Last updated 5/9/25 

1. Introduction & Agreement
1.1. These Terms and Conditions (“Terms”) govern the provision of private medical and nutritional consultation services (the “Services”) by The Holistic GP Clinic LLP (“we,” “us,” “our”) to you, the patient (“you,” “your”).
1.2. The Holistic GP Clinic LLP is a Limited Liability Partnership registered in England and Wales under partnership number OC453174.
1.3. By booking a consultation and/or using our Services, you confirm that you have read, understood, and agree to be bound by these Terms. This document forms a legally binding agreement between you and The Holistic GP Clinic LLP. Please read it carefully.

2. Our Services & Clinicians
2.1. Scope of Services: We provide private medical consultations, functional medicine assessments, nutritional therapy, lifestyle advice, and recommendations for supplements and private laboratory testing. Our approach is holistic and designed to complement, not replace, conventional medical care.
2.2. Our Clinicians: All our doctors are registered with the UK General Medical Council (GMC) and our healthcare professionals with their respective regulatory bodies. They are subject to regular appraisal and receive specific training in virtual consultation skills. We maintain appropriate professional indemnity insurance as required by the GMC and CQC.
2.3. Standard of Care: All consultations are delivered in accordance with the professional standards of the General Medical Council (GMC), the Care Quality Commission (CQC), and relevant NICE guidance.
2.4. Clinical Limitations: Our Services are subject to strict clinical limitations. We do not provide:

• Emergency or acute medical care for conditions requiring immediate attention (e.g., chest pain, stroke symptoms, severe breathing difficulties, sepsis, acute mental health crises).

• Out-of-hours care.

• Services to patients under the age of 18.

• Prescriptions for controlled drugs or unlicensed medications.

• Management of conditions that require ongoing specialist hospital care.

2.5. Emergency Procedure: In a medical emergency, you must call 999 or attend your nearest Accident & Emergency (A&E) department immediately.
2.6. Mental Capacity: We only provide care to patients who have the mental capacity to consent to treatment for themselves, in line with the Mental Capacity Act 2005. Where we have reason to believe a patient may lack capacity, we reserve the right to decline to provide services and will signpost to appropriate NHS care.

3. Patient Responsibilities
3.1. Accurate Information: To ensure your safety, you agree to provide accurate, honest, and complete information regarding your medical history, current health conditions, allergies, and any medications or supplements you are taking. We shall not be liable for any advice given if the information you provide is inaccurate or incomplete.
3.2. Identity Verification: Before your first consultation, you must provide a valid form of photographic identification (e.g., passport or photocard driving licence) for verification purposes. We reserve the right to decline services if your identity cannot be verified.
3.3. Communication with Your GP: With your consent, we will send a letter to your NHS GP summarising our consultation and treatment plan. Where we issue a prescription, it is a mandatory professional requirement to notify your GP. We will always do so unless you explicitly withhold consent, in which case we may be unable to prescribe for your safety. Communication may also be required if a duty of care or safeguarding concern arises.
3.4. Compliance: You are responsible for following the advice and treatment plans provided. Non-compliance may affect the outcome of your treatment and your safety.
3.5. Responsibility to Understand: It is your responsibility to ask for clarification during your consultation if you do not understand any information or advice given.
3.6. Patient Conduct: We reserve the right to terminate our services immediately, without a refund, if a patient demonstrates behaviour that is abusive, offensive, or inappropriate towards our clinicians or staff.
3.7. Urgent Care: You are responsible for seeking urgent medical attention via 999 or NHS 111 if your symptoms worsen, persist, or if you develop new concerning symptoms.
3.8. Accessibility Needs: If you have accessibility or communication needs (AIS), please tell us so we can provide information in an appropriate format (e.g., large print, BSL interpreter).
3.9. Out-of-Hours Communications: Administrative emails (e.g., appointment reminders) may be sent outside of our standard clinic hours. Please be aware that any clinical queries are only reviewed and responded to during business hours.

4. Private Prescriptions, Referrals, and Testing
4.1. Private Prescriptions: Our clinicians may issue private prescriptions where clinically appropriate and in your best interests, in line with General Medical Council (GMC) remote prescribing guidelines. We may require your consent to share information with your NHS GP before issuing a prescription. We do not prescribe controlled drugs or specialist medications. We will not prescribe where we judge an-person examination is clinically required.
4.2. Referrals: Where appropriate, we may recommend or provide an open referral to a private specialist. The arrangement and costs of any subsequent consultation are your sole responsibility.
4.3. Laboratory Testing: We may recommend private diagnostic or functional tests. If testing is recommended at your initial consultation, the cost is included in your programme fee. If additional testing is recommended during your treatment, this will be quoted for separately. This quote will include the test fees and any additional consultation time required to discuss the results. By agreeing to undertake any testing, you consent for the results to be shared securely with us for the purpose of your clinical care. We are not responsible for errors, delays, or omissions by third-party laboratories. Interpretation of test results will always be provided in the context of your clinical history.

5. Fees, Payment, and Cancellation
5.1. Fees: All consultation and programme fees are confirmed in writing in a personalised quotation following your initial enquiry. Fees for any additional laboratory tests or supplements recommended during your treatment will be quoted for separately and clearly itemised.
5.2. Payment: All fees must be paid in full in advance of your scheduled appointment to secure your booking. We accept payment by credit/debit card or bank transfer via secure third-party payment processors (e.g., Stripe).
5.3. Cancellation Policy:

• If you wish to cancel or reschedule your appointment, you must provide us with a minimum of 2 working days’ notice.

• If notice is provided 2 working days or more before the appointment, you will be entitled to a full refund or to reschedule the appointment.

