Definitions
| “you” or “your” or “your client” | Organisation who make the request |
| “us”, “we” or “our” | Ambulance International Scarborough Ltd |
| “Quote” | The email send to you containing the total price of transport, based on the information send to us regarding your transport needs |
| “Agreed price” | the price set out in the Quote |
| “Interest” | An annual rate of 4% above the original invoice, accruing on a daily basis until payment is made |
| “Additional Charges” | Any amounts set out in the Invoice, in addition to the Agreed Price, payable by you in exchange for services or equipment which are not included in the Quote |
| “Invoice” | The bill that will be issued to you after once your acceptance of Quote |
| “Risk Assessment” | A written copy of identified hazards/risks that have the potential to cause harm, and thecontrols in place to eliminate the hazard/risk |
| “in writting” or “written” | this includes emails |
| Event | The competition, game or tournament at which we provide you with medical cover |
| Event site | The premises or building a which the Event takes place, at the address specified in your request |
| First Aid Cover | The provision of our personnel of first aid (Ambulance care assistant, Community first responder)and pre-hospital care (Emergency care assistant, Emergency medical technician or paramedic) |
Booking request
After you have submitted a request of event booking using our online booking form or via email, we wil send you a quotation (the “Quote”).
Booking agreement
a) Accepting your booking
If we accepting your booking, we send you a booking confirmation email. Confirmation of booking for all AIS services must be in writing, with no guarantee of medical cover without our written confirmation. The quotation itself is not enough for medical cover to go through, you need a written confirmation that AIS will provide the service requested.
Our contract starts with booking confirmation and ended immediately after the event has taken place. Once confirmation has been sent, you will be contractually obliged to pay all sums owed, unless you meet the criteria for refund.
b) Refusing your booking
We will inform you in case that we are not able to accept your booking and it will be no charge for you.
This might be due to following conditions:
• we have already committed our resources for onother event or purpose and we will not be able to fulfill your request on the date of event because there is no vehicle available or suitable level of clinical staff on the specified;
• we consider that the First Aid Cover requested by you is inadequate for the event type, venue and audience type
• we have not received enough information to enable us to provide a safe cover of the Event and a safe level of medical covering has not being agreed by both parties.
Booking amendments
A Our company
We rely on the information provided by you to us, in order to determine a suitable level of First Aid Cover for for Event. If your Event is larger in size or a higher risk than that indicated by the information you have provided to us, the Event Lead we will inform you whether the level of cover agreed in the Quote is inappropriate. In this case, we can continue with your booking only if the level of cover is revised and a minimum level of covering is agreed by both of us. We will inform you in writing, if we are unable to provide cover at the original level agreed. If we are unable to provide First Aid Cover to the Event due to suitable level of First Aid the following scenarious are possible:
• Suspend the First Aid Cover and charge you the Agreed Price, depending the time until the Event.
• Increase the level of First Aid Cover and amend the Agreed Price as per changes agreed and acording to the service that will be delivered at your Event.
In the eventuality that that insufficient personnel are available for the Event due to sick leave, holiday leave or other personal reasons, we will make efforts to locate resources from our third-party contractors, which are also CQC registered. We will let you know in writting if we use a third party contractor to fullfil the requirments of your booking.
B Client
If you wish to increase your First Aid Cover, you can discuss this with us as soon as reasonably practicable. If we can support your request, we will update you the Agreed Price and medical supply and staff provided as per your request. The amendment will become effective only after a written confirmation from you, that you agree with the changes and amended price.
Agreement Execution-Company resposibilities:
A Before the Event:
a) We ensure that all arrangements are done in detail before the Event. This imply deployment staff with adequate skills and appropriate training, able to deliver the agreed First Aid Cover. This also imply deployment of appropriate ambulance vehicles, staffed with adequate medical supply and equipment as per booking request.
b) We will keep you regularly updated with all information related to your booking
c) We can provide you the evidence that we have appropriate insurance cover in place.
B During the Event
a) We will appoint an Event Lead for your Event, who will be able to respond to all your questions regarding medical cover of your Event. Our Event Lead with work with third party organizations (local hospitals, GP surgeries, NHS ambulance Trusts) in the interest of effective delivery of the Event.
b) We will provide the agreed number of staff to your Event
c) We will provide only insured ambulances, that are in compliance with CQC requirements regarding patient safety and confort, in case of trauma or medical emergencies.
C After the Event
a) We will remove our vehicles from the Event premises in a timely manner and as per agreements done during booking confirmation.
b) We might ask you to provide us a feedback regarding our services provided during the Event, in order to improve our services.
Agreement Execution-Client responsibilities
A Before the Event:
a) You must send us the information requested by us at least 10 days before the Event, in order to arrange the suitable vehicle and level of staff covering
b) You must complete our risk assessment form, in order to let us to estimate the correct level of medical cover for your Event. As the organizer of the Event, you are responsible for ensuring a satisfactory level of medical cover during the Event but we are advising you about a minimum level of care, based on our Risk Assessment. We need to agree about this minimum level of covering in our confirmation of booking.
c) If in your Event you are using maps and plans, you must provide a copy of them to our personnel, at least 10 days before the Event.
d) You are responsible for providing us with an appropriate system of communication, such as radio equipment. The radio equipment must be in working order and available for us to collect on the first day of Event. If you ask us to provide this communication equipment in your request form, we will analyse if we can make these arrangements in advance to the Event.
e) You are responsible for ensuring that our Event Lead can communicate with your key persons responsible for the Event, all the time throughout the Event.
f) You are responsible for obtaining the necessary licences and permits to operate the Event and to ensure that you comply with the the term and conditions specified in these licences/permits.
g) You must notify us if you have a third party that provide First Aid Cover and in this case you are responsible to instruct us on how we should work with this third party to provide medical cover at your Event.
B During the Event:
a) You must ensure that we have free access to the Event site at all times and if we are providing vehicles as part of the First Aid Cover, ensure that there is adequate parking space for our vehicles.
b) You must keep the Event site free from hazards or things that can prevent us form providing the First Aid Cover
c) You must have enough signs on display to allow people to easile find the First Aid Pods.
d) You must ensure you communicate with our Event lead during the Event
e) You must inform our Lead Even about any likely overrun to the Event. We are obliged to provide First Aid Cover up to the finish time set out in writing in Quote and booking confirmation email but we will try to accommodate your new requirements. We will inform you if any Additional Charges incurre.
After the Event
a) At your request, we will provide you with information regarding the services we have provided at the Event, which will be in summarised form in order to protect patient confidentiality.
b) If you request patient information to assist you in complying with your reporting obligations for work related injuries, we will decide if we will provide you this information, because this include patient personal data. We will not provide you any personal data of patients treated by us, without evidence that this is with their consent.
c) If you receive a request for patient information from another person or organisation, you should ask them to request this from our Data Protection Officer by email at office@ambulanceinternational.co.uk
Booking Cancelling
If you wish to cancel the First Aid Cover you must notify us by email and telephone, as a late cancellation fee may be incurred.
Less than 7 day’s notice: 100% charge
7-21 day’s notice: 50% charge
More than 21 day’s notice: No charge
Payment, agreed price and additional charges
Once a quotation is agreed, we will raise an invoice for the full amount of the Agreed Price and, where applicable, including Additional Charges, agreed in writting before the Event.
The invoice is payable within the time frame set out in your invoice. An interest will be added to the agreed price in case of payment delays. The interest will be an annual rate of 4% above the original invoice, accruing on a daily basis until payment is made. Unless we agree otherwise with you in writing, we only accept payment by bank transfer to the account details set out in the invoice.
All amounts due and payable under the Invoice are payable by you in full. You must pay the final remaining amount specified on the invoice 30 days before the first day of the Event. If you owe us monies under an outstanding invoice, we reserve the right to decline the Event covering until your account is settled with us.
