Urgentis Ltd Terms and Conditions

Effective Date: 01 January 2025

Welcome to Urgentis Ltd (“Urgentis”, “we”, “us”, or “our”). These Terms and Conditions (“Terms”) set out the basis on which we provide consultancy, medico-legal, expert witness, and operational services. By instructing us or using our services, you agree to comply with and be bound by these Terms. If you do not agree, you should not use our services.

1. Company Information

Urgentis Ltd (Company No. 16160225) is a company registered in England and Wales.
Registered address: 71–75 Shelton Street, London, WC2H 9JQ.
Email: hello@urgentis.co.uk

2. Scope of Services

2.1. Urgentis Ltd provides consultancy, medico-legal, expert witness, and operational services to organisations, legal professionals, regulatory bodies, and individuals.

2.2. Consultancy services may include advisory work, service reviews, strategic planning, compliance support, training, or other professional services as agreed in writing.

2.3. Medico-legal and expert witness services may include case review, independent reporting, written or oral evidence, and attendance at hearings, as set out in specific instructions.

2.4. Operational services may include event medical cover, commercial repatriation, and other professional paramedic activities delivered in non-regulated contexts.

2.5. Urgentis Ltd operates within non-regulated contexts and does not deliver activities that fall within the scope of regulated healthcare services as defined by the Health and Social Care Act 2008.

2.6. The scope, fees, and timelines for each engagement will be agreed in writing (such as in a proposal, instruction letter, or service agreement) prior to commencement.

3. Professional Standards and Indemnity

3.1. Urgentis operates in line with relevant professional standards and applicable UK law.

3.2. We hold appropriate professional indemnity insurance for consultancy, medico-legal, expert witness, and operational work. Evidence of cover is available upon request.

3.3. Urgentis Ltd is registered with the Information Commissioner’s Office (ICO) for data protection purposes.

3.4. Clients remain responsible for decisions taken and actions implemented based on consultancy advice or reports provided by Urgentis Ltd, and must maintain their own appropriate insurances and governance arrangements.

4. Instructions and Engagement

4.1. Work will only commence once instructions are confirmed in writing and any required agreements are in place.

4.2. Clients are responsible for providing accurate and complete information necessary for us to undertake the work. We will not be liable for delays, additional costs, or outcomes arising from incomplete or inaccurate information.

4.3. For expert witness work, Urgentis Ltd and its appointed experts will comply with the relevant Civil Procedure Rules (including CPR Part 35, Criminal Procedure Rules Part 19 or Family Procedure Rules Part 25, as appropriate) and associated practice directions.

4.4. Where deadlines are agreed, we will make every reasonable effort to meet them. However, we are not liable for delays caused by factors outside our control, including delays in receiving information or third-party dependencies.

5. Fees and Payment

5.1. Fees will be set out in our proposal, quotation, or engagement letter. Unless otherwise agreed in writing, fees are exclusive of VAT and reasonable expenses.

5.2. Unless otherwise agreed in writing, fees are payable within 30 days of the invoice date. New clients, one-off instructions, or overseas accounts may be subject to proforma invoicing or prepayment at our discretion. We reserve the right to charge interest on overdue invoices at 8% per annum above the Bank of England base rate.

5.3. For expert witness work, fee structures may include hourly rates, fixed fees, or staged payments depending on the nature of the instruction. Additional charges may apply for court attendance, travel, or preparation time.

5.4. Where work is cancelled or postponed at short notice, Urgentis Ltd reserves the right to charge reasonable fees for time already incurred and any non-refundable expenses. For court attendances or medico-legal appointments cancelled within 10 working days of the scheduled date, up to 100% of the agreed fee may be charged.

5.5. We reserve the right to pause work on overdue accounts and to recover reasonable costs associated with debt recovery.

6. Confidentiality and Data Protection

6.1. We treat all information received in the course of our work as strictly confidential and handle it in accordance with UK GDPR and the Data Protection Act 2018.

6.2. Urgentis Ltd is registered with the ICO as a Data Controller. Please refer to our Privacy Policy for details on how we collect, store, and process personal data.

6.3. Where personal data is collected for marketing or communication purposes, Urgentis Ltd will comply with the Privacy and Electronic Communications Regulations (PECR) and ensure appropriate consent is obtained.

6.4. Both parties agree to maintain confidentiality of all information exchanged, except where disclosure is required by law or regulatory obligation.

7. Non-Solicitation and Non-Compete

7.1. The client agrees that they will not, without prior written consent from Urgentis Ltd, directly or indirectly solicit, employ, or engage any employee, associate, subcontractor, or consultant of Urgentis Ltd who has been involved in the provision of services, during the term of the engagement and for a period of 12 months after its termination or completion.

7.2. The client further agrees not to approach or enter into any separate agreement or arrangement for services with any individual, contractor, or organisation introduced to them by Urgentis Ltd, where this would have the effect of bypassing or undermining Urgentis Ltd’s commercial relationship.

7.3. Any breach of this clause will entitle Urgentis Ltd to seek injunctive relief and/or recover damages, including but not limited to loss of fees and business opportunities, without the need to demonstrate special loss.

7.4. This clause does not restrict legitimate pre-existing relationships or prevent either party from engaging in activities that do not conflict with these Terms.

8. Limitation of Liability

8.1. We will provide our services with reasonable skill, care, and diligence.

8.2. To the fullest extent permitted by law, our total liability in connection with any claim shall not exceed the total fees paid to us by the client in the 12 months preceding the claim.

8.3. Urgentis Ltd shall not be liable for any loss or damage arising from the client’s implementation or use of advice, reports, or recommendations provided, where such implementation is outside the scope of our agreed services or without further consultation.

8.4. We are not liable for any indirect or consequential loss, including loss of profit, business interruption, or reputational damage.

8.5. Nothing in these Terms limits liability for death or personal injury caused by negligence, fraud, or any other liability that cannot be limited by law.

9. Intellectual Property

9.1. All intellectual property created by Urgentis in the course of providing services remains our property unless otherwise agreed in writing.

9.2. Clients are granted a non-exclusive, non-transferable licence to use deliverables for their internal purposes only. This licence does not permit resale, publication, or sharing with third parties without prior written consent.

10. Termination

10.1. Either party may terminate an engagement with written notice if the other party commits a material breach of these Terms and fails to remedy it within 14 days of notification.

10.2. We may terminate or suspend work if invoices remain unpaid, instructions are unclear, or continuing the engagement would compromise professional standards.

10.3. Upon termination, Urgentis Ltd will invoice for all work completed to date. Any partially completed deliverables will be provided on an ‘as is’ basis, and the client’s right to use these may be limited if full payment has not been received.

11. Governing Law and Jurisdiction

These Terms and any disputes arising from them shall be governed by and construed in accordance with the laws of England and Wales. The courts of England and Wales shall have exclusive jurisdiction.

12. Amendments

We may update these Terms from time to time. The latest version will always be available on our website. Continued use of our services following any changes constitutes acceptance of the updated Terms.

13. Contact

For questions or concerns about these Terms, please contact us at:
Email: hello@urgentis.co.uk
Address: 71–75 Shelton Street, London, WC2H 9JQ

By engaging Urgentis Ltd, you confirm that you have read, understood, and agree to these Terms and Conditions.