top of page

Terms & Conditions

1. Identity of the clinic

These Terms & Conditions apply to the services provided by:

DARC BV
Ellermanstraat 61
2060 Antwerp
Belgium
KBO: BE 1022.855.201
Email: contact@darc.be
Phone: +32 329 26 26
Website: https://www.darc.be/


2. Scope

These Terms & Conditions apply to all information, appointments, examinations, treatments, estimates, invoices, communications and other services provided by DARC BV to its patients.

By booking an appointment, requesting treatment, receiving treatment, or otherwise using our services, the patient acknowledges these Terms & Conditions.


3. Nature of the services

DARC BV provides dental care and related dental services.

All treatments are performed on a best-efforts basis, taking into account the clinical situation, professional standards, and the information available at the time of treatment. No guarantee can be given regarding a specific aesthetic or medical outcome.


4. Patient information and cooperation

The patient must provide complete, accurate and up-to-date information relevant to treatment, including medical history, medication use, allergies, previous treatments and changes in health status.

The patient is responsible for informing DARC BV promptly of any relevant change in their health or contact details.

DARC BV may rely on the information provided by the patient, parent, guardian or legal representative.


5. Minors

For minor patients, DARC BV may communicate with and receive instructions, confirmations and relevant information from a parent, guardian or legal representative, as appropriate.

The person presenting the minor for treatment confirms that they are authorised to act for the minor, unless clearly stated otherwise.


6. Appointments

Appointments are scheduled based on availability.

Patients are expected to arrive on time. If a patient arrives late, DARC BV may decide, depending on the circumstances, to shorten, reschedule or cancel the appointment if the delay would interfere with planning, patient safety or the quality of care.


6A – Online Bookings

Appointments booked through DARC’s online booking system may be subject to the payment of a deposit or advance payment before the appointment is confirmed.

The deposit:

  • is deducted from the amount due for the relevant consultation or treatment;

  • secures the reserved clinical time, personnel and resources;

  • may be refunded, transferred or retained in accordance with DARC’s cancellation conditions 


For online bookings, the following cancellation rules apply:

  • appointments may be cancelled free of charge if notice is given at least 48 hours before the scheduled start time;

  • if an appointment is booked online less than 48 hours before the scheduled start time, free cancellation is no longer possible.


In the event of late cancellation or non-attendance, DARC BV may retain the deposit to account for the reserved clinical time, preparation, personnel, resources and loss caused by the cancellation or non-attendance.

If the appointment is cancelled within the applicable free-cancellation period, the deposit will be refunded or, with the patient’s agreement, transferred to a new appointment.

Failure to pay a requested deposit within the indicated timeframe may result in the appointment not being confirmed or the provisional reservation being released.

 

7. Cancellation and missed appointments

If patients cannot attend an appointment, they must inform DARC BV at least 48 hours in advance.

If an appointment is cancelled less than 48 hours before the scheduled time, or if the patient does not attend the appointment, DARC BV reserves the right to charge up to the full scheduled treatment amount.

This is particularly the case for appointments reserved for longer, complex, specialised or high-value treatments, where time, staff, materials or preparation have been specifically allocated.

DARC BV may decide, at its discretion and taking into account the circumstances, whether to waive or reduce such charge.


8. Estimates and treatment plans

Any estimate, quotation or treatment plan is indicative and based on the clinical information available at that time.

Treatment needs may change during the course of care due to clinical findings, complications, patient preferences, patient’s level of collaboration and attentiveness to dentists’ instructions, laboratory issues, or other relevant circumstances. DARC BV may therefore adjust the treatment plan, timing and cost where reasonably necessary. Where feasible, the patient will be informed of material changes.


9. Fees and payment

All fees are payable by the patient at the time of treatment unless expressly agreed otherwise.

Invoices are payable on the due date stated on the invoice or, if no date is stated, immediately upon receipt.

DARC BV may request full or partial advance payment for certain treatments, laboratory work, appliances, aligners, prosthetic work, cosmetic procedures or other treatments involving significant preparation or third-party costs.

If a payment is overdue, DARC BV reserves the right to take reasonable steps to recover the outstanding amount, in accordance with applicable law.

If an invoice remains unpaid, DARC BV may send a payment reminder. The first reminder is free of charge. If payment remains outstanding, DARC BV may charge €UR25 plus postage costs for each subsequent reminder, to the extent permitted by applicable Belgian law. If payment is still not made after the legally applicable waiting period, DARC BV may also charge late-payment interest, lump-sum compensation and legally recoverable recovery or legal costs.


10. Third-party costs

Where treatment involves third-party services or products, such as dental laboratory work, scans, appliances, aligners, specialist input or custom-made components, the associated costs may be charged to the patient.

Where appropriate, such costs may need to be paid in advance and may become non-refundable once the relevant work has been ordered, started or custom produced.


11. Refusal, postponement or interruption of treatment

DARC BV reserves the right to postpone, interrupt or refuse non-urgent treatment where justified, including where:

  • the patient has not provided necessary information;

  • the patient does not follow essential instructions;

  • the patient behaves aggressively, inappropriately or unsafely;

  • trust and cooperation are seriously disrupted;

  • treatment is not clinically appropriate;

  • fees remain unpaid;

  • force majeure or circumstances beyond reasonable control affect the clinic’s ability to provide care.

 

12. Informed consent

Before treatment, the patient will receive information appropriate to the treatment concerned. Consent to treatment must be understood as consent to the proposed care after appropriate information has been provided.

Where clinically necessary or appropriate, DARC BV may ask for written consent, including for more invasive or complex procedures.


13. No guarantee of result

Dental treatment outcomes may vary between patients and depend on clinical, biological, behavioural, technical factors, as well as patient’s follow-through on essential instructions.

DARC BV does not guarantee a specific medical, functional or aesthetic result.


14. Aftercare and patient responsibilities

The patient must follow all reasonable treatment, hygiene, medication, follow-up and aftercare instructions.

DARC BV cannot be held responsible for complications, delays or reduced treatment success resulting from:

  • incorrect or incomplete patient information;

  • failure to follow instructions;

  • missed appointments;

  • continued harmful habits;

  • treatment interruption at the patient’s request;

  • interventions by third parties after treatment.

 

15. Photos, scans and records

DARC BV may create and retain photographs, radiographs, scans and other records as part of diagnosis, treatment, filekeeping, quality control and professional documentation.

Separate consent may be requested where images are used for teaching, external educational purposes or marketing, where required.


16. Complaints

If a patient has a complaint, DARC BV requests that the patient first contact the clinic so that the matter can be reviewed and, where possible, resolved promptly.


17. Liability

DARC BV is liable only in accordance with applicable law.

Nothing in these Terms & Conditions excludes or limits liability where exclusion or limitation would be unlawful, including in cases of intent, fraud, wilful misconduct or other liability that cannot legally be excluded.

To the extent permitted by law, DARC BV is not liable for indirect or consequential damage that is not a direct result of a proven fault by DARC BV.


18. Force majeure

DARC BV is not responsible for delay, rescheduling or non-performance caused by circumstances beyond its reasonable control, including illness, technical failure, utility outage, supplier failure, government measures or other force majeure events.


19. Privacy

Personal data are processed in accordance with the DARC BV Privacy Policy.


20. Invalidity

If any provision of these Terms & Conditions is found invalid or unenforceable, the other provisions remain in force.


21. Applicable law and disputes

These Terms & Conditions are governed by Belgian law.

Disputes shall be submitted to the competent courts of Antwerp, without prejudice to any mandatory consumer rights or other mandatory legal provisions.

bottom of page