This agreement is between The Dolphin Medical and Therapy Rooms Limited (trading as The Dolphin Medical and Therapy Rooms, Registered Address: 6-7 East Street, Ware, Herts SG12 9HJ, Company No: 13892819) and You (the “Hirer”). By booking a Room, You confirm that You have read, understood, and agree to these Terms and Conditions. Any modifications to these Terms and Conditions will only be valid if expressly agreed upon in writing by The Dolphin Medical and Therapy Rooms.
To maintain high standards, please provide The Dolphin Medical and Therapy Rooms with proof of appropriate professional indemnity insurance, as well as evidence of relevant professional body membership and qualifications, prior to making your first booking.
You must maintain valid professional indemnity and public liability insurance policies with a reputable insurer. You shall provide evidence of such cover upon request. Failure to maintain adequate insurance is grounds for immediate termination of this agreement without liability to The Dolphin Medical and Therapy Rooms.
Definitions
The following terms are used interchangeably in this document:
The Dolphin Medical and Therapy Rooms / The Dolphin Medical and Therapy Rooms Limited / Us / We / Our: Refers to The Dolphin Medical and Therapy Rooms Limited, 6-7 East Street, Ware, Herts SG12 9HJ, trading as The Dolphin Medical and Therapy Rooms.
The Building / The Premises: Refers to the property located at 6-7 East Street, Ware, Herts SG12 9HJ.
Room(s): Refers to the specific room(s) booked by You.
Fees and Payment
Ad Hoc Hours For consultants requiring occasional hours, bookings can be made for any number of hours, subject to availability.
Regular Hours For consultants requiring rooms at consistent times each week, bookings generally fall into morning, afternoon, and evening blocks, with some flexibility to align with existing schedules.
Post Handling We will handle Your post at no additional charge; however, We do not forward mail. Please avoid using Our address for personal online purchases.
Cancellations & Notice Periods Ad Hoc Hours: Full price will be charged for bookings cancelled within 48 hours of the scheduled time.
Regular Hours: A minimum of one month’s written notice is required if You wish to terminate or reduce regular hours.
Bookings & Reservations Ad Hoc Hours: Bookings can be made up to one month in advance. Bookings beyond this period are not accepted.
Speculative Bookings: Speculative bookings that prevent others from making valid reservations are prohibited.
Invoicing & Payment All bookings must be paid for in advance.
Bank & Public Holidays Bank Holidays: You will not be charged for regular hours that fall on Bank Holidays in England if You notify Us in advance that the rooms were not used on those days.
Holiday or Leave: You are responsible for room hire during periods of holiday or leave. If You will not be attending Your regular session, We can mark You as ‘away’ in our diary. Your away dates will then be made available to ad hoc renters, and You will receive a 50% credit for any hours We successfully rebook.
Price Changes Room hire fees and other charges are reviewed periodically. Notice of any changes will be provided as far in advance as possible.
Conduct Use of Rooms and Premises The rooms are intended for use by qualified medical professionals, therapists, and counsellors in connection with Your professional practice.
You agree to comply with all procedures and guidelines established by The Dolphin Medical and Therapy Rooms.
Video and Photography The use of rooms for video or photography shoots is prohibited without the written consent of The Dolphin Medical and Therapy Rooms. If you require images for marketing purposes, please contact The Dolphin Medical and Therapy Rooms to access our stock photographs.
All rights to these stock photos remain with The Dolphin Medical and Therapy Rooms. We reserve the right to revoke Your license to use these images at any time, with or without cause. If Your license is revoked, You must immediately discontinue use of the photos and remove them from all materials within seven (7) days of receiving written notice.
Furniture and Fittings Furniture may not be moved without Our written permission. No items may be affixed to the walls, floors, or ceilings without prior written consent from The Dolphin Medical and Therapy Rooms.
Key Fob A Paxton Proximity Key fob will be provided to You for accessing the Premises. You must notify Us immediately if the Key fob is lost or damaged. A replacement fee of £30 will be charged.
Internet Usage We do not accept responsibility for any viruses acquired through internet use. It is recommended that You have appropriate software protection in place. While We strive to provide uninterrupted internet access, We cannot guarantee this due to potential hardware faults or service provider issues.
You agree to use, and ensure your patients/clients use, the internet responsibly and not for any illegal purposes. We reserve the right to pass on any records to authorities if required.
Smoking Smoking or vaping is strictly prohibited on the premises.
Illegal Activities Any illegal activities, including but not limited to drug abuse, gambling, and violent or threatening behaviour, are strictly forbidden.
Food and Drink Food should not be consumed in the rooms. Any food brought to the premises must be eaten in the kitchen. Non-alcoholic drinks are permitted, and tea and coffee may be prepared in the kitchen and consumed in the room.
Fire Safety You must adhere to all fire safety regulations. No naked flames, including candles and incense sticks, are allowed.
Animals Animals are not permitted on the premises without prior written consent from The Dolphin Medical and Therapy Rooms.
Equipment You may use Your own equipment in the room; however, it must be removed at the end of the booking.
Incidents/Accidents/Damage/Breakage You are responsible for the room and its contents during Your sessions. Any incidents, accidents, damage, or breakage must be reported to Us immediately. We reserve the right to charge for repairs or replacements. If a room is rendered unfit for use, You will be required to compensate The Dolphin Medical and Therapy Rooms for lost revenues and repair costs.
Patient Data and Self-Check-In System The Dolphin Medical and Therapy Rooms does not retain or process patient data. If You choose to use the self-check-in system, which operates through a third party cloud-based visitor management system, at The Dolphin Medical and Therapy Rooms, please note that The Dolphin Medical and Therapy Rooms does not store or process any patient information
beyond the check-in process. All check-in data is automatically deleted at the end of each day.
You are solely responsible for managing and safeguarding patient information in accordance with applicable data protection laws.
Force Majeure The Dolphin Medical and Therapy Rooms is not liable for any losses resulting from events beyond Our control, such as lockdowns, power failures, government restrictions, third-party failures, or natural disasters that may result in the premises being temporarily closed or the booking being cancelled or interrupted.
Indemnity
You agree to fully indemnify, defend, and hold harmless The Dolphin Medical and Therapy Rooms Limited, its directors, officers, employees, and agents from and against any and all claims, liabilities, damages, costs, and expenses (including reasonable legal fees) arising out of or related to: (a) Any injury, loss, or damage suffered by any person (including Your patients or clients) occurring in or around the Premises resulting from Your use of the Room; (b) Any treatment, advice, consultation, or service provided by You or on Your behalf; (c) Any breach by You of these Terms and Conditions, statutory regulations, or applicable professional standards; (d) Any failure by You to obtain or maintain valid and sufficient professional indemnity insurance.
This indemnity shall survive the termination of this agreement.
Non-liability for Clinical Matters The Dolphin Medical and Therapy Rooms Limited is not a healthcare provider and does not assume or accept any responsibility for the medical, therapeutic, or counselling services offered by the Hirer. All such services are solely the responsibility of the Hirer, who must ensure that they operate within the scope of their qualifications, licensing, and insurance cover. Under no circumstances will The Dolphin Medical and Therapy Rooms Limited be liable for any clinical negligence, misdiagnosis, mistreatment, or failure to act by the Hirer.
Requirement to Inform Patients You shall ensure that all patients, clients, or service users understand that they are receiving services from an independent practitioner, and that The Dolphin Medical and Therapy Rooms Limited is not responsible for the provision or oversight of such services.
Statutory Regulations You agree to comply with all statutory regulations imposed by relevant authorities and to indemnify The Dolphin Medical and Therapy Rooms, its directors, and staff from any penalties, damages, or costs arising from breaches of such regulations.
Equal Opportunities The Dolphin Medical and Therapy Rooms is committed to treating all individuals equally, regardless of age, creed, disability, ethnicity, gender, marital status, race, or sexual orientation. All staff, volunteers, hirers, clients, and visitors are expected to uphold this policy.
Environmental Policy The Dolphin Medical and Therapy Rooms is committed to environmental responsibility. You agree to switch off electric heaters, radiators, air-conditioning units, and lights when leaving Your room.
Loss or Damage You are liable for any loss or damage to the premises, furnishings, or fittings caused by Your negligence or that of Your colleagues or clients. The Dolphin Medical and Therapy Rooms will not be responsible for any property left within the building. Personal effects left on the premises beyond one month after the termination of this agreement may be disposed of, with disposal costs charged to You.
Indemnity for Loss or Damage You will indemnify The Dolphin Medical and Therapy Rooms against all claims related to death, injury, loss, or damage occurring on the premises during the hire period unless caused solely by The Dolphin Medical and Therapy Rooms’ negligence.
Termination of Agreement Reasons for Termination The Dolphin Medical and Therapy Rooms may terminate this agreement if payment is not made by the due date, if You fail to comply with the terms set out in this agreement, or if disputes arise between You and Our staff or other hirers. The agreement may also be terminated if We change our business policy regarding room hire or for other reasons.
Notice of Termination We will endeavour to provide at least 28 days’ notice of termination. However, immediate notice may be served in cases of persistent late or non-payment of fees or gross misconduct. The Dolphin Medical and Therapy Rooms will not be liable for any loss or damage resulting from termination under this clause.
Additional Notes Tenancy This document is a contractual agreement for hourly room hire and services. It does not create any tenancy or lease rights.
Entire Agreement These Terms and Conditions constitute the entire agreement between You and The Dolphin Medical and Therapy Rooms and supersede any prior discussions or documentation related to its subject matter.
Third Parties This agreement is specific to You and is non-transferable. You may not share the use of the room with others. No third party has any rights to enforce the terms of this agreement.
Validity If any part of this agreement is deemed void, ineffective, or unenforceable, the remaining provisions will remain in full force and effect.
Waiver No waiver by The Dolphin Medical and Therapy Rooms of any breach of these Terms and Conditions shall prevent subsequent enforcement.
Notices Any notice required under these Terms and Conditions will be deemed to have been given if delivered by hand, sent by first-class post, or emailed to the Party concerned at the last known address. Notices will be deemed received on the day of dispatch if sent by hand or email, and on the third day after sending by post.
Governing Law and Jurisdiction This agreement is governed by and construed in accordance with English Law. Any claims or disputes will be subject to the jurisdiction of the English courts.