Revised version: September 5, 2026
TERMS AND CONDITIONS OF SALE OF EQUIPMENT AND PHYSICAL PRODUCTS
These Terms and Conditions govern the purchase of scanners, equipment, components, accessories and other physical products sold by Fernando Polanco DDT LLC, doing business as Experts DDT (“Experts DDT,” “we” or “the Company”).
By making a purchase, accepting a quotation, making a down payment or completing an order through our website, Shopify, QuickBooks, portal, invoice, payment link or another authorized means, the customer acknowledges having had access to these Terms and Conditions and agrees to be bound by them.
1. Professional use of products
The equipment and products sold by Experts DDT are primarily intended for professional use in the field of digital dentistry.
The buyer is responsible for using the products in accordance with the applicable instructions and the laws, regulations, licenses and professional requirements applicable in their jurisdiction. Experts DDT does not replace the clinical or professional judgment of the dentist, laboratory, technician or professional using the equipment.
2. Prices
Prices shall be those indicated on our website, quotation, invoice or commercial offer in effect at the time of purchase. Experts DDT reserves the right to change prices, promotions and commercial terms for future purchases without such changes affecting orders previously accepted and paid for. Applicable taxes may be added to the price when required by the relevant legislation.
3. Orders and acceptance
All orders are subject to confirmation by Experts DDT. Receipt of payment does not obligate Experts DDT to accept an order in the event of an obvious pricing error, lack of availability, suspected fraud, inability to deliver or another reasonable circumstance preventing completion of the transaction. If an order cannot be accepted, any amount received for the product not supplied shall be refunded as appropriate.
4. Payment methods and payment platforms
Experts DDT may accept payments by credit or debit card, bank transfer, Zelle, check, Shopify, QuickBooks or other authorized methods or processors.
The use of Shopify, QuickBooks, a bank, card issuer, digital wallet or another payment processor constitutes only a means of processing the transaction and does not replace, modify or invalidate these Terms and Conditions or Experts DDT’s return, refund, warranty or payment policies.
All payments must be made solely through the methods and instructions officially provided by Experts DDT.
5. Purchases through a payment plan
When Experts DDT authorizes a payment plan, the total price, down payment, financed balance, number of installments, amount of each installment and due dates shall be established in the corresponding quotation, invoice or financing agreement.
The down payment shall be applied to the total price, and the outstanding balance shall remain the buyer’s obligation until paid in full. When a plan is offered at 3% interest, that condition shall apply only while the buyer complies with the agreed schedule and the conditions established in writing. Experts DDT may require an additional agreement for certain transactions.
6. Late payments
Payments must be made on the agreed dates. When provided for in the invoice, quotation or financing agreement, a late fee of up to $50.00 may apply to payments not received by the corresponding date, provided this is permitted by applicable law.
In the event of repeated noncompliance, Experts DDT may suspend nonessential support services, cancel benefits associated with the payment plan and exercise the collection rights available under the agreement and applicable law. Any past-due balance shall remain the buyer’s responsibility.
7. Ownership and obligations related to financed equipment
When equipment is purchased through financing or installment payments, obligations relating to the outstanding balance shall be subject to the invoice and, where applicable, the financing agreement signed by the buyer.
Any security interest, equipment repossession right or other mechanism relating to default must be expressly established in the applicable financing agreement. Physical delivery of the equipment does not eliminate the buyer’s obligation to pay the entire agreed balance.
8. Shipping
Experts DDT may include standard shipping within the United States when indicated in the corresponding quotation, invoice or offer; otherwise, the customer shall cover it. Expedited services, special delivery, additional insurance, international shipments or destinations involving extraordinary costs may be charged separately.
Delivery times are estimates unless Experts DDT expressly specifies a guaranteed date. If a significant delay occurs, Experts DDT shall inform the buyer and proceed in accordance with applicable obligations.
9. Shipping address
The buyer is responsible for providing a complete and correct delivery address. Experts DDT shall not be responsible for delays, returns or additional costs caused by incorrect information provided by the buyer. Reshipping costs resulting from an incorrect address may be the customer’s responsibility.
10. Receipt and inspection
The buyer must inspect the package and product upon receipt. Any visible shipping-related damage, missing product or discrepancy must be reported to Experts DDT as soon as reasonably possible and preferably within the first five (5) business days after delivery.
