TERMS AND CONDITIONS FOR SURGICAL PROCEDURES AT IQONIC AESTHETICS

These Terms and Conditions (“Terms”) apply to the supply of services by IQonic Aesthetics(“IA”) to individuals seeking medical procedures (“Patients”). These Terms govern all aspects ofthe patient journey, from consultations to post-procedure care, and shall prevail over any otherwritten or verbal communications provided by IA.

1. DEFINITIONS AND INTERPRETATION

1.1 Aftercare Policy: Outlines the post-operative care provided to patients following a Procedure,including timelines, responsibilities, and any applicable fees.

1.2 Balance: The remaining portion of the Fee for a Procedure that is unpaid by the BalanceDue Date after a deposit or partial payment.

1.3 Balance Due Date: The date by which the outstanding Balance for a Procedure must bepaid, as specified in the Booking Confirmation.

1.4 Booking Confirmation: The formal document issued by IA detailing the type of Procedure,fee, Procedure date, and the date by which full payment is required.

1.5 Clinician: Any healthcare professional employed or contracted by IA, including Surgeons,Doctors, Anesthetists, and Nurses.

1.6 Complaints Procedure: The formal process for handling patient complaints, outlining stepsand response times.

1.7 Consent Form: The form signed by the Patient confirming their understanding of andconsent to the Procedure.

1.8 Consultation: A meeting between the Patient and a Clinician to discuss potential Proceduresand associated risks, benefits, and outcomes.

1.9 Consultation Fee: The fee charged for a Consultation with a Clinician.

1.10 Data Protection Law: Refers to applicable laws concerning the protection and processingof personal data, including the UK Data Protection Act 2018 and the GDPR.

1.11 Deposit: A non-refundable sum paid by the Patient to secure a Procedure date, subject to a14-day reflection period.

1.12 Fee: The total monetary amount charged by IA for the Procedure.

1.13 Force Majeure: Circumstances beyond the reasonable control of IA, such as naturaldisasters, pandemics, government-imposed restrictions, or interruptions in utility services.

1.14 GMC: General Medical Council, which regulates medical professionals in the UK.

1.15 Informed Consent Document: A document outlining the potential risks, outcomes, benefits,and alternatives to the Procedure, signed by the Patient.

1.16 Multi-Disciplinary Team (MDT): A group of healthcare professionals involved in evaluatingclinical outcomes and decisions, especially in complex cases.

1.17 Patient: Any person aged 18 or older who has entered into an agreement with IA for a Procedure.

1.18 Pre-Operative Assessment: An evaluation conducted by IA’s medical team to determine thePatient’s fitness for surgery.

1.19 Procedure: The surgical or non-surgical treatment provided by IA.

1.20 Quotations: Financial estimates for a Procedure, valid for 30 days from issuance.

1.21 Surgeon: A GMC-registered medical professional qualified to perform surgical procedures.

1.22 Total Fee: The cumulative amount, including consultation, pre-operative assessments, and the Procedure itself, payable by the Patient to IA.

1.23 Working Days: Any day from Monday to Friday, excluding public holidays in the UK.

2. IQONIC AESTHETICS' OBLIGATIONS

2.1 IA ensures that all Procedures are performed by appropriately qualified and registered Surgeons or Doctors.

2.2 IA shall verify that all Surgeons and Doctors performing Procedures are registered with the appropriate regulatory bodies, such as the General Medical Council (GMC).

2.3 IA will provide all necessary facilities, staff, and medical equipment required for the Procedure.

2.4 IA will confirm that Surgeons and Doctors hold Practicing Privileges at the hospital or clinic where the Procedure is performed.

2.5 IA will arrange for the Patient to undergo a Pre-Operative Assessment to determine their suitability for surgery, in collaboration with the operating Surgeon.

2.6 IA, and its independent Surgeons, shall comply with all Data Protection Laws, ensuring the protection and confidentiality of patient data. IA is responsible for registering as a data controller with the Information Commissioner’s Office (ICO).

3. THE PATIENT'S OBLIGATIONS

3.1 The Patient must provide valid identification (e.g., passport, driving license) proving they are at least 18 years of age prior to attending the Consultation and booking the Procedure.

