Safeside Medicals Ltd – Terms and Conditions for Client Services and Payment
Effective Date: 20/10/2025
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1. Definitions
In these Terms and Conditions:
• Client means the individual, company, or organisation purchasing services from Safeside Medicals.
• Agreement means the contract between Safeside Medicals and the Client incorporating these Terms.
• Services means occupational health services provided by Safeside Medicals, including but not limited to medical assessments, health surveillance, reporting, and consultancy.
• Fee means the agreed price for the Services as set out in the quotation, service agreement, or invoice.
• Confidential Information means all information disclosed by either party that is confidential or proprietary in nature.
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2. Basis of Contract
2.1. These Terms apply to all Services provided by Safeside Medicals and shall prevail over any terms proposed by the Client unless expressly agreed in writing by a Director of Safeside Medicals.
2.2. A binding Agreement is formed when Safeside Medicals accepts an order, quotation, or signed Service Level Agreement (SLA) from the Client.
2.3. Safeside Medicals may update these Terms periodically; the version in force at the time of engagement shall apply.
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3. Scope of Services
3.1. Safeside Medicals will deliver Services with reasonable skill, care, and in accordance with all applicable UK laws, clinical governance standards, and the Faculty of Occupational Medicine (FOM) guidelines.
3.2. The specific scope, timelines, and deliverables will be detailed in a quotation, proposal, or SLA issued to the Client.
3.3. Safeside Medicals reserves the right to refuse or discontinue Services where required for clinical, ethical, or regulatory reasons.
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4. Client Responsibilities
4.1. The Client shall provide all necessary information, access, and cooperation required for Safeside Medicals to perform the Services.
4.2. The Client must ensure that employee data provided to Safeside Medicals is accurate and lawfully shared in accordance with the UK GDPR and Data Protection Act 2018.
4.3. The Client is responsible for ensuring compliance with health and safety, HR, and employment obligations arising from the Services provided.
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5. Fees and Payment Terms
5.1. Fees are as stated in the quotation or SLA and are exclusive of VAT unless otherwise specified.
5.2. Invoices are payable within 30 days of the invoice date unless otherwise agreed in writing.
5.3. Safeside Medicals reserves the right to charge statutory interest on late payments under the Late Payment of Commercial Debts (Interest) Act 1998 at 8% above the Bank of England base rate, plus reasonable recovery costs.
5.4. Safeside Medicals may suspend Services or withhold reports if payments are overdue.
5.5. Where a Service requires third-party laboratory or diagnostic testing, the Client will be liable for associated fees unless otherwise agreed.
5.6. For ad hoc or one-off services, payment may be required in advance.
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6. Cancellations and Rescheduling
6.1. Cancellations or rescheduling must be made in writing to admin@Safesidemeidcal.com
6.2. The following charges apply:
• More than 3 working days’ notice: No charge.
• Less than 3 working days’ notice: 50% of the Fee.
• Failure to attend or cancellation within 24 hours: 100% of the Fee.
6.3. Safeside Medicals may reschedule appointments due to clinician illness, emergencies, or regulatory reasons, and will endeavour to minimise disruption.
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7. Confidentiality and Data Protection
7.1. Both parties shall treat as confidential all information obtained during the course of the Agreement.
7.2. Safeside Medicals processes personal and medical data strictly in compliance with the UK GDPR, Data Protection Act 2018, and Caldicott Principles.
7.3. Medical information will not be shared with employers or third parties without the employee’s explicit written consent, except where legally required.
7.4. Safeside Medicals acts as a Data Controller for clinical records and as a Data Processor for employer-held data, as defined under UK data protection law.
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8. Reports and Intellectual Property
8.1. All medical reports, documentation, and materials produced remain the intellectual property of Safeside Medicals unless otherwise agreed.
8.2. The Client is granted a non-exclusive, non-transferable licence to use reports for internal occupational health and HR management purposes only.
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9. Liability and Indemnity
9.1. Safeside Medicals maintains appropriate professional indemnity.
9.2. Nothing in these Terms shall limit or exclude liability for death or personal injury caused by negligence, fraud, or fraudulent misrepresentation.
9.3. Safeside Medicals’ total liability in respect of any claim shall not exceed the total Fees paid by the Client for the relevant Services.
9.4. Safeside Medicals shall not be liable for any indirect, special, or consequential loss including loss of profit, goodwill, or data.