The buyer must retain the original packaging and provide photographs, videos or other documentation that may be necessary to submit a claim to the carrier or assess the problem.
11. Cancellations
Cancellation requests must be made before shipment. Once equipment has been shipped, activated, registered, configured, customized or prepared specifically for the order, cancellation may be limited. Experts DDT shall inform the buyer of nonrecoverable costs where applicable.
12. Clinical products, components and items for patient use – final sale
For reasons of safety, hygiene, traceability and product integrity, components intended for clinical, intraoral, implant-related or patient-related use are considered FINAL SALE once dispatched, except where Experts DDT has shipped an incorrect product, shipping damage is duly documented or a defect is covered by an applicable warranty.
This category may include, as applicable, healing abutments, scan bodies, screws, implant components, clinical accessories and other items intended to come into contact with the patient or be used in a clinical setting.
These products shall not be eligible for return or refund due to a change of mind, an incorrect purchase, incompatibility that the buyer was responsible for verifying, opening the packaging, use, testing, sterilization or exposure to a clinical setting. Nothing in this section limits rights that cannot legally be excluded.
13. Returns of scanners and equipment
Returns of scanners or equipment require prior written authorization from Experts DDT.
A change-of-mind return may be considered only when the scanner or equipment is completely new, unopened, unused, unactivated, unregistered, uninstalled and in its complete original packaging, including accessories, manuals and components. The request must be submitted within thirty (30) calendar days following delivery, unless Experts DDT has established a different period in writing; consequently, discounted or promotional pricing will automatically be forfeited, and the price will be recalculated at the original selling price in effect at that time. Please read the refund policy.
Any approved voluntary return of a scanner or equipment shall be subject to a restocking fee. Please read the refund policy published on this page.
Sending a product back does not constitute automatic approval of the return. Experts DDT may inspect the product, serial number, packaging, accessories, activation status and general condition before approving an exceptional refund, and, as with any exception, may require strict conditions. If the equipment has been opened, used, activated, registered, installed, damaged, altered or returned incomplete, Experts DDT may reject the return to the extent permitted by law.
Return shipping costs may be the buyer’s responsibility, except when the return results from an error by Experts DDT or a defect covered by warranty.
14. Refunds
When a refund has been approved after the corresponding inspection, it shall be processed through the original payment method whenever possible. The applicable restocking fee and previously disclosed, legally permitted nonrefundable costs may be deducted from the refundable amount, including services already provided, customization, configuration, training, special shipping or other items.
The time it takes for the funds to appear depends on the corresponding bank, issuer or processor.
15. Warranty
The warranty applicable to each scanner, equipment item, component or accessory shall be that indicated in the warranty documentation provided with the product, the quotation, invoice or corresponding manufacturer’s documentation.
Unless expressly stated otherwise, the warranty shall not cover damage caused by impacts, falls or accidents; misuse; liquids or moisture; unsuitable environmental conditions; unauthorized modifications or repairs; incompatible third-party accessories, software or equipment; normal wear and tear; inadequate electrical installations; loss, theft or intentional damage.
In the event of a possible covered malfunction, the customer must contact Experts DDT before making repairs or modifications.
16. Software and licenses
Some equipment may include software, licenses, accounts, updates or services provided by Experts DDT or third parties and subject to additional terms. Purchasing the equipment does not necessarily imply ownership of the associated software or guarantee unlimited or permanent updates, unless expressly stated in writing.
17. Installation, training and support
When the purchase includes installation, training, implementation or technical support, the scope shall be that established in the corresponding quotation, invoice or agreement. Training is for professional and educational purposes and does not constitute a guarantee of clinical, commercial or financial results. Additional services outside the contracted scope may incur additional charges.
18. Compatibility
Before purchasing, the customer is responsible for verifying the necessary technical requirements, including computers, operating systems, connections, software, facilities and other related equipment. Experts DDT may provide guidance but shall not be responsible for third-party systems that do not meet the necessary requirements.
19. Third-party products
Some products, components or software may be manufactured, developed or provided by third parties. In such cases, the warranties, licenses and conditions established by the corresponding manufacturer or supplier may apply.
20. Limitation of liability and clinical use
To the maximum extent permitted by applicable law, Experts DDT shall not be liable for indirect, incidental, special or consequential damages arising from the use, inability to use or interruption of a product, including loss of revenue, information, operations or business opportunities.