• If you cancel with less than 2 working days’ notice, or if you fail to attend your appointment, the full consultation fee will be charged, and no refund will be provided.

5.4. Cancellation by Us: We reserve the right to cancel an appointment in exceptional circumstances, including illness of the clinician, IT outages, or events beyond our reasonable control. In such an event, we will provide you with as much notice as possible and offer either a full refund or a rescheduled appointment.
5.5. Consumer Rights: Healthcare services are exempt from the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013 cooling-off rights once performed.

6. Confidentiality and Data Protection
6.1. Data Governance: We are registered with the Information Commissioner's Office (ICO) and handle all personal and sensitive health information in strict compliance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Caldicott Principles of confidentiality. We are registered with the ICO as a Data Controller.
6.2. Medical Records: We maintain secure electronic medical records of all consultations and communications using compliant third-party platforms (e.g., Practice Better). Our full Privacy Policy, which details how we collect, use, store, and protect your data, is available on our website. We retain records for 8 years after last contact; full details are in our Privacy Policy.
6.3. Sharing Information for Direct Care: To ensure continuity of care and your safety, it may be necessary to share relevant medical information with your NHS GP or other healthcare providers involved in your care. By agreeing to these Terms, you acknowledge and accept this practice as an essential part of our service. Where necessary to protect your safety or continuity of care, we may share relevant information with your GP or other providers. Where you object, we will explain risks and record your decision; in safeguarding/public-interest situations we may share without consent.
6.4. Clinical Dictation: To ensure accurate and efficient record-keeping, our clinicians may use a secure, healthcare-grade dictation service that uses speech recognition technology to capture consultation notes. This service is fully compliant with UK GDPR and confidentiality standards.
6.5. Recording of Consultations: For the purposes of clinical governance and quality monitoring, we may make audio or video recordings of consultations. We will always obtain your explicit consent before any recording begins. Full details on how this data is processed and stored are available in our Privacy Policy.
6.6. Data Security: We have appropriate cyber and data protection safeguards in place to protect your information. In the unlikely event of a significant data breach, we will notify the Information Commissioner's Office (ICO) and affected patients in line with our UK GDPR obligations.

7. Safeguarding
7.1. We have a professional and legal duty of care to all our patients. If you disclose information that raises a significant concern about your safety or the safety of another person (e.g., risk of serious self-harm, suicidal intent, abuse, or harm to others), we may be required to share relevant information with your GP, emergency services, or appropriate safeguarding authorities.
7.2. Any such disclosure will be proportionate, necessary, and made in your best interests or the public interest.

8. Limitation of Liability and Disclaimer
8.1. Clinical Negligence: Nothing in these Terms excludes or limits our liability for death or personal injury caused by our negligence, or the negligence of our clinicians, or for any other liability which cannot be excluded under English law.
8.2. No Guaranteed Outcome: The nature of holistic and functional medicine means that individual responses to treatment can vary. We do not and cannot guarantee specific outcomes or cures.
8.3. Disclaimer: Our Services are for health support, guidance, and education. They are not a substitute for the primary care provided by your NHS GP, hospital specialists, or emergency services. You must continue to consult with your GP for your ongoing medical needs.
8.4. Limitation of Liability: The Holistic GP Clinic LLP and its practitioners shall not be liable for any adverse effects resulting from your failure to provide accurate medical information, your failure to follow the treatment plan, or from your use of external providers not recommended by us.
8.5. Misuse of Advice: You agree that any advice, treatment plans, or prescriptions provided are for your sole use. We are not liable for any harm or consequences arising from you sharing or applying this advice or medication to any other person.
8.6. Third-Party Vendors: If you purchase supplements or services from third parties we recommend, your contract is with that vendor. We do not control and are not liable for their fulfilment, quality, or service.
8.7. Supplements: Any supplements purchased are subject to the vendor's returns policy. For hygiene and safety reasons, supplements are generally non-refundable once the seal is broken or the product has been dispensed, unless they are faulty.

9. Intellectual Property
9.1. All materials provided to you by The Holistic GP Clinic LLP, including but not limited to treatment plans, educational resources, and articles, are our intellectual property and are protected by copyright.
9.2. These materials are for your personal use only and may not be reproduced, copied, or distributed without our prior written permission.

10. Complaints Procedure
10.1. We are committed to providing a high-quality service. If you are dissatisfied with any aspect of our service, please raise your concern with us. You have the right to complain without fear of reprisal. Complaints should be made as soon as possible by emailing info@holisticgpclinic.co.uk.
10.2. We will acknowledge your complaint within three working days and aim to provide a full written response within 20 working days, in line with CQC (Care Quality Commission) and GMC (General Medical Council) standards.
10.3. If you remain dissatisfied with our final response, you can raise your concerns with the Care Quality Commission (CQC). If your complaint relates to a clinician's fitness to practise, you may also contact their professional body (e.g., the GMC for doctors).

11. Governing Law and Jurisdiction
11.1. These Terms and Conditions, and any dispute or claim arising out of or in connection with them, shall be governed by and construed in accordance with the laws of England and Wales, irrespective of your location or country of residence.
11.2. You agree that the courts of England and Wales shall have exclusive jurisdiction to settle any dispute or claim that arises out of or in connection with these Terms.

12. Marketing and Communications
12.1. We will only send you marketing communications (such as newsletters or special offers) if you have given us your explicit, opt-in consent to do so. You can withdraw this consent at any time. For full details, please see our Privacy Policy.

13. Changes to These Terms
13.1. We reserve the right to update these Terms from time to time. The most current version will always be available on our website. Your continued use of our Services after any changes are made constitutes your acceptance of the new Terms.