Terms & Conditions of Business

Last updated: September 2026

Version: 1.0

Effective from: 01 September 2026

These Terms & Conditions of Business (“Terms”) set out the basis on which Worklife Medical Ltd (“Worklife Medical”, “Worklife”, “we”, “us” or “our”) provides services to the organisation purchasing those services (“the Client”).

By submitting a New Client Form, accepting a quotation, commissioning a service or otherwise instructing Worklife Medical after being provided with these Terms, the Client agrees to be bound by them.

SECTION 1 — ABOUT THESE TERMS

1.1. These Terms apply to occupational health and related services provided by Worklife Medical to the Client.

1.2. They should be read alongside our Privacy Notice and any quotation, service-specific information or other terms expressly agreed in writing.

1.3. Where specific terms have been expressly agreed in writing and conflict with these Terms, those specifically agreed terms will take precedence to the extent of that conflict.

1.4. These Terms, together with any applicable quotation or other terms expressly agreed in writing, constitute the agreement between Worklife Medical and the Client concerning the services commissioned and supersede previous discussions or representations concerning those services. Nothing in this clause excludes liability for fraud or fraudulent misrepresentation.

1.5. Worklife Medical provides its services in accordance with applicable law and the professional, regulatory and ethical obligations applying to its healthcare professionals.

1.6. Nothing in these Terms or any other agreement with the Client requires Worklife Medical or any of its clinicians to act contrary to those obligations.

SECTION 2 — OUR SERVICES

2.1. Worklife Medical provides occupational health assessment and advice to help Clients understand and manage the relationship between health and work.

2.2. Services may include:

Occupational Health Assessment / Review / Advice;
Pre-placement Health Questionnaire / Assessment / Comprehensive Assessment;
Safety-Critical Medical;
D4 / Group 2 Driving Medical;
Custom medicals and other services agreed in writing.

2.3. The scope of a service will be determined by the service commissioned, the questions asked, information reasonably available, the individual's circumstances and the professional judgement of the clinician.

2.4. Worklife Medical may recommend a different or additional service where this is reasonably necessary to address the Client's requirements safely or reliably. Any additional charge will normally be agreed before additional chargeable work is undertaken.

2.5. Worklife Medical does not guarantee any particular clinical opinion, fitness outcome, recommendation or employment outcome.

2.6. Worklife Medical may use appropriately qualified employees, associates, subcontractors or other service providers in delivering its services. Worklife Medical remains responsible for ensuring that clinical services provided on its behalf are undertaken by appropriately qualified and competent professionals and that appropriate confidentiality and data-protection requirements are maintained.

SECTION 3 — OUR PROFESSIONAL INDEPENDENCE

3.1. Worklife Medical provides independent occupational health advice.

3.2. Although the Client commissions and normally pays for our services, this does not entitle the Client to direct, influence or predetermine a clinician's professional opinion.

3.3. Our clinicians will provide impartial advice based upon the information reasonably available, relevant evidence, the demands of the individual's work and their professional judgement.

3.4. Our opinion may therefore differ from the views of the Client, the individual, their treating healthcare professional or another occupational health provider.

3.5. Where relevant, we will distinguish between:

information reported to us;
available medical or other evidence;
our interpretation of that information; and
our professional occupational health opinion.

3.6. Where the available evidence reasonably allows us to reach an opinion, we will aim to provide one. Where there is genuine uncertainty, insufficient evidence or further information is required, we will explain this rather than provide an unjustified conclusion.

SECTION 4 — CLIENT RESPONSIBILITIES

4.1. The Client must provide information that is accurate and complete to the best of its knowledge and reasonably sufficient for Worklife Medical to provide the requested service.

4.2. For an occupational health referral this should normally include, where relevant:

the reason for referral;
relevant management concerns;
the questions the Client wishes us to address;
the individual's role and duties;
relevant workplace demands, hazards and safety considerations; and
relevant absence or employment information.

4.3. Good occupational health advice depends upon understanding the work. The Client should provide sufficient information about the individual's actual duties and working environment rather than relying solely upon a job title.

4.4. Worklife Medical may request job descriptions, risk assessments or other relevant workplace information where necessary.

4.5. The Client is responsible for ensuring that personal information it provides to Worklife Medical has been collected and shared lawfully, fairly and transparently and that it has identified an appropriate lawful basis and, where applicable, a condition for processing special-category information.

