Including the Cancellation, Rebooking and Refund Policy

Marketplace summary

ChairShare connects verified dental professionals who need clinical workspace (“Dentists”) with independently operated clinics that list chairs, rooms, suites, equipment and related facilities (“Clinics”). ChairShare facilitates discovery, booking, payment, communication and support. It is not the clinic operator, employer, clinical supervisor, healthcare provider or party delivering treatment.

1. Each listing must state what is included, its price, availability, house rules and cancellation policy before payment.
2. A Dentist cancellation is handled under the policy shown at checkout, subject to the 24-hour grace period and overriding protections in this document.
3. A Clinic cancellation normally gives the Dentist a full refund, including ChairShare service fees, or rebooking credit where offered and accepted.
4. Material listing problems must be reported promptly with evidence. ChairShare may rebook, refund, adjust payouts or take account action.
5. Clinical care, patient consent, records, infection control and professional liability remain with the Dentist and Clinic as allocated by law and their direct arrangements.

1. Definitions and acceptance

1.1 “Booking” means a confirmed reservation made through ChairShare. “Booking Price” means the chair/facility charge plus any disclosed add-ons, taxes and fees. “ChairShare Service Fee” means the fee charged by ChairShare for platform services. “Listing” means a Clinic offer. “Scheduled Start Time” is the local date and time shown in the Booking.

1.2 By creating an account, publishing a Listing, making or accepting a Booking, or otherwise using ChairShare, the user agrees to these Terms, the policy displayed at checkout, and any incorporated safety, privacy, payment or community standards. If a Booking-specific term conflicts with these Terms, these Terms control unless the Booking term is expressly stated to override them and is lawful.

1.3 Users must be at least 18 years old, legally capable of contracting, and authorized to act for the business or professional account they register.

2. ChairShare’s role as marketplace

2.1 ChairShare provides technology for Listing discovery, verification support, Booking management, communications, payment collection, payouts, reviews, rebooking assistance and dispute administration. ChairShare is not a party to clinical treatment between a Dentist and patient and does not provide diagnosis, treatment, medical advice, emergency services or clinical supervision.

2.2 Unless applicable law provides otherwise, the Booking creates a direct contract between the Dentist and Clinic for temporary use of the booked workspace and included facilities. ChairShare may administer that contract and enforce platform policies but does not own, lease, manage or guarantee a Clinic.

2.3 ChairShare may use third parties for identity checks, payments, notifications, maps, cloud services and support. Verification is a risk-reduction measure, not a warranty of competence, licensure, safety, quality or conduct.

3. Accounts, identity and verification

6. Users must provide accurate, current and complete information and protect their login credentials and one-time passwords.
7. Dentists must provide CNIC or other accepted identification, current PM&DC registration and certificate, expiry date, qualifications, specialty, contact details and payout information where relevant.
8. Clinics must provide ownership or authorization details, address, business and tax details, bank details, and applicable provincial healthcare commission registration or licensing evidence.
9. ChairShare may request renewed documents, suspend future Bookings beyond a licence expiry date, withhold payouts during verification, or restrict an account where information is false, expired, incomplete or reasonably suspected to be fraudulent.

Users remain responsible for ensuring that all licences, registrations, permits, insurance and authorizations remain valid. ChairShare approval does not replace regulatory approval.

4. Clinic Listings and host obligations

Clinics act as marketplace hosts and must:

10. accurately describe the chair, room, suite, equipment, utilities, accessibility, staff support, consumables, infection-control arrangements, photographs, location, price, taxes, add-ons and restrictions.
11. keep calendars, working hours, holidays, buffer periods and availability current.
12. provide the booked facility at the confirmed time in a clean, safe, functional and substantially as-described condition.
13. disclose whether sterilization, assistant support, radiography, emergency equipment, waste handling, materials or consumables are included or separately charged.
14. honour confirmed Bookings, communicate promptly and never pressure a Dentist to cancel on the Clinic’s behalf.
15. comply with applicable healthcare, fire, building, labour, waste-disposal, infection-control, tax and business requirements.

A Clinic may manage rooms, chairs, hours and closures after branch approval, but a change must not silently displace a confirmed Booking. The Clinic must first use the platform workflow to propose a change or cancel.

5. Dentist obligations and use of facilities

16. Book only system-generated slots and do not create overlapping Bookings across Clinics or chairs.
17. Arrive on time, use the premises only for lawful professional purposes, follow disclosed Clinic rules, and leave within the booked period including patient turnover and record completion.
18. Confirm that the booked facility and equipment are suitable before treatment conduct appropriate pre-use checks; immediately stop using unsafe or defective equipment.
19. Remain responsible for diagnosis, treatment planning, consent, prescribing, patient identity, records, confidentiality, follow-up, emergencies and professional conduct.
20. Obtain any patient authorization required to use a shared facility and explain which entity is providing treatment and handling patient data.
21. Pay separately disclosed charges for damage, overtime, additional services or consumables where properly evidenced and accepted under the Booking terms.

A registered Dentist who brings a junior dentist, assistant or supporting person remains responsible for that person’s conduct and compliance. No person may perform regulated activity beyond their lawful scope.

6. Booking formation, duration and changes

6.1 Available slots may reflect branch hours, chair status, existing Bookings, duration, cleaning/turnover buffers, holidays and operational restrictions. Durations may include hourly, 90-minute, two-hour, half-day, full-day, weekly or recurring/monthly options.

6.2 A Booking is confirmed only when the platform issues confirmation after successful payment or an approved payment arrangement. A temporary payment authorization or bank deduction alone does not confirm a Booking.

6.3 A Dentist or Clinic may request a date, time, duration or included-service change through ChairShare. A change becomes effective only when the other party accepts and any price difference is paid or refunded. The cancellation policy for the revised Booking will be displayed before acceptance.

6.4 Off-platform extensions, payments or arrangements are at the users’ risk and may not qualify for ChairShare support, refunds or dispute assistance.

7. Prices, fees, taxes and payment

7.1 Before payment, ChairShare will display the applicable facility price, disclosed add-ons, ChairShare Service Fee, taxes and total payable amount. Clinics may not add undisclosed mandatory charges after confirmation.

7.2 Payments may be processed by an integrated payment provider. ChairShare does not store full card numbers, CVV or PIN. Users authorize ChairShare and its providers to collect charges, issue refunds, correct payment errors, and recover amounts owed under these Terms where permitted by law.

7.3 Each party is responsible for its own taxes, registrations, invoicing and reporting unless ChairShare is legally required or expressly agrees to collect, deduct, report or remit an amount.

8. Clinic payouts, holds and set-off

Clinic payouts are subject to completion status, the applicable cancellation/refund outcome, ChairShare commission, disclosed taxes and payment-provider charges, settlement cycles, verification and any reserve or hold permitted by law. ChairShare may delay, reduce, reverse or set off a payout for refunds, chargebacks, duplicate payments, suspected fraud, claims, Clinic-caused cancellations, damages, regulatory requests or amounts otherwise owed. Failed payouts remain pending until valid payout details are supplied.

9. Cancellation policy selected for each Listing

9.1 Each Clinic must select one standard cancellation policy for a Listing or rate plan. The selected policy and exact cancellation deadline must be shown before payment and in the Booking record. Deadlines use the Clinic’s local time zone.

9.2 All standard policies include a 24-hour grace period: the Dentist may cancel for a full refund, including taxes and the ChairShare Service Fee, within 24 hours after confirmation if the Booking was confirmed at least 7 full days before the Scheduled Start Time. This does not apply after the Booking has started.

Policy	Dentist cancellation before start	Refund of facility price
Firm	At least 24 hours before	90%
Firm	Less than 24 hours but more than 12 working hours	50%
Firm	Less than 12 hours	No refund

 

9.3 A Clinic may offer a clearly labelled discounted non-refundable rate. The Dentist must actively select it before payment. The 24-hour grace period above still applies unless ChairShare clearly discloses a lawful exception. Overriding protections for Clinic cancellation, Major Disruptive Events and material Booking problems always apply.

9.4 ChairShare may introduce policies for recurring or long-term Bookings. Until a Booking-specific long-term policy is displayed, each separately charged session is treated under the selected standard policy.

10. Dentist cancellations, late arrival and no-show

10.1 The Dentist must cancel through ChairShare. A message to the Clinic does not complete cancellation unless the platform confirms it. The platform will calculate the refund automatically under Section 9, subject to Sections 12–14.

10.2 If the Dentist is late, the Booking still ends at the scheduled end time unless the Clinic agrees to an extension through the platform. Late arrival, early departure, partial use and unused patient time do not create a refund entitlement.

10.3 A Dentist who has not arrived or contacted the Clinic within 30 minutes after the Scheduled Start Time may be treated as a no-show. A no-show receives no refund unless an overriding protection applies. Repeated late cancellations or no-shows may lead to booking restrictions or suspension.

11. Clinic cancellations and host accountability

11.1 If a Clinic cannot honour a Booking, the Clinic must cancel promptly through ChairShare and must not ask the Dentist to cancel. The Dentist may choose, where available:

22. a full refund of the facility price, ChairShare Service Fee and applicable taxes for unused time; or
23. ChairShare rebooking credit or assistance for a reasonably comparable available chair or facility. Any credit will convert to a refund if not accepted or used within the period displayed to the Dentist.

