DENTAL TRAVEL CONCIERGE

TERMS AND CONDITIONS

Effective Date: January 12, 2026

Service provider: DTCONCIERGE S.R.L

Registered address: Municipiul Sibiu, Aleea Călărașilor, Nr. 5, Bl. G, Ap. 54, Județ Sibiu, Romania

Website: www.dentaltravelconcierge.com

 

Article 1: Definitions and Interpretation

1.1. For the purposes of these Terms and Conditions, the following definitions shall apply:

(a) “Company,” “we,” “us,” or “our” refers to “DTConcierge Srl” , a legal entity established and registered under the laws of Romania, acting as the data controller and service provider.

(b) “Client,” “you,” or “your” means any natural person who, acting for purposes outside their trade, business, craft or profession, enters into a contract with the Company for the provision of Services.

(c) “Services” encompasses medical coordination services, concierge services, appointment scheduling, treatment planning facilitation, and ancillary travel assistance provided through the Website.

(d) “Medical Coordination Fee” denotes the contractually agreed fee of five percent (5%) of the estimated treatment cost, payable for coordination services rendered.

(e) “Partner Clinics” means third-party dental clinics and healthcare providers with whom the Company may coordinate services at the request of the Client, without financial incentives, referral fees, or commission-based arrangements.

(f) “Distance Contract” means any contract concluded between the Company and the Client under an organized distance service provision scheme without the simultaneous physical presence of the parties, with the exclusive use of one or more means of distance communication, including electronic means, up to and including the time at which the contract is concluded.

1.2. Unless the context otherwise requires, words importing the singular include the plural and vice versa; headings are for convenience only and shall not affect interpretation; references to statutes include amendments thereto.

Article 2: Scope of Services and Contractual Framework

2.1. The Company operates as an intermediary platform facilitating access to dental treatment services in Romania for EU residents and international clients. The Company does not itself provide medical treatment; rather, it coordinates appointments, provides logistical support, and offers optional concierge services as described on the Website.

2.2. The Company does not act as a travel agency, tour operator, or package travel organiser within the meaning of applicable European Union or Romanian travel legislation. Any travel-related assistance provided is ancillary and supportive in nature.

2.3. By submitting a service request through the contact form located at https://dentaltravelconcierge.com/contact-us/, which requires provision of your name, email address, and message content, you initiate the contracting process. A binding contract arises upon the Company’s written confirmation of service acceptance transmitted to your designated email address.

2.4. The Company reserves the right to decline a service request for regulatory, ethical, operational, or capacity-related reasons, without being obliged to enter into a service agreement.

2.5. All Services are governed by Romanian law, specifically Government Emergency Ordinance No. 34/2014 concerning consumers’ rights in contracts concluded with professionals, which transposes EU Directive 2011/83/EU on Consumer Rights into national legislation.

Article 3: Pre-Contractual Information Requirements

3.1. In accordance with Article 6 of EU Directive 2011/83/EU and Articles 5 through 8 of GEO 34/2014, the Company undertakes to provide Clients, prior to contract conclusion, with the following information in clear and comprehensible language:

(a) The main characteristics of the Services, to the extent appropriate to the medium and the Services;

(b) The identity of the Company, including the geographic address, telephone number, and electronic mail address: support@dentaltravelconcierge.com;

(c) The total price of the Services inclusive of all taxes, or where the nature of the Services means the price cannot reasonably be calculated in advance, the manner in which the price is to be calculated;

(d) The arrangements for payment, delivery, and performance;

(e) Information concerning the existence or absence of a right of withdrawal, the conditions, time limit, and procedures for exercising that right, and the model withdrawal form;

(f) A reminder that the Client shall bear the cost of returning goods, where applicable.

3.2. All contractual information shall be provided in the Romanian language in intelligible form; however, the Company may elect to provide such information in English or other languages at the Client’s request, without prejudice to the requirement that Romanian remains available.

Article 4: Medical Coordination Fee and Payment Terms

4.1. The Medical Coordination Fee shall be calculated as 5% of the estimated total treatment cost, subject to a minimum fee of EUR 250 and a maximum fee of EUR 900.

4.2. Any adjustment to the Medical Coordination Fee shall be communicated in advance and require the Client’s explicit acceptance.

