Refund Policy

Refund Policy

Refund & Cancellation Policy | Qinghua Sunshine Dentistry

Our refund and cancellation policy for dental treatment packages in Wuhan. Learn about deposit refunds, cancellation timelines, treatment changes, and dispute resolution.

Refund & Cancellation Policy

Last Updated: August 2026 Effective Date: August 2026

Thank you for choosing Qinghua Sunshine Dentistry for your dental treatment in Wuhan, China. This Refund & Cancellation Policy explains our policies regarding deposits, cancellations, refunds, treatment changes, and dispute resolution for international dental tourism patients.

By booking treatment or purchasing a package with us, you acknowledge that you have read, understood, and agree to this policy. This policy should be read together with our Terms of Service and Privacy Policy.

1. Overview

We understand that plans can change. Our refund policy is designed to be fair and transparent, balancing our need to cover costs associated with booking and preparing for your treatment with your right to cancel or modify your plans.

Key principles:

Deposits are refundable if you cancel within the specified timeframe.

Cancellations closer to your arrival date may incur fees to cover non-refundable costs (hotel bookings, staff scheduling, materials ordered).

Treatment not performed is always refundable, minus any costs already incurred on your behalf.

Completed treatment is generally non-refundable, subject to our warranty and revision policy.

We never charge hidden fees. All charges will be clearly communicated before you book.

2. Deposits

2.1 Deposit Requirements

To secure your treatment dates and hotel booking, we require a deposit:

Package bookings (Essential, Premium, All-on-4, Hollywood Smile, Custom): 25% of the total package price

Individual treatment bookings: 20% of the estimated treatment cost

All-on-4 / Full mouth reconstruction: 30% of the total estimated cost

The deposit is applied toward your total treatment cost. The remaining balance is due on the first day of treatment, before any surgical procedures begin.

2.2 Deposit Payment Methods

Deposits may be paid via:

Bank transfer (wire transfer) — preferred for deposits

Credit card (Visa, Mastercard, American Express) — subject to 3% processing fee

PayPal — subject to PayPal’s fees

Cash (USD, EUR, or CNY) — only for in-clinic payments, not for remote deposits

2.3 Deposit Refund Eligibility

Your deposit is refundable according to the cancellation timeline in Section 3. If you cancel within the eligible timeframe, your deposit will be refunded using the same payment method you used, minus any non-refundable costs already incurred on your behalf (e.g., non-refundable hotel bookings, custom materials ordered).

We will process your refund within 14 business days of receiving your cancellation request. Bank transfers may take an additional 5-10 business days to appear in your account, depending on your bank.

3. Cancellation Policy

3.1 Cancellation Timeline and Refund Amounts

3.2 What the Cancellation Fees Cover

The non-refunded portion of your deposit covers costs we have already incurred on your behalf, including:

Non-refundable hotel bookings or cancellation fees

Dental materials specifically ordered for your treatment (e.g., custom implant sizes, shade-matched ceramics)

Staff scheduling and preparation time

Administrative costs associated with booking and cancellation

Lost revenue from turning away other patients for your reserved time slot

3.3 How to Cancel

To cancel your booking, you must notify us in writing via:

Email: contact@qinghuasunshinedental.com

WhatsApp: +86 [phone number]

Your cancellation is effective on the date we receive your written notification. We recommend sending cancellation as early as possible to maximize your refund.

Upon receiving your cancellation, we will:

Confirm receipt within 24 hours

Calculate your refund amount based on the cancellation timeline

Process your refund within 14 business days

Send you a refund confirmation with details

3.4 Hotel Cancellations

If we have booked your hotel as part of your package, hotel cancellation policies may differ from our clinic cancellation policy. Some hotels offer free cancellation up to 48 hours before check-in, while others may charge the full amount for late cancellations. We will always communicate the specific hotel cancellation policy to you at the time of booking.

If your hotel booking is non-refundable and you cancel, the hotel cost will be deducted from your refund, even if you cancel within our refund-eligible timeframe. We will always provide you with the hotel’s cancellation terms before booking.

4. Treatment Changes and Modifications

4.1 Changes Before Arrival

If you wish to modify your treatment plan before arriving in Wuhan (e.g., add or remove procedures, change treatment dates, upgrade or downgrade your package), please contact us as early as possible. We will do our best to accommodate your request.

Adding treatment: We will provide an updated quote. Additional deposit may be required if the total cost increases significantly.

Removing treatment: We will adjust your quote and refund any overpaid deposit, subject to any costs already incurred (e.g., custom materials ordered).

Changing dates: Subject to availability. If we can accommodate the new dates, there is no charge. If we cannot, you may need to cancel and rebook (subject to cancellation fees).

Upgrading package: We will provide the price difference and adjust your booking.

Downgrading package: We will refund the difference, minus any non-refundable costs already incurred for the higher-tier package.