The technology sold by Experts DDT constitutes a support tool. Final clinical decisions, diagnosis, treatment, surgical planning and use of information obtained through any equipment remain the treating professional’s responsibility. Nothing in these Terms is intended to exclude rights or liabilities that cannot legally be excluded.
21. Payment disputes, chargebacks and claims
If a buyer believes there is an error, defect, delivery problem, incorrect charge or another dispute relating to a purchase, the buyer must first contact Experts DDT through its official channels to allow the Company to investigate and, where appropriate, propose a solution.
The buyer acknowledges that filing a dispute, chargeback, reversal or claim with Shopify, QuickBooks, a bank, card issuer or another processor does not in itself modify contractual obligations validly undertaken or make a nonrefundable product refundable.
In any payment dispute, Experts DDT may provide the corresponding processor, bank or entity, to the extent permitted by law and applicable rules, with documentation relating to the transaction, including these Terms and their acceptance, invoices, quotations, payment receipts, communications, shipping and delivery information, serial numbers, equipment activation or registration records, training or support provided, authorizations and other relevant evidence.
Nothing in this section prevents the buyer from exercising legitimate dispute or protection rights that cannot be waived under applicable law or the mandatory rules of the issuer or processor.
22. Inquiries, claims and communications regarding returns
Any request for a return, refund, warranty service, exchange, claim, expression of dissatisfaction or inquiry relating to a purchase must be directed to Experts DDT through the Company’s official channels. The customer must provide the information reasonably necessary to identify the order and assess the request.
Experts DDT shall endeavor to address concerns directly with the buyer in accordance with these Terms, the specific transaction documentation and applicable law.
23. Force majeure
Experts DDT shall not be responsible for delays caused by circumstances reasonably beyond its control, including natural disasters, transportation disruptions, customs problems, labor disputes, widespread system failures, government restrictions, manufacturer or carrier delays and similar events.
24. Intellectual property
The Experts DDT name, training materials, documentation, photographs, videos, designs, content, procedures and other protected materials are the property of their respective owners. Purchasing a product does not grant the right to copy, distribute, reproduce, market or use Experts DDT’s intellectual property beyond expressly authorized uses.
25. Governing law
These Terms and Conditions shall be governed by the applicable laws of the State of California and the relevant federal laws of the United States, without prejudice to mandatory rights that may apply depending on the buyer’s jurisdiction.
Any provision regarding jurisdiction, exclusive venue, arbitration or a specific dispute resolution mechanism that Experts DDT wishes to impose must be clearly stated in these Terms or in a separate agreement applicable to the transaction.
26. Changes to these Terms
Experts DDT may update these Terms periodically. Changes shall apply to purchases made after the effective date of the new version and shall not retroactively modify a previously completed purchase, unless agreed between the parties or required by law.
27. Electronic acceptance and record of consent
By completing a purchase through Shopify, QuickBooks, the Experts DDT portal, an invoice, payment link, accepted quotation or another authorized channel, and when a link, notice or acceptance checkbox for these Terms is presented, the buyer acknowledges their electronic acceptance of the conditions applicable to the transaction.
Experts DDT may retain reasonable records of such acceptance, including date and time, order, invoice, electronic confirmation and other transaction records, in accordance with applicable law.
28. Contact
Experts DDT
Fernando Polanco DDT LLC
Email: polanco@expertsddt.com
Telephone: +1 (510) 676-0418
PART II – DIGITAL DENTAL DESIGN SERVICES
The following conditions apply to digital dental design, planning, conversions, modifications, digital libraries and other related services provided by Experts DDT. These conditions supplement the general Terms and Conditions above.
29. Scope of digital services
Experts DDT provides professional digital dental design and support services based on files, scans, images, photographs, instructions and other information provided by the customer. The specific scope shall be that indicated in the corresponding quotation, invoice, portal, work order or communication.
30. Information provided by the customer
The customer is responsible for providing complete, correct information of the necessary quality, including, where applicable, intraoral scans, STL, CBCT, photographs, bite records, clinical information and instructions. Experts DDT shall not be responsible for delays, modifications or results affected by incorrect, incomplete, defective or insufficient information. Timelines may be suspended until the required information is received.
