Dentist2Go Practice Terms
DRAFT v0.1 for solicitor review. Not for publication. This is the document that needs the paid hour, clause by clause. Version: [1.0] · Effective date: [DATE]
1. Parties and definitions
1.1 These terms are between Vallace Digital Ltd (company number 16925416, registered office 124 City Road, London, EC1V 2NX), trading as Dentist2Go ("D2G", "we"), and the dental practice identified at onboarding ("the Practice", "you").
1.2 "Intro call" means the free five-minute video introduction between a patient and a dentist. "Match" means both parties electing to proceed after an intro call. "Platform" means the Dentist2Go website and services.
2. What D2G provides
2.1 D2G provides: a profile listing; introductions to registered patients through booked intro calls; release of contact details on a match; and aggregate analytics.
2.2 D2G is an introduction service only. We are not your agent, we do not provide or arrange dental care, we take no fee from patients, and no clinical relationship exists between D2G and any patient. The clinical relationship is exclusively between the Practice and the patient.
2.3 No volume guarantee. We do not promise any number of introductions, calls, matches or patients. You are paying for access to the mechanism, not for delivered patients.
3. Eligibility and continuing warranties
The Practice warrants, on signup and continuously:
3.1 It is registered with the Care Quality Commission for the regulated activities it offers, and will notify us within 2 business days if that registration lapses, is suspended or is subject to conditions affecting service delivery.
3.2 Every dentist it lists or presents on an intro call is registered with the General Dental Council, and the Practice will keep this attestation current. D2G relies on this attestation and does not independently verify GDC registration.
3.3 Every clinician it lists holds appropriate professional indemnity cover for all care provided to patients introduced through the Platform. D2G holds no clinical indemnity and the Practice will not represent otherwise.
3.4 It is a private practice offering no NHS treatment routes through the Platform, and is not a sole-operator arrangement.
3.5 Its profile content complies with GDC guidance on advertising and the CAP Code, contains no clinical claims, superlatives, guarantees or before-and-after imagery, and it holds written consent for any person identifiable in uploaded photography.
4. The intro call: Practice obligations
4.1 A dentist (not a treatment coordinator or other staff member) attends every booked intro call.
4.2 The call is strictly non-clinical: no examination, diagnosis, treatment recommendation or prescribing, and if a patient raises clinical matters the dentist redirects them to an in-person appointment.
4.3 Neither party records calls. The Practice will not record, transcribe, screenshot or otherwise capture them.
4.4 The Practice records an outcome after every completed call, and cannot accept further bookings until outstanding outcomes are recorded.
4.5 On declining a patient, the Practice selects one of the fixed decline categories. Free-text reasons do not exist by design. If no category fits, the Practice contacts D2G before declining. The Practice acknowledges that decline patterns are monitored in aggregate, including for patterns of concern under the Equality Act 2010, and that sustained discriminatory patterns are a termination ground under clause 12.
5. Listing, availability and ranking
5.1 Public availability states are "accepting new patients" and "not currently accepting new patients" only. Internal reasons are never displayed to patients.
5.2 Ranking (P2B disclosure). Patients are shown one practice at a time. The main parameters determining which practice is shown, in order of importance, are: distance from the patient's postcode; overlap between the patient's stated needs and the Practice's services; and current availability. Ranking is never influenced by subscription tier, payment, conversion statistics or any form of paid prominence, and no differentiated treatment is given to any practice or category of practice, including any practice in which D2G might hold an interest.
5.3 D2G may hide, suspend or remove a listing on the grounds and with the notice set out in clauses 8 and 12.
6. Fees and payment
6.1 Fees are the subscription fees stated at signup. For founding practices: £150 per month for months 1 to 3, £249 per month for months 4 to 12, and £499 per month from month 13. The standard rate is £499 per month. All fees are exclusive of VAT, which is added at the prevailing rate where D2G is VAT-registered.
6.2 Founding rates are time-limited as stated, with no lifetime grandfathering. Both step-ups are stated at signup and reminded one month and one week before each takes effect. Any retention extension is at D2G's discretion, case by case, and is never a contractual entitlement.
6.3 Payment is monthly in advance by card or direct debit through our payment provider. If payment fails: we retry over 14 days; your dashboard shows the failure from day one; your listing is hidden from new patients 72 hours after the first failure if unresolved; and existing bookings are honoured throughout. If payment is not made within 14 days, the subscription ends and clause 12.4 applies.