3.2 The Patient must sign the Consent Form and other required documents provided by IA before the Procedure date is confirmed.

3.3 The Patient is responsible for providing accurate medical history and health information during the Consultation and Pre-Operative Assessment. Failure to disclose relevant medical information could lead to the cancellation or postponement of the Procedure, subject to fees outlined in Section 7.

3.4 The final decision regarding the suitability of the Procedure lies with the Surgeon, Doctor, or Clinician responsible for the Patient’s care. The Surgeon may refuse to proceed with the Procedure if medical concerns arise.

3.5 The Patient must provide their NHS number or equivalent medical identification prior to the Pre-Operative Assessment.

3.6 If there are any changes to the Patient’s health (e.g., pregnancy, weight gain, new medications) between the Consultation and the Procedure, the Patient must inform IA immediately. Failure to do so could lead to cancellation or rescheduling, subject to cancellation fees.

3.7 The Patient must comply with all pre- and post-operative instructions provided by IA, the clinical team, and the Surgeon. Failure to follow these instructions may result in complications or unsatisfactory outcomes, for which IA is not responsible.

3.8 If an interpreter is required, the Patient must arrange and cover the costs of a qualified interpreter. IA is not liable for misunderstandings arising from communication barriers if an interpreter is not used.

3.9 IA may require the Patient to undergo a psychological assessment before surgery, particularly for certain procedures (e.g., cosmetic or reconstructive surgery). The Patient will bear the cost of this assessment, which could impact the scheduling or eligibility for the Procedure.

4. PATIENT AFTERCARE

4.1 IA’s Aftercare Policy ensures that the Patient receives appropriate post-operative care, including follow-up consultations with a Clinician. The Patient must adhere to all aftercare instructions to ensure proper recovery.

4.2 The Patient must attend all post-operative appointments as scheduled. Missing two or more consecutive appointments without notice may result in IA discontinuing aftercare services.

4.3 IA will not cover any expenses related to travel, accommodation, or time off work for the Patient or any accompanying persons. These are the sole responsibility of the Patient.

4.4 If the Patient relocates to another region or country, they will be responsible for arranging and covering the costs of follow-up care or travel to meet their original Surgeon or Clinician.

4.5 Any additional scans, tests, or investigative work needed post-surgery will not be covered by IA unless specified in the Aftercare Policy. These costs will be charged to the Patient.

4.6 If complications arise, such as Capsular Contracture (Baker Grade III or above) within 12 months of the Procedure, IA will offer revision surgery, provided the operating Surgeon agrees it is necessary.

4.7 In cases where a breast implant rupture is suspected, diagnostic imaging such as a scan will be required. The cost of the scan and any additional investigative work will be borne by the Patient. IA will coordinate with the implant manufacturer to determine if any warranty applies.

5. FEES AND PAYMENT TERMS

5.1 The Total Fee for the Procedure will be specified in the Booking Confirmation, including all costs related to the Procedure, pre-operative assessments, and aftercare.

5.2 Deposit: A non-refundable Deposit is required to secure the Procedure date. This Deposit must be paid within the time frame specified in the Booking Confirmation.

5.3 Payment of Balance: The Balance of the Total Fee must be paid no later than 8 weeks before the scheduled Procedure date. If the Balance is not received by this deadline, IA reserves the right to cancel the Procedure and retain the Deposit.

5.4 The Total Fee includes:

• Hospital accommodation and treatment

• Nursing care during the hospital stay

• Operating theatre fees

• Standard drugs and medications used during the Procedure

• Routine pre-operative tests, such as blood work and swabs

• One post-surgical garment (e.g., compression garment), excluding specialty items like bras

5.5 The Total Fee does not include:

• Additional diagnostic tests (e.g., X-rays, MRI, CT scans) not part of the standard preoperative assessment

• Additional post-operative garments or medical supplies beyond what is included in the standard package

• Any treatments or services required as a result of non-compliance with post-operative instructions

• Travel, accommodation, or loss of earnings incurred by the Patient or their family

• Specialist referrals for any unrelated medical issues that arise during treatment

6. CANCELLATION AND POSTPONEMENT POLICY

6.1 Cancellation by the Patient:

• All cancellations must be communicated to IA in writing, either by email or letter, and are only effective upon receipt by IA.