Insurance
Ambulance International Scarborough has in place the following insurances:
(a) Public liability Insurance cover in the insured sum of at least £10 million in the aggregate, and;
(b) Professional Indemnity Insurance to the sum of £10 million in the aggregate.
Complaints
• In the situation of a dispute in connection with the Agreement, we both agree to first discuss the dispute and try to reach a resolution accepted by both parts. If we will be unable to resolve the dispute, either part can start a legal or court proceedings at any time.
• if you wish to raise a concern about the services you have received under this Contract please inform the Event Lead, email us at office@ambulanceinternational.co.uk or write us to our head office. We will open an internal investigation as per our Complaint Policy and you will have a formal response in 20 working days.
• If a patient treated by us is not happy with treatment provided, the patient can contact us by email at office@ambulanceinternational.co.uk or to write us to our head office address.
• If the complaint is not resolved at your level of satisfaction, you can write to the Health
Service Imbudsman or direct to Care Quality Commission.
Force Majeure
1. Force majeure means any circumstances independent of the will of the parties as a result of which the other party cannot reasonably fulfill the agreement. Exemples of force majeure in the Medical Cover for an Event are: extreme whether conditions, unexpected breakdown or accident involving our vehicle, strike and excessive absenteeism due to illness on the part of our staff.
2. If in our opinion the force majeure will be of a temporary nature, we have the right to suspend the agreement execution for the duration of the force majeure situation.
3. If in our opinion the force majeure situation is of a permanent nature, the parties can make an arrangement about the dissolution of the agreement and the associated consequences.
4. In the event of dissolution or suspension due to force majeure, the client is not entitled to any compensation.
Limitation of liability
a) We do not exclude liability for death or personal injury caused by our negligence or misrepresentation but our liability to you arising from provision of the First Aid Cover under the Agreement, will be limited as follows:
(i) our liability for loss or damage to land or property belonging to you or any other person caused by an act or omission of our personnel, employees, or contractors will not exceed £10,000;
(ii) our liability for all other losses or damage suffered by you in a 12 month period, caused by an act or omission of our personnel, employees or contractors will not exceed the total of the Agreed Price and Additional Charges which are paid by you;
(iii) we will not be liable for any delay or failure to fulfill our obligations where the failure is caused by fire, flood, weather, strikes, industrial action, pandemic, government action or any other reasons or circumstances beyond our reasonable control.
b) Unless the law provides otherwise and without prejudice to our other rights and remedies, you will indemnify us against the following:
(i) any damage, loss or expenses which we may incur as a result of a claim by a third party;
(ii) all costs and expenses (e.g. debt collection agents, legal costs on a full indemnity basis) incurred or sustained by us in enforcing any terms of this contract.
Other important terms
• If you enter into the Agreement on behalf of another person, you warrant that you have the appropriate authority to enter into the Agreement on behalf that other person and to bind that other person to the terms of the Agreement.
• No other person has any rights under this contract and will not be part to this contract.
• We may transfer this agreement to another organization or person as a sub-contract, in whole or in part. In a subcontract, we mau transfer our obligations under the Agreement to another organisation or person, on our approved partners list and you will be notified if we plan to do this.
• If a court finds part of this contract illegal, the remainder will continue in force. If any part of the Agreement is found by any court, tribunal or authority of competent jurisdiction to be illegal than it will be severed from the Agreement and will be ineffective but without modifying any other part of the Agreement which will remain in force.
• These terms together with our written booking confirmation to you constitute the agreement between us relating to First Aid Cover. You acknowledge that you can’t rely on any statement, promise, assurance or warranty given by us or on behalf of us which is not set out in these terms and conditions.
• These terms are governed by English and Wales law. The English and Welsh courts will have exclusive jurisdiction for any disputes arising out of this contract.
• We reserve the right to amend and update these terms and conditions periodically.
