Refunds & Cancellation

1What you are paying for

BrightSmile is a subscription to dental-clinic software: a branded booking website, the clinic dashboard, patient booking and records, staff accounts, and the optional AI receptionist add-on. The plan is billed yearly in advance and renews automatically at the then-current price until you cancel.

The full price, currency and billing interval are shown on the checkout page before you pay, and payment is taken by Stripe. Charges appear on your statement as BRIGHTSMILE.

2How to cancel

You can cancel yourself, at any time, in under a minute:

1. Sign in at dentist.helloworldtech.com/login.
2. Open Dashboard → Billing.
3. Click Cancel subscription and confirm.

You can also cancel by emailing support.dentist@helloworldtech.com from the email address on the account. We action email cancellation requests within 2 business days, effective from the date you sent the request.

3What happens after you cancel

• Cancellation stops the next renewal. You are not charged again.
• Your clinic website, dashboard and staff accounts stay fully active until the end of the period you have already paid for — you do not lose access on the day you cancel.
• You can resume the subscription from the same Billing screen at any time before that date, and nothing changes.
• At the end of the paid period the clinic website and dashboard are deactivated. Your data — clinic profile, appointments, patients and treatment history — is retained for 90 days so you can reactivate or request an export, after which it may be deleted.

4Refunds

14-day refund on your first payment

If you are not satisfied, you can request a full refund of your first subscription payment within 14 days of that charge, for any reason. Email support.dentist@helloworldtech.com with the clinic name and the invoice number, and we will refund the charge and close the subscription.

Renewal charges

Renewal payments are not refundable, because you can cancel at any time before a renewal date to avoid being charged. We send a reminder before each renewal. As an exception, if you were charged a renewal and had not used the Service at all since that renewal, contact us within 14 days of the charge and we will refund it.

We always refund these

• Duplicate charges or any charge taken in error.
• Charges taken after a valid cancellation.
• Documented failure of the Service — if a fault on our side made the platform unusable for a meaningful period, we will refund a pro-rata amount for the affected time, or the full charge where appropriate.
• Any refund required by applicable law, including your mandatory consumer or statutory rights.

What is not refundable

• Partial or unused time in a period after the 14-day window, where you simply chose to stop using the Service.
• Charges on an account suspended or terminated for breach of our Terms of Service.
• Third-party charges you incur outside BrightSmile (for example, telephony spend billed by your own provider).

5How refunds are paid and how long they take

Approved refunds are returned by Stripe to the original payment method — we cannot pay a refund to a different card or account. We approve or decline a refund request within 2 business days and submit it to Stripe the same day it is approved. After that, funds typically appear within 5–10 business days, depending on your bank or card issuer. Refunds are made in the original currency; we are not responsible for exchange-rate movements or bank fees applied by your provider.

6Free trials

Every new clinic starts with a 14-day free trial. We do not ask for a payment method to begin it, we do not hold a card, and the trial never converts to a paid subscription on its own — there is no automatic charge and no invoice to cancel. You pay only when you choose to subscribe from Dashboard → Billing.

If the trial ends without a subscription, your clinic website is paused rather than deleted. Subscribe afterwards and it comes back with your patients, bookings and records intact.

7Price changes

We may change subscription prices. We will give you at least 30 days’ notice by email before a new price applies to your renewal, so you can cancel first if you do not wish to continue.

8Payments made to a clinic, not to us

9Chargebacks

If something looks wrong on your statement, please contact us first — we can almost always resolve it faster than a dispute. If you do raise a chargeback, we will provide your billing records and subscription history to Stripe and your card issuer, and we may suspend the account until the dispute is resolved.

10Contact us