Ashley James Medical (Pre-Hospital Emergency Care)

Terms and Conditions of Service (TCoS)

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1. Definitions

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1.1 “Provider” means Ashley James Medical (Pre-Hospital Emergency Care).
1.2 “Client” means the individual, company, or organisation booking medical or related services from the Provider.
1.3 “Services” means medical cover, standby, consultancy, training, or related support provided by the Provider.
1.4 “Booking” means a confirmed request for Services, supported by a completed booking form or written or verbal confirmation and payment of any required deposit or fees.
1.5 “Event” means the date(s), location(s), and activities for which the Client has engaged the Provider’s Services.

2. Offer of Service

2.1 All Services are offered subject to availability and at the discretion of the Provider.
2.2 Quotations are valid for 30 days and are based on the current Rate Card for 2025/26.
2.3 No public price list is published; fees are calculated according to operational requirements, staffing levels, and applicable rate multipliers.
2.4 A Booking shall not be deemed accepted until written confirmation (email or message) and deposit or full payment have been received.
2.5 Verbal quotations or provisional bookings are not binding until confirmed in writing or by invoice from the Provider.

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3. Booking Process and Agreement to Terms

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3.1 Nothing in these Terms shall oblige the Provider to enter into a contract with any Client. The Provider may, at its sole and absolute discretion, refuse to accept a booking request or provide services, with or without stated reason, and no liability shall arise from such refusal.

3.2 Booking enquiries may be made by phone, by email, or through the Provider’s website contact form.

3.3 In order for the Provider to carry out its due diligence checks and make all the relevant arrangements, The Provider will not accept any bookings for Events planned <14 days in advance.
3.4 Upon enquiry, the Provider will contact the Client within 24 working hours at a time convenient to the Client, to provide a free consultation to find out more about the Event.

3.5 Post-consultation, once the Provider has all the details they will check resource availability and will issue a written quotation by email outlining the proposed Services, costs, and any specific requirements.
3.6 If the provider is unable to confirm resource availability, they will notify the Client by email in writing, and the booking will not be confirmed, nor shall any quotation be provided to the Client.

3.7 Quotations are valid for 48 hours. To accept or decline a quotation, the Client needs to reply to the original quotation email to either accept or decline the quotation.

3.8 The Client is under no obligation to accept a quotation by the Provider.

3.9 If the Client accepts a quotation, a payment will be due to secure the booking, the amount depends on how far in advance the proposed Event date will be (see section 4 Rates and Charges for more details).

3.10 As soon as the Provider has confirmed receipt of the Client's payment, the Provider will immediately commence the final planning stage to conduct site visits (where applicable), produce an enhanced Risk Assessment and Medical Assessment Plan (MAP). The Provider will then send these documents to the Client as soon as possible, but no later than 7 days prior to the Event date. This is to allow time to further amend these documents if required in consultation with the Client, and so the documents can be sent to all relevant parties including local authorities (where applicable).

3.11 Additional charges may apply post-event for unplanned or extended services, consumables above allowance, or additional staffing requested by the Client. These will be agreed before final invoicing.
3.12 Late payment may result in delay, suspension, or cancellation of the Service or Booking at the Provider’s discretion until cleared funds are received.

3.13 The Provider reserves the right to pursue any manner of legitimate debt recovery or legal action, including court action, for any breach of contract including non-payment. Furthermore, the Client accepts that the Provider reserves the right to charge additional interest on any overdue balance until the balance is fully settled, and further reserves the right to apply any and all legal expenses incurred by the Provider in recovering any amount owed by the Client.
3.14 By confirming a booking — whether verbally, in writing, by invoice acceptance, or by otherwise making use of the Provider’s Services — the Client acknowledges and agrees to be bound by these Terms and Conditions of Service.

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4. Rates and Charges

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4.1 All rates are based on the Provider’s current 2025/26 Rate Card.
4.2 A £25 non-refundable administration fee applies to all bookings and is included in each quotation.

4.3 For Events scheduled 14 days in advance, the Provider requires a minimum 75% deposit upon confirming a booking, with the remaining balance due the day prior to the Event.

4.4 For Events scheduled 30-15 days in advance, the Provider requires a minimum 50% deposit upon confirming a booking, with the remaining balance due the day prior to the Event.

4.5 For Events scheduled 30+ days in advance, the Provider requires a minimum 25% deposit upon confirming a booking, with the remaining balance due the day prior to the Event.

4.6 The Client may pay a 100% deposit of the quoted amount in full if they so wish, and in doing so clearing any remaining balance and reducing the balance due on the day prior to the Event to £0. 
4.7 Additional charges may apply post-Event service delivery, including the cost of any unplanned staff overtime, or for the use of any resources or equipment not agreed in the original quotation. It is the responsibility of the Client to ensure they communicate any unplanned or last minute overtime, or additional equipment or resource requirements to the Provider at the earliest possible opportunity. 

4.8 Additional post-Event charges will be notified to the Client immediately and will be invoiced no later than 7 working days post-Event. Any post-Event invoices must be paid by the Client no later than 14 days after they are issued by the Provider.

4.9 The Provider reserves the right to refuse any requested overtime or unplanned use of equipment or resources that were not accounted for in the original quotation.
4.10 All prices are exclusive of VAT unless otherwise stated.