4.2 Changes After Arrival (During Treatment)

If, after your initial examination in the clinic, it is determined that your treatment needs differ from the original plan (e.g., additional bone grafting is needed, a tooth requires extraction before implant placement), we will:

Discuss the findings with you and explain why additional or different treatment is needed.

Provide a revised treatment plan and updated quote before any additional treatment is performed.

Obtain your explicit written or verbal consent before proceeding with any changes.

Never perform treatment without your approval.

If you choose not to proceed with the recommended additional treatment:

We will perform only the treatment you originally agreed to, if it is still clinically appropriate.

If the original treatment is no longer appropriate without the additional procedure, we will refund the cost of any unperformed treatment, minus a reasonable fee for the examination and consultation already provided.

4.3 If You Choose to Stop Treatment Early

If you decide to stop treatment before it is completed (e.g., due to personal reasons, discomfort, or change of plans):

You will be charged only for treatment that has already been performed, plus any materials specifically ordered for your case that cannot be reused.

Any unperformed treatment will be refunded.

The deposit will be applied toward the performed treatment; any remaining deposit balance will be refunded.

Hotel and travel costs are your responsibility and are not refundable through the clinic.

We recommend discussing any concerns with your dentist before deciding to stop treatment, as incomplete treatment may affect your oral health and the final outcome.

5. Refunds for Treatment Not Performed

If, for any reason, we are unable to perform treatment that you have paid for:

Clinic cancellation: If we must cancel your treatment due to unforeseen circumstances (e.g., dentist illness, equipment failure, clinic closure), we will refund 100% of any payments made for unperformed treatment, including your deposit. We will also assist with rebooking or provide recommendations for alternative providers.

Medical contraindication: If, after examination, we determine that you are not a suitable candidate for the planned treatment due to medical reasons (e.g., uncontrolled diabetes, active infection, insufficient bone density), we will refund the cost of the unperformed treatment, minus a reasonable fee for the examination and consultation already provided.

Treatment not needed: If examination reveals that the planned treatment is not necessary (e.g., a tooth thought to need extraction is salvageable), we will refund the cost of the unperformed treatment.

In all cases, we will provide a clear, itemized explanation of the refund amount.

6. Completed Treatment and Warranty

6.1 Completed Treatment Is Generally Non-Refundable

Once dental treatment has been completed to your satisfaction and you have signed off on the treatment, the cost of that treatment is generally non-refundable. This is because:

Dental materials are custom-fabricated and cannot be reused

The dentist’s time and expertise have been expended

The treatment has achieved its intended clinical outcome

6.2 Our Warranty Policy

While completed treatment is non-refundable, we stand behind our work with a comprehensive warranty:

Implants: 10-year clinic warranty. If an implant fails to integrate within 10 years due to clinical reasons (not patient negligence), we will replace the implant at no additional clinical cost.

Crowns, veneers, and bridges: 5-year warranty. If a restoration chips, cracks, or falls off due to material or workmanship defects within 5 years, we will repair or replace it at no additional clinical cost.

Zirconia bridges (All-on-4): 10-year warranty against material defects.

Warranty coverage requires:

Proper oral hygiene (brushing twice daily, flossing, regular dental cleanings)

Regular dental check-ups (every 6 months) with a qualified dentist

No abuse of the restoration (chewing ice, hard candy, using teeth as tools)

Wearing a night guard if you grind your teeth

No smoking (smoking-related failures are not covered)

Prompt reporting of any issues

If a warranty issue arises, you may:

Return to our clinic in Wuhan for free repair/replacement (you cover travel costs)

Have the repair done by your local dentist (we may provide the replacement part at no cost, but you pay your dentist’s fees)

In some cases, we may ship the replacement part to your local dentist for installation

6.3 Revision and Adjustment Policy

If you are not satisfied with the aesthetic outcome of your treatment (e.g., veneer color, shape, or fit), we offer:

Free adjustments within 30 days of treatment completion (e.g., polishing, minor shape adjustments, bite adjustments)

Free remake within 90 days if the restoration does not match the agreed-upon aesthetic specifications (e.g., wrong shade, incorrect shape, poor fit)

Remakes after 90 days may incur a laboratory fee, but no clinical fee

We will always work with you to achieve a result you are happy with. Your satisfaction is important to us.

7. Payment Disputes and Chargebacks

7.1 If You Have a Payment Dispute

If you believe you have been charged incorrectly or have a dispute regarding a payment, please contact us first at contact@qinghuasunshinedental.com before initiating a chargeback with your bank or credit card company. We will:

Acknowledge your dispute within 48 hours

Review your account and payment records

Provide a detailed response within 10 business days

If an error was made, issue a refund promptly

We are committed to resolving payment disputes fairly and amicably. Most disputes can be resolved through direct communication.

7.2 Chargeback Policy

If you initiate a chargeback with your bank or credit card company without first contacting us to resolve the issue:

We will provide your bank with all relevant documentation, including your signed treatment consent forms, treatment records, payment receipts, and communication history.

