1. The parties and the service
Liberty Assessments (“we”, “us”) provides occupational health services to the purchasing organisation (“you”, the employer). The services covered are those published on our website at the time of purchase: management referrals, pre-employment and in-service health screening, night worker questionnaires and appointments, health surveillance, return to work and sickness absence reviews, sickness absence meeting attendance, and the inclusions of your subscription tier (screening questionnaire allowances, the monthly OH managers’ bulletin and clinical advice calls).
All services are delivered by appropriately qualified, registered and insured clinicians.
2. Annual subscriptions
Subscriptions are ANNUAL: the minimum initial term is 12 months, billed monthly in advance. By purchasing a subscription you commit to the full initial term. During the initial term the subscription cannot be cancelled without the written agreement of Liberty Assessments.
If we agree in writing to end a subscription during the initial term, we reserve the right to charge the total value of the work performed up to that point (calculated at our published pay-as-you-go rates) where that value exceeds the payments already received, and to invoice you for the difference.
After the initial 12-month term, the subscription may be cancelled at any time with effect from the end of the current billing month. On cancellation we may likewise charge the total value of any work performed where it exceeds the amounts already paid.
If a payment is missed, or the subscription is cancelled or payment stopped without our written consent, we will issue an invoice for the remainder of the 12-month term, payable in full within 30 days. We may suspend services while any sum is overdue. Unpaid invoices may be recovered through the courts and will incur interest and compensation, including under the Late Payment of Commercial Debts (Interest) Act 1998.
Subscription allowances refresh as published: monthly allowances each billing month (unused allowances do not roll over), annual allowances each 12 months of continuous subscription. Services beyond your allowance are chargeable at pay-as-you-go rates. Subscription pricing is fixed for the initial term; after it we may amend pricing or allowances with at least 30 days’ notice, and you may cancel before a change takes effect if you do not accept it.
3. Fees and payment
Our current pricing schedule is published on our website. Liberty Assessments is not currently VAT registered, so no VAT is charged; if we become VAT registered we will give notice and VAT will apply as required by law.
Subscriptions are paid monthly by card. Pay-as-you-go services may be purchased online and paid up front, or, where agreed, invoiced and paid within 14 days of the invoice date.
Any additional costs — such as travel, venue hire, or additional reports, meetings or case conferences requested after the agreed service — will be communicated in advance and agreed with you in writing before they are incurred. Urgent referrals may be accepted subject to clinician availability and may attract an additional fee, agreed in advance.
4. Referrals and booking
Referrals are submitted by email or through the method we agree with you, and must include the information reasonably required for the service: the employee’s details and contact information, the reason for referral, the questions you want answered, relevant role information, and any relevant documents (such as job descriptions or absence records).
You must confirm that the employee has consented to the referral before it is submitted. We will confirm acceptance of a referral, or tell you promptly if we cannot accept it, and we aim to contact the employee within 2 working days of an accepted referral to arrange the appointment within the agreed timeframe, subject to clinician and employee availability.
5. Employee consent
By submitting a referral you confirm that the employee’s consent to the referral has been obtained. The employee will also receive a consent form from us before the assessment, and no assessment proceeds without the employee’s informed consent.
An employee may withdraw consent at any stage. Where work on the service has already started, the fee remains payable.
GP or specialist medical records are only requested with the employee’s explicit consent, and doing so may extend report turnaround times.
6. Confidentiality and information sharing
Clinical information is held in confidence by our clinical team. Occupational health reports contain occupational advice — fitness for work, adjustments, timescales and prognosis in occupational terms — not the employee’s clinical records. Clinical detail is only shared with you where the employee has consented to its inclusion.
Where appropriate, the employee is offered the opportunity to review the report before it is released. Clinical records are retained securely and separately from any records you hold, in line with our Privacy Policy and applicable retention guidance for occupational health records.
7. Reports and clinical independence
Occupational health reports are ADVISORY ONLY. You remain the decision-maker on all employment matters; our reports inform your decisions but do not make them. No particular outcome from any assessment is guaranteed.
Liberty Assessments is professionally independent. Clinical recommendations are evidence-based, proportionate and impartial, following recognised occupational health practice and current UK guidance. Advice is based on the information available at the time of assessment, and we acknowledge that health can change after a report is issued.
Report turnaround commitments run from the date of the clinical appointment: Bronze — within 10 days; Silver — within 5 days; Gold and Platinum — within 48 hours; pay-as-you-go — within 10 working days. Commitments assume the employee attends and the information we reasonably require has been provided. If we miss a committed turnaround for reasons within our control, we will tell you promptly, prioritise completion, and credit the affected service; this is your exclusive remedy for a missed turnaround.
Video consultations are clinically equivalent to face-to-face consultations where clinically appropriate; the clinician may recommend an in-person assessment where necessary.
8. Cancellations, non-attendance and rescheduling
You may rearrange the date or time of an appointment at no charge by contacting us before the appointment. Once work on a service has started — including preparation, questionnaire issue or the appointment itself — the full fee is payable if the service is cancelled.
If an employee fails to attend a booked appointment without notice, the full fee for that appointment is payable. Rescheduling is arranged through our team by phone or email.
9. Your responsibilities and your employees’
You agree to: provide accurate and complete referral information; obtain employee consent before referral; supply relevant documentation; and take reasonable steps to ensure employees attend arranged appointments.
Employees are expected to attend appointments, complete questionnaires honestly, and notify us or you if they cannot attend. Our advice relies on the information supplied by you and the employee, and we are not responsible for the consequences of inaccurate or incomplete information.
10. Limitations of the service
Occupational health is an independent advisory service. It does not provide emergency medical care; in an emergency call 999. It does not replace the employee’s GP or specialist, and it provides occupational advice rather than treatment unless treatment is specifically agreed in writing.
11. Data protection
Both parties will comply with UK GDPR and the Data Protection Act 2018. For clinical records created in delivering the services, Liberty Assessments acts as a data controller; for referral information you provide, you remain a controller and we process it for the purposes of the service. Personal data is stored securely, transferred securely, and handled in accordance with our Privacy Policy.
12. Safeguarding
In limited circumstances confidentiality may be overridden: where disclosure is necessary to protect the employee or others from a risk of serious harm, or where we are required to disclose by law. Where lawful and practicable, the individual will be informed of any such disclosure.
13. Equality and reasonable adjustments
We are committed to accessible services and will provide reasonable adjustments to the assessment process where required — including accessible formats, additional time, and adjustments to the mode of assessment.
14. Complaints
Complaints are handled under our published Complaints Policy: acknowledgement within 2 working days, a full response within 20 working days, and escalation to a senior clinician or director where the complainant remains dissatisfied.
15. Liability
Nothing in this agreement limits liability that cannot lawfully be limited or excluded. Subject to that, our total liability arising in connection with the services in any 12-month period is limited to the fees you paid us in that period, and neither party is liable for indirect or consequential loss where exclusion is legally permissible.
Reports and advice are based on the information available at the time of assessment; health can change, and reliance on a report long after its date is at your discretion. We are not liable for decisions you take, which remain yours, or for the consequences of inaccurate or incomplete information supplied by you or the employee.
16. Force majeure, law and acceptance
Neither party is liable for failure or delay caused by events beyond its reasonable control, including illness of key personnel, infrastructure failures, or industrial action, provided reasonable steps are taken to minimise the impact.
This agreement is governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction. Acceptance of this agreement may be given electronically, including by ticking acceptance at online checkout; a countersigned copy is available on request. If any part of this agreement is found unenforceable, the remainder continues in effect.