• If the Patient cancels the Procedure more than 8 weeks prior to the Procedure date, the following charges will apply:

o A £100 administration fee.

o Any consultation fees and pre-operative assessment fees will also be nonrefundable.

• If the Patient cancels the Procedure between 8 and 4 weeks before the scheduled date, IA will retain the Deposit and will charge 20% of the Total Fee or £500, whichever is greater.

• If the cancellation occurs less than 4 weeks before the scheduled Procedure date, the Patient will forfeit the entire Total Fee.

• Non-refundable costs: Consultation fees, pre-operative assessment fees, and any thirdparty costs already incurred are non-refundable under any circumstances.

6.2 Postponement by the Patient:

• Postponement requests must also be submitted in writing and will be subject to the following conditions:

o If a postponement request is made more than 8 weeks before the Procedure

date, no additional charges will apply.

o Postponements made between 8 and 4 weeks before the Procedure will incur a £500 postponement fee.

o Postponements made less than 4 weeks before the Procedure will incur a £1,500 postponement fee.

• If the Patient is postponing due to medical reasons, including pregnancy, IA may allow the Procedure to be postponed for up to 12 months, subject to the relevant postponement fees.

6.3 Cancellation by IA or the Surgeon:

• IA reserves the right to cancel the Procedure if:

o The Patient is found medically unfit for surgery during the Pre-Operative

Assessment.

o There is a lack of compliance with pre-operative instructions (e.g., failure to

disclose relevant medical information).

o The Surgeon deems the Procedure inappropriate or unsafe based on medical or ethical grounds.

• If IA or the Surgeon cancels the Procedure for medical reasons, the Patient will receive a full refund of the Total Fee, excluding any non-refundable Consultation or Pre-Operative Assessment fees.

6.4 Force Majeure:

• If IA is unable to perform the Procedure due to a Force Majeure event (as defined in Section 8), IA will make every effort to reschedule the Procedure at the earliest convenience. The Patient agrees that IA is not liable for any additional costs incurred by the Patient as a result of such delays or cancellations.

7. REVISION SURGERY POLICY

7.1 Eligibility for Revision Surgery:

• In cases where the result of the original Procedure does not meet the expected outcome, and the operating Surgeon agrees, the Patient may be eligible for revision surgery.

• IA will review all revision requests. Requests must be submitted in writing within 12 months of the original Procedure date. The request must clearly explain the reasons for dissatisfaction with the outcome.

7.2 Conditions for Revision Surgery:

• Revision surgery will only be considered if:

o The result of the original Procedure deviates significantly from the agreed-upon outcome, based on clinical assessments.

o The Patient has followed all post-operative care instructions provided by IA.

• IA will not provide revision surgery if the outcome of the original Procedure has been affected by:

o Changes in the Patient’s lifestyle (e.g., weight gain, smoking, excessive alcohol consumption).

o The natural aging process.

o Failure to comply with post-operative instructions.

7.3 Cost of Revision Surgery:

• Revision surgery will only cover the original Procedure. Any changes or additions to the original treatment (e.g., changes in breast implant size) will be subject to additional charges, as specified by IA.

• The costs of hospital fees, surgical fees, and post-operative care for revision surgery will be covered by IA, provided the revision is approved by the clinical team and is requested within the 12-month period following the original Procedure.

7.4 Timeframe for Revision Surgery:

• All revision surgeries must take place within 18 months of the original Procedure. If the Patient does not proceed within this timeframe, additional fees will be applicable for any further surgeries.

7.5 Postponement or Cancellation of Revision Surgery:

• If the Patient cancels or postpones revision surgery within 4 weeks of the scheduled date for non-medical reasons, IA will no longer provide the revision free of charge, and the standard fees will apply.

7.6 Additional Charges for Revision Surgery:

• If the original Procedure was performed as a day case, but the revision surgery requires an overnight stay, the Patient will be responsible for any additional hospital fees associated with the overnight stay.

• IA will not reimburse the Patient for any travel, accommodation, or lost income costs incurred during revision surgery or follow-up appointments.