6.4 You may cancel at any time, effective at the end of the current billing period. No refunds for part-months.
7. Missed-appointment fees and deposits
7.1 Any DNA fee or deposit for in-person appointments is set, disclosed, charged and administered by the Practice, off-platform. D2G displays the DNA fee figure you provide. You warrant that figure is accurate, kept current, applied in compliance with consumer law, and never applied to the intro call. The maximum DNA fee displayable on the Platform is £50.
8. Content, moderation and the profile
8.1 You grant D2G a non-exclusive licence to display, format, crop and reasonably edit your profile content on the Platform.
8.2 All profile content and edits are reviewed before publication. D2G may decline or require amendment of content that breaches clause 3.5, with reasons. Repeated non-compliant submissions are a suspension ground.
8.3 Analytics shown to the Practice are aggregate only, are subject to minimum-response thresholds, and never identify a patient or an individual interaction. You will not attempt to re-identify any individual from aggregate data.
9. Data protection
9.1 Each party is an independent controller of the personal data it processes. Neither party processes personal data as the other's processor, and the parties are not joint controllers.
9.2 The Practice will use patient contact details released on a match only to arrange and provide care for that patient, and will not add introduced patients to marketing lists without the patient's own valid consent collected by the Practice.
9.3 Each party will comply with UK GDPR and the Data Protection Act 2018, maintain appropriate security, and cooperate promptly (within 24 hours of becoming aware) regarding any personal data breach touching data originating from the Platform.
10. Reports and safeguarding
10.1 Patients can report serious behavioural concerns about calls. D2G reviews every report with a human decision-maker and may, where appropriate, pass the substance to the Practice, whose professional and regulatory obligations then apply. The Practice handles any such matter in line with GDC requirements.
10.2 Dentists may equally report patient behaviour. Vexatious reporting in either direction is a suspension ground for the party responsible.
11. Changes to these terms
11.1 D2G will give at least 15 days' notice by email before changes to these terms take effect, or longer where changes require you to make technical or commercial adaptations. You may terminate before the change takes effect. Changes required by law or regulation may take effect sooner, with a statement of the legal ground.
12. Suspension, termination and statements of reasons
12.1 Either party may terminate on 30 days' written notice.
12.2 D2G may suspend the listing immediately, with a written statement of reasons at the time, where: CQC registration lapses or is restricted; payment fails (per the clause 6.3 timeline); a serious safeguarding report is under review; or clause 3 warranties prove false.
12.3 D2G may terminate on written notice with reasons where: discriminatory decline patterns persist after being raised; profile content breaches recur after warning; a dentist repeatedly fails to attend booked calls; or any clause 3 warranty is materially breached and not remedied within 14 days of notice.
12.4 On termination or expiry: pending intro calls are cancelled and affected patients are offered rematches with a neutral explanation; profile data and analytics are retained for 6 months in case of reactivation, then deleted per the Privacy Notice.
12.5 Complaints from the Practice about D2G's decisions go to help@dentist2go.uk marked "practice complaint", are acknowledged within 2 business days, and are decided by a named person within 14 days. [Note: D2G is below the small-enterprise threshold for the P2B internal complaints-handling mandate; this voluntary process is offered anyway.]
13. Liability
13.1 Nothing limits liability for death or personal injury caused by negligence, fraud, or anything not excludable by law.
13.2 Subject to that: neither party is liable for indirect or consequential loss, loss of profit or loss of goodwill; and each party's total liability in any 12-month period is capped at the fees paid or payable by the Practice in that period.
13.3 The Practice indemnifies D2G against claims arising from clinical care, from breach of the clause 3 warranties, and from the Practice's profile content.
14. General
14.1 Entire agreement (each party confirms it has not relied on any representation outside these terms, including any representation about patient volumes). No assignment by the Practice without consent. No partnership or agency. Notices by email to the addresses at onboarding. Governed by the law of England and Wales, exclusive jurisdiction of its courts.
Solicitor instruction list (delete before use): (1) enforceability of the step-up fee structure in clause 6 against B2B unfair-terms arguments; (2) the clause 3.3 indemnity warranty and clause 13.3 indemnity: are they robust if a patient sues D2G after negligent treatment; (3) P2B Regulation compliance sweep of clauses 5.2, 8.2, 11, 12 (ranking, restriction, changes, statements of reasons); (4) clause 4.5 Equality Act monitoring: confirm the framing creates no vicarious exposure for D2G; (5) DNA fee display and clause 7: confirm D2G's display of the fee creates no consumer-law liability for D2G; (6) confirm independent-controller analysis in clause 9.1.