11.2 Unless waived for a verified valid reason outside the Clinic’s reasonable control, ChairShare may withhold the Clinic payout, block the affected time, charge a cancellation fee disclosed to the Clinic, reduce search visibility, suspend the Listing or account, or recover rebooking/support costs to the extent lawful. Repeated cancellations or no-shows may result in removal.

11.3 Valid reasons may include sudden serious illness, major facility damage, an unexpected safety hazard or another event that makes hosting impossible. ChairShare may require timely evidence. Pricing errors, double bookings, failure to update availability, avoidable staffing shortages and attempts to obtain a higher price are generally not valid reasons.

12. Booking problems, safety issues and rebooking/refund protection

12.1 A “Booking Problem” includes: the Clinic cannot provide access; the booked chair or essential included equipment is unavailable or unsafe; the facility is materially different from the Listing; essential utilities fail the space is materially unclean or an undisclosed condition makes the booked professional use unlawful or impracticable.

12.2 The Dentist must, where safe and reasonable, notify the Clinic and ChairShare within 24 hours after discovering the problem and before materially using the facility, and provide relevant evidence such as photographs, video, messages, timestamps or receipts. Urgent safety concerns should be reported immediately. ChairShare may extend the reporting window where delay was reasonably unavoidable.

12.3 Depending on severity, affected time, evidence, available alternatives and whether the Clinic remedied the issue, ChairShare may arrange rebooking, provide a full or partial refund, issue credit, adjust a Clinic payout, or deny the claim. Minor preferences or disclosed limitations do not qualify.

12.4 A Dentist must not perform treatment using unsafe equipment or in an unsafe environment merely to preserve a refund claim. Clinical and patient safety takes priority.

13. Major Disruptive Events

13.1 ChairShare may override the Listing cancellation policy when a large-scale event at the Clinic location prevents or legally prohibits completion of the Booking. Examples may include a government closure order, mandatory evacuation, declared public-health emergency, major natural disaster, widespread essential-utility outage or civil disturbance that makes access unsafe.

13.2 Events that are personal to one user, ordinary traffic, routine illness, foreseeable seasonal conditions, transport delays, elective schedule changes or events already known when booking are generally not covered, although another cancellation rule or verified Clinic-valid-reason process may apply.

13.3 ChairShare may require official notices or other evidence and determine geographic scope, affected dates and remedy. Remedies may include cancellation without adverse consequences, refund of unused amounts or rebooking credit. This section does not limit mandatory rights under applicable law.

14. Refund method, service fees and timing

14.1 Refunds will normally be initiated to the original payment method. ChairShare may use another lawful method where the original method is unavailable or where the user chooses credit. Bank and payment-provider processing time is outside ChairShare’s control after initiation.

14.2 If a Dentist cancels under the Listing policy, third-party payment charges and the ChairShare Service Fee are refundable only where the checkout disclosure, the 24-hour grace period, applicable law or this Policy says so. The refundable calculation must be displayed before the Dentist confirms cancellation.

14.3 If the Clinic cancels, a qualifying Booking Problem occurs, ChairShare cannot create the Booking after charging the user, or a covered Major Disruptive Event applies, the Dentist will receive the remedy stated in the relevant section. ChairShare will not deduct its Service Fee from a full cash refund, except for a charge that is expressly non-refundable by law and clearly disclosed before payment.

14.4 If money is debited but no Booking is created, ChairShare will verify the transaction and either confirm the Booking if the slot remains available with the Dentist’s agreement, or initiate a full refund. Failed refunds may be retried or manually reviewed. Credit notes, invoice and tax reversals, and Clinic payout adjustments may be generated as required.

15. Patient appointments, consumables and clinical charges

ChairShare’s chair Booking is separate from the Dentist’s appointment or treatment arrangement with a patient. Patient cancellation, no-show, treatment dissatisfaction or treatment outcome does not automatically entitle the Dentist to a chair-booking refund. Unless expressly included in the Listing and paid through ChairShare, instruments, materials, laboratory work, medicines, consumables, assistant services and procedure-related charges must be agreed directly among the relevant parties. ChairShare is not responsible for off-platform clinical billing disputes.

16. Damage, overtime and additional charges

A Clinic may request payment through ChairShare for evidenced physical damage beyond ordinary wear, missing items, unauthorized overtime or accepted add-ons. The Clinic must submit the request within 48 hours after the Booking ends and provide evidence. The Dentist may dispute it within the period shown in the notice. ChairShare may facilitate resolution and charge or set off an amount only with user authorization or another lawful basis. This process does not determine professional negligence or clinical liability.