8. FORCE MAJEURE

8.1 Definition of Force Majeure:

• A Force Majeure event is any circumstance outside of IA’s reasonable control that prevents or delays the fulfillment of its obligations under these Terms. This includes, but is not limited to:

o Acts of God (e.g., floods, earthquakes, hurricanes).

o Epidemics or pandemics (e.g., COVID-19).

o Civil unrest, terrorism, or war.

o Government-imposed restrictions (e.g., lockdowns, travel bans).

o Utility failures (e.g., power outages, water shortages).

8.2 Effect of Force Majeure:

• If a Force Majeure event occurs, IA will notify the Patient as soon as reasonably possible. The Patient’s obligations, such as attending scheduled Procedures, will be suspended during the Force Majeure period.

• IA will not be liable for any costs, damages, or losses incurred by the Patient due to delays or cancellations caused by Force Majeure events.

8.3 Termination Due to Force Majeure:

• If a Force Majeure event continues for more than 90 days, either party may terminate the agreement by providing 30 days’ written notice to the other party. IA will refund the Patient any fees paid for services not yet provided, excluding non-refundable consultation fees and administrative costs.

9. PATIENT AFTERCARE POLICY

9.1 Scope of Aftercare:

• IA’s Aftercare Policy is designed to ensure the successful recovery and well-being of the Patient following the Procedure. Aftercare services include post-operative consultations, wound assessments, and any necessary follow-up medical treatment.

9.2 Attendance at Aftercare Appointments:

• The Patient is required to attend all post-operative and follow-up appointments as outlined in the Aftercare Plan. These appointments are crucial for monitoring the Patient’s progress and addressing any complications early.

9.3 Failure to Attend Aftercare Appointments:

• Failure to attend two consecutive scheduled aftercare appointments without prior notice may result in IA being discharged from its obligation to provide further aftercare services.

9.4 Travel and Accommodation for Aftercare:

• IA will not be responsible for any travel, accommodation, or lost income expenses incurred by the Patient or their family members for attending aftercare appointments. These are the sole responsibility of the Patient.

9.5 Additional Procedures or Treatments:

• If additional procedures or treatments are required as part of the aftercare (e.g., wound dressings, scans), these will be provided at an additional cost, which will be communicated to the Patient prior to the service being provided.

9.6 Exclusions to Aftercare:

• IA’s Aftercare does not cover treatments required as a result of non-compliance with post-operative instructions. If complications arise due to the Patient’s failure to follow the care plan, any additional aftercare services will be provided at the Patient’s expense.

10. DATA PROTECTION AND CONFIDENTIALITY

10.1 Patient Data Collection:

• IA is committed to protecting the confidentiality of the Patient’s personal data and medical records. IA will collect, process, and store personal data in compliance with the UK Data Protection Act 2018 and the General Data Protection Regulation (GDPR).

• The Patient’s personal data will only be shared with Clinicians and Surgeons involved in the delivery of their Procedure, and only to the extent necessary for the provision of services.

10.2 Patient Consent:

• By agreeing to these Terms, the Patient consents to the processing of their personal data for medical and research purposes. This includes sharing data with third-party medical providers (e.g., hospitals or laboratories) as necessary.

10.3 Access to Medical Records:

• The Patient has the right to access their medical records at any time, in accordance with the UK Data Protection Act. Requests to view or obtain copies of medical records must be submitted in writing to IA. IA will respond to requests within 30 days of receipt.

10.4 Data Retention:

• IA will retain the Patient’s medical records and personal data for as long as is necessary to fulfill the services and comply with legal and regulatory obligations. After this period, personal data will be securely deleted or anonymized.

11. SURGEONS’ AND CLINICIANS' OBLIGATIONS

11.1 Surgeons and Clinicians’ Responsibility:

• All Surgeons, Doctors, and Clinicians contracted or employed by IA are responsible for the medical care provided to the Patient. Each Clinician is accountable for their clinical decisions and actions in accordance with their professional and legal obligations.

11.2 Independent Contractors:

• Surgeons and Clinicians performing Procedures at IA are independent contractors, not employees of IA. They hold professional responsibility for their practice, and any claims of medical negligence must be directed to the specific Surgeon or Clinician involved in the Patient's care.

