Company Policy

1. Company Overview

Cosmetic Smile Studio ("the Company," "we," "us," or "our") is a digital dental laboratory headquartered at 3705 Kipling St, Suite 105, Wheat Ridge, Colorado 80033. We provide dental laboratory services—including crowns, veneers, implant restorations, full-arch prosthetics, digital dentures, CAD/CAM design, and milling—to licensed dental professionals and clinics. These policies govern all engagements, transactions, and account activity with the Company.

2. Eligibility & Accounts

Accounts are granted exclusively to licensed dentists, dental specialists, or authorized clinic representatives. By registering, you confirm that you hold a valid dental license and are authorized to order laboratory services on behalf of your practice. The registering dentist and practice remain fully responsible for all account balances. Delays caused by third-party management companies (DSOs) or corporate accounting departments do not waive payment terms or late fees. We reserve the right to verify credentials, decline account applications, or revoke access for violations of these policies.

3. Case Submissions & Turnaround

All cases must be submitted through our portal with complete and accurate prescription information, patient initials (no full identifiers), and required digital scans or impressions. Quoted turnaround times are estimates based on case complexity, material availability, and current volume, and are not guaranteed. The Company is not liable for delays arising from incomplete, incorrect, or illegible case submissions by the client.

4. Payment & Billing Policy

Monthly statements are issued on the 1st of each calendar month and consolidate all preceding balances and invoices for the billing period. Statements are due upon receipt, and payment must be settled within seven (7) days of the statement issuance date.

• Payment Methods: The Company no longer accepts paper checks. All payments must be remitted electronically via Credit Card, Debit Card, ACH transfer, or Zelle.
• Electronic Processing: Card and ACH payments are processed through our secure payment partners and are subject to their respective terms of service. The Company does not store full credit card information on its servers.

5. Overdue Balances, Late Fees & Account Holds

Any statement balance remaining unpaid more than seven (7) days after the statement date is considered overdue and subject to the following measures:

• Late Fee: Overdue accounts will incur a finance charge of 1.5% per month (18% annual percentage rate) on the outstanding balance, applied monthly until the account is brought current.
• Account Hold: Accounts with overdue balances will be placed on temporary hold. No new cases will be accepted, started, or processed while the hold is in effect.
• Hold Release: The hold is released upon receipt and clearance of full payment of the past-due balance, at which time normal service resumes.
• Collections: Accounts significantly past due may be referred to a third-party collection agency, and the client may be responsible for reasonable collection costs and legal fees incurred.

6. Design Review & Approvals

Digital designs delivered for review must be approved or rejected within five (5) business days. If no response is received within this window, the Company may proceed to production at its discretion. Once a design is approved, subsequent changes may incur additional fees. The Company is not liable for restorations produced from approved designs that later require modification due to client oversight.

7. Returns, Remakes & Adjustments

Remake requests must be submitted within fourteen (14) days of delivery and must reference the original case number. Remakes due to laboratory error will be completed at no charge. Remakes required as a result of inaccurate impressions, incorrect prescriptions, shade mismatches not flagged during the design-review window, or changes requested after approval may be subject to full pricing.

8. HIPAA & Patient Data

Clients are responsible for submitting only de-identified or minimum-necessary patient information (initials) in compliance with HIPAA. The Company maintains safeguards to protect all data transmitted through the portal and does not store full patient identifiers. Clients retain full responsibility for any PHI included in uploaded files or free-text fields.

9. Intellectual Property

All designs, CAD files, digital models, and deliverables created by the Company remain the property of Cosmetic Smile Studio until full payment is received. Upon payment, the client receives a license to use the final restoration for the intended patient. Reverse engineering, resale, or redistribution of Company design files is prohibited.

10. Limitation of Liability

The Company's liability for any single case or order is limited to the value of that order. We are not liable for indirect, consequential, incidental, or punitive damages, or for clinical outcomes resulting from inaccurate impressions, incorrect prescriptions, improper seating, or patient non-compliance. The Company's total aggregate liability shall not exceed the amounts paid by the client for the specific services giving rise to the claim.

11. Force Majeure

The Company is not liable for delays or failures to perform resulting from causes beyond its reasonable control, including but not limited to natural disasters, equipment failure, supply-chain disruptions, pandemics, governmental actions, or interruptions in utility or telecommunications services.

12. Governing Law & Dispute Resolution

These policies are governed by the laws of the State of Colorado, USA. Any disputes arising from or relating to services provided by the Company shall be resolved in the state and federal courts located in Jefferson County, Colorado. The prevailing party in any such action shall be entitled to recover reasonable attorneys' fees and costs.

13. Policy Updates

The Company reserves the right to update these policies at any time. Material changes will be communicated to active accounts, and continued use of our services following such notice constitutes acceptance of the revised policies.

14. Contact

For questions regarding these policies, billing, or account status, contact us:

Cosmetic Smile Studio
3705 Kipling St, Suite 105, Wheat Ridge, CO 80033
(303) 578-6625 · info@cosmeticsmilestudios.com