Terms & Conditions
INTRODUCTION
These Terms and Conditions govern the services provided by Laser Protection Adviser UK Ltd ("LPA") in relation to laser safety consultancy, site audits, and certification. By engaging our services, you agree to be bound by these terms.
DEFINITIONS
"Customer" refers to the party engaging LPA for services.
"Services" include site audits, laser safety assessments, consultancy, risk assessments, documentation review, and related administrative tasks.
"Equipment" refers to any laser devices or related machinery requiring assessment.
"Certification" refers to any documentation issued by LPA regarding compliance with laser safety regulations.
PROVISION OF SERVICES
3.1 LPA provides consultancy, site audits, laser safety assessments, and certification-related services.
3.2 The scope of services is agreed upon before commencement and documented accordingly.
3.3 Engagement of LPA services does not guarantee equipment approval, council licensing, certification, or permission to operate.
3.4 LPA does not guarantee approval or acceptance of certification by local councils or regulatory bodies. It is the Customer’s responsibility to verify the specific requirements of their council or governing body, as these may vary by borough.
PAYMENT TERMS
4.1 All fees are payable in full before the site audit and consultancy work begins.
4.2 Payment must be received at least 48 hours prior to the scheduled appointment; failure to pay on time will result in automatic cancellation of the service.
4.3 Fees are charged for professional time, expertise, travel, accommodation (where required), administration, consultancy, inspections, site audits, risk assessments, document review, and associated work carried out by LPA. Once work has commenced, including administrative preparation or attendance at site, fees are non-refundable.
4.4 Any additional costs incurred due to changes in scope or unforeseen circumstances will be communicated and invoiced separately.
CERTIFICATION REQUIREMENTS
5.1 The Customer is solely responsible for ensuring that all laser/IPL equipment submitted for assessment, licensing, or certification complies with all applicable UK legislation, regulatory requirements, safety standards, and local authority requirements.
5.2 The Customer must provide all documentation reasonably required by LPA to assess the equipment, including but not limited to:
• Declaration of Conformity;
• UKCA and/or CE compliance documentation where applicable;
• MHRA registration details where applicable;
• UK Responsible Person details where applicable;
• Manufacturer details and model traceability;
• IEC/BS EN 60825 classification information;
• Service, maintenance, and technical documentation.
5.3 LPA is not responsible for obtaining documentation from manufacturers, suppliers, distributors, or third parties.
5.4 If sufficient documentation, traceability, or evidence of compliance cannot be provided, LPA reserves the right to refuse certification, approval, or clinical sign-off of the equipment.
5.5 Failure of equipment to meet regulatory, safety, licensing, or documentation requirements shall not constitute a failure of service by LPA, and no refund will be due for work already undertaken.
5.6 Any site audit, inspection, risk assessment, consultancy, or administrative work completed prior to refusal of certification remains chargeable in full.
TIMELINES AND COMPLETION
6.1 LPA does not guarantee how long it will take to complete paperwork following the site audit. The timeframe depends on the complexity of the assessment and any additional requirements imposed by local authorities.
6.2 The completion time also depends on how long the Customer takes to complete their outstanding actions.
6.3 Customers should plan accordingly and allow sufficient time for the completion of the certification process.
6.4 LPA takes no responsibility for any loss of business if there is a delay in obtaining paperwork or licensing.
6.5 All documentation and certificates will be dated from the date of the initial inspection, not from the date any outstanding documents or actions are submitted. Outstanding documents or actions submitted after the inspection do not alter the official issue date.
CUSTOMER RESPONSIBILITIES
7.1 Customers are responsible for ensuring compliance with all applicable regulations and obtaining any necessary approvals from their local council or regulatory body.
7.2 It is the Customer’s responsibility to confirm with their council which qualifications are required. It is advised that an L3 or L4 Core of Knowledge and manufacturer training be held; however, individual councils may require less, more, or none.
7.3 LPA will provide guidance based on industry best practices, but final compliance decisions rest with the relevant authorities.
7.4 The Customer must provide accurate information, access to the site, and any required documentation for the assessment to proceed smoothly.
7.5 It is the Customer’s responsibility to monitor expiry and renewal dates for all documents and certifications. LPA is not responsible for tracking or issuing renewal reminders.
LIABILITY & LIMITATIONS
8.1 LPA is not liable for any rejection, delay, or non-acceptance of certification by local councils or other regulatory bodies.
8.2 LPA will not be held responsible for any financial loss, fines, business disruption, or loss of earnings resulting from non-compliance, certification delays, or refusal of licensing approval.
8.3 Any advice provided by LPA is based on current safety standards and regulations; however, the Customer remains ultimately responsible for ensuring compliance.
8.4 LPA shall not be liable where equipment supplied by a manufacturer, distributor, or third party is found to be non-compliant, incorrectly marketed, lacking appropriate certification, lacking traceability, or otherwise unsuitable for lawful clinical use within the United Kingdom.
CHANGES & CANCELLATIONS
9.1 Any changes to the agreed scope of work must be confirmed in writing and may result in additional charges.
9.2 Requests to reschedule appointments are subject to availability and the terms set out in Section 12.
9.3 LPA reserves the right to refuse changes to scope where they fall outside the agreed services.
FUTURE AVAILABILITY OF SERVICES
10.1 LPA cannot guarantee the availability of services for future renewals, follow-up visits, or repeat audits.
10.2 Continued service provision is subject to availability, professional discretion, and mutual agreement.
10.3 LPA reserves the right to decline future work with any Customer for any valid reason, including but not limited to scheduling constraints, changes in policy, or professional considerations.
10.4 Customers are strongly advised to book renewal or follow-up services well in advance to avoid disruption to licensing or certification timelines.
PRICING
11.1 Prices are subject to change or variation at any time without prior notice.
11.2 For the most up-to-date pricing, Customers should contact LPA directly before booking or renewing services.
CANCELLATION, RESCHEDULING & NO SHOWS
12.1 Once an order for services has been placed and work has commenced, including administrative preparation or attendance at site, the service cannot be cancelled and no refunds will be issued.
12.2 If a Customer requests to cancel or reschedule an appointment within 72 hours of the scheduled appointment time, no refund will be issued and a new appointment will require payment of a further service fee before being confirmed.
12.3 If LPA attends the booked appointment and the assessment cannot proceed, is delayed, or cannot be completed due to:
• Customer absence;
• late arrival;
• inaccessible premises;
• incomplete setup;
• missing documentation;
• unavailable Equipment;
• unsuitable treatment room conditions;
• non-compliant Equipment;
• or any issue outside LPA’s control,
no refund will be issued and any further visit required will be charged as a new appointment.
12.4 Where additional visits, reassessments, or repeat inspections are required following cancellation, rescheduling, incomplete preparation, missing documentation, or non-compliant Equipment, additional fees will apply and must be paid before a further appointment is arranged.
12.5 If the Customer fails to attend the appointment (a “no show”) or is more than 30 minutes late, no refund will be issued. If the service is to be rebooked, the full service fee must be paid again before a new appointment is confirmed.
12.6 Charges relating to cancellations, rescheduling, no shows, late attendance, and repeat visits are non-refundable, as they cover allocated time, travel, administration, and associated costs incurred by LPA.
AGREEMENT
By booking, paying for, or engaging LPA services, the Customer agrees to be bound by these Terms and Conditions, which are publicly available on the LPA website.