4.6. The Client should provide only personal information that is relevant and reasonably necessary for the occupational health purpose.

4.7. The Client is responsible for providing workers with appropriate information about the referral, including why information is being shared with Worklife Medical and the nature of information the Client may receive from us.

4.8. The Client remains responsible for employment and management decisions. Worklife Medical provides professional advice to inform those decisions; we do not make them on the Client's behalf.

SECTION 5 — REFERRALS AND APPOINTMENTS

5.1. A referral or booking request does not guarantee acceptance. Worklife Medical may request additional information before accepting or arranging an assessment.

5.2. Once a referral has been accepted, we will make reasonable efforts to arrange and complete the assessment.

5.3. Where the Client provides an individual's contact details as part of a referral, Worklife Medical may contact the individual directly where reasonably necessary to administer and provide the occupational health service. This may include contacting the individual to:

arrange an appointment;
provide appointment information and reminders;
rearrange appointments;
explain the assessment and consent process; and
facilitate completion of the referral.

5.4. Worklife Medical will make reasonable efforts to reduce avoidable non-attendance and facilitate engagement rather than treating a missed appointment as the automatic end of a referral.

5.5. The Client should notify us promptly if an assessment is no longer required or circumstances materially change.

SECTION 6 — CONSENT, CONFIDENTIALITY AND EMPLOYEE PARTICIPATION

6.1. Participation in an occupational health assessment is normally voluntary. Worklife Medical will explain the purpose and nature of the assessment, its intended outputs and relevant likely consequences before proceeding.

6.2. We will obtain appropriate consent for the assessment and for the preparation and release of an occupational health report where applicable.

6.3. Consent to occupational health assessment and disclosure of confidential clinical information is distinct from the lawful basis upon which Worklife Medical processes personal information under data-protection law. Worklife Medical will identify and document the appropriate lawful basis and, where health information is processed, the applicable special-category condition for each relevant processing purpose.

Where an individual declines assessment

6.4. An individual may decline to participate in an occupational health assessment.

6.5. Worklife Medical will not compel an individual to participate. Where an assessment cannot proceed because the individual declines, we may inform the Client that the assessment could not be completed and the reason for this, without unnecessarily disclosing confidential information.

6.6. The Client may then need to make management or employment decisions using the information otherwise available to it.

Where an individual does not consent to release of a report

6.7. An individual may withdraw consent to release an occupational health report before it is issued.

6.8. Where this occurs, Worklife Medical will normally inform the Client that a report cannot be provided because consent has not been given or has been withdrawn.

6.9. We will explain to the individual that withholding consent does not prevent their employer from making decisions and may mean those decisions have to be made without the benefit of our occupational health advice.

Confidentiality

6.10. Information disclosed during an occupational health consultation is confidential and will not ordinarily be disclosed to the Client without appropriate consent.

6.11. Occupational health reports will normally contain information reasonably necessary to address the occupational purpose rather than unnecessary clinical detail.

6.12. There are limited circumstances in which disclosure without consent may be legally required or professionally justified, including certain circumstances involving significant risks to others.

6.13. Any such disclosure will be considered carefully, limited to information reasonably necessary for the purpose and undertaken in accordance with applicable law and professional guidance.

SECTION 7 — OCCUPATIONAL HEALTH ASSESSMENTS AND REPORTS

7.1. Where a service includes a report, Worklife Medical will provide an independent occupational health opinion based upon the information reasonably available at the time.

7.2. Depending upon the circumstances and referral questions, reports may address:

fitness for work;
sickness absence;
return to work;
likely timescales;
functional limitations;
workplace adjustments;
prognosis relevant to work;
rehabilitation;
further occupational health review;
relevant workplace risks; and
other questions reasonably within occupational health practice.

7.3. Recommendations are advisory unless a particular legal or regulatory requirement dictates otherwise. The Client remains responsible for deciding whether and how recommendations are implemented.

No surprises

7.4. Worklife Medical follows the principle of “no surprises” in occupational health reporting.

7.5. Wherever practicable, the clinician will explain important conclusions and recommendations they intend to communicate to the Client.

7.6. Individuals will be offered appropriate opportunity to receive or see their report in accordance with applicable professional guidance.