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5. Cancellation by Client

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5.1 Cancellations must be made in writing (email or letter) as soon as possible.
5.2 The following cancellation fees apply:

• 30+ days before event: Full refund (minus £25 non-refundable administration fee).

• 30–15 days before event: 50 % refund (minus £25 non-refundable administration fee).

• <14 days before event: non-refundable.

5.3 Refunds will be issued within 14 working days where applicable.

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6. Cancellation or Retraction by Provider

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6.1 The Provider reserves the right to withdraw, cancel, or suspend Services if:

• Site conditions are unsafe;

• The Client fails to meet payment terms;

• The Client provides inaccurate or misleading information;

• Staff welfare or safety is compromised; or

• Acts of God or Force Majeure prevent service delivery.

6.2 In such cases, the Provider shall not be liable for consequential loss but will make all reasonable efforts to provide suitable alternative cover, reschedule Services, or offer a credit or partial refund for unfulfilled portions of the contract.

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7. Client Responsibilities

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7.1 The Client must:

• Provide accurate and complete information about the Event;

• Make full payment no later than the date due on any invoice;

• Complete their own risk assessment, in addition to any assessment conducted by the Provider;

• Provide suitable welfare, rest, and refreshment breaks for medical staff;

• Ensure adequate parking, site access, and communication systems;

• Provide compatible radio communications and a designated medical channel where possible;

• Maintain appropriate insurance coverage for their event, activities, and participants;

• Comply with all relevant HSE, local authority, and legal requirements; and

• Have full permission and authorisation to conduct the event or activity.

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8. Provider Responsibilities

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8.1 The Provider will:

• Supply qualified, insured medical staff appropriate to the event risk level;

• Provide an internal risk assessment, operational plan, and Medical Assessment Plan (MAP);

• Maintain public liability and medical indemnity insurance;

• Operate within CQC, HSE, and JRCALC-aligned standards of pre-hospital care; and

• Maintain clinical governance, data protection, and welfare procedures.

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9. Insurance and Liability

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9.1 The Provider holds Public Liability Insurance and Medical Indemnity Insurance, each with coverage up to £5 million (five million pounds).
9.2 The Provider shall not be liable for any indirect, consequential, or financial losses arising from cancellation, delay, or force majeure events.
9.3 The Client is responsible for ensuring their own insurance adequately covers their event and attendees.
9.4 Nothing in this clause limits or excludes the Provider’s liability for death or personal injury arising from negligence, or for fraud or fraudulent misrepresentation.

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10. Force Majeure / Acts of God

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10.1 For the purposes of these Terms, a Force Majeure Event (also referred to as an Act of God) means any circumstance beyond the reasonable control of either party which prevents, hinders, or delays the performance of obligations under this agreement.
10.2 Such circumstances may include, but are not limited to:

• Extreme weather events (flood, storm, snow, lightning, or other natural disasters);

• Fire, explosion, or structural collapse;

• Terrorist acts, war, civil unrest, or malicious damage;

• Pandemic, epidemic, or public health emergency (including government-imposed restrictions or isolation requirements);

• Industrial disputes, strikes, or lockouts (not limited to the Provider’s staff);

• Failure of utilities, telecommunications, or essential infrastructure;

• Unexpected vehicle breakdowns, road closures, or transport disruption that materially prevent timely arrival or delivery of Services;

• National mourning, emergency service mobilisation, or government directives; or

• Any other event that could not reasonably have been foreseen or prevented through due diligence.

10.3 If either party is unable to perform its obligations due to a Force Majeure Event, that party shall:
(a) Notify the other party as soon as reasonably practicable; and
(b) Use all reasonable endeavours to mitigate the effects and resume performance as soon as safely possible.
10.4 In the event of a Force Majeure Event, both parties are released from liability for non-performance for the period of disruption. However, any cancellation fees or pre-existing costs already incurred by the Provider remain payable to cover administrative time, preparatory work, and loss of alternative business.
10.5 Where feasible, the Provider will make reasonable efforts to reschedule Services, provide alternative cover, or offer a partial credit towards future bookings.

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11. GDPR and Data Protection

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11.1 The Provider complies fully with the UK GDPR and Data Protection Act 2018.
11.2 All personal and medical information is handled lawfully, securely, and confidentially.
11.3 The Provider is registered with the Information Commissioner’s Office (ICO).
11.4 Data will only be shared with authorised healthcare professionals or statutory agencies when necessary for care or legal compliance.

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12. Complaints Procedure

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12.1 Complaints may be made in person, by phone, or by email to any address published on the Provider’s website.
12.2 Complaints will be acknowledged within 5 working days and resolved within 28 working days where possible.
12.3 All complaints will be handled in accordance with the Provider’s internal Complaints Policy, available upon request.
12.4 If the Client remains unsatisfied after the Provider’s complaints process, they may escalate the matter to the Business Ombudsman or Trading Standards.

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13. Consumer Rights

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13.1 Nothing in these Terms affects the Client’s statutory rights under UK consumer law.
13.2 The Provider will comply with all relevant consumer-protection legislation, including the Consumer Rights Act 2015.

 

14. Governing Law

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14.1 These Terms and Conditions are governed by and construed in accordance with the laws of England and Wales.
14.2 Any disputes arising shall be subject to the exclusive jurisdiction of the courts of England and Wales.

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© Ashley James Medical (Pre-Hospital Emergency Care) – All Rights Reserved
Last updated: November 2025

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