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Important Note: Please be aware that confirmation of our services is subject to both the signing of these Terms and Conditions and receipt of the agreed booking deposit.

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2. Charges and Payment Terms

2.1 Parking Arrangements: The Customer kindly agrees to arrange suitable parking for GWP Medical Services personnel at the service location to facilitate efficient service delivery. If dedicated parking cannot be provided, the Customer will be responsible for reimbursing any necessary parking charges or taxi fares incurred by our team. Please be aware that the proximity of our parking to the area of potential risk is essential for rapid response. Furthermore, due to the volume of emergency equipment required and for manual handling safety, we will conduct a risk assessment to determine the optimal positioning of our personnel, considering parking location as a significant factor where feasible.

2.2 Bank and Public Holidays: Please note that bookings made on Bank Holidays or other Public Holidays may be subject to a surcharge. Any such surcharge will be clearly outlined in your quote.

2.3 Breaks for Longer Bookings: For bookings exceeding ten (10) hours, appropriate break times are factored in for our contractor to ensure their well-being and continued ability to provide excellent care. There is no break in provisions, however where possible they will need to access toileting and food provisions.

2.4 Event Coverage End Time: For event coverage, the pre-agreed finish time will be considered the official end of our contracted services, even if the event continues beyond this point. Any additional coverage requested after the agreed finish time will be subject to contractor availability and may incur supplementary charges, which we will discuss with you. We highlight to the contractor to try and find the dedicated person for running the event so that they are aware that the medical team are approaching the end to then liaise about an extension or whether they are stood down.

2.5 Cancellations: We understand that plans can sometimes change. Should you need to cancel a booking, please notify us as soon as possible by either email or telephone to ensure we receive timely notice. Cancellation charges will be applied based on the notice period provided:

• 28 or more days' notice before the service date: 0% of the quoted fee will be charged.

• With 28 to 14 days' notice prior to the service date, 50% of the quoted fee will be payable.

• If you give 14 days or less notice before the service date, 100% of the quoted fee will be payable.

2.6 Postponements: If you need to postpone your booking to a new date and require our medical cover on that new date. It is at GWP Medical Service Ltd discretion/availability if they can carry this booking across. We operate open channels of communication so just email in and discuss with us.

2.7 Payment Terms: Our standard payment terms are fourteen (14) days from the invoice date, unless alternative terms have been specifically agreed upon in writing.

2.8 Late Payments: We understand that delays can happen, but to ensure the smooth running of our services, late payments may be subject to interest at a rate of 8% per annum above the Bank of England base rate in force at the time, as well as a fixed late payment fee based on the overdue amount, following the Late Payment of Commercial Debts (Interest) Act 1998.

2.9 Debt Recovery: In the unfortunate event of persistent outstanding debts, we may need to instruct a debt collection agency. The customer will be responsible for any additional costs incurred in recovering the debt.

2.10 Payment Methods: Please note that payments made by cheque or cash will incur a small administrative surcharge of £3. Similarly, credit or debit card payments will also be subject to a surcharge to cover fees levied by our third-party payment processor. We will always inform you of these charges when you make the payment.

2.11 Deposits for Larger Invoices: For invoices exceeding £1000, a non-refundable deposit of 50% of the total quoted fee is required to secure the booking. Failure to pay this deposit may result in the withdrawal of our services.

3. The Customer's Responsibilities

To help us deliver the best possible service and ensure the safety of everyone involved, we kindly ask that the Customer undertakes the following responsibilities:

3.1 Risk Assessment: The Customer must ensure that a thorough Risk Assessment for the event or service provision is carried out and a copy is provided to GWP Medical Services at least seven (7) days prior to the commencement of our services.

3.2 Safe Environment: The Customer is responsible for ensuring that the location where our services will be delivered (the "Commitment site") is safe, secure, and suitable for our contractor to operate effectively.

3.3 Medical Treatment Area: The Customer must provide an appropriate and designated area for our medical personnel to conduct assessments and provide treatment. This has to have dignity / privacy as a priority.

