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Terms & Conditions

Article 1 – Scope and Applicability 

These Terms & Conditions govern all professional services, consultations, examinations, and  treatments provided by DARC BV, with registered office at Ellermanstraat 61, 2060 Antwerp. 

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By booking an appointment, attending a consultation, or undergoing treatment at DARC, the patient  confirms having read, understood, and accepted these Terms & Conditions, which apply to all  current and future interactions with the clinic. 

Any deviation from these Terms & Conditions is only valid if expressly agreed to in writing by  DARC BV. 

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Article 2 – Patient and Agreement 

The patient is the natural person who makes use of the medical and dental services of DARC BV. The professional relationship between DARC BV and the patient is established upon: • completion and signature of the medical anamnesis, and/or 

  • booking of an appointment (online, by telephone, or at the clinic), and/or

  • commencement of any diagnostic or therapeutic act. 

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Article 3 – Appointments 

Appointments may be scheduled: 

  • online via the DARC booking platform, 

  • by telephone, or 

  • directly at the clinic with a member of the DARC team. 

DARC BV reserves the right to adapt, reschedule, or refuse appointments when clinically,  organizationally, or professionally justified. 

Appointment confirmations are communicated electronically. The patient remains responsible for  attending the appointment at the agreed date and time. 

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Article 4 – Fees, Estimates, and Payment 

Dental and medical treatments may involve unforeseen findings that only become apparent during  the procedure, including but not limited to infection, fractures, resorption, anatomical variations, or  previous treatment complications.

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By accepting treatment at DARC BV, the patient authorises the clinician to perform all medically  necessary and professionally justified procedures required to properly diagnose and treat the  condition, even if these differ from the initially expected treatment. 

Fees will reflect the care actually delivered. 

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The patient will be informed when reasonably possible if the scope or cost of treatment becomes  materially different from what could reasonably be expected. 

All fees are exclusive of VAT where applicable and are payable according to the conditions  communicated by DARC BV. 

For extensive, multidisciplinary, or staged treatments (including but not limited to full mouth  rehabilitation, implant surgery, or complex prosthetic work), a written treatment plan and  financial estimate will be provided. 

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Article 5 – Deposits for Long or Complex Appointments 

For appointments involving significant chair time, preparation, or resource allocation — including  but not limited to: 

  • full mouth rehabilitation phases, 

  • surgical procedures, 

  • implant placement, 

  • long diagnostic or planning sessions  

 

DARC BV reserves the right to request a deposit prior to confirming the appointment. This deposit: 

  • is deducted from the final treatment fee; 

  • secures the reserved clinical time and resources; 

  • is non-refundable in case of late cancellation or non-attendance, as defined in Article 6. 

 

The retained deposit shall reflect the actual administrative, preparatory, and opportunity costs  incurred by DARC BV as a result of the cancellation or non-attendance. 

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Failure to pay the requested deposit may result in cancellation of the appointment without further  notice. 

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Article 6 – Cancellations and No-Shows 

Appointments may be cancelled free of charge if notice is given: 

  • at least 48 hours in advance for appointments of 60 minutes or longer;

  • at least 24 hours in advance for appointments shorter than 60 minutes.

 

Cancellations must be communicated directly to DARC BV by email or telephone during working  hours. Late cancellations or failure to attend an appointment may result in a compensation fee, reflecting  the reserved time and resources, including: 

  • partial or full forfeiture of the deposit (if applicable); 

  • an administrative fee communicated to the patient. 

 

Any compensation or cancellation fee shall reflect the actual time, resources, and lost clinical  opportunity incurred by DARC BV. 

Outstanding cancellation fees must be settled within eight (8) days. In case of non-payment, DARC  BV reserves the right to suspend further appointments until settlement. 

 

Article 6a – Payment Reminders, Administrative Costs, and Late Payment 

In the event that any invoice, compensation fee, deposit, or other amount due to DARC BV is not  paid by the indicated due date, DARC BV reserves the right to issue payment reminders. 

 

The following administrative costs shall be due by the patient and reflect the actual administrative  handling and follow-up costs incurred: 

  • €25 for the first payment reminder (sent by email or post); 

  • €15 for each subsequent reminder. 

These amounts are payable in addition to the outstanding balance and do not constitute a penalty,  but a reasonable compensation for administrative and follow-up costs, in accordance with Belgian law. 

 

If payment remains outstanding after repeated reminders, DARC BV reserves the right to:

  • suspend further appointments until full settlement; 

  • transfer the claim to a third-party collection service or legal counsel. 

Any additional costs incurred for recovery of unpaid amounts, including but not limited to  collection costs, administrative fees, and legally recoverable interest, may be charged to the patient  in accordance with applicable Belgian law. 

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Article 7 – Force Majeure and Unforeseen Events 

DARC BV cannot be held responsible for delays or cancellations resulting from circumstances  beyond its reasonable control, including but not limited to: 

  • illness or unavailability of clinicians,

  • force majeure, 

  • technical failures, 

  • supply chain disruptions, 

  • governmental measures. 

In such cases, DARC BV will make reasonable efforts to reschedule the appointment without  liability for compensation. 

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Article 8 – Professional Responsibility and Liability 

DARC BV undertakes to provide care in accordance with professional standards, clinical  guidelines, and current scientific knowledge. 

Liability is limited to cases of gross negligence or intentional fault and, where applicable, to the  coverage provided by DARC BV’s professional liability insurance. 

DARC BV is not liable for indirect or consequential damages, including loss of income,  inconvenience, or delays not attributable to professional misconduct. 

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Article 9 – Medical Images, Data, and Communication 

Clinical photographs, radiographs, digital scans, and treatment data may be used by DARC BV for: • medical documentation, 

  • treatment planning, 

  • education and professional communication, 

  • marketing or scientific purposes. 

Patients may object to such use at any time by written request. 

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Article 10 – Privacy and Data Protection 

DARC BV processes personal and medical data in accordance with applicable data protection  legislation, including the General Data Protection Regulation (GDPR) and Belgian healthcare  regulations. 

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Information regarding the nature, purposes, legal bases, recipients, and retention of personal and  medical data, as well as the rights of patients, is detailed in DARC BV’s Privacy Policy, which is  made available to patients and forms an integral part of the professional relationship. 

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By entering into a treatment relationship with DARC BV, the patient acknowledges having been  informed of the Privacy Policy.

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Article 11 – Governing Law and Jurisdiction 

All legal relationships with DARC BV are governed exclusively by Belgian law. Any dispute falls under the exclusive jurisdiction of the competent courts of Belgium.

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