Use of reports

7.7. Reports are prepared for the Client for the occupational purpose for which they were commissioned.

7.8. Reports should not be relied upon for a materially different purpose or by an unrelated third party without Worklife Medical's agreement.

7.9. The Client must handle occupational health reports confidentially and disclose them, or relevant extracts, only to people who have a legitimate need to know.

7.10. Reports must not be altered or presented in a manner that misrepresents Worklife Medical's opinion.

7.11. Worklife Medical may correct factual or typographical errors but will not change an independent professional opinion merely because the Client or individual disagrees with it.

7.12. Worklife Medical may clarify advice already contained in a report. Where new confidential information, advice or professional opinion is requested, further consent and/or assessment may be required.

SECTION 8 — CLINICAL ADVICE AND THE LIMITS OF OUR ROLE

8.1. Worklife Medical provides occupational health assessment and advice and does not assume responsibility for the diagnosis or treatment of an individual's medical condition.

8.2. Our clinicians may nevertheless provide appropriate health advice arising from an occupational health consultation.

This may include:

discussing how the individual might manage their health;
advising when they should seek medical attention;
suggesting matters they may wish to discuss with their GP or specialist;
suggesting investigations or specialist opinions that might reasonably be considered;
discussing potential treatment approaches that the individual may wish to raise with their treating clinician; and
signposting to appropriate healthcare or support.

8.3. Such advice does not make Worklife Medical the individual's treating healthcare provider.

8.4. Responsibility for diagnosis, prescribing, investigation and treatment remains with the individual's treating healthcare professionals unless Worklife Medical has expressly agreed to provide a separate clinical service.

8.5. Where further medical information would materially assist an occupational health assessment, Worklife Medical may recommend obtaining information from a GP, specialist or other healthcare professional.

8.6. Appropriate consent and applicable legal requirements will be addressed before confidential medical information is requested from another healthcare professional.

8.7. An occupational health opinion concerning fitness for work may differ from the opinion of a treating clinician because occupational health specifically considers the relationship between health and the demands and risks of work.

8.8. Worklife Medical is not an emergency medical service.

SECTION 9 — PRE-PLACEMENT HEALTH ASSESSMENTS

9.1. Worklife Medical's pre-placement services are intended to identify relevant health considerations affecting safe placement and to identify workplace adjustments or other measures that may be appropriate.

9.2. The standard pathway begins with a Pre-placement Health Questionnaire.

9.3. Where sufficient information is available to provide an appropriate outcome, no further assessment will be required.

9.4. Where further assessment is required, Worklife Medical may recommend:

a Pre-placement Health Assessment; or
a Pre-placement Health Comprehensive Assessment.

9.5. Where the questionnaire has been purchased and further assessment is subsequently required as part of the same pathway, the questionnaire fee will be credited in full against the applicable total assessment price.

9.6. The Client does not select the level of escalation solely for commercial reasons. Worklife Medical will determine the appropriate level of assessment according to the information available and professional judgement.

9.7. Information provided to the Client will normally be limited to that reasonably necessary for the occupational purpose, such as fitness, restrictions or adjustments. Unnecessary clinical information will not ordinarily be disclosed.

SECTION 10 — MEDICAL AND FITNESS ASSESSMENTS

10.1. Worklife Medical may provide medical assessments for particular work activities, safety-critical duties, driving, licensing or other occupational purposes where these fall within our competence and agreed scope.

10.2. Fitness opinions are based upon:

information reasonably available at the time;
health and functional capacity;
the demands and risks of the work;
relevant legal, regulatory or industry requirements where applicable; and
professional judgement.

10.3. The Client must provide accurate information about relevant duties, hazards, fitness criteria and safety requirements.

10.4. Some industries and activities require assessment by specifically approved, appointed or accredited practitioners. Worklife Medical will not represent that it can provide a statutory or industry-specific assessment unless the relevant requirements are met.

10.5. Fitness decisions may be subject to restrictions, conditions, review periods or further information where appropriate.

10.6. Where the Client requests a Custom Medical, Worklife Medical will consider the purpose of the assessment, the work involved and any relevant fitness criteria or testing requirements before confirming whether the assessment can be provided. The content and price of a Custom Medical will be agreed before the service is commissioned.

SECTION 11 — FEES, INVOICING AND PAYMENT

11.1. Fees will be those published or otherwise agreed when the service is commissioned.

11.2. Where a written quotation has been provided, that quotation will apply to the services described for its stated period of validity.

11.3. Unless otherwise agreed in writing, invoices are payable within 30 days of the invoice date.

11.4. The Client is responsible for providing any purchase order or other billing information it requires in sufficient time. Failure to provide a purchase order does not remove the obligation to pay for services validly commissioned unless Worklife Medical expressly agreed beforehand that a purchase order was a condition of instruction.

11.5. Additional work materially outside the agreed scope may incur an additional charge. Wherever reasonably practicable, this will be agreed before the work is undertaken.

11.6. VAT will be applied where required by law.

11.7. Worklife Medical may suspend acceptance of new work where invoices are materially overdue.

11.8. Where a qualifying commercial invoice becomes overdue, Worklife Medical reserves the right to claim statutory interest, fixed compensation and applicable reasonable recovery costs under the Late Payment of Commercial Debts (Interest) Act 1998 and associated legislation.

SECTION 12 — CANCELLATIONS AND NON-ATTENDANCE

12.1. Worklife Medical recognises that appointments sometimes need to be changed or are missed.

12.2. Wherever reasonably possible, we will work with the Client and individual to rearrange an appointment without an additional charge.

12.3. We do not routinely charge simply because an appointment has been cancelled at short notice or an individual has failed to attend.

12.4. We will make reasonable efforts to reduce avoidable non-attendance and facilitate completion of the referral.

12.5. Where late cancellation, non-attendance or repeated rescheduling becomes recurrent or results in clinical time being repeatedly reserved but unused, Worklife Medical may, where it reasonably considers continued free rescheduling to be unsustainable, charge up to the fee applicable to the affected appointment.

12.6. Wherever reasonably practicable, Worklife Medical will notify the Client before beginning to apply cancellation or non-attendance charges to recurrent attendance problems.

12.7. Worklife Medical may close a referral where repeated attempts to arrange or complete an assessment have been unsuccessful and further attempts are unlikely to be productive. The Client will be informed so that it can decide how to proceed.

SECTION 13 — DATA PROTECTION AND CLINICAL RECORDS

13.1. Worklife Medical and the Client will each comply with their respective obligations under applicable data-protection law.

13.2. In providing occupational health services and exercising its independent professional responsibilities, Worklife Medical will ordinarily act as an independent data controller in respect of the personal information it processes for those purposes.

13.3. The Client will ordinarily act as a separate data controller in respect of personal information it processes for its own employment and management purposes.

13.4. Worklife Medical determines how occupational health clinical information is recorded, used, disclosed and retained in accordance with applicable law and its professional obligations.

13.5. Occupational health clinical records are confidential healthcare records maintained separately from the Client's personnel and management records.

13.6. Commissioning or paying for a service does not give the Client a general right of access to the underlying occupational health clinical record.

13.7. Detailed information about Worklife Medical's processing of personal information, including relevant purposes, lawful bases, retention and individual rights, is set out in our Privacy Notice.

13.8. Where appropriate, Worklife Medical and the Client may enter into a data-sharing agreement setting out arrangements for regular sharing of personal information between the parties.

13.9. If the Client changes occupational health provider, Worklife Medical will cooperate with reasonable arrangements for lawful and appropriate transfer of occupational health records, subject to applicable confidentiality, data-protection and professional requirements.

13.10. A reasonable charge may be made where a transfer requires substantial administrative or professional work.

SECTION 14 — SPEAKING UP ABOUT HEALTH AND WORKPLACE RISKS

14.1. Worklife Medical's professional responsibilities are not necessarily limited to the precise questions submitted by the Client.

14.2. Where, while providing a service, we identify a material matter concerning:

health or safety;
fitness for work;
workplace hazards;
patterns of work-related ill health;
potentially preventable risks; or
opportunities to improve workplace health,

which we reasonably consider the Client should address, we may bring that matter to the Client's attention.

14.3. We will do so subject to our duties of confidentiality, data protection and applicable law and will avoid unnecessary disclosure of identifiable clinical information.

14.4. Where appropriate, we may recommend further assessment, risk assessment, workplace review or specialist advice.

SECTION 15 — LIABILITY

15.1. Worklife Medical will provide its services with reasonable care and skill and in accordance with applicable professional standards.

