1. Definitions

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1.1 “Provider” means Ashley James Medical (PHEC) Limited.

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1.2 “Client” means the individual, company, charity, or organisation booking Services.

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1.3 “Services” means medical cover, standby services, consultancy, training, or related operational support provided by the Provider.

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1.4 “Booking” means a confirmed request for Services supported by written acceptance and payment of any required deposit.

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1.5 “Event” means the date(s), location(s), attendance profile, and activities for which the Services are contracted.

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2. Offer of Service

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2.1 All Services are offered subject to availability and operational feasibility.

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2.2 Quotations are valid for 14 days unless otherwise stated.

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2.3 Fees are calculated according to staffing levels, operational risk, duration, and resource allocation.

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2.4 A Booking is only confirmed once written acceptance and cleared funds for the required deposit are received.

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2.5 Verbal quotations or provisional bookings are not binding.

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3. Booking Process

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3.1 The Provider reserves the right to refuse any booking request at its discretion.

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3.2 Booking enquiries may be submitted via telephone, email, or website contact form.

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3.3 The Provider does not accept bookings for Events scheduled less than 14 days in advance.

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3.4 Following consultation, a written quotation outlining Services and costs will be issued.

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3.5 Upon receipt of deposit, the Provider will commence operational planning, including Risk Assessment and Medical Assessment Plan (MAP) preparation.

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3.6 Final operational documents will be issued no later than 7 days prior to the Event (subject to timely Client cooperation).

 

3.7 Additional post-Event charges may apply for agreed overtime, additional consumables, or scope changes.

 

3.8 The Client acknowledges that cancellation fees reflect operational planning time, staff allocation, resource reservation, and loss of alternative business opportunities.

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3.9 By confirming a booking, the Client agrees to these Terms and Conditions in full.

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4. Rates and Charges

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4.1 All rates are based on the Provider’s 2025/26 Rate Card.

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4.2 A £25 non-refundable administration fee applies to all bookings.

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4.3 Deposit structure:

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• 30+ days before Event: 25% deposit

• 30–15 days before Event: 50% deposit

• 14 days or less: 75% deposit or full payment

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4.4 Remaining balances must be paid no later than the day prior to the Event.

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4.5 The Client may elect to pay 100% upfront.

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4.6 All prices are VAT exempt unless otherwise stated.

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4.7 Post-Event invoices must be paid within 14 days of issue.

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5. Late Payment

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5.1 If payment is not received by the due date, the Provider reserves the right to apply statutory interest in accordance with the Late Payment of Commercial Debts (Interest) Act 1998.

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5.2 The Provider will seek to resolve any payment dispute amicably and proportionately before initiating formal recovery action.

 

5.3 Legal proceedings shall only be considered as a last resort and in accordance with applicable civil procedure rules.

 

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6. Cancellation by Client

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6.1 Cancellations must be made in writing.

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6.2 Cancellation charges:

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• 30+ days before Event: Full refund minus £25 administration fee

• 30–15 days before Event: 50% refund minus £25 administration fee

• Less than 14 days: Non-refundable

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6.3 Refunds (where applicable) will be processed within 14 working days.

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7. Cancellation or Suspension by Provider

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7.1 The Provider may suspend or cancel Services if:

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• Site conditions are unsafe

• Payment terms are not met

• Information provided is inaccurate

• Staff welfare or safety is compromised

• Force Majeure prevents safe delivery

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7.2 In such cases, the Provider shall not be liable for consequential losses but will make reasonable efforts to reschedule or provide partial credit where feasible.

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8. Client Responsibilities

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The Client shall:

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8.1 Provide accurate Event details, including attendance projections.

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8.2 Immediately notify the Provider if expected attendance exceeds originally declared numbers.

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8.3 Maintain appropriate Event insurance coverage.

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8.4 Provide safe site access and suitable welfare facilities for staff.

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8.5 Ensure compliance with HSE, Local Authority, and licensing requirements.

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8.6 Provide compatible communication systems where possible.

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8.7 Maintain appropriate safeguarding arrangements.

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Failure to notify the Provider of material changes (including attendance increase) may invalidate the operational risk assessment and limit liability.

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9. Provider Responsibilities

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The Provider will:

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9.1 Supply appropriately qualified and insured medical personnel.

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9.2 Provide an internal Risk Assessment and Medical Assessment Plan.

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9.3 Maintain Public Liability and Medical Indemnity Insurance (minimum £5 million cover).

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9.4 Operate in alignment with recognised clinical standards including JRCALC, NICE guidance, and HSE principles.

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9.5 Maintain appropriate governance, safeguarding, and data protection procedures.

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10. Insurance and Liability

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10.1 The Provider holds Public Liability and Medical Malpractice Insurance with a minimum liability of £5 million.

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10.2 The Provider shall not be liable for indirect or consequential losses arising from cancellation or disruption.

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10.3 Nothing in these Terms excludes liability for death or personal injury caused by negligence, or for fraud or fraudulent misrepresentation.

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11. Force Majeure

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11.1 A Force Majeure Event means circumstances beyond reasonable control preventing performance.

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11.2 This includes (but is not limited to):

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• Extreme weather

• Terrorism or civil unrest

• Pandemic or public health restrictions

• Government directives

• Infrastructure failure

• Major transport disruption

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11.3 The affected party must notify the other promptly.

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11.4 Both parties are released from liability during the period of disruption.

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11.5 Costs already reasonably incurred remain payable.

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12. GDPR and Data Protection

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12.1 The Provider complies with UK GDPR and the Data Protection Act 2018.

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12.2 Clinical data will only be shared where necessary for care or legal compliance.

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12.3 The Provider is registered with the Information Commissioner’s Office (ICO).

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13. Complaints Procedure

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13.1 Complaints may be submitted via email, telephone, or website.

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13.2 Complaints will be acknowledged within 5 working days.

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13.3 A full response will be provided within 28 working days where reasonably practicable.

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13.4 If unresolved, matters may be referred to Trading Standards or the appropriate Ombudsman.

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14. Consumer Rights

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14.1 Nothing in these Terms affects statutory rights under UK law.

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14.2 These Terms are governed by the laws of England and Wales.

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14.3 Any disputes shall be subject to the jurisdiction of the courts of England and Wales.