31. Professional review and approval
All designs must be reviewed and approved by the responsible dentist or professional before manufacturing, printing, milling, surgery, installation or clinical use. The treating professional must verify position, dimensions, occlusion, fit, esthetics, surgical planning and other applicable clinical parameters.
Approval confirms that the customer has reviewed and accepted the aspects corresponding to their professional judgment. Such approval does not eliminate Experts DDT’s responsibility for errors directly attributable to the work performed by Experts DDT.
32. Clinical responsibility
Experts DDT’s services constitute technological and design support and do not replace the treating dentist’s diagnosis, clinical judgment or professional responsibility. Diagnosis, treatment planning, surgery, material selection, clinical indications and the final decision remain the treating professional’s responsibility. Experts DDT does not provide direct patient care or make clinical decisions in place of the responsible professional.
33. Modifications and revisions
Experts DDT may make reasonable adjustments as part of the normal process. Modifications requested after approval, significant treatment changes, new records, new instructions or work requiring a substantial portion to be redone may be considered additional services and incur a new charge. Whenever possible, Experts DDT shall inform the customer before performing additional work at a different cost.
34. Remakes and repeat work
When work must be repeated or modified due to an error directly attributable to Experts DDT, the Company shall assess the case and may make the correction at no additional cost or in accordance with the pricing document presented or published. Additional charges may arise when repeat work results from new scans or records; incorrect or incomplete clinical information; treatment changes; changes after approval; third-party modifications; changes in the patient’s clinical condition; or problems with printing, milling, manufacturing or other processes beyond Experts DDT’s control. Each situation shall be evaluated according to its circumstances.
35. Delivery times
Timelines communicated for digital services are estimates and shall begin when Experts DDT has received all necessary files, information and instructions. Modifications, incomplete information, new files, treatment changes or circumstances beyond reasonable control may alter timelines. Expedited services may have additional conditions or charges disclosed before acceptance where applicable.
36. Billing for digital services
Digital services shall be billed according to the rates and conditions in effect when the work is requested or accepted. When a case includes different stages, Experts DDT may bill each stage individually once the corresponding work has been performed. Additional work or work outside the original scope may be billed separately.
37. Cancellations and refunds for digital services
The customer may request cancellation before Experts DDT has begun the work. Once a design, planning, conversion or another customized service has begun, the work performed may be billed and may not be eligible for a refund to the extent permitted by law.
Digital services that have been completed and delivered shall not be refundable solely due to a change of mind. This does not limit Experts DDT’s responsibility to review or correct an error directly attributable to the service provided.
38. Digital files and intellectual property
Once payment obligations have been fulfilled, the customer shall have the right to use the final files delivered for the professional purpose and the case for which they were developed.
Unless otherwise agreed in writing, internal methodologies, processes, libraries, templates, configurations, protocols, training materials and other intellectual property developed or used by Experts DDT shall remain the property of Experts DDT or their respective owners. Delivery of a final file does not transfer ownership of such tools or methodologies.
39. Patient information and confidentiality
The customer is responsible for having the necessary authorizations and legal bases to provide Experts DDT with the required information. Experts DDT shall use the information received for purposes relating to the contracted services and in accordance with applicable legal and contractual obligations.
When the relationship is subject to HIPAA and Experts DDT acts as a Business Associate, the parties may be subject to a separate Business Associate Agreement (BAA). Customers must use the channels authorized by Experts DDT to transmit patient-related information and files.
40. File retention
Experts DDT may retain files and documentation for the period reasonably necessary for operational, legal, support and compliance purposes, subject to applicable obligations. The customer is responsible for retaining their own copies of final files and necessary documentation. Where a BAA or another legal obligation exists, retention, return or deletion shall be carried out in accordance with the applicable conditions.
41. Services performed by specialized collaborators
Experts DDT may use personnel, designers, technicians, contractors or specialized providers to assist with certain digital services. Experts DDT shall remain responsible for managing its services in accordance with its commitments to the customer. Collaborators with access to protected or confidential information must be subject to the corresponding confidentiality, security and protection obligations.
42. Acceptance of digital services
By submitting a case, requesting a design, accepting a quotation, making a payment, using the Experts DDT portal or authorizing work to begin, the customer acknowledges having read and accepted the conditions applicable to the requested service.
These conditions must be interpreted together with Experts DDT’s other Terms and Conditions and any specific contract, quotation, invoice or agreement entered into between the parties.