17. Reviews and marketplace integrity

After a completed Booking, eligible users may leave accurate reviews based on first-hand experience. ChairShare may set a limited editing period and may remove or restrict content that is fake, retaliatory, extortionate, discriminatory, irrelevant, unlawful, abusive or manipulated. Users must not exchange money, discounts or threats for a review. ChairShare may use quality, cancellation and complaint data to rank or restrict Listings.

18. Prohibited conduct

24. Fraud, false claims, impersonation, falsified professional documents or misuse of payment methods.
25. Discrimination, harassment, threats, unsafe conduct or unlawful clinical activity.
26. Circumventing ChairShare fees or moving an introduced Booking off-platform to avoid platform rules.
27. Scraping, reverse engineering, unauthorized access, malware, interference with availability, or misuse of user or patient data.
28. Publishing misleading Listings, manipulating reviews, double booking, or pressuring another user to cancel.

19. Suspension and termination

ChairShare may warn, restrict, suspend, deactivate or terminate accounts or Listings; cancel pending Bookings withhold payouts or preserve information where reasonably necessary for safety, fraud prevention, expired verification, repeated cancellations, chargebacks, policy breaches, regulatory requests or legal compliance. Where appropriate, ChairShare will provide notice and an opportunity to respond. Immediate action may be taken for urgent safety, fraud or legal risk.

20. Clinical responsibility, insurance and indemnity

20.1 Dentists and Clinics remain independently responsible for the duties the law places on them. Each should maintain appropriate professional indemnity, public liability, property, cyber/data and other insurance relevant to its role. ChairShare may request evidence but does not guarantee coverage.

20.2 To the extent permitted by law, each user will indemnify ChairShare and its affiliates, officers and personnel against third-party claims, penalties, losses and reasonable costs arising from that user’s unlawful conduct, clinical services, breach of these Terms, infringement, negligence, facility operation, personnel or data handling, except to the extent caused by ChairShare’s own breach, negligence or wilful misconduct.

21. Disclaimers and limitation of liability

21.1 ChairShare does not guarantee uninterrupted access, any user’s identity or conduct, the clinical suitability of a facility, patient attendance, income, or that a Listing will meet subjective expectations. Nothing in these Terms excludes a warranty or duty that cannot lawfully be excluded.

21.2 ChairShare is not liable for clinical diagnosis or treatment, malpractice, patient outcomes, user-supplied information, Clinic operations, equipment or utilities, off-platform charges, or indirect or consequential loss, except where such exclusion is prohibited by law.

21.3 Subject to mandatory law, ChairShare’s aggregate liability arising from a specific Booking will not exceed the total amount paid through ChairShare for that Booking. For claims not connected with a specific Booking, ChairShare’s aggregate liability will not exceed the ChairShare Service Fees paid by the claimant during the 12 months before the event giving rise to the claim. These limits do not apply to fraud, wilful misconduct or liability that cannot legally be limited.

22. Data protection and patient confidentiality

Users must comply with applicable privacy, confidentiality, cybersecurity and health-record requirements. Clinics and Dentists must not upload patient clinical records to ChairShare unless an approved platform feature, lawful basis, consent and security controls expressly permit it. Each party is independently responsible for notices, consents, access controls, retention and breach response for data it controls. ChairShare’s own processing is governed by its Privacy Policy.

23. Complaints and dispute resolution

23.1 Users should first use ChairShare support and the in-platform message record. A claim should identify the Booking, requested remedy, relevant facts and evidence. ChairShare may request a response from the other party and make an administrative decision for platform refunds, credits, payouts and account action.

23.2 ChairShare’s marketplace decision does not decide malpractice, regulatory liability or legal rights between users. A user may pursue available remedies under applicable law.

23.3 These Terms are governed by the laws of Pakistan. Before starting court proceedings, the parties will attempt good-faith resolution for at least 15 days after written notice. The courts at Karachi, Pakistan will have exclusive jurisdiction, subject to mandatory consumer and regulatory rights.

24. General provisions

ChairShare may update these Terms prospectively by posting the revised version and effective date and providing additional notice where required. Material changes do not retroactively reduce a confirmed Booking’s cancellation rights unless required by law or accepted by both Booking parties. If a provision is unenforceable, it will be limited to the minimum extent necessary and the remainder will continue. Failure to enforce a term is not a waiver. Users may not assign their accounts without consent; ChairShare may assign these Terms as part of a restructuring, financing or sale. Electronic records and notices are permitted.

25. Contact and notices

Users may contact ChairShare through the support function available on the website or application, or through the official contact details published on the ChairShare platform. Legal notices must be sent through the designated legal-notice channel published by ChairShare. Notices sent through the platform are deemed received when the system records successful delivery; other notices are deemed received in accordance with applicable law.