3.4 Site Accessibility: The Customer must ensure that the Commitment site is easily accessible for GWP Medical Services contractor and any necessary emergency vehicles.

3.5 Additional Medical Personnel: The Customer must promptly notify GWP Medical Services contractor of the presence of any other medical personnel or agencies operating at the Commitment site.

3.6 Location of Medical Services: The Customer should ensure that attendees or relevant personnel are informed of the location of the on-site medical services provided by GWP Medical Services. Where possible, GWP Medical Services will provide signage to display treatment posts clearly.

3.7 Communication Equipment: If specific communication equipment is deemed necessary to deliver our services effectively, the Customer is responsible for providing this to GWP Medical Services contractor. Likewise, GWP will risk assess and take radio communications where possible.

3.8 Licenses and Legal Compliance: The Customer is solely responsible for obtaining all necessary licenses, permits, and consents required for the event or activity and for ensuring full compliance with all relevant laws and regulations.

4. Our Responsibilities and Limitations of Liability

4.1 Absolute Priority: Safety and Purple Guide Adherence: GWP Medical Services is dedicated to providing professional and diligent medical care, with the safety of all involved and adherence to the Health and Safety Executive's Purple Guide being our absolute priority. We also comply fully with best clinical practices and all applicable regulations, including CQC standards. Our medical provisions are determined by the details provided in the booking. The Customer is responsible for promptly informing GWP Medical Services of any changes to these details to allow for a review of our medical provisions. If our personnel find upon arrival that the event or situation differs from the booking, GWP Medical Services reserves the right to withdraw services due to the Customer's breach of contract, and the full invoice will be payable.

4.2 Patient Transfer in Exceptional Circumstances (CQC Requirement): If a patient requires further medical attention and statutory emergency services are significantly delayed, our personnel may need to leave the Commitment site to facilitate their urgent and safe transportation to an appropriate medical facility. This action, which is a legal requirement under Care Quality Commission (CQC) regulations to ensure patient safety, would only be taken as an absolute last resort. It follows a thorough on-site risk assessment that determines remaining at the location would potentially cause serious harm or death to the patient. Any such departure may temporarily affect the level of medical cover on-site.

4.3 Major Incident Response: In the event of a major incident requiring a significant response, GWP Medical Services reserves the right to withdraw resources from the Commitment site to assist where the need is greatest. In such circumstances, no charges will be made when our services were not delivered due to the major incident. This is a further CQC requirement and would only happen if the major incident was near the event's local vicinity.

4.4 Life-Threatening Emergencies: If our contractor need to respond to a life-threatening emergency, this may necessitate a temporary reduction or suspension of medical coverage at the Commitment site. GWP Medical Services will not be liable for any losses incurred by the Customer due to such necessary actions.

4.5 Subcontractors: GWP Medical Services may, from time to time, utilise the services of appropriately qualified subcontractors to assist in the delivery of our services. We will ensure that any subcontractors engaged provide a standard of cover consistent with our own. They will have the appropriate checks such as validity of insurance, certificates and DBS checks.

4.6 Event Cancellation Insurance: We strongly recommend that the Customer holds adequate Event Cancellation Insurance to cover potential losses arising from unforeseen circumstances that may lead to the cancellation or postponement of the event. GWP Medical Services will not be liable for any losses such insurance could have mitigated.

4.7 Emergency Access Damage: GWP Medical Services will not be held responsible for any damage to property that may occur as a necessary consequence of providing emergency access to the Commitment site.

4.8 Limitation of Liability: GWP Medical Services' liability for any losses incurred by the Customer is strictly limited to cases of direct negligence by our employees or subcontractors that results in death or personal injury. To the maximum extent permitted by law, we exclude all other liability for any loss, damage, or expenses (whether direct, indirect, consequential, or otherwise) arising out of or in connection with our services.

4.9 Force Majeure: GWP Medical Services will not be liable for any delays in performing our obligations or any failure to perform our obligations if such delay or failure is caused by events beyond our reasonable control, including but not limited to severe weather conditions, natural disasters, acts of terrorism, or other unforeseen circumstances.  

5. Information Provided To and By GWP Medical Services Ltd

5.1 Sufficiency of Cover and Safety: GWP Medical Services reserves the right to refuse to proceed with a booking or to withdraw our services if, in our reasonable professional opinion, the level of medical cover requested is insufficient for the nature of the Commitment or if the Commitment poses an unacceptable risk to the safety and well-being of our contractor. The Customer is solely responsible for ensuring that the level of medical cover requested meets all relevant statutory regulations and guidelines.

5.2 Changes to Event Details: If there are any significant changes to the details of the event or service requirements as originally communicated to us, GWP Medical Services reserves the right to revise the quoted fee or, in some circumstances, to reconsider our commitment to providing services. If the actual event is materially larger in scale or presents a higher level of risk than initially stated, GWP Medical Services may, at our discretion, withdraw our services. In such cases, the Customer will be liable for any charges incurred for services already provided up to the point of withdrawal.

5.3 Data Protection: Any personal information provided to us by the Customer or collected by us during the provision of our services will be treated with the utmost confidentiality and will only be shared with third parties if we have your explicit legal consent or if we are legally required to do so. Our data handling practices are in accordance with applicable data protection legislation. We are unable to share, without consent patient details.

6. Complaints and Compliments

6.1 Feedback: We always strive to provide the highest standards of service. If you have any concerns or wish to make a complaint, please initially direct this to the Senior GWP Medical Services contractor member present at the Commitment. If the issue remains unresolved to your satisfaction, please submit a formal written complaint to the Chief Executive Officer (CEO) at GWP Medical Services using the contact details provided. We also welcome any compliments you may have regarding our services.

7. General Provisions

7.1 Confidentiality: Both parties agree that any confidential information exchanged during this agreement will remain confidential and will not be disclosed to any third party, except where required by law.

7.2 Freedom of Information: If the Customer is subject to the Freedom of Information Act 2000 (or any equivalent legislation), the Customer agrees to consult with GWP Medical Services before disclosing any information relating to this agreement or our services in response to a freedom of information request.

7.3 Intellectual Property: Unless otherwise agreed in writing, each party retains ownership of their respective intellectual property rights relating to the services provided under this agreement.

7.4 Severability: If a court or other competent authority finds any clause or part of this agreement to be invalid, illegal, or unenforceable, that clause or part shall be deemed to be deleted, and the validity and enforceability of the remaining provisions of this agreement shall not be affected.  

7.5 Third-Party Rights: This agreement is not intended to confer any rights on any third party, and no third party shall have any right to enforce any of its terms.

7.6 No Waiver: Any failure or delay by either party in exercising any right or remedy under this agreement shall not constitute a waiver of that right or remedy, nor shall any single or partial exercise of any right or remedy preclude any other or further exercise of that right or remedy or the exercise of any other right or remedy.  

7.7 Amendments: No variation or amendment to this agreement shall be valid unless it is in writing and signed by authorised representatives of both the Customer and GWP Medical Services Ltd.

7.8 Entire Agreement: This agreement constitutes the entire understanding between the parties with respect to the subject matter of this agreement and supersedes all prior agreements, negotiations, and discussions between the parties, except in the case of fraudulent misrepresentation.  

7.9 No Partnership: Nothing in this agreement shall be construed as creating a partnership, joint venture, or agency relationship between the Customer and GWP Medical Services Ltd, and neither party shall have the authority to bind the other in any way.  

7.10 Promotional Photography: GWP Medical Services reserves the right to take photographs or video footage for promotional and marketing purposes during the event or service provision. We will ensure that this is done respectfully and with due consideration for privacy. Please notify us in advance if you have any concerns regarding this.

8. Governing Law and Jurisdiction

8.1 Governing Law: This agreement and any disputes or claims arising out of or in connection with it or its subject matter or formation (including non-contractual disputes or claims) shall be governed by and construed in accordance with the laws of England and Wales.  

8.2 Jurisdiction: Each party irrevocably agrees that the courts of England and Wales shall have exclusive jurisdiction to settle any dispute or claim arising out of or in connection with this agreement or its subject matter or formation (including non-contractual disputes or claims).