Terms, Payments & Cancellations
Important information about our services, payment policies, and cancellation terms.
Terms and Conditions
1. Service Description
Hub Dental operates as a dental tourism platform connecting international patients with top-tier dental clinics in Brazil. We coordinate comprehensive packages including dental treatments, accommodations, transfers, and concierge services. Hub Dental acts as an intermediary and is not directly responsible for the dental procedures performed by our partner clinics.
2. Partner Clinic Responsibilities
All dental treatments are performed by licensed professionals at our partner clinics. Each clinic maintains its own professional liability insurance and adheres to Brazilian dental regulations and international quality standards. Treatment outcomes and clinical decisions remain the responsibility of the treating dentist and clinic.
3. Patient Responsibilities
Patients must provide accurate medical history, follow pre and post-treatment instructions, attend all scheduled appointments, and maintain open communication with both Hub Dental and the treating clinic. Patients are responsible for obtaining necessary travel documents, travel insurance, and ensuring they are medically fit to travel.
4. Treatment Guarantees and Warranties
Treatment guarantees and warranties are provided directly by the partner clinic performing your procedure. Specific terms vary by treatment type and will be clearly communicated during your consultation. Hub Dental facilitates communication and coordination but does not provide independent warranties on dental work.
5. Limitation of Liability
Hub Dental's liability is limited to the coordination services provided. We are not liable for treatment outcomes, medical complications, travel disruptions, or force majeure events. We strongly recommend purchasing comprehensive travel and medical insurance to protect your investment.
6. Privacy and Data Protection
We protect your personal and medical information in accordance with Brazilian data protection laws (LGPD) and international privacy standards. Your information is shared only with relevant partner clinics and service providers necessary to deliver your dental tourism experience.
Payment Methods & Policies
Accepted Payment Methods
We accept international credit cards and bank wire transfers (SWIFT) for all bookings. Deposits and ground service payments are invoiced in USD or EUR. The balance for dental treatments is settled directly at the partner clinic in Brazilian Reais (BRL).
Recommended: Pay in Full Upfront
Patients who pay the full treatment and ground services amount upfront lock in today's exchange rate and avoid any exposure to currency fluctuation between booking and arrival. Given the volatility of the BRL against USD/EUR/GBP, this option provides full cost certainty and peace of mind — especially for larger treatment packages.
Treatment Only — Payment Structure
Virtual Consultation
The virtual consultation fee is charged in full at the time of booking. This covers the online assessment, treatment planning session, and personalised quote preparation by our clinical team.
All Other Dental Treatments
- • 10% deposit (invoiced in USD/EUR) to confirm your appointment and treatment slot
- • Balance (90%) paid directly at the clinic in Brazilian Reais (BRL) before or during treatment
Virtual consultation credit: If you have already paid for a virtual consultation, that amount will be deducted from the 10% deposit. The deposit due at booking will be the 10% minus the consultation fee already paid.
Packages (Treatment + Ground Services) — Payment Structure
Dental Treatment Component
Follows the same rules as Treatment Only above: 10% deposit at booking, balance paid in BRL at the clinic.
Virtual consultation credit: If you have already paid for a virtual consultation, that amount will be deducted from the 10% treatment deposit. The deposit due at booking will be the 10% minus the consultation fee already paid.
Ground Services Component
(Hotel accommodations, airport transfers, city tours, and concierge services)
- • 10% deposit at booking to reserve hotels, transfers, and tours
- • Balance (90%) due in full at least 30 days before arrival to guarantee all bookings
Ground Services Deadline
All ground service payments must be completed at least 30 days before your scheduled arrival to ensure hotel reservations, transfers, and tours are fully confirmed and secured.
Cancellation Policy
We understand that plans can change. Our cancellation policy is designed to be fair while protecting the commitments we make to our partner clinics and service providers on your behalf. Cancellations must be submitted in writing to [email protected] and are effective from the date we receive your notice.
Important: Refunds Are Issued in Brazilian Reais (BRL)
All reference amounts and refund calculations are based on Brazilian Reais (BRL). Refunds will be issued in BRL regardless of the original payment currency. Due to exchange rate fluctuations, the amount received in your home currency (USD, EUR, GBP, etc.) may differ from the original amount paid. Hub Dental is not responsible for any currency exchange losses.
1Booking Deposit
Non-Refundable
The booking deposit (10% of treatment cost, or the virtual consultation fee) is non-refundable under any circumstances. It covers the administrative and planning costs incurred at the time of booking.
2Dental Treatments
Pre-paid Treatments (full or partial payment made in advance)
100% credit — full amount credited for use toward any treatment within the next 12 months
100% cash refund if a refund is preferred over credit
10% cancellation fee — 90% refunded or credited
30% cancellation fee — 70% refunded or credited
Treatments Paid at the Clinic (balance due in BRL on-site)
R$ 500 late cancellation fee — charged to cover clinic scheduling and preparation costs. No fee applies if cancelled with 5 or more days' notice.
3Packages (Treatment + Ground Services)
Note: The cancellation terms below are general guidelines. Depending on the travel dates and specific services booked (e.g., peak season hotels, non-refundable tours), more restrictive conditions may apply. Any stricter terms will be clearly communicated during the quote process and before any payment is made.
10% cancellation fee — 90% refunded
50% cancellation fee — 50% refunded
80% cancellation fee — 20% refunded
No refund — 100% forfeited
How to Request a Cancellation
Contact us immediately in writing at [email protected] or via WhatsApp at +55 (21) 97670-9348. The cancellation date is the date we receive your written notice. Refunds are processed within 14 business days of cancellation approval and will be issued in BRL.
Travel Insurance Recommendation
We strongly recommend purchasing comprehensive travel and medical insurance that covers trip cancellations, medical emergencies, and travel disruptions. Insurance can protect your investment and provide peace of mind for unforeseen circumstances beyond our cancellation policy.
Questions About Our Policies?
Our team is here to help clarify any questions about terms, payments, or cancellations.