Booking Terms and Conditions

    Introduction

    These terms and conditions (“Terms”) apply to all bookings for services made with Medwyn Occupational Health via our website www.medwynoh.co.uk. Please read them carefully before making a booking.

    The website is operated by Medwyn Occupational Health, a company incorporated in England with its registered office at Medwyn Centre, Reigate Road, Dorking, Surrey RH4 1SD. In these Terms, “we”, “us” and “our” refer to Medwyn Occupational Health. “You” and “your” refer to any individual making a booking through our website. The contract for the provision of services is made between you and Medwyn Occupational Health.

    If you have any questions or concerns, you can contact us by email at enquiries@medwynoh.co.uk or by phone on +44 (0)1306 873942.

    We provide occupational health services to employers and individuals, including but not limited to:

    • Management referrals

    • Pre-placement assessments

    • Health surveillance

    • Immunisations

    • Workplace assessments

    • Medicals.

    All services are provided by suitably qualified clinicians and staff in accordance with regulatory and clinical best practice standards

    Our responsibility to you

    We aim to provide our services with reasonable skill, care, and within agreed timeframes. However, we do not accept responsibility for any indirect or consequential loss, loss of profit, loss of revenue, or missed opportunities that may arise as a result of delays or service limitations beyond our control.

    We will respond to booking queries or service-related enquiries within our standard opening hours:

    • Monday to Friday: 08:30 – 16:30

    Outside of these hours, you may contact us via email or our website contact form, and we will respond within 3 working hours of the next business day.

    Payment and Refunds

    Payments

    Payment is required at the time of booking unless alternative arrangements have been made. We accept most major debit and credit cards via our secure payment provider, Stripe. It is your responsibility to ensure that all booking details are correct before confirming payment.

    Refunds and Cancellations

    If you wish to cancel your appointment, you must notify us at least 48 hours in advance to be eligible for a refund. Refunds may be subject to a £20 administration fee to cover processing costs.

    Cancellations with less than 48 hours’ notice or non-attendance at an appointment are non-refundable unless otherwise agreed at our discretion.

    If you need to amend your booking (e.g. change date, time, or service), please contact us by email or phone as soon as possible. Amendments requested within 24 hours of the appointment may not be possible and may incur additional charges.

    Events Beyond Our Control

    We are not liable for any failure or delay in providing services caused by events beyond our reasonable control. These may include, but are not limited to:

    • Postal or courier delays

    • Staff illness

    • Technical failures

    • Severe weather or transport disruption

    • Incorrect information provided by the booking party

    In such cases, we will use all reasonable efforts to reschedule your appointment or provide an alternative solution where possible.

    General

    These Terms and Conditions are governed by the laws of England and Wales. By making a booking, you agree to be bound by these Terms.

    We reserve the right to update these Terms at any time. The Terms that apply are those in force at the time your booking is confirmed.

    Privacy

    We take your privacy seriously. Personal data collected during the booking process is handled in accordance with our Privacy Notice, which is available on our website. We will only use your information for purposes directly related to the delivery of our occupational health services and in compliance with applicable data protection legislation.

    Feedback and Complaints

    We welcome feedback to help us improve our services. If you would like to provide feedback or make a complaint, please contact us by email at enquiries@medwynoh.co.uk or in writing to:

    Medwyn Occupational Health
    Medwyn Centre
    Reigate Road
    Dorking
    Surrey RH4 1SD

    Complaints should ideally be submitted within 21 days of the issue in question to ensure appropriate investigation. We aim to acknowledge all formal complaints within 2 working days and to provide a full response where possible within 10 working days.

    Updated June 2025