Terms & Conditions

1. Introduction

These Terms & Conditions (“Terms”) govern your access to and use of the Clinic Flow Dental website and any consultancy or marketing services provided by Clinic Flow Dental.

By accessing this website or engaging our services, you confirm that you have read, understood and agreed to be bound by these Terms. If you do not agree with these Terms, you must not use this website or engage our services.

These Terms apply to UK private dental clinics, clinic owners, practice managers, and authorised representatives who engage Clinic Flow Dental for consultancy or marketing-related services.

2. Services

Clinic Flow Dental provides specialist growth consultancy for UK private dental clinics, focused on generating high-intent enquiries and booked consultations, particularly for treatments such as Dental Implants and Invisalign.

Our services may include advertising strategy, Google Ads campaign management, keyword targeting, conversion optimisation, call and form tracking implementation, analytics configuration, reporting, and performance optimisation.

The exact scope of services will be agreed in writing before work begins. Any services outside the agreed scope may require a separate agreement or additional fees.

Clinic Flow Dental provides consultancy and marketing services only. We do not provide clinical advice, dental treatment recommendations, or medical services.

3. Fees & monthly payments

Services are typically provided on a monthly basis. Monthly consultancy or management fees are billed in advance unless otherwise agreed in writing.

• Payment is due monthly in advance unless otherwise agreed.
• Late payment may result in services being paused until outstanding balances are cleared.
• Any work outside the agreed scope of services may be quoted separately.
• Fees paid for consultancy services are separate from any advertising spend.
• Payments are non-refundable unless otherwise agreed in writing.

4. Advertising spend

Advertising spend is paid directly by the client to the relevant advertising platform. This may include platforms such as Google Ads, Meta Ads, Facebook Ads, Instagram Ads, or other advertising platforms used for campaign execution.

Clinic Flow Dental does not hold, process, or manage advertising budgets on behalf of clients unless explicitly agreed in writing. Our consultancy or management fees are separate from any advertising spend.

The client remains fully responsible for all advertising budgets, payment methods, billing settings, and charges applied by third-party advertising platforms.

Clinic Flow Dental shall not be responsible for any advertising costs, billing issues, account suspensions, policy violations, or platform decisions made by third-party advertising providers.

5. Client responsibilities

To deliver our services effectively, clients must provide timely access to required systems, including advertising accounts, analytics platforms, websites, and other tools necessary for campaign management and tracking implementation.

Clients are responsible for providing accurate and up-to-date clinic information, including treatment details, pricing guidance, consultation availability, and any other information required for marketing activities.

Lead handling, patient communication, call answering, appointment scheduling, and consultation availability remain the responsibility of the clinic.

Clinic Flow Dental is not responsible for outcomes resulting from internal clinic processes, staff availability, response times, or patient eligibility for treatment.

6. Performance & no guarantees

Clinic Flow Dental provides consultancy and marketing services based on strategy, data analysis, advertising management, and ongoing optimisation.

While we aim to generate high-intent enquiries and consultation opportunities, marketing performance depends on multiple factors outside our control, including market competition, advertising budgets, clinic capacity, pricing, patient suitability, and external platform changes.

Clinic Flow Dental does not guarantee specific results, patient numbers, consultation bookings, revenue outcomes, or treatment case acceptance unless explicitly agreed in writing.

Performance insights and tracking data are provided for analytical purposes and may be affected by factors such as privacy settings, browser restrictions, ad blockers, and limitations within third-party platforms.

7. Data protection

We aim to implement tracking and measurement in a GDPR-aligned manner. However, you remain responsible for ensuring your clinic’s legal compliance, including maintaining appropriate Privacy Policy, Cookie Policy and cookie consent mechanisms on your website.

Where tracking involves cookies or similar technologies, you are responsible for obtaining any required user consent and for configuring your consent banner/tools appropriately. If consent is not granted (or is withdrawn), tracking may be limited or unavailable.

Clinic Flow Dental may use third-party tools to support analytics, attribution, call tracking and reporting. We are not responsible for the availability, changes, or compliance features of third-party tools, and tracking accuracy may be affected by browser restrictions, ad blockers, device switching and platform limitations.

Nothing in these Terms creates a guarantee that tracking data will be complete, uninterrupted, or fully attributable in every case.

8. Limitation of liability

To the maximum extent permitted by law, Clinic Flow Dental shall not be liable for any indirect, incidental, special, consequential or punitive loss or damage, or for any loss of revenue, profit, business, goodwill, data, or anticipated savings arising out of or in connection with the Website or our Services.

Clinic Flow Dental is not responsible for losses arising from third-party platforms or services (including but not limited to Google Ads, Meta/Facebook/Instagram, analytics platforms, CRM systems, call tracking providers, website hosting, or consent tools), including account suspensions, policy decisions, platform outages, or changes to algorithms, reporting or pricing.

Where permitted by law, our total aggregate liability for any claim arising out of or in connection with the Services shall be limited to the fees paid to Clinic Flow Dental for the relevant service period giving rise to the claim. If no service period is specified, liability shall be limited to the fees paid in the three (3) months immediately preceding the event giving rise to the claim.

Nothing in these Terms limits or excludes liability for fraud, fraudulent misrepresentation, or any liability that cannot be excluded or limited under applicable law.

9. Governing law

These Terms (and any dispute or claim arising out of or in connection with them, the Website, or the Services) are governed by the laws of England and Wales.

The courts of England and Wales shall have exclusive jurisdiction to settle any dispute or claim arising out of or in connection with these Terms, the Website, or the Services.

10. Third-party platforms

Clinic Flow Dental may use or manage third-party platforms as part of delivering marketing and consultancy services. These platforms may include, but are not limited to, Google Ads, Meta Ads (Facebook and Instagram), Google Analytics, Google Tag Manager, call tracking software, website platforms, CRM systems and other digital marketing tools.

These platforms operate independently and are not owned or controlled by Clinic Flow Dental. Their availability, policies, algorithms, reporting systems and pricing structures may change at any time without notice.

Clinic Flow Dental is not responsible for platform outages, policy changes, account suspensions, advertising restrictions, or any other decisions made by third-party platforms that may affect advertising performance or campaign activity.

11. Intellectual property

All marketing strategies, campaign structures, optimisation frameworks, reporting systems, tracking implementations, documentation and methodologies developed or provided by Clinic Flow Dental remain the intellectual property of Clinic Flow Dental unless otherwise agreed in writing.

Clients may not reproduce, distribute, copy, modify, or reuse these materials or systems for use outside the agreed consultancy relationship without prior written permission from Clinic Flow Dental.

Any trademarks, branding or intellectual property belonging to the client remain the property of the respective client.

12. Confidentiality

Both parties agree to treat all confidential or non-public information shared during the course of the engagement as confidential. This includes business information, marketing strategies, campaign performance data, financial information and operational details.

Such information must not be disclosed to third parties without prior written consent unless disclosure is required by law or regulatory obligation.

This confidentiality obligation continues even after the termination of services.

13. Service termination

Either party may terminate services by providing written notice, unless a separate written agreement specifies a minimum service term or notice period.

Clinic Flow Dental reserves the right to suspend or terminate services if invoices remain unpaid, if required access or information is not provided, or if the client breaches these Terms.

Upon termination, all outstanding invoices for services provided up to the termination date remain payable.