1. Membership Eligibility

Membership is open to all individuals seeking dental care services. All members must provide accurate and truthful information during the sign-up process and when updating their membership details.

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2. Membership Benefits

As a valued member, you are entitled to the following benefits:

2.1 Access to Partner Practices

• Access a network of carefully selected dental practices offering high-quality care at discounted rates

2.2 Routine Check-Ups

• Members are entitled to one free routine check-up per membership year, which includes:
  • Examination of teeth and gums.
  • Radiographs (if necessary).
  • Preventive oral health advice.
• Free check-ups must be used within the membership year and cannot be carried over to subsequent periods.

2.3 Discounted Dental Services

• Reduced rates on a range of general dental services, including but not limited to:
  • Hygiene treatments.
  • Fillings.
  • Extractions.
  • Root canal treatments.
  • Crowns and dentures.
  • Emergency dental treatments.
• Fees are outlined in our price list, which is provided upon registration in our welcome pack.

2.4 Cosmetic and Specialist Treatments

• Smile Access Club focuses on providing access to essential and health-focused dental care.
• Cosmetic treatments, such as elective whitening or veneers, are not typically included. However, at the dentist's discretion, treatments that align with health needs—such as a white filling on a front tooth—may be covered under Smile Access Club.
• Specialist treatments requiring referral to a specialist are not covered under Smile Access Club.
• If you have specific questions about a treatment, feel free to discuss them with your dentist to understand your coverage.

2.5 Transparency in Treatment Costs

• Clear, upfront cost estimates for all treatments provided by Partner Practices.

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3. Membership and Payment

3.1 Membership Fees

• Membership is £99 annually or £10 monthly, payable via Direct Debit.
• Fees may be adjusted annually, effective January. Changes will be communicated at least 30 days in advance.

3.2 Payment Obligations

• Once your membership is confirmed, you are liable for the agreed Membership Fee. Failure to pay may result in suspension or termination of your membership.

3.3 Membership Period

• Membership begins on the date of registration or an agreed-upon start date and lasts 12 calendar months.
• Membership renews automatically for subsequent 12-month periods unless terminated in writing at least 30 days before the renewal date.
• Smile Access Club will send a renewal reminder via email at least 30 days prior to the renewal date.

3.4 12-Month Contract Commitment

• By registering for Smile Access Club, members commit to a 12-month contract. This applies to both annual and monthly payment plans.
• Members on a monthly plan are required to fulfil the full 12-month payment obligation. Early cancellation of the membership does not waive the obligation to pay for the remaining months of the contracted period.

3.5 Cooling-Off Period

• Members may cancel their membership within 14 days of registration for a full refund, provided no benefits have been utilised.
• If a free check-up has been claimed during this cooling-off period, members will be charged the average private fee of £72 to cover the dental practice’s costs.

3.6 Non-Payment

• Failure to pay fees will result in suspension of benefits. After two consecutive missed payments, membership will be terminated, and outstanding fees pursued.

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4. Data Protection and GDPR Compliance

Smile Access Club is committed to safeguarding your personal data and ensuring compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

4.1 Data Collection

We collect and process personal data for the purpose of administering your membership and providing you with dental care services, including:

• Full name, date of birth, and contact details (e.g., address, phone number, email).
• Membership information (e.g., start and renewal dates, payment history).
• Treatment history for tracking benefits (e.g., routine check-ups).

4.2 How We Use Your Data

Your personal data is used to:

• Manage your membership and provide you with membership benefits.
• Facilitate communication with partner dental practices.
• Process payments and issue reminders.
• Comply with legal and regulatory obligations.

4.3 Data Sharing

We may share your data with:

1. Partner Practices: To confirm your membership status and ensure you receive the correct benefits.
2. Payment Processors: To facilitate Direct Debit transactions securely.
3. Regulatory Bodies (if required): To comply with legal obligations or requests from authorities.

4.4 Data Security

We take the following measures to protect your data:

• Encrypting all sensitive data in transit and at rest.
• Restricting access to authorised personnel only.
• Conducting regular security audits to ensure compliance.

4.5 Data Retention

Your data will be retained only for as long as necessary to:

• Fulfil the purposes outlined in these Terms and Conditions.
• Comply with legal and regulatory requirements.
• Resolve disputes and enforce agreements.

Once no longer required, your data will be securely deleted or anonymised.

4.6 Member Rights

You have the following rights regarding your personal data:

• Access: Request a copy of the data we hold about you.
• Correction: Request corrections to inaccurate or incomplete data.
• Deletion: Request deletion of your data in certain circumstances.
• Objection: Object to the processing of your data.
• Withdrawal of Consent: Withdraw consent where applicable without affecting the lawfulness of prior processing.

4.7 ICO Registration

Smile Access Club is registered with the Information Commissioner’s Office (ICO) to ensure compliance with UK data protection laws.

4.8 Contact Us About Data Protection

If you have any concerns about how we handle your data, contact us:

• Email: info@smileaccessclub.co.uk
• Phone: +44 7403 972566

You also have the right to lodge a complaint with the ICO via their website: https://ico.org.uk.

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5. Member Responsibilities

As a member of Smile Access Club, you are responsible for:

5.1 Appointment Scheduling & Attendance

• Members must schedule and attend appointments directly with their chosen Partner Practice.
• If you need to cancel or reschedule, you must follow the Partner Practice’s policy, including any required notice period.

5.2 Missed Appointments & Deposits

• All Partner Practices have their own policies for missed appointments, cancellations, and deposits.
• Some practices may charge a fee for missed or late-cancelled appointments, and deposits may be required for certain bookings.
• These policies apply directly to members, and Smile Access Club is not responsible for any fees or charges.
• Members should check with their chosen practice for full details on their appointment policy.

5.3 Providing Accurate Information

• Members must provide accurate and up-to-date personal details, including name, contact information, and payment details.
• Any changes to personal details should be updated promptly to ensure uninterrupted membership and communication.

5.4 Addressing Treatment Concerns

• For any concerns or issues regarding treatment, we recommend discussing this directly with the dentist at the Partner Practice.
• Smile Access Club does not provide dental care and is not responsible for treatment quality or outcomes.

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6. Liability Disclaimer

• Smile Access Club does not provide dental services directly. All treatments and procedures are performed by Partner Practices, which are independent entities.
• Smile Access Club is not liable for any injury, damage, or dissatisfaction arising from dental services provided by Partner Practices.

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7. Contact Information

For any concerns or questions, contact us at:

Email: info@smileaccessclub.co.uk

Phone: +447383808185