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Terms and Conditions

Effective Date: 15 October 2025

1. Introduction

These Terms and Conditions govern your access to and use of the Protect Clinical website, clinical safety management platform, and supporting services (collectively, the "Services"). By using the Services you agree to be bound by these Terms. If you do not agree, you must discontinue use immediately.

2. Definitions

  • "We", "us", "our": the Protect Clinical team that operates and maintains the Services.
  • "You", "your": any person or organisation that accesses or uses the Services.
  • "Platform": the cloud-based clinical safety management system for DCB0129 and DCB0160 compliance.
  • "Clinical Safety Documents": DCB0129 reports, DCB0160 hazard logs, risk assessments, and related compliance documentation.

3. Eligibility and Acceptable Use

You must be at least 18 years old and authorised to act on behalf of your organisation to use the Services. You agree not to:

  • Use the Services for unlawful purposes or in a manner that breaches applicable UK, NHS, or EU regulations.
  • Upload or transmit harmful code, automated scraping, or disruptive activity.
  • Misrepresent your affiliation with another person, entity, or healthcare organisation.
  • Interfere with or compromise the security or integrity of the platform.

4. Accounts and Access Controls

The Platform requires an account. You are responsible for safeguarding login credentials and notifying us promptly of any unauthorised access. We reserve the right to suspend or terminate accounts for suspected misuse, security concerns, or breach of these Terms.

5. Licence to Use the Platform

We grant you a non-exclusive, non-transferable licence to access and use the Platform for clinical safety management within your organisation. Unless expressly permitted, you must not:

  • Resell, redistribute, or sublicense access to the Platform.
  • Remove proprietary notices or claim ownership of the Platform or its features.
  • Use the Platform to create derivative commercial products that compete with our offerings.
  • Reverse engineer, decompile, or attempt to extract source code from the Platform.

6. Clinical Safety Documents and Data Ownership

You retain ownership of all Clinical Safety Documents you upload or create using the Platform. By using the Services, you grant us a limited licence to store, process, and display your documents as necessary to provide the Platform features. We do not claim ownership of your clinical safety content.

7. Professional Responsibility and Regulatory Compliance

The Platform is designed to support DCB0129 and DCB0160 compliance but does not replace professional clinical safety judgment or regulatory obligations. You remain responsible for:

  • Ensuring clinical safety documentation meets NHS Digital standards.
  • Verifying compliance with relevant regulations (Medical Devices Regulations, UK MDR, UKCA marking requirements).
  • Engaging qualified Clinical Safety Officers where required.
  • Maintaining appropriate clinical risk management processes. Seek independent professional advice whenever necessary.

8. Fees, Billing, and Refunds

Subscription tiers, pricing, and payment terms are listed within the Services. All fees are payable in GBP and inclusive of applicable UK taxes unless stated otherwise. We may update pricing with reasonable prior notice. Refund policies are specified during purchase and comply with UK consumer law.

9. Intellectual Property

All intellectual property rights in the Services and Platform belong to us or our licensors. Nothing in these Terms transfers ownership to you. Trademarks, logos, and trade dress may not be used without prior written consent.

10. Feedback and Suggestions

If you submit feedback, feature suggestions, or improvement ideas, you grant us a perpetual, worldwide, royalty-free licence to use and incorporate that material into the Services without compensation or attribution.

11. Third-Party Integrations and Links

The Services may include links to third-party tools, NHS resources, government publications, or partner services. We are not responsible for third-party content or services and you interact with them at your own risk. Additional terms from those providers may apply.

12. Service Availability and Maintenance

We aim for continuous availability but do not guarantee uninterrupted access. Planned maintenance, security updates, or unplanned outages may occur. We are not liable for delays or failures beyond our reasonable control, including internet, cloud provider, or infrastructure issues.

13. Liability

To the maximum extent permitted by law, we exclude liability for indirect, incidental, or consequential losses, including loss of profits, data, goodwill, or clinical safety compliance status. Our total liability arising from these Terms will not exceed the amounts paid by you for the Services in the preceding 12 months. Nothing excludes liability for fraud, fraudulent misrepresentation, or death/personal injury caused by negligence.

14. Indemnity

You agree to indemnify and hold us harmless from claims, damages, or expenses arising from your misuse of the Services, breach of these Terms, violation of applicable law, or failure to meet clinical safety obligations.

15. Data Protection and Privacy

Your use of the Services is also governed by our Privacy Policy, which explains how we collect, use, and protect personal data. By using the Services, you agree to our data processing practices as described in the Privacy Policy.

16. Changes to the Services

We may update or discontinue features, platform capabilities, or areas of the Services to reflect regulatory changes, NHS standards updates, or product improvements. Where updates materially affect your use, we will provide reasonable notice.

17. Termination

Either party may terminate your account with reasonable notice. Upon termination, you must cease all use of the Platform, but we will provide reasonable opportunity to export your Clinical Safety Documents. We may immediately suspend access if we reasonably believe there is a security threat or breach of these Terms.

18. Governing Law and Jurisdiction

These Terms are governed by the laws of England and Wales. Courts of England and Wales will have exclusive jurisdiction over disputes arising from or related to the Services.

19. Updates to These Terms

We may revise these Terms periodically. The "Effective date" at the top indicates the latest revision. Continued use after changes are published constitutes acceptance of the updated Terms.

20. Contact

Questions about these Terms should be submitted via our contact page or by emailing contact@mypracticemanager.co.uk. We will respond within a reasonable timeframe.