4.3. Payment of the Medical Coordination Fee becomes due upon the Client’s acceptance of the treatment plan and prior to the scheduling of medical appointments. Payment shall be effected through the means specified at the time of booking, which may include bank transfer, credit card, or other electronic payment methods.

4.4. The Medical Coordination Fee constitutes consideration for coordination services rendered and is distinct from any fees payable directly to Partner Clinics for medical treatment.

4.5. Where the Client requests modifications to the treatment plan after payment of the Medical Coordination Fee that result in a change to the estimated treatment cost, the Company reserves the right to adjust the Medical Coordination Fee proportionally; any additional amounts shall become payable prior to the scheduling of revised appointments.

Article 5: Right of Withdrawal Under Distance Contracts

5.1. Pursuant to Article 9 of EU Directive 2011/83/EU and Article 9 of Romanian GEO 34/2014, Clients ordinarily possess a right to withdraw from a Distance Contract within fourteen (14) calendar days without giving any reason and without incurring any costs beyond those expressly provided by law.

5.2. Waiver of Right of Withdrawal for Commenced Services: Pursuant to Article 16(a) of EU Directive 2011/83/EU and the corresponding provisions of GEO 34/2014, the right of withdrawal shall not apply to service contracts after the service has been fully performed, provided that performance commenced with the Client’s prior express consent and acknowledgment that the right of withdrawal will be lost once the contract has been fully performed by the Company.

5.3. By expressly requesting commencement of Services prior to expiration of the withdrawal period, whether through electronic confirmation, email correspondence, or acceptance of service terms during the booking process, the Client:

(a) Provides prior express consent for the Company to begin performance of the Services before the expiration of the fourteen-day withdrawal period;

(b) Acknowledges that upon full performance of the Services, the Client will lose the right to withdraw from the contract;

(c) Understands that if withdrawal is exercised after partial performance has commenced, the Client shall pay an amount proportional to what has been provided by the time of withdrawal notification, calculated on the basis of the total price agreed in the contract.

5.4. The Company shall provide the Client with confirmation on a durable medium of the express consent given and acknowledgment made pursuant to Article 5.3 within a reasonable time after contract conclusion.

5.5. For Services which have not yet commenced and where no appointments have been scheduled, the full fourteen-day withdrawal right remains operative. Clients wishing to exercise this right must notify the Company in writing at support@dentaltravelconcierge.com.

Article 6: Refund Policy

6.1. General Principles

6.1.1. This Refund Policy has been formulated in accordance with EU Directive 2011/83/EU on Consumer Rights, Romanian Government Emergency Ordinance No. 34/2014, and applicable EU consumer protection regulations governing distance service contracts.

6.1.2. Eligibility for refunds depends upon the nature of the Services contracted, the stage of performance reached at the time of refund request, and compliance with procedural requirements set forth herein.

6.2. Refund of Medical Coordination Fee

6.2.1. Where the Client has remitted the Medical Coordination Fee and no medical appointments have been scheduled with Partner Clinics, the Client shall be entitled to a refund of fifty percent (50%) of the Medical Coordination Fee paid, provided that:

(a) A written refund request is submitted to support@dentaltravelconcierge.com;

(b) The request is received within fourteen (14) days following payment; and

(c) No further coordination activities of a substantive nature have been undertaken on the Client’s behalf.

6.2.2. Once medical appointments have been scheduled with Partner Clinics, the Medical Coordination Fee becomes non-refundable in its entirety. This reflects the irrecoverable expenditure of resources and third-party commitments incurred by the Company in securing appointment slots.

6.2.3. The partial non-refundability of the Medical Coordination Fee reflects the proportionate value of coordination services already performed prior to and up to the moment of withdrawal, including preparatory and administrative activities undertaken to assess feasibility and organise the Client’s case. Such services may include, without limitation, preliminary case review, assessment of documentation, clinic or specialist research, outreach and communication, and initial planning activities.

This proportional deduction is applied in accordance with Article 14(3) of Directive 2011/83/EU and applicable Romanian consumer protection legislation.6.2.4. The Client acknowledges that certain coordination activities may commence prior to formal confirmation in order to assess feasibility and provide meaningful information, and that confirmation of engagement compensates such work.

