personal information in accordance with New Zealand privacy law and applicable health information requirements.
Patient information is only used or shared for treatment, communication, payment, operational or legal purposes where appropriate.
Complaints
If you have concerns or feedback, please contact the Practice Manager first. We will make every effort to address concerns promptly, respectfully and professionally.
If you remain dissatisfied, you may be able to raise your concerns with the Health and Disability Commissioner or another appropriate regulatory body in New Zealand.
Limitation of Liability
Nothing in these Terms is intended to exclude, restrict or override any rights or remedies you may have under New Zealand law where those rights cannot lawfully be excluded.
To the extent permitted by law, and subject to the paragraph above, we are not liable for indirect, consequential or special loss, and our liability is limited to the amount paid for the relevant services rendered.
Amendments
These Terms of Service may be updated from time to time. Changes take effect once published on our website.
It is the patient’s responsibility to review the latest version.
Governing Law
These Terms are governed by the laws of New Zealand. Any disputes will be subject to New Zealand courts or other applicable New Zealand dispute resolution processes.
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 accept the cancellation policy, accept financial responsibility for your account, and agree to comply with these terms.
If anything is unclear, please ask us before your visit.
We want patients to feel informed and comfortable before treatment, including around booking terms, payment expectations and cancellation requirements.