Terms & Conditions

01 About these terms

These Terms & Conditions ("Terms") apply to all use of the Practice Presence website at practicepresence.co.uk and to all services provided by Practice Presence Ltd ("Practice Presence", "we", "us", "our") to medical practitioners ("you", "the Client") who engage us to deliver online presence services.

Practice Presence Ltd is a company registered in England and Wales and is a wholly-owned subsidiary of Hayati Medical Solutions Ltd, our parent company. References in these Terms to "Practice Presence" refer to Practice Presence Ltd; where appropriate, our parent company may provide support, oversight, or shared services in connection with our operations. Our registered office address and company number, together with those of our parent company, are available on request and will be confirmed in writing in any service agreement we enter into with you.

Where you have entered into a separate written Service Agreement with us, that agreement (including its Schedules) takes precedence over these Terms in the event of any conflict. These Terms set out our general standard terms and apply to all engagements unless varied in writing.

02 Definitions

In these Terms:

• "Agreement" means the Service Agreement between you and Practice Presence, including these Terms, any Schedules, and any document expressly incorporated by reference.
• "Approval" means your written approval of Content via the agreed approval channel (email or shared dashboard).
• "Business Day" means a day other than a Saturday, Sunday, or public holiday in England and Wales.
• "Content" means any text, image, video, post, caption, hashtag, page, or other material we create for publication on your behalf.
• "Fees" means the Setup Fee and Monthly Fee specified in your Service Agreement.
• "GMC" means the General Medical Council.
• "Initial Term" means the period of twelve (12) months from the start of your Service Agreement.
• "Package" means the service tier (Essential, Growth, or Premium) you have selected.
• "Patient Data" means any personal data relating to your patients to which we may have access in the course of providing the Services.
• "Services" means the services described in your selected Package, as set out on our website and in your Service Agreement.

03 Our services

We provide a digital presence service to medical practitioners which may include (depending on your Package):

• The design, build, hosting, and maintenance of a custom website;
• The setup and management of Doctify and Google Business Profile listings;
• The creation and supply of branded QR codes for review collection;
• Content creation, scheduling, and publishing across Instagram, Facebook, and TikTok;
• The preparation of a 12-month content calendar with full Approval workflow; and
• Monthly reporting and (for higher-tier Packages) strategy support.

We will perform the Services with reasonable skill and care. We are committed to producing high-quality work, but we cannot guarantee any specific outcome — including a particular number of new patients, social media followers, search engine rankings, or revenue increases. The Services are provided on a best-efforts basis.

We may engage subcontractors or third-party service providers to assist in delivering the Services, and we remain responsible for their acts and omissions in connection with our Services.

04 Content approval

No Content will be published on your behalf without your prior written Approval. This is a fundamental term of any engagement with us and applies throughout the duration of your Service Agreement.

How approval works

• We will provide the proposed monthly content calendar at least 14 days before the start of the relevant calendar month.
• Individual posts will be sent for Approval not less than 3 Business Days before their proposed publication date.
• You should review and respond within 3 Business Days. If we have not heard back within 5 Business Days of the original request, the Content will be deemed not approved and will not be published.

Your options

For each piece of Content you may:

1. Approve — and we publish on the agreed date;
2. Request edits — we revise and resend;
3. Reject — we propose alternative Content.

After the first two months of service, the parties may by mutual written agreement move to a less frequent approval cycle (for example, weekly batch approval). You retain the right to revert to post-by-post approval at any time on written notice. Delayed approvals may result in reduced post frequency in the affected month; we will not be in breach of our obligations if we are unable to publish Content because Approval has been delayed.

05 Your obligations

To enable us to provide the Services effectively, you agree that you will:

• Attend the onboarding discovery call within 14 days of starting the engagement;
• Provide accurate and complete information about your practice, qualifications, and services;
• Provide timely Approvals as set out in section 4;
• Provide photographs, voice notes, or video footage when reasonably requested;
• Retain ultimate clinical and regulatory responsibility for all Content published in your name;
• Notify us promptly of any change to your GMC registration, indemnity cover, or fitness to practise status; and
• Pay the Fees in accordance with section 6.

You warrant that you hold a current, valid GMC registration with a licence to practise, and that you have appropriate medical indemnity insurance, throughout the term of any engagement with us.

06 Fees and payment

You will pay the Setup Fee and Monthly Fee specified in your Service Agreement, in each case exclusive of VAT (which will be added at the prevailing rate where applicable).