6.2.4. The Client acknowledges that confirmation of engagement compensates coordination services already performed prior to such confirmation

6.3. Refund of Concierge Services

6.3.1. Optional concierge services, including but not limited to accommodation arrangements, transportation bookings, and tourism facilitation, are eligible for full or partial refund according to the following criteria:

(a) Full Refund: Where concierge services have been contracted but not yet provided, and no bookings or reservations have been made with third-party service providers, the Client shall receive a full refund of amounts paid for such services.

(b) Partial Refund: Where concierge services have been partially performed or where third-party reservations have been made on the Client’s behalf, refunds shall be calculated by deducting the cost of services already rendered and any non-recoverable amounts paid to third parties, and by adding applicable administrative fees.

6.3.2. Certain third-party bookings, particularly those involving non-refundable rates for accommodation, flights, or other travel services, may not be eligible for refund. The Company shall inform Clients of non-refundable components prior to confirming such bookings.

6.4. Procedural Requirements for Refund Requests

6.4.1. All refund requests must be submitted in writing via email to support@dentaltravelconcierge.com and must include:

(a) The Client’s full name and contact information;

(b) The date of original booking or contract conclusion;

(c) A description of the Services for which refund is sought;

(d) The grounds for the refund request; and

(e) Proof of payment.

6.4.2. The Company shall acknowledge receipt of refund requests within five (5) business days and shall provide a substantive response, including determination of eligibility and refund amount, within fourteen (14) business days of receipt.

6.4.3. Approved refunds shall be processed within fourteen (14) calendar days following determination of eligibility, using the same means of payment as used for the initial transaction, unless the Client expressly agrees to a different method.

6.5. Exclusions from Refund Eligibility

6.5.1. The following categories are excluded from refund eligibility:

(a) Services that have been fully performed with the Client’s prior express consent;

(b) Fees payable directly to Partner Clinics for medical treatment (which are governed by separate agreements between the Client and the respective clinic);

(c) Costs incurred due to the Client’s failure to provide accurate information or documentation;

(d) Administrative processing fees disclosed at the time of booking.

Article 7: Cancellation, Rescheduling, and Modification of Appointments

7.1. Cancellation by Client: Clients maintain the right to cancel scheduled medical appointments without incurring financial penalties, provided that written notice of cancellation is delivered to support@dentaltravelconcierge.com at least seven (7) calendar days prior to the scheduled date of the first planned procedure.

7.2. Rescheduling and Modifications: Clients may reschedule appointments or request modifications to the treatment plan without financial penalty, provided that written notice is delivered at least three (3) calendar days prior to the originally scheduled appointment.

7.3. Late Cancellation or Modification: Where the Client fails to provide the requisite notice periods:

(a) Cancellation requests received fewer than seven (7) days before a scheduled procedure may result in forfeiture of the Medical Coordination Fee;

(b) Modification or rescheduling requests received fewer than three (3) days before an appointment may be subject to administrative fees to cover costs of coordination with Partner Clinics;

(c) Partner Clinics may impose their own cancellation or rescheduling policies, which shall be binding upon the Client independently of these Terms.

7.4. All notices under this Article must be in written form; verbal communications shall not constitute valid notice for cancellation or rescheduling purposes.

Article 8: Copyright Policy and Intellectual Property

8.1. Ownership of Intellectual Property

8.1.1. All content appearing on the Website, including but not limited to text, graphics, logos, icons, images, audio clips, digital downloads, data compilations, and software, is the exclusive property of the Company or its licensors and is protected under international copyright laws, the Berne Convention for the Protection of Literary and Artistic Works, EU Directive 2001/29/EC on the harmonization of certain aspects of copyright and related rights in the information society, and Romanian Law No. 8/1996 on Copyright and Related Rights, as amended.

8.1.2. The compilation of all content on the Website is the exclusive property of the Company and is protected by EU and international copyright laws.

8.2. Permitted Use

8.2.1. Clients and Website visitors are granted a limited, revocable, non-exclusive license to access and make personal use of the Website and its content. This license does not extend to:

(a) Any resale or commercial use of the Website or its contents;

(b) Any collection and use of product listings, descriptions, or prices for commercial purposes;

(c) Any derivative use of the Website or its contents;

(d) Any downloading, copying, or other use of account information for the benefit of third parties;

(e) Any use of data mining, robots, or similar data gathering and extraction tools.