15.2. Occupational health advice necessarily depends upon the accuracy and completeness of information reasonably available at the time. Worklife Medical will not be responsible for an opinion materially affected by information that was inaccurate, incomplete, withheld or unavailable where we have otherwise exercised reasonable care and skill.

15.3. The Client remains responsible for its own employment, management, health and safety and legal decisions and for deciding whether and how occupational health recommendations are implemented.

15.4. Nothing in these Terms excludes or restricts liability where doing so would be unlawful, including liability for death or personal injury resulting from negligence, or liability for fraud or fraudulent misrepresentation.

15.5. Occupational health reports are prepared for the occupational purpose for which they were commissioned. To the extent permitted by law, Worklife Medical accepts no responsibility for consequences arising from reliance upon a report for a materially different purpose for which it was not prepared.

15.6. Nothing in these Terms limits the professional duties owed by a Worklife Medical healthcare professional.

15.7 [Reserved pending confirmation of Worklife Medical Ltd's corporate indemnity and insurance arrangements.]

SECTION 16 — EVENTS OUTSIDE OUR REASONABLE CONTROL

16.1. Neither party will be liable for delay or failure to perform its contractual obligations where this results from circumstances beyond its reasonable control.

16.2. The affected party should take reasonable steps to minimise the effect of those circumstances and resume performance as soon as reasonably practicable.

16.3. This section does not excuse payment for services already properly provided.

SECTION 17 — ENDING THE RELATIONSHIP

17.1. Either party may end an ongoing commercial relationship by giving reasonable written notice unless another notice period has been expressly agreed.

17.2 Ending the relationship does not affect:

fees already incurred;
invoices already issued;
confidentiality obligations;
data-protection obligations;
clinical record-retention requirements; or
rights or obligations which by their nature continue after termination.

17.3. Where active occupational health cases remain when the relationship ends, Worklife Medical and the Client will seek appropriate arrangements for completing, closing or transferring them while protecting the interests and confidentiality of the individuals concerned.

17.4. Worklife Medical may suspend or terminate services immediately where continuing would:

require a clinician to breach a legal, regulatory, professional or ethical obligation;
expose staff or others to unacceptable risk;
involve abusive, threatening or seriously inappropriate behaviour;
involve unlawful activity; or
otherwise make continuation professionally untenable.

SECTION 18 — CHANGES TO THESE TERMS

18.1. Worklife Medical may update these Terms to reflect changes in our services, law, professional guidance or business arrangements.

18.2. The version applicable to an individual service will normally be the version in force when that service is commissioned unless otherwise agreed.

18.3. Where a change materially affects an ongoing contractual arrangement, we will take reasonable steps to notify the Client.

18.4. The current version of these Terms will be made available by Worklife Medical.

SECTION 19 — GOVERNING LAW AND JURISDICTION

19.1. These Terms and the contractual relationship between Worklife Medical and the Client are governed by the law of England and Wales.

19.2. Subject to any mandatory legal requirements, the courts of England and Wales will have jurisdiction in relation to disputes arising from these Terms.

19.3. Worklife Medical may provide services to Clients and individuals elsewhere within the United Kingdom.

19.4. Where a service is provided in Scotland or Northern Ireland, Worklife Medical will comply with applicable legal and regulatory requirements relevant to the service in that jurisdiction.

SECTION 20 — GENERAL PROVISIONS AND CONTACTING US

20.1. If any provision of these Terms is found to be invalid, unlawful or unenforceable, the remaining provisions will continue in effect.

20.2. A failure or delay by either party to exercise a contractual right does not waive that right.

20.3. Routine contractual notices, invoices, appointment communications and other service communications may be provided electronically using the contact details supplied by the Client.

20.4. The Client is responsible for ensuring that its contact and billing details remain current.

20.5. Questions concerning these Terms or our services should be directed to:

Worklife Medical Ltd

Email: admin@worklifemedical.com
Telephone: 0151 272 5435
Website: worklifemedical.com
Company number: 16422579

20.6. Questions concerning the processing of personal information should be directed to the contact specified in our Privacy Notice.

ACCEPTANCE

By submitting the Worklife Medical New Client Form, accepting a quotation, commissioning a service or otherwise instructing Worklife Medical after being provided with these Terms, the Client confirms that:

it has had the opportunity to read these Terms;
the person instructing Worklife Medical has authority to do so on behalf of the Client; and
the Client agrees to be bound by these Terms.