Please read these Terms and Conditions ("Terms") carefully before using the AKPro Referrals Referral Portal ("the Portal"). By registering or submitting a referral you confirm that you have read, understood, and agree to be bound by these Terms.

1. Parties

These Terms form a legally binding agreement between AKPro Referrals ("the Provider", "we", "us") and the registered dental professional accessing the Portal ("the Referrer", "you").

2. Eligibility

Access to the Portal is restricted to dental professionals who:

Hold a current, valid registration with the General Dental Council (GDC)
Have completed registration and been verified by the Provider
Hold any specialty-specific certification required for the service being referred (e.g. CBCT Level 1 or Level 2 certification for radiographic referrals where required by IR(ME)R)

We may suspend or terminate access at any time if eligibility requirements are not met or are withdrawn.

3. Services

The Portal facilitates the submission and management of referrals for specialist dental services as listed on this Portal. The scope of available services is determined by the Provider and may include imaging, clinical procedures, specialist consultations, and related reports.

The Portal does not replace your clinical judgement or professional responsibilities as the referring clinician. You remain responsible for the appropriateness of each referral.

4. Fees and Payment

Where applicable, fees are displayed prior to referral submission and are subject to change. Payments are processed securely via Stripe. Card details are not stored by the Provider.

All fees are quoted inclusive of VAT where applicable.

5. Cancellations and Refunds

Appointments or bookings may be cancelled or rescheduled in accordance with the Provider's cancellation policy, as communicated at the time of booking. Cancellations with less than 24 hours' notice may not be eligible for a refund. If a service cannot be delivered due to an error on the Provider's part, a full refund will be issued.

6. Referrer Responsibilities

By using the Portal you agree to:

Provide accurate, complete, and up-to-date clinical and patient information
Obtain valid informed consent from your patient prior to submission
Comply with UK GDPR, the Data Protection Act 2018, and all applicable clinical regulations including IR(ME)R 2017
Securely retain any files or reports downloaded from the Portal in accordance with your professional obligations
Use the Portal solely for legitimate professional purposes
Not share your login credentials with any other person

7. Provider Responsibilities

We will:

Deliver services with reasonable skill and care, in accordance with applicable clinical standards
Maintain appropriate professional indemnity insurance and regulatory compliance
Provide secure access to results, reports, and imaging files via the Portal
Process personal data in accordance with our Privacy Policy and Data Processing Agreement
Notify you promptly of any material service disruption

8. File Storage and Retention

Imaging files and reports are made available for download from the Portal for the retention period attached to your storage plan (currently 14 days on Free plans and up to 365 days on paid storage plans). After this period, files may be deleted. You are solely responsible for downloading and securely storing files within your retention window. The Provider accepts no liability for loss of files that have not been downloaded within that window.

9. Acceptable Use

You must not use the Portal to submit false, misleading, or fraudulent referrals; to access or attempt to access data belonging to other users; or in any manner that disrupts, damages, or impairs the Portal. We reserve the right to immediately terminate access for any breach of this clause.

10. Limitation of Liability

To the fullest extent permitted by law, our total aggregate liability to you in connection with these Terms or the Portal shall not exceed the fees paid by you in the 12 months preceding the claim. We exclude all liability for indirect, consequential, or economic loss.

Nothing in these Terms limits liability for death or personal injury caused by our negligence, fraud, or any matter that cannot be excluded by law.

11. Intellectual Property

All Portal software, content, branding, and materials are the property of the Provider or its licensors. You may not copy, reproduce, or distribute any part of the Portal without our prior written consent.

12. Data Protection

We process personal data as described in our Privacy Policy. You act as data controller for patient data you submit; we act as data processor on your behalf. Our data processing obligations are set out in our Data Processing Agreement.

13. Termination

Either party may terminate these Terms at any time. We may suspend or terminate your access immediately for breach of these Terms, non-payment, or if required to do so by law or a regulatory authority. On termination, your right to access the Portal ceases immediately.

14. Governing Law

These Terms are governed by the laws of England and Wales. Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.

15. Changes to These Terms

We may update these Terms from time to time. We will notify you of material changes by email or via the Portal. Continued use of the Portal after notification constitutes acceptance of the updated Terms.

16. Contact

Questions regarding these Terms should be directed to amit@akpro.uk.