8.2.2. Without the prior written consent of the Company, reproduction, duplication, copying, selling, reselling, or otherwise exploiting the Website or any portion thereof for commercial purposes is strictly prohibited.

8.3. User-Submitted Content

8.3.1. By submitting any content to the Website, including but not limited to messages, reviews, photographs, or other materials, the Client grants to the Company a non-exclusive, worldwide, royalty-free, perpetual, irrevocable license to use, reproduce, modify, adapt, publish, translate, create derivative works from, distribute, and display such content in any medium now known or hereafter developed.

8.3.2. Clients represent and warrant that they own or otherwise control all rights to any content they submit; that such content is accurate; that use of such content does not violate these Terms and Conditions or cause injury to any person or entity; and that they will indemnify the Company for any claims resulting from content submitted.

8.4. Copyright Infringement Claims

8.4.1. The Company respects the intellectual property rights of others. If you believe that your work has been copied in a manner that constitutes copyright infringement, please provide written notification containing:

(a) An electronic or physical signature of the person authorized to act on behalf of the owner of the copyright interest;

(b) A description of the copyrighted work claimed to have been infringed;

(c) A description of where the allegedly infringing material is located on the Website;

(d) Your address, telephone number, and email address;

(e) A statement that you have a good faith belief that the disputed use is not authorized by the copyright owner, its agent, or the law;

(f) A statement made under penalty of perjury that the information in your notice is accurate and that you are the copyright owner or authorized to act on the copyright owner’s behalf.

8.4.2. Notifications should be directed to support@dentaltravelconcierge.com.

8.4.3. The Company reserves the right to remove content alleged to be infringing without prior notice and at its sole discretion.

Article 9: Limitation of Liability and Disclaimers

9.1. The Company acts solely as an intermediary coordinating access to medical services; it does not provide medical diagnosis, treatment, or advice. All medical services are rendered directly by licensed healthcare professionals at Partner Clinics, who bear sole responsibility for medical outcomes.

9.2. To the maximum extent permitted by applicable law, the Company disclaims all warranties, express or implied, including warranties of merchantability, fitness for a particular purpose, and non-infringement.

9.3. The Company shall not be liable for any indirect, incidental, special, consequential, or punitive damages arising from or related to use of the Services, including but not limited to medical complications, treatment dissatisfaction, or travel disruptions.

9.4. Nothing in these Terms shall limit or exclude the Company’s liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any other liability that cannot be limited or excluded by applicable law.

Article 10: Data Protection and Cookie Usage

10.1. Personal data processing is governed by the Company’s Privacy Policy, formulated in compliance with Regulation (EU) 2016/679 (General Data Protection Regulation). Data Controller: Dental Travel Concierge.

10.2. The Website employs cookies as follows:

Cookie	Domain	Purpose	Duration	Type
rc::a	google.com	Google reCAPTCHA bot identification	Persistent	Necessary
wpEmojiSettingsSupports	dentaltravelconcierge.com	WordPress emoji display detection	Session	Necessary
rc::c	google.com	Google reCAPTCHA bot identification	Session	Necessary
cookieyes-consent	dentaltravelconcierge.com	User consent preferences storage	1 year	Necessary
_ga_*	Google.com	Google Analytics sets this cookie to store and count page views	1 year 1 month 4 days	Analytics
_ga	Google.com	Google Analytics sets this cookie to calculate visitor, session and campaign data and track site usage	1 year 1 month 4 days	Analytics

Article 11: Governing Law and Dispute Resolution

11.1. These Terms and Conditions shall be governed by and construed in accordance with the laws of Romania, without regard to its conflict of laws principles.

11.2. Any disputes arising from or related to these Terms shall be submitted first to mediation in accordance with Romanian mediation procedures. Failing resolution through mediation within sixty (60) days, disputes shall be submitted to the exclusive jurisdiction of the competent courts of Romania.

11.3. Nothing in this Article shall prevent the Client from exercising rights available under mandatory consumer protection legislation of the Client’s country of residence.

Article 12: Contact Information

For all inquiries concerning these Terms and Conditions, please contact:

Dental Travel Concierge Email: support@dentaltravelconcierge.com Website: www.dentaltravelconcierge.com.

Nothing in these Terms and Conditions shall be interpreted as creating a provider–patient relationship or as substituting professional medical advice.