Setup Fee

The Setup Fee is payable in full on the start date of the Service Agreement and is non-refundable once work has commenced.

Monthly Fee

The Monthly Fee is payable monthly in advance, on or before the 1st day of each calendar month, by standing order, direct debit, or such other method as we may agree.

Late payment

If any sum is not paid by its due date, we may:

• Charge interest on the overdue amount at 4% above the Bank of England base rate, accruing daily;
• Suspend the Services on 5 Business Days' written notice; and/or
• Terminate the Agreement under section 12.

Price changes

We may increase the Monthly Fee at the start of any Renewal Term on giving not less than 60 days' written notice. No increase will take effect during the Initial Term.

Third-party costs

Third-party costs (including paid social media advertising, premium domain purchases, stock photography licences, or printed marketing materials beyond what is included in your Package) are not included in the Fees and will be paid separately by you, with our prior written approval.

07 Intellectual property

Each party retains ownership of all intellectual property rights it owned before the start of the engagement or develops independently of it.

Subject to your payment in full of all Fees due, we assign to you, with full title guarantee, all intellectual property rights in:

• Content created specifically for you and published on your behalf;
• Your website created under the engagement; and
• Your social media accounts and Doctify and Google profiles.

We retain ownership of all underlying tools, templates, frameworks, methodologies, and know-how used to create Content (our "Background IP"). You receive a non-exclusive, worldwide, royalty-free licence to use any Background IP that is incorporated into the deliverables, solely for the purpose of operating your practice.

We may, with your prior written consent, use anonymised case studies and high-level performance metrics for our own marketing purposes. We will not identify you publicly without your written consent.

On termination, we will transfer to you all login credentials, account ownership, domain registrations, and hosting accounts within 20 Business Days, subject to your payment of all sums due.

08 Regulatory compliance

We will use all reasonable endeavours to ensure that Content complies with:

• The GMC's Good Medical Practice and Doctors' use of social media guidance;
• The Advertising Standards Authority (ASA) CAP Code, including rules on health, beauty, and medicinal claims;
• The Medicines and Healthcare products Regulatory Agency (MHRA) rules on the promotion of prescription-only medicines and unlicensed treatments;
• The Equality Act 2010 and applicable consumer protection legislation; and
• The rules and guidance of your medical indemnity provider, where notified to us in writing.

We will not include any patient-identifiable information in Content. You will not provide us with any patient-identifiable information for use in Content unless the patient has given express written consent in a form approved in advance by us.

If a regulatory body or your indemnity provider requests the removal or amendment of Content, we will comply within 2 Business Days of receiving written notice from you.

09 Data protection

Both parties will comply with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Privacy and Electronic Communications Regulations 2003, in each case as amended from time to time.

In respect of Patient Data, you act as the data controller and we act as a data processor where we process such data on your instructions. Where we process Patient Data on your behalf, we will:

• Process the data only on your documented written instructions;
• Ensure that personnel processing the data are bound by confidentiality;
• Implement appropriate technical and organisational security measures;
• Not engage another processor without your prior written consent;
• Assist you in responding to data subject requests and security incidents;
• Delete or return all Patient Data on termination, at your option; and
• Make available all information necessary to demonstrate compliance with this section.

In the event of a personal data breach, we will notify you without undue delay and in any event within 48 hours of becoming aware.

For details of how we process personal data we collect through this website (including form submissions and analytics), please see our Privacy Policy.

10 Confidentiality

Each party will keep the other party's confidential information confidential and will not, without the prior written consent of the disclosing party, use, disclose, or copy any confidential information except for the purpose of performing the Agreement.

This obligation does not apply to information which: (a) is or becomes publicly available other than by breach of the Agreement; (b) was lawfully in the receiving party's possession before disclosure; (c) is required to be disclosed by law, court order, or regulatory body; or (d) is independently developed without reference to the disclosing party's information.

The confidentiality obligation will survive termination of any engagement for a period of five (5) years.

11 Liability

Nothing in these Terms limits or excludes either party's liability for: (a) death or personal injury caused by negligence; (b) fraud or fraudulent misrepresentation; or (c) any other liability that cannot be limited or excluded by law.

Subject to the above, our total aggregate liability under or in connection with any engagement will not exceed the total Fees paid by you in the twelve (12) months immediately preceding the event giving rise to the claim.

We will not be liable for any:

• Loss of profits, revenue, or anticipated savings;
• Loss of business or goodwill;
• Loss or corruption of data;
• Loss arising from regulatory action against you, provided we have complied with section 8; or
• Indirect or consequential losses.