11.3 Registration and Qualifications:

• IA will ensure that all Surgeons and Doctors are registered with the General Medical Council (GMC) and hold valid Practicing Privileges. Surgeons must meet all legal and professional requirements to carry out the Procedures offered by IA.

11.4 Indemnity Insurance:

• Surgeons and Clinicians performing Procedures at IA are required to carry adequate professional indemnity insurance. IA shall verify that all Clinicians have the appropriate insurance coverage before granting Practicing Privileges.

11.5 Pre-Operative and Post-Operative Care:

• Surgeons and Clinicians are responsible for providing the Patient with detailed preoperative instructions, including preparation guidelines, and post-operative care instructions. The Clinician must also explain the expected outcomes, limitations, risks, and possible complications of the Procedure to the Patient.

11.6 Consent to the Procedure:

• Before the Procedure, the operating Surgeon must ensure that the Patient has signed the Informed Consent Document, acknowledging that they understand the risks, potential complications, and alternative treatment options.

11.7 Delegation of Care:

• In some cases, care may be delegated to other qualified Clinicians or medical staff under the supervision of the Surgeon or Doctor. The responsibility for any such delegation lies with the Surgeon.

12. FEES AND PAYMENT DETAILS

12.1 Fee Structure:

• The Total Fee for the Procedure will be outlined in the Booking Confirmation and will include:

o Hospital accommodation.

o Nursing care.

o Operating theatre charges.

o Standard drugs and medications related to the Procedure.

o Basic medical dressings and post-operative garments (if applicable).

o One post-surgical follow-up appointment.

12.2 Deposit:

• A non-refundable Deposit is required to secure the Procedure date. The amount of the Deposit will be specified in the Booking Confirmation.

12.3 Payment of Balance:

• The remaining balance of the Total Fee must be paid at least 8 weeks before the scheduled Procedure date. Failure to pay the balance on time may result in the cancellation of the Procedure, with the Deposit being forfeited.

12.4 Additional Costs:

• The Patient will be responsible for any additional costs that arise during the Procedure or recovery, including but not limited to:

o Additional diagnostic tests (e.g., X-rays, MRI, CT scans).

o Medications prescribed after the Procedure not included in the standard

package.

o Additional garments or medical equipment required beyond the standard issue.

o Costs for any overnight stays beyond the original plan.

o Post-operative treatments or therapies, such as Manual Lymphatic Drainage

(MLD) massage, if necessary.

12.5 Reimbursement of Non-Covered Services:

• The Patient acknowledges that IA will not cover or reimburse any non-medically necessary services or treatments that the Patient elects to undergo before, during, or after the Procedure.

12.6 Cancellation Fees:

• If the Patient cancels the Procedure within the specified timeframes (as outlined in Section 6), they will be subject to cancellation fees, including but not limited to:

o Non-refundable Consultation fees.

o Administrative charges.

o A percentage of the Total Fee depending on the timing of the cancellation.

12.7 Payment Methods:

• IA accepts payments by credit card, debit card, or bank transfer. Payment via a finance agreement may be available, subject to eligibility and approval. All payments must be made in accordance with the terms provided in the Booking Confirmation.

13. COMPLAINTS PROCEDURE

13.1 Making a Complaint:

• IA is committed to delivering a high standard of care and service. If the Patient is dissatisfied with any aspect of their treatment or experience, they are encouraged to make a complaint in writing to the Clinic Manager.

13.2 Initial Complaint Handling:

• Complaints should be made within 6 months of the incident or issue. The Clinic Manager will acknowledge the complaint within 7 days of receipt and will investigate the matter.

13.3 Escalation of Complaints:

• If the Patient is not satisfied with the Clinic Manager's response, they may escalate the complaint to IA's central management team. The escalation must be made in writing, and IA will provide a formal response within 28 days.

13.4 External Review:

• If the Patient is still not satisfied after the internal complaints process has been exhausted, they may seek external review through regulatory bodies such as the Care Quality Commission (CQC) or professional medical bodies (e.g., the GMC). IA will cooperate with any external investigations, where applicable.

13.5 Complaint Resolution:

• IA will work with the Patient to resolve complaints promptly and fairly. In cases where a resolution cannot be reached, IA may suggest mediation or other alternative dispute resolution methods.

