Terms of Use

• Our website is designed to provide general information about our orthodontic practice, treatments, and services.

• Information provided here is not a substitute for professional medical advice. For personalised care, please schedule a consultation.

• You may not copy, distribute, or reuse any of the content on this website without our permission.

• We do our best to ensure all information is accurate and up to date, but we cannot guarantee that every detail will always be current.

Privacy Policy

• Personal Information: When you book an appointment, fill out a contact form, or email us, we collect details such as your name, email, phone number, and any other information you choose to share.

• How We Use Your Information: This information is used only to provide orthodontic treatment, confirm appointments, respond to inquiries, and manage patient care.

• Data Security: We take reasonable steps to protect your personal data. Your information will never be sold or shared with third parties, except when legally required or necessary for your treatment.

• Your Rights: You have the right to access, update, or request the deletion of your personal information at any time. Please contact us if you would like to exercise these rights.

Cookie Policy

• Our website uses cookies to improve your browsing experience and help us understand how visitors use our site.

• Cookies may collect anonymous data such as pages visited, time on site, and device type. This helps us improve our content and services.

• You can disable cookies in your browser settings if you prefer not to share this data. Please note that some features of the website may not function properly without cookies.

STELLENBOSCH ORTHODONTICS PRACTICE POLICIES

These policies form part of the terms on which Stellenbosch Orthodontics provides care. By completing a new patient form and proceeding with records or treatment, you accept these policies on your own behalf or on behalf of your child.

PAYMENT OF ACCOUNT

Responsibility for settling all account balances rests with the patient or, if applicable, their parent or guardian. It remains the patient's responsibility to coordinate with their medical aid and understand its processes.

By accepting our terms and conditions upon completing a new patient form, you acknowledge responsibility for the fees associated with the initial appointment. Any subsequent quotes that are accepted similarly remain the responsibility of the patient for payment. Quotes are valid for the calendar year in which they are issued.

MEDICAL AND DENTAL HISTORY DISCLOSURE

For optimal care, patients must disclose a complete medical and dental history, including any known conditions, allergies, and current medications. Any relevant changes to health status during treatment should be promptly communicated to Stellenbosch Orthodontics.

EMERGENCY PROTOCOLS

In the event of an orthodontic emergency, such as significant pain or appliance damage, please contact Stellenbosch Orthodontics within normal operating hours.

DATA SHARING WITH REFERRALS

For comprehensive treatment, some patient records may need to be shared with external specialists (e.g., oral surgeons or general dentists). By agreeing to treatment, you consent to the sharing of relevant clinical information for coordinated care purposes, in accordance with the Protection of Personal Information Act (POPIA) and applicable privacy regulations. Only the minimum necessary clinical information required for your coordinated care will be shared. You have the right to request details of what information has been shared and with whom.

ARTIFICIAL INTELLIGENCE (AI) ANALYSIS

You acknowledge and consent that this practice may use artificial intelligence (AI) tools to assist in the analysis of your clinical information, including radiographs, photographs, scans, and treatment records, to support diagnosis, billing, review, and treatment planning.

You understand that:

• AI tools are used as an adjunct to, and not a substitute for, the professional judgement of your treating practitioner.

• The treating practitioner retains full clinical accountability for all decisions, regardless of whether AI tools were used in the diagnostic or planning process.

• AI outputs are always reviewed, interpreted, and validated by the treating practitioner before any clinical decision is made.

• Your personal and clinical information will be processed for this purpose in accordance with POPIA and the HPCSA Ethical Guidelines on the Use of Artificial Intelligence (Booklet 20).

• Appropriate technical and organisational safeguards are in place to protect your information.

You have the right to query any AI-assisted clinical decision with your treating practitioner, who will explain the basis for the decision in terms you can understand.

TERMINATION OF TREATMENT

Stellenbosch Orthodontics reserves the right to discontinue treatment in specific circumstances, including but not limited to non-payment, non-cooperation, or consistently missed appointments. In these cases, patients or guardians will be informed, and treatment discontinuation does not entitle patients to a refund of previously paid fees.

PATIENT COMMITMENT TO ORAL HYGIENE

Maintaining appropriate oral hygiene is essential for successful orthodontic treatment. Poor hygiene can result in complications, possibly extending treatment time or incurring additional costs. Patients are advised to follow all hygiene recommendations provided by Stellenbosch Orthodontics.

PHOTOGRAPHY AND VIDEOGRAPHY CONSENT

As part of treatment planning and monitoring, clinical photographs and videos may be taken. By undergoing treatment, you consent to the use of these records for medical purposes only, stored securely and used solely for patient records and evaluation.

DIAGNOSTIC RECORDS AND TREATMENT PLANNING

• Before any opinion, quote, or treatment is provided, diagnostic records are taken. These may include X-rays, clinical photographs, video, and digital scans, as clinically indicated.

• Following evaluation of the records, your orthodontist will prepare a treatment plan and quote, which will be communicated to you.

• Recommendations may range from no immediate intervention with periodic recall, to early (first stage) treatment, fixed appliances (braces), clear aligners, or combined orthodontic and surgical treatment. The details, expected duration, risks, and costs of any recommended treatment will be set out in your individual treatment plan and quote.

• Diagnostic records and treatment plans are only valid for 6 months. Records older than this may need to be redone, and a charge may apply depending on their age.

• Where extractions or surgical input are required, records may be shared with your dentist or maxillofacial and oral surgeon (see section 4).

TREATMENT EXPECTATIONS AND PATIENT COOPERATION

• Orthodontic outcomes depend on patient cooperation, including wearing elastics, aligners, and other appliances as prescribed, maintaining oral hygiene, and attending scheduled appointments.

• Some discomfort is normal, particularly after appliances are fitted or adjusted. The degree of discomfort varies between patients and cannot be predicted. Advice and, where necessary, additional visits are available during normal working hours.

• Treatment durations quoted are estimates. Actual duration may vary depending on individual growth, biological response, and cooperation.

APPOINTMENTS

• Consistently missed appointments may delay treatment and may constitute grounds for termination of treatment (see section 6).

• Cellphones must be on silent inside the practice, and photography or videography by patients or visitors is not permitted, to protect the privacy of other patients.

BREAKAGES

When appliances are fitted, patients are instructed on which foods to avoid. Hard, sticky, and sinewy foods (for example toffees, popcorn, biltong, and droëwors) commonly cause breakages and hygiene problems and should be avoided.

RETENTION

• Retention is essential after all forms of orthodontic treatment. Without retainer wear, teeth will move.

• Retainers must be worn as prescribed by your orthodontist, typically full time initially and progressively less over time, continuing on a long-term basis whenever the retainers start feeling tight.

• Should your retainer break or be lost, it is very important to contact us promptly to arrange for a replacement, which will be charged for.

• Retainers should be cleaned with a toothbrush and cold water; cleaning products must only be used with cold water.

PROTECTION OF PERSONAL INFORMATION ACT (POPIA)

Please visit our website to review our POPIA framework and policy.

Contact Us

If you have any questions about our Terms, Privacy, or Cookie Policy, please get in touch with our team:

+27 21 887 5974