If the chargeback is ruled in our favor, you will be responsible for any chargeback fees imposed by our payment processor (typically $25–$50 per chargeback).

Unresolved chargebacks may be referred to a collections agency, which could affect your credit score.

Future treatment at our clinic may be declined if you have a history of chargebacks.

We strongly encourage direct communication before resorting to chargebacks. We are always willing to work with you to find a fair resolution.

8. Travel and Accommodation Costs

Please note that this Refund Policy applies only to dental treatment fees and package costs paid directly to Qinghua Sunshine Dentistry. The following costs are generally non-refundable through us:

Flights and airfare: You must cancel directly with your airline or travel agent. We recommend purchasing travel insurance that covers trip cancellation.

Travel insurance: Non-refundable once purchased.

Hotel bookings made independently: You must cancel directly with the hotel, subject to their cancellation policy.

Hotel bookings made through us: Subject to the hotel’s cancellation policy (communicated at booking). Non-refundable hotel costs will be deducted from any refund.

Visa fees: Non-refundable once paid to the embassy/consulate.

Local transportation, meals, and personal expenses: Non-refundable.

We strongly recommend purchasing comprehensive travel insurance that covers:

Trip cancellation and interruption

Medical emergencies and dental treatment complications

Medical evacuation

Lost or delayed baggage

9. Force Majeure

We are not liable for failure to perform our obligations under this policy if such failure is due to causes beyond our reasonable control, including but not limited to:

Natural disasters (earthquakes, floods, typhoons)

Pandemics, epidemics, or government-imposed travel restrictions

War, terrorism, civil unrest, or political instability

Strikes, labor disputes, or workforce disruptions

Power outages, internet failures, or technology disruptions

Government regulations, visa denials, or border closures

In the event of force majeure:

We will notify you as soon as possible

We will offer to reschedule your treatment at a later date (subject to availability)

If rescheduling is not possible or you choose not to reschedule, we will refund any payments made for unperformed treatment, minus non-refundable costs already incurred

We are not responsible for any travel costs, accommodation costs, or other expenses you may incur due to force majeure events

10. How to Request a Refund

To request a refund, please contact us with the following information:

Your full name and booking reference number

The date of your booking and scheduled treatment

The reason for your refund request

The amount you believe is owed

Your preferred refund method (original payment method preferred)

Any supporting documentation (e.g., medical certificate, travel cancellation notice)

Contact information for refund requests:

Email: contact@qinghuasunshinedental.com

WhatsApp: +86 [phone number]

Postal address: [Clinic address], Wuhan, Hubei, China

We will acknowledge your request within 48 hours and provide a response within 14 business days. If your refund is approved, we will process it within 14 business days of approval.

11. Dispute Resolution

11.1 Direct Communication

If you have a dispute regarding a refund, treatment outcome, or any other matter, we encourage you to first contact us directly at contact@qinghuasunshinedental.com. We will work with you in good faith to resolve the dispute amicably.

11.2 Mediation

If direct communication does not resolve the dispute, both parties agree to attempt mediation through a neutral third party before pursuing formal legal action. The mediator will be mutually agreed upon, and costs will be shared equally. Mediation will be conducted in English, either in person or via video conference.

11.3 Governing Law and Jurisdiction

This Refund & Cancellation Policy is governed by the laws of the People’s Republic of China. Any disputes arising from this policy or your treatment at our clinic shall be subject to the exclusive jurisdiction of the courts in Wuhan, Hubei Province, China.

For international patients, we understand that pursuing legal action in China may be impractical. We are committed to resolving disputes through direct communication and mediation whenever possible. We will always act in good faith to find a fair resolution.

11.4 Consumer Protection

For patients residing in the European Union, you may have additional rights under EU consumer protection laws, including the right to resolve disputes through online dispute resolution (ODR). You can access the EU ODR platform at https://ec.europa.eu/consumers/odr/.

For patients residing in California, you may have rights under the California Consumer Privacy Act (CCPA) and other California consumer protection laws.

12. Changes to This Policy

We may update this Refund & Cancellation Policy from time to time. When we make changes, we will revise the “Last Updated” date and post the updated policy on our website. Material changes will be communicated to you via email or a prominent notice on our website.

The policy in effect at the time of your booking will apply to your booking. If we make material changes after you have booked but before your treatment, we will notify you and give you the option to cancel with a full refund if you do not agree to the changes.

13. Contact Us

If you have any questions about this Refund & Cancellation Policy or need to request a refund, please contact us:

Qinghua Sunshine Dentistry Address: [Full clinic address], Wuhan, Hubei Province, China Email: contact@qinghuasunshinedental.com Phone/WhatsApp: +86 [phone number] Website: www.qinghuasundental.com

We are committed to fair and transparent refund practices. If you have any concerns, please don’t hesitate to reach out — we’re here to help.