General Terms and Conditions

02. Scope

These terms apply to all appointments, treatments, cost estimates, invoices and communication between Dental Kind and the patient or the patient’s parents or legal representative. By making an appointment or undergoing treatment, you accept these terms. The most recent version is always available on our website. An amendment does not apply to a treatment for which a cost estimate has already been accepted, unless you agree to it.

03. Our care

We provide dental care with due care and in accordance with the standards of the profession. Every patient and every situation is different, so our commitment is one of best efforts: we cannot guarantee a specific medical, functional or aesthetic result.

04. Minor patients and representation

For patients under 18, the treatment agreement is concluded with the parents or the legal guardian, who are also responsible for payment. The person accompanying a minor confirms that he or she is authorised to act on behalf of the child.

In accordance with Belgian law, we may assume that a parent acts with the agreement of the other parent, unless we know otherwise.
In accordance with the Act on patients’ rights, the child is involved in decisions in line with his or her age and maturity. We may ask a parent or legal representative to be present during the appointment.

If an adult patient is represented by an administrator (bewindvoerder), the patient or the administrator must inform us of this and provide proof of the appointment.

05. Information from the patient

Please provide us with complete and correct information about health, medication and, where relevant, pregnancy, as well as contact and health insurance fund details. At the first visit we ask for an identity document (eID, Kids-ID or ISI+ card) and the completion of a health questionnaire. Please inform us of any changes.

06. Appointments

We work by appointment only. Check-ups and consultations can be booked online via our website; other treatments are scheduled by the practice. Because we give our full attention to patients during treatments, we are only available by telephone to a limited extent; please contact us by e-mail whenever possible.

Appointment confirmations and reminders are an extra service; you remain responsible for attending your appointment on time. If you arrive late, the appointment may be shortened or rescheduled. Our schedule can also run late, for example due to an emergency; thank you for your understanding.

07. Cancellation and missed appointments

Please cancel or reschedule your appointment at least 48 hours in advance. As the practice is closed at weekends, a Monday appointment must be cancelled by Friday during opening hours at the latest.

For a late cancellation or a missed appointment, we may charge a fee of €30 per appointment. For longer scheduled treatments, a higher fee may apply, which is communicated to you in advance and is proportionate to the time reserved. The practice may waive or reduce this fee.

If we cancel an appointment less than 48 hours in advance, other than due to force majeure (such as illness of the dentist or a medical emergency), you are entitled to an equivalent compensation. Repeatedly missing appointments may lead to the end of the treatment relationship, after a prior written warning.

08. Rates and cost estimates

Dental Kind is not conventioned and applies its own rates, which are available at the practice and on our website. Reimbursement by your health insurance fund may be lower than the fee charged; the difference is payable by the patient.

For treatments of more than €250 you receive a written cost estimate in advance; for smaller treatments an estimate is available on request. Estimates are indicative. If the treatment or the costs change significantly, we will inform you in advance where possible. A consultation to draw up a treatment plan or estimate may be charged.

09. Payment

Fees are payable at the time of treatment, unless otherwise agreed, or by invoice sent by e-mail and payable within 14 days. You receive a certificate of care provided or an eAttest for reimbursement by your health insurance fund. Technical and laboratory costs form part of the treatment costs. Please also check your spam folder for our e-mails.

For certain treatments, such as treatment under nitrous oxide sedation, orthodontic treatment or more extensive treatment plans, or in the event of payment arrears, we may ask for (partial) payment in advance. We will agree this with you in writing.

If an invoice is not paid on time, we will first send you a free reminder. If payment is still not made, we may charge damages and late-payment interest, within the limits permitted by Belgian law (in particular Book XIX of the Code of Economic Law for consumers). The same compensation applies to us if we fail to meet our payment obligations. Having difficulty paying? Please contact us to agree a payment arrangement.

10. Refusal or termination of treatment

You may end the treatment relationship at any time. We may refuse non-urgent treatment or end the treatment relationship for serious reasons, such as repeatedly missed appointments, unpaid invoices, aggressive or disrespectful behaviour or serious breaches of the house rules. Except in serious cases, we will first give a warning. We will ensure the continuity of urgent care and, at your request, transfer your patient file to another dentist.

11. House rules

To keep our practice safe and pleasant for everyone, we ask you to:

• treat patients and staff with respect. Violence, aggression, intimidation and discrimination are not tolerated.
• not smoke or vape, and not be under the influence of alcohol or drugs in the practice.
• not bring animals, with the exception of assistance dogs.
• not make photos, video or sound recordings of staff or other patients without their consent.
• look after your own belongings; we are not liable for loss or theft, except in the event of intent or gross negligence on our part.

12. Patient file, X-rays and photos

We keep a patient file, including X-rays, photos and scans, as required by law. We only use these images for teaching, publications or social media with your prior written consent (for minors, the consent of the parents).

13. Complaints

Are you not satisfied? Please let us know first via info@dentalkind.be, so that we can look for a solution together. If we cannot find a solution, you can contact the Federal Ombudsman Service ‘Patients’ Rights’ of the FPS Public Health (www.health.belgium.be).

14. Liability

Our liability is governed by applicable law. We are not liable for complications resulting from failure to follow our instructions or from incorrect or incomplete information provided to us. Indirect damage is excluded to the extent permitted by law. Nothing in these terms limits liability that cannot be excluded or limited by law.

15. Force majeure

We are not liable for delays or cancellations caused by circumstances beyond our control.

16. Privacy

Personal data are processed in accordance with our Privacy and Cookie Policy.

17. Invalidity

If any provision of these terms is invalid or unenforceable, the remaining provisions remain fully in force.

18. Applicable law and disputes

These terms are governed by Belgian law. We will always first try to resolve a dispute amicably. Failing this, the courts of Ghent have jurisdiction, without prejudice to the mandatory rules protecting consumers.