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10. Termination
10.1. Either party may terminate the Agreement by giving 30 days’ written notice.
10.2. Safeside Medicals may terminate immediately if the Client fails to pay any sum due, becomes insolvent, or breaches these Terms.
10.3. Upon termination, all outstanding Fees become immediately due and payable.
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11. Record Retention
11.1. Medical records are retained in accordance with NHS and Faculty of Occupational Medicine record-keeping standards, typically for a minimum of 6 years from the last entry date or as legally required.
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12. Governing Law and Jurisdiction
12.1. These Terms and any dispute arising from them shall be governed by and construed in accordance with the laws of England and Wales.
12.2. The courts of England and Wales shall have exclusive jurisdiction to settle any dispute arising under or in connection with this Agreement.
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13. Entire Agreement
13.1. These Terms, together with any quotation or SLA, constitute the entire agreement between the parties and supersede any previous agreements or understandings.
13.2. No variation of these Terms shall be valid unless agreed in writing by both parties.
Safeside Medicals Ltd – Annexes to the main Terms & Conditions)
Effective Date: 20/10/2025
Annex A – Data Processing Agreement (DPA)
Purpose: To ensure compliance with the UK General Data Protection Regulation (UK GDPR) and Data Protection Act 2018, where Safeside Medicals processes personal data on behalf of a client.
1. Data Roles
• Client: Data Controller (determines the purpose and means of processing)
• Safeside Medicals Ltd: Data Processor (processes data on behalf of the Client)
2. Subject Matter and Duration
Safeside Medicals shall process personal data solely for the provision of occupational health services and for the duration of the service contract or as required by law.
3. Nature and Purpose of Processing
Processing includes data collection, storage, access, review, and communication of employee health information for occupational health management, statutory medical surveillance, and fitness-to-work assessments.
4. Categories of Data Subjects
Employees, contractors, and applicants referred by the Client.
5. Types of Personal Data
• Identification data (e.g., name, date of birth, job title, employee ID)
• Contact data (e.g., phone number, email, workplace address)
• Medical and occupational health information (special category data)
6. Processor Obligations
Safeside Medicals agrees to:
• Process data only on documented instructions from the Client;
• Ensure staff confidentiality and data security;
• Implement appropriate technical and organisational security measures;
• Assist the Client in responding to data subject rights requests;
• Notify the Client promptly of any personal data breach;
• Delete or return all personal data at the end of the engagement unless retention is required by law.
7. Sub-Processors
Safeside Medicals will not appoint sub-processors without the Client’s prior written consent, except for approved IT or laboratory service providers under equivalent data protection terms.
8. Governing Law
This DPA shall be governed by the laws of England and Wales.
Annex B – Record Retention & Information Governance Policy
Purpose: To clarify retention, confidentiality, and record management standards.
1. Retention Periods
• Occupational health records: Minimum 6 years after employment ends (or longer as per statutory requirements).
• Health surveillance records: 40 years (as required under the Control of Substances Hazardous to Health Regulations 2002).
2. Storage and Security
All records are held on secure, encrypted servers located in the UK. Physical records (if any) are stored in locked, access-controlled environments.
3. Employee Access
Employees may request access to their occupational health records in writing. Requests will be processed within 30 days as required by the UK GDPR.
4. Destruction
Data will be securely deleted or destroyed after the applicable retention period using approved methods.
Annex C – Anti-Bribery and Ethical Conduct Statement
Safeside Medicals Ltd is committed to ethical conduct and full compliance with the Bribery Act 2010 and Modern Slavery Act 2015.
• No employee, agent, or contractor may offer or accept any bribe, gift, or improper payment.
• The company maintains transparency in all dealings and expects the same from Clients and suppliers.
Annex D – Complaints and Feedback Policy
1. Scope
This policy applies to all clients and employees receiving services from Safeside Medicals.
2. Process
1. Submit complaint in writing to: admin@Safesidemedical.com
2. Acknowledgement within 2 working days
3. Investigation and response within 10 working days
4. If unresolved, escalation to Medical Director or Managing Director
3. Clinical Complaints
Clinical complaints are reviewed by the Medical Director in accordance with GMC professional standards.
Annex E – Business Continuity and Data Backup
Safeside Medicals maintains a business continuity plan and performs daily encrypted backups to ensure service continuity in the event of IT or operational disruption.