Hire Dent Limited Cancellation, Rescheduling & No-Show Policy
(Dentist Room Hire Policy)
Effective Date: 20th March 2026
Applies To: All Dentists (Members) hiring a Dental Room from Hire Dent Limited (trading as Hire a Dental Surgery).
1. Introduction
This policy governs cancellations, rescheduling, late arrival and non-attendance relating to confirmed Dental Room bookings. All confirmed bookings constitute a binding agreement and are subject to this policy.
2. Cancellation by the Dentist
Cancellations must be made in writing (email accepted).
Refund eligibility is determined by the notice period given prior to the start of the Hire Period.
2.1 Cancellation More Than 14 Days Before Hire Period
- Full refund of Room Hire Charges or transfer to another date (minus administration fee).
- Administration fee for refund is £50.
2.2 Cancellation 14 Days and less Before Hire Period
- Non-refundable
2.4 Cancellation Within 48 Hours of Hire Period
- Non-refundable.
- Considered a late cancellation. Multiple late cancellations may result in review of Membership status.
2.5 Same-Day Cancellation or Failure to Attend (No-Show)
- 100% of Charges are non-refundable.
- May result in review of Membership status if repeated.
3. Rescheduling Policy
3.1 More Than 14 Days Before Hire Period
- One reschedule permitted free of charge per booking.
- New booking must be within 60 days of original booking date (subject to availability) otherwise booking will be non-refundable.
3.2 Within 14 Days of Hire Period
- Rescheduling is treated as a cancellation.
- Cancellation charges will apply as per Section 2.
3.3 Multiple Changes
- More than one reschedule request for the same booking regardless of notice period will be non-refundbale.
4. Late Arrival
4.1 The Hire Period begins and ends at the time confirmed in the Order Confirmation.
4.2 Late arrival:
- Does not extend the Hire Period.
- Does not entitle the Dentist to a refund or time extension.
4.3 Overrunning:
- If the Dentist exceeds their booked time, additional charges may apply.
- Continued overruns may result in suspension of booking privileges.
5. Early Departure
If the Dentist finishes earlier than the booked Hire Period:
- No partial refund will be provided.
- The full booking fee remains payable.
6. Cancellation by Hire Dent Limited
Hire Dent Limited may cancel a booking immediately if:
- The Dentist fails to maintain onboarding compliance.
- Insurance or GDC registration lapses.
- The Dentist is under regulatory investigation.
- There is serious misconduct or breach of Terms.
Where cancellation is due to the Dentist’s breach:
- All Charges remain non-refundable.
Where cancellation is due to reasons within Hire Dent Limited’s control (e.g., room unusable due to equipment failure):
- Hire Dent Limited will either:
- Offer an alternative room (subject to availability), or
- Provide a full refund for that booking.
This shall be the Dentist’s sole remedy.
7. Repeated Cancellations
Hire Dent Limited reserves the right to:
- Review Membership status
- Refuse future bookings
- Suspend or terminate Membership
8. Refund Processing
Where refunds are due:
- Refunds will be processed to the original payment method.
- Processing times may vary depending on the payment provider.
- Hire Dent Limited is not responsible for banking delays.
9. Policy Amendments
Hire Dent Limited reserves the right to amend this policy at any time. The policy in force at the time of booking will apply to that booking.