You will indemnify us against any claim brought by a third party arising from: (a) inaccurate, misleading, or unlawful information provided by you; (b) Content approved by you which is alleged to breach a third party's rights; or (c) your breach of section 5.

We maintain professional indemnity and public liability insurance with reputable insurers in respect of the Services we provide.

12 Termination

During the Initial Term

Neither party may terminate the Agreement during the Initial Term except as set out below.

Termination for cause

Either party may terminate immediately by written notice if the other party:

• Commits a material breach of the Agreement which is not capable of remedy, or, if capable of remedy, is not remedied within 30 days of written notice;
• Becomes insolvent, enters administration, has a winding-up petition presented against it, or makes any arrangement with its creditors;
• Ceases or threatens to cease carrying on business; or
• Commits any act of fraud or dishonesty in connection with the Agreement.

Termination for non-payment

We may terminate immediately if you fail to pay any sum due within 14 days of the due date and the sum remains unpaid 5 Business Days after a written reminder.

Termination for regulatory reasons

Either party may terminate immediately if your GMC registration is suspended, erased, or made subject to conditions that materially affect the Services; if your medical indemnity cover is withdrawn or suspended; or if any change in law or regulation makes the lawful provision of the Services impossible.

Early termination by you

If you wish to terminate during the Initial Term other than for the reasons above, you will pay an early termination charge equal to fifty per cent (50%) of the Monthly Fees that would have been payable for the remainder of the Initial Term. This represents a genuine pre-estimate of the loss we will suffer.

After the Initial Term

After the end of the Initial Term, either party may terminate the Agreement by giving 60 days' written notice.

Consequences of termination

On termination: you will pay all Fees accrued up to the termination date plus any early termination charge; we will transfer all account credentials, domains, and assets to you within 20 Business Days, subject to payment of all sums due; we will return or destroy your confidential information at your option; and each party's accrued rights at the date of termination will survive.

13 Use of this website

This website is provided for informational purposes about our services. By using it you agree:

• Not to use the site for any unlawful purpose or in any way that could damage, disable, or impair its operation;
• Not to attempt to gain unauthorised access to any part of the site, the server on which it is hosted, or any related system;
• Not to scrape, copy, reproduce, or republish any part of the site without our written consent (other than for legitimate personal or business research);
• That all content on the site (including text, images, the Practice Presence logo, and design elements) is owned by Practice Presence Ltd or licensed to us, and is protected by UK and international copyright and trademark law.

While we take reasonable steps to ensure the information on this site is accurate and up to date, we make no warranty as to its accuracy, completeness, or fitness for any particular purpose. The information on this site does not constitute legal, financial, medical, or other professional advice.

14 General

Entire agreement

Where you have entered into a Service Agreement with us, that agreement together with these Terms constitutes the entire agreement between us in respect of its subject matter and supersedes all prior agreements, understandings, and arrangements, whether written or oral.

Variation

No variation of any Service Agreement will be effective unless in writing and signed by both parties. We may update these standard Terms from time to time; the version in force is the one displayed on this page on the date your Service Agreement is signed.

Assignment

Neither party may assign or transfer its rights or obligations without the other party's prior written consent (not to be unreasonably withheld).

No partnership

Nothing in these Terms or any Service Agreement creates a partnership, joint venture, or employment relationship between the parties.

Third-party rights

A person who is not a party to the Agreement has no rights under the Contracts (Rights of Third Parties) Act 1999.

Severance

If any provision is held invalid or unenforceable, the remaining provisions will continue in force.

Force majeure

Neither party will be in breach nor liable for delay or failure to perform if such delay or failure results from events beyond its reasonable control, including acts of God, pandemic, war, terrorism, civil unrest, fire, flood, strike, or failure of public infrastructure. If a force majeure event continues for more than 60 consecutive days, either party may terminate on written notice without liability (other than for accrued sums).

Governing law and jurisdiction

These Terms and any Service Agreement are governed by the laws of England and Wales. The parties submit to the exclusive jurisdiction of the courts of England and Wales (or, where applicable, Scotland).

15 Contact us

If you have any questions about these Terms, our services, or anything else, please get in touch:

Practice Presence Ltd
A subsidiary of Hayati Medical Solutions Ltd
Email: hello@practicepresence.co.uk
Website: practicepresence.co.uk

We aim to respond to all enquiries within one Business Day.

Version 1.0 · Last updated 2 May 2026. By engaging Practice Presence you confirm you have read, understood, and agreed to these Terms.