Costs of sessions and payment of Fees

Unless an approved third party has guaranteed to meet your treatment costs, payment will be by you to us at the end of each session for that session.

Roundwood Health Clinic Ltd accepts all major credit and debits cards, excluding American Express at our clinics. We can also accept cash and bank transfers. Bank transfers must be made in advance such that funds are cleared before the day of treatment.

Roundwood Health Clinic Ltd has direct settlement arrangements with many insurance companies; this means we are able to invoice the insurer directly on your behalf. It will be necessary for you to supply us your full insurance details when you book an appointment otherwise you will need to pay for your treatment on the day. The insurance company may not cover all the charges so you will be personally responsible for any excess or any remaining balance. Should the insurer decline or delay payment (terms are 30 days from the invoice date) for any part of the treatment, we will invoice yourself for immediate settlement.

Your employer may agree to pay for any excess or shortfall payments but unless we have a prior arrangement with them in writing, you must settle the account with Roundwood Health Clinic Ltd in full and then recover the balance from your employer.

All outstanding accounts will attract a daily calculated interest rate of 8% per annum.

If you are late for a session

If you are late arriving at a session, the session will begin on your arrival and continue until the time when it is scheduled to end. If you wish the session to overrun, and we agree, then you may be charged at our discretion for the extra time we spend in providing the services.

Cancellations & Missed appointments

Roundwood Health Clinic Ltd have a minimum 24 hour notice policy for cancellations or to change an appointment. This means that patients who do not give at least 24 hours notice will be charged the schedule fee applicable.

If we cancel

On occasion, we may have to cancel a scheduled session. This may occur for events outside of our control such as a staff member is sick or if a preceding session has overrun. If we have to cancel a scheduled session, we will book you another appointment as soon as reasonably possible. No charge will be made to you for the session cancelled by us.

Where you have booked and paid for a course of appointments, and we have to cancel your appointments, we will refund payments on a pro-rata basis for those appointments which have been cancelled.

Data Protection and Confidentiality

We are registered under the Data Protection Act and we shall treat all personal data in accordance with the requirements of that Act. We shall treat all personal and business information supplied by you as confidential. We shall not disclose such information to any third party without your prior consent, except where required by law, to fulfil our contractual relationship or where action might be necessary to protect you or someone else. To understand how we handle your personal data please read our privacy policy at

Under our Privacy policy you acknowledge that Roundwood Health Clinic Ltd may access, preserve, and disclose details provided by you: (a) for the purpose of providing the services to you; (b) for the purpose of administering your record; and (c) if required to do so by law or in the good faith belief that any such access, preservation or disclosure is reasonably necessary to: (i) comply with legal process; (ii) respond to claims that any services violate the rights of third-parties; (iii) respond to your requests for customer service; or (iv) protect the rights, property, or personal safety of Roundwood Health Clinic Ltd, its users and the public.

Liability and indemnity Limitation on our liability to you

Our liability for any direct, indirect or consequential loss or damage incurred in connection with Roundwood Health Clinic Ltd services, without limitation any liability for loss of income or revenue; loss of business; loss of profits or contracts; loss of anticipated savings; loss of data; loss of goodwill; wasted management or office time; and any other loss or damage of any kind, however arising and whether caused by tort (including negligence), breach of contract or otherwise, even if foreseeable, are hereby excluded. This clause will survive the termination of the contract.

Our total liability to compensate you for any loss or damage (in the case of loss or damage other than death or personal injury), shall for any one event or series of related events not exceed the sum of 150% of the total amount paid by you for the services giving rise to the liability in the 12 months preceding the first incident out of which the liability arose. Nothing in these conditions will limit our liability for death or personal injury caused by our negligence or the negligence or our employees, agents or subcontractors or fraud and fraudulent misrepresentation.


You agree that you will indemnify us against any and all loss or damage suffered, including any legal fees or costs, as a result of any breach of this agreement by you.


We retain the right to vary these terms or conditions, including our fees.

Early termination

In exceptional circumstances, such as illness or other commitments, inappropriate behaviour by you, refusal to be treated in a reasonable way, actual or potential conflict of interest, or other reasons, we may decide to terminate the services early and/or refuse or be unable to provide further sessions to you. In such circumstances, we shall give you reasonable notice of termination where practicable and will refund to you any advance payment made for sessions not yet provided.


If a court or any other competent authority finds that any provision of this contract (or any part of any provision) is invalid, illegal or unenforceable, that provision or part-provision shall, to the extent required, be deemed deleted and the validity and enforceability of the other provisions of the contract will not be affected.

Events outside our control

We will not be liable to you as a result of any delay or failure to perform our obligations under this contract as a result of any event beyond our control including but not limited to, strikes, lock-outs or other industrial disputes, failure of a utility service or transport network, act of God, fire, flood or storm or breakdown of machinery.

Contacting each other

If you wish to send any notice or letter then you should send it to our principal place of business or if none is apparent, the venue where your treatment takes place. If we wish to send you a letter or notice, we shall use the address you have given in the initial assessment.

Contracts (Rights of Third Parties) act 1999

For the purposes of the Contracts (Rights of Third Parties) act 1999 this agreement is not intended to, and does not, give any person who is not a party to it any right to enforce any of its provisions.


If you are unhappy with the services that Roundwood Health Clinic Ltd provides, we hope you will discuss any problems or issues with the practitioner who treated you first. If that does not resolve matters to your satisfaction, the matter will be referred to one of the practice directors who will handle the complaint.

Governing law

This agreement is governed and construed by English law and the parties submit to the jurisdiction of the courts of England.