Terms & Conditions

Definitions

Company means Levitas Clinic Guildford Limited, a company incorporated in England & Wales under company registration number 09339555, with its registered office at The Mews, Elmdon House, 116 London Road, Guildford GU1 1TN.

Member means a member of the Membership Plan. Non-member refers to patients attending the practice on an ad hoc, pay-as-you-go basis. Adult membership plan refers to the plan costing £30 monthly; child membership plan refers to the plan costing £20 monthly.

Membership Application Form means the application form completed by a Member in order to apply for membership of the clinic. Membership Payments means the annual or monthly fee payable in respect of the Membership Plan.

Membership

It is a condition of membership that a Member agrees to pay the fees and agrees to be bound by these Terms & Conditions. These Terms & Conditions may be revoked, altered or added to from time to time by the Company, without prior notification to Members. The current version is available from the practice, or on our website, upon request at any time.

The services covered by each membership are set out in the Membership Fee Schedule, available from the practice upon request and subject to change at the Practice’s discretion. The Practice reserves the right to refuse an application for membership from any applicant at its absolute discretion. Abuse of the practice or its staff will result in immediate termination of membership, at the absolute discretion of the Directors.

Payments

All members are required to pay an upfront, one-off joining fee upon registration. Annual or monthly membership fees are set out in the Membership Fee Schedule and may be varied by the Company from time to time at its absolute discretion.

All membership fees must be paid by direct debit, with a direct debit mandate completed before membership can be accepted. Payments are made monthly or annually in advance, save for the first payment, which is made on the membership start date and includes any balancing payment for the part-month in which membership commenced.

An administration fee of £20 is charged where a monthly direct debit is rejected, and overdue amounts attract interest at 4% above the base rate of HSBC from the date payment is due. Members agree to indemnify the Company against expenses and legal costs incurred in recovering overdue amounts.

Treatment not covered by a Membership Plan is charged by direct debit monthly in arrears unless paid for at the time of treatment, with a monthly statement sent where a balance is owing. A full price list of treatment not covered by the Membership Plan is available from the Practice Managers on request. Prescription-writing and repeat prescriptions are free of charge to Members, though the cost of medication prescribed is not covered by the Membership Plan.

Cancelling or Missing an Appointment

If you cancel an appointment with at least 48 hours’ notice, you are entitled to rearrange the appointment at the discretion of the Practice Manager. Cancelling with less than 24 hours’ notice may result in the Practice charging an appropriate cancellation fee, depending on the nature of the appointment cancelled.

Where a Member books an appointment and does not attend, a missed-appointment fee of £30 is charged for each missed appointment, unless the Member has given the Practice at least 24 hours’ notice to cancel or reschedule. Non-members who do not attend a booked appointment are charged an appropriate cancellation fee depending on the nature of the appointment, and may also be charged a re-booking fee.

Cancelling Your Membership

Members may cancel their Membership at any time within the first 14 days of the Membership Plan starting, from the Membership Start Date (the “Cooling-Off Period”). Any costs already incurred during the Cooling-Off Period are still charged to the Member’s registered account, in keeping with the Non-Membership Fees Schedule.

After the Cooling-Off Period has passed, a Member may only cancel their Membership by giving the Practice one month’s written notice, addressed to the Registered Manager. The notice period commences on the first day of the month following the month in which the cancellation notice is received. The Registered Manager will confirm receipt of the notice within 10 days; Members who do not receive confirmation within that time should contact the Registered Manager immediately, as it always remains the Member’s responsibility to ensure a cancellation notice has been received. All fees due to the Practice must be paid before Membership terminates.

Liability

Nothing in these Terms & Conditions limits or excludes the Practice’s liability for death or personal injury caused by its negligence, for fraud or fraudulent misrepresentation, or for any other liability that cannot be limited or excluded by law. Subject to this, all other warranties, conditions and terms are excluded to the fullest extent permitted by law, and the Practice is not liable for loss of profits, loss of goodwill, or indirect or consequential loss arising under or in connection with the Contract.

The Practice’s total liability to a Member, whether in contract, tort (including negligence) or breach of statutory duty, is limited to the total monies paid by that Member and received by the Practice in respect of Membership. The Practice does not accept liability for damage to, or loss of, a Member’s, non-member’s or guest’s personal property brought onto the Practice premises. This clause survives the termination or expiry of a Member’s Membership for whatever reason.

Clinical Governance

Levitas Clinic Guildford is regulated by the Care Quality Commission (CQC) under the Health and Social Care Act 2008, or any succeeding legislation or amendments, and our doctors are registered with the General Medical Council (GMC).

We owe a duty of confidentiality to all our patients and will not disclose information to any other party without explicit consent, unless authorised to do so by a legal body. We follow GMC guidance on good practice in prescribing by making other services, such as an NHS GP, aware of key actions and test results taken by the clinic, provided you have given us permission to do so — you have the option either to allow our GPs to share information we think important, or to require your explicit consent. You can request a copy of your consultation notes at the end of every appointment.

Data Protection

For the necessary purpose of providing patients with health advice and support, the Company retains data concerning patients’ identity, contact details and general health on file. By signing the registration form and risk assessment form, you expressly consent to the Company’s authority to keep this data for the duration of your attendance at the practice and afterwards, in line with the Data Protection Act 1998 and any revisions to that Act or further legislation. This also applies where Membership is refused for any reason, from the date you completed the form, to assist the Company in providing you with the best possible service. Signing the Membership Application Form does not affect any of your rights under the Data Protection Act 1998.

The Company’s Privacy Policy forms part of these Terms & Conditions and takes effect as if set out here in full. The Company’s Records Policy sets out the terms on which we process any personal data we collect from you, or that you provide to us; a copy is available from the Practice on request.

Levitas Clinic Guildford works in partnership with Marion Gluck Clinic for the provision of Bio-identical Hormone Replacement Therapy (BHRT). If you receive a bio-identical hormone service, your medical information will therefore be shared with the Marion Gluck Clinic.

Governing Law, Force Majeure & Severance

If any provision or part-provision of the Contract is or becomes invalid, illegal or unenforceable, it will be treated as modified to the minimum extent necessary to make it valid, legal and enforceable. If that modification is not possible, the relevant provision or part-provision will be treated as deleted, without affecting the validity or enforceability of the rest of the Contract.

Neither party will be treated as in default, nor liable to the other, for any cessation, interruption or delay in performing its obligations (other than payment obligations) caused by events beyond its reasonable control — such as earthquake, flood, fire, storm, natural disaster, act of God, war, terrorism, armed conflict, or industrial action — provided the affected party gives prompt written notice and takes reasonable steps to mitigate the effects. Either party may terminate the Contract on written notice if such an event continues for more than 30 days in aggregate. No one other than a party to the Contract has any right to enforce its terms.

The Contract, and any dispute or claim arising out of or in connection with it or its subject matter (including non-contractual disputes or claims), is governed by and construed in accordance with the law of England and Wales. Each party irrevocably agrees that the courts of England and Wales have exclusive jurisdiction to settle any such dispute or claim.

Further Terms

These Terms & Conditions also cover adult and child membership plans, transfer of Membership, opening hours, and provisions specific to non-members, all of which continue to apply in full. The current version of these Terms & Conditions is available from the Practice, or on our website, upon request at any time, and may be revoked, altered or added to from time to time by the Company without prior notification to Members.