14. CONFIDENTIALITY AND DATA PROTECTION

14.1 Confidentiality of Patient Information:

• IA is committed to protecting the confidentiality of the Patient’s personal information and medical records. All personal data will be processed in compliance with the UK Data Protection Act 2018 and the General Data Protection Regulation (GDPR).

14.2 Use of Personal Data:

• IA will collect and process the Patient’s personal data only for the purposes of delivering medical services. This includes sharing data with relevant medical professionals and third-party service providers (e.g., hospitals or diagnostic labs) involved in the Patient’s care.

14.3 Patient Consent:

• By agreeing to these Terms, the Patient consents to the collection, processing, and sharing of their personal data for medical purposes. If the Patient does not consent to this data processing, they must inform IA in writing.

14.4 Access to Medical Records:

• The Patient has the right to request access to their medical records. Requests must be made in writing, and IA will respond within 30 days. A copy of the medical records will be provided, subject to applicable laws and any reasonable administrative fees.

14.5 Data Retention:

• IA will retain the Patient’s medical records for the duration required by law or

professional standards. After this period, the data will be securely deleted or

anonymized.

14.6 Data Breaches:

• IA will take all necessary steps to protect the Patient’s data from unauthorized access or breaches. In the event of a data breach, IA will notify the relevant authorities and the affected Patients, in accordance with applicable laws.

15. LIMITATION OF LIABILITY

15.1 No Liability for Independent Surgeons:

• IA is not responsible for any clinical actions, decisions, or conduct of independent Surgeons or Clinicians performing the Procedure. The Patient agrees that any legal claims related to the Procedure must be directed toward the specific Surgeon or Clinician involved in their care.

15.2 No Liability for Medical Devices:

• IA is not liable for any issues or complications related to medical devices (e.g., breast implants, prosthetics) used during the Procedure. The Patient agrees to address any concerns or claims related to such devices directly with the manufacturer.

15.3 Exclusions:

• IA will not be liable for:

o Loss of income, earnings, or other financial loss due to the Patient’s inability to work as a result of the Procedure or recovery.

o Costs associated with travel, accommodation, or time off work for the Patient or their companions.

o Psychological impacts or dissatisfaction with the aesthetic outcome of the

Procedure.

15.4 Limitation of Damages:

• IA’s total liability to the Patient in respect of all claims arising out of or in connection with the Procedure shall not exceed the Total Fee paid by the Patient. This limitation applies to claims for breach of contract, negligence, misrepresentation, or any other legal cause of action.

16. GOVERNING LAW AND JURISDICTION

16.1 Governing Law:

• These Terms and Conditions are governed by the laws of England and Wales.

16.2 Jurisdiction:

• Any disputes arising out of or in connection with these Terms will be subject to the exclusive jurisdiction of the courts of England and Wales.

17. FORCE MAJEURE (Detailed)

17.1 Definition of Force Majeure:

• A Force Majeure event includes, but is not limited to:

o Natural disasters (flood, earthquake, storm).

o Epidemics, pandemics, or other public health emergencies.

o Terrorism, war, or civil unrest.

o Government regulations or restrictions.

o Utility outages or transportation disruptions.

17.2 Effect on Services:

• In the event of a Force Majeure, IA’s obligations under these Terms will be suspended for the duration of the event. IA will not be liable for any delays or cancellations caused by Force Majeure events.

17.3 Termination for Extended Force Majeure:

• If a Force Majeure event continues for more than 90 days, either party may terminate this agreement by giving the other party 30 days’ written notice. IA will refund any payments made for services not yet provided, minus non-refundable fees.

18. NO VARIATION CLAUSE

18.1 No Variation:

• No changes or exceptions to these Terms and Conditions will be valid unless agreed in writing and signed by a Director of IA.

19. ENTIRE AGREEMENT

19.1 Entire Agreement:

• These Terms and Conditions, along with the Booking Confirmation and any other relevant documentation provided by IA, constitute the entire agreement between the Patient and IA. No other verbal or written statements will alter or affect the interpretation of this agreement .

In case of any queries contact to Information Commissioner’s Office at:

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk