Terms & conditions

These Terms & Conditions set out the terms under which Greyfriars Recruitment Ltd (“the Agency”) supplies temporary, locum and/or freelance dental nurses (“the Worker”) to dental practices, clinics and other healthcare organisations (“the Client”), and provides consultancy and career-support services to individuals, learners, dental professionals and organisations (“the Consultancy Client”).

By requesting, booking or accepting the services of a Worker, or by booking or using the Agency’s consultancy services, the relevant Client or Consultancy Client agrees to the applicable parts of these Terms & Conditions.

1. Definitions

Agency means Greyfriars Recruitment Ltd.

Client means the dental practice, clinic, company or organisation requesting or engaging a Worker through the Agency.

Worker means a dental nurse supplied by the Agency to provide temporary, locum or freelance services.

Assignment means the period during which a Worker is supplied to the Client.

Booking means an agreed period of work confirmed by the Agency.

2. Services Provided

2.1 The Agency will use reasonable endeavours to provide suitably qualified, experienced and compliant dental nurses in response to the Client's requirements.

2.2 The Agency will endeavour to ensure that Workers supplied to the Client have appropriate qualifications, registration and experience for the role requested.

2.3 The Agency may provide Workers for short-term, temporary, ad hoc, emergency or longer-term assignments.

2.4 The Agency does not guarantee that a Worker will always be available for every requested date or shift.

3. Worker Compliance and Checks

3.1 The Agency will undertake appropriate recruitment and verification checks in accordance with its procedures.

3.2 Where applicable, Workers supplied may be required to have:

• Current General Dental Council (GDC) registration where registration is required for the role.
• Appropriate dental nursing qualifications.
• DBS clearance appropriate to the role.
• Evidence of identity and right to work.
• Relevant employment and professional references.
• Evidence of appropriate vaccinations/immunisations where required by the Client or role.
• Appropriate professional indemnity or other relevant insurance arrangements where applicable.
• Relevant experience and competency for the duties requested.

3.3 The Client must inform the Agency before a booking of any specific compliance, qualification, vaccination, experience or other requirements applicable to the assignment.

3.4 The Client must not ask a Worker to undertake duties that fall outside their training, competence, registration or lawful scope of practice.

4. Booking Procedure

4.1 Requests for Workers should be made by telephone, email or another agreed communication method.

4.2 The Client should provide:

• Date of assignment.
• Start and finish time.
• Location.
• Expected duties.
• Required experience or qualifications.
• Any specific practice requirements.
• Any relevant dress code or uniform requirements.

4.3 A booking is considered confirmed once the Agency has confirmed the booking with the Client.

4.4 The Agency will provide the Client with relevant Worker information where appropriate and lawful to do so.

4.5 The Client must notify the Agency immediately if there are any changes to the booking.

5. Rates and Fees

5.1 The Client will pay the hourly rate quoted and confirmed by the Agency at the time of booking.

5.2 Unless otherwise agreed in writing, the minimum booking period is 5 hours.

5.3 Any additional charges, including applicable travel expenses, emergency booking fees, bank holiday rates or other agreed charges, will be confirmed with the Client before the booking where reasonably practicable.

5.4 The Agency reserves the right to review its rates from time to time. Any changes will be communicated to the Client before they take effect.

5.5 The Client's fee is £25.50 per hour for an advance booking; additional fees apply for more short notice bookings.

6. Timesheets

6.1 The Client must ensure that the Worker's timesheet is accurately completed and authorised at the end of each assignment or working week, as applicable.

6.2 Timesheets should record the actual hours worked and any agreed unpaid breaks.

6.3 The Client must not unreasonably refuse to authorise a timesheet where the hours have been worked.

6.4 Where a timesheet has not been signed, the Agency may use other reasonable evidence of hours worked when preparing an invoice.

7. Invoicing and Payment

7.1 The Agency will invoice the Client for services provided in accordance with the agreed booking and rates.

7.2 Unless otherwise agreed in writing, invoices are payable within 7 days of the invoice date.

7.3 The Client must notify the Agency promptly of any genuine invoice dispute.

7.4 Where an invoice is not disputed and payment is overdue, the Agency reserves the right to charge reasonable late-payment or administration charges where permitted by law.

7.5 Continued non-payment may result in the suspension of further Worker bookings.

8. Cancellation by the Client

8.1 The Client should provide at least 72 hours' notice when cancelling a confirmed booking.

8.2 Where a confirmed booking is cancelled with less than 72 hours' notice, the Agency reserves the right to charge a cancellation fee.

8.3 The cancellation fee will reflect the circumstances of the cancellation and any costs or losses reasonably incurred by the Agency.

8.4 If a Worker has already arrived at the Client's premises, the Client may remain liable for the minimum booking charge or agreed cancellation fee.

8.5 Cancellation charges may be waived at the Agency's discretion in exceptional circumstances.

9. Cancellation or Non-Availability by the Agency/Worker

9.1 The Agency will make reasonable efforts to ensure that confirmed bookings are fulfilled.

9.2 If a Worker becomes unavailable due to illness, emergency or another unforeseen circumstance, the Agency will notify the Client as soon as reasonably practicable.

9.3 The Agency may attempt to provide a suitable replacement Worker.

9.4 The Agency cannot guarantee that a replacement Worker will always be available.

10. Client Responsibilities

10.1 The Client is responsible for providing a safe and suitable working environment.

10.2 The Client must provide appropriate induction and information regarding:

• Practice policies and procedures.
• Infection prevention and control.
• Health and safety.
• Fire procedures.
• Safeguarding procedures.
• Emergency procedures.
• Local clinical protocols.
• Relevant equipment and systems.

10.3 The Client must provide appropriate equipment, materials and personal protective equipment required for the Worker to undertake the agreed duties safely.

10.4 The Client is responsible for ensuring that the Worker receives appropriate supervision and direction during the assignment.

10.5 The Client must not require a Worker to perform duties for which they are not trained, competent, qualified or registered.

11. Incidents, Complaints and Safeguarding

11.1 The Client must notify the Agency as soon as reasonably practicable of any serious incident, accident, complaint, safeguarding concern or allegation involving a Worker.

11.2 Where an incident involves patient safety or a potential regulatory matter, the Client must take any immediate action required under its own policies and applicable legislation.

11.3 The Agency will cooperate reasonably with the Client when investigating concerns relating to a Worker supplied by the Agency.

11.4 The Agency reserves the right to withdraw a Worker from an assignment where there are concerns regarding patient safety, professional conduct, compliance or suitability.

12. Confidentiality and Data Protection

12.1 Both the Agency and Client must maintain appropriate confidentiality regarding business, staff and patient information.

12.2 Workers must comply with the Client's reasonable confidentiality and information governance requirements.

12.3 The Client must comply with applicable data protection legislation, including the UK General Data Protection Regulation and Data Protection Act 2018, where applicable.

12.4 Personal information supplied by the Agency must only be used for legitimate recruitment, booking, employment or compliance purposes.

12.5 The Client must not disclose Worker information to third parties unless there is a lawful basis for doing so.

13. Direct Engagement of Agency Workers

13.1 During an assignment and for a reasonable period following the end of an assignment, the Client must not directly engage, employ or otherwise contract with a Worker introduced or supplied by Greyfriars Recruitment Ltd without first notifying the Agency.

13.2 If the Client wishes to directly employ or engage a Worker introduced by the Agency, this must be agreed with the Agency in advance.

13.3 An introduction fee or transfer fee may apply where permitted by applicable legislation.

13.4 The Agency will provide details of any applicable transfer fee upon request.

14. Insurance

14.1 The Agency will maintain appropriate insurance arrangements relevant to its business activities.

14.2 The Client is responsible for maintaining appropriate insurance for its premises, employees, patients and business activities, including employer's liability insurance where legally required.

14.3 The Client must notify the Agency of any insurance or compliance requirements relevant to a particular assignment.

15. Liability

15.1 The Agency will exercise reasonable care in recruiting and supplying Workers.

15.2 The Agency will not be responsible for losses arising from matters outside its reasonable control.

15.3 The Client remains responsible for the day-to-day supervision, management and direction of the Worker while they are working at the Client's premises.

15.4 Nothing in these Terms & Conditions excludes or limits liability where such exclusion or limitation is prohibited by law.

16. Professional Conduct

16.1 Workers are expected to conduct themselves professionally and in accordance with applicable professional standards and the reasonable policies of the Client.

16.2 The Client must treat Workers fairly, respectfully and professionally.

16.3 Any concerns regarding a Worker's conduct or performance should be reported to the Agency as soon as reasonably practicable.

17. Equality, Diversity and Inclusion

17.1 Greyfriars Recruitment Ltd is committed to fair and equal treatment in recruitment and the supply of Workers.

17.2 The Agency and Client must comply with applicable equality and anti-discrimination legislation.

17.3 The Client must not discriminate against a Worker on the basis of any protected characteristic under the Equality Act 2010.

18. Termination of an Assignment

18.1 Either the Agency or Client may request that an assignment is ended where there are reasonable concerns regarding suitability, conduct, performance, safety or compliance.

18.2 Where reasonably practicable, the Agency and Client will discuss concerns before ending an assignment.

18.3 The Agency may immediately withdraw a Worker where it considers this necessary to protect patient safety, the Worker, the Client or the Agency.

19. Force Majeure

19.1 Neither party shall be liable for failure to perform its obligations where such failure is caused by circumstances beyond its reasonable control.

19.2 Such circumstances may include serious illness, natural disasters, major system failures, government restrictions, industrial action or other unforeseen events.

20. Changes to These Terms

20.1 The Agency may update these Terms & Conditions from time to time.

20.2 The current version will apply to new bookings made after the effective date of the updated Terms & Conditions.

20.3 Any material changes affecting an existing ongoing arrangement will be communicated to the Client where reasonably practicable.

21. Governing Law

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

21.2 The parties agree that the courts of England and Wales shall have jurisdiction in relation to disputes arising from these Terms & Conditions, subject to any applicable statutory rights.

22. Consultancy Services

22.1 The Agency may provide consultancy and career-support services relating to dental nursing and related career development. Services may include, where offered and agreed, initial consultations, CV support, job-search and employment guidance, interview preparation, post-registration support, guidance for people considering dental nursing training, CPD or training information, and signposting to third-party training providers.

22.2 The specific service, deliverables, timescale and any fee will be explained and agreed with the Consultancy Client before work begins. Not every service is available at all times, and the Agency does not guarantee that a particular service or appointment will be available on request.

22.3 Consultancy services are intended to provide general information, practical support and guidance. They are not a guarantee of employment, placement, course admission, qualification, examination success, registration with the General Dental Council (GDC), promotion or any particular career outcome.

22.4 The Consultancy Client remains responsible for their own decisions, applications, submissions and actions, and for checking that information supplied to employers, training providers, regulators or other third parties is complete and accurate.

23. Consultancy Fees and Payment

23.1 Any consultancy fee, administration charge, membership fee or other charge will be communicated to the Consultancy Client before the relevant paid service is provided. No fee will be charged for a service expressly described as free.

23.2 Where a fee is agreed, payment terms and any payment deadline will be confirmed before work begins. The Agency may pause work or withhold delivery of non-urgent materials where an agreed fee remains unpaid, subject to applicable law.

23.3 Any third-party fees, including training-provider, examination, course, DBS or registration fees, are separate unless expressly stated otherwise. The Consultancy Client should confirm those fees, terms and eligibility requirements directly with the relevant provider.

23.4 Any cancellation, rescheduling or refund arrangement for a consultancy service will be explained before booking and will be subject to applicable consumer law, including any statutory cancellation rights that apply to the particular contract.

24. CV, Application and Employment Support

24.1 The Agency may help prepare or review CVs, application materials and interview preparation. The Consultancy Client must check all documents carefully before using or submitting them and must ensure that all qualifications, experience, registration details and other statements are truthful and accurate.

24.2 The Agency does not guarantee that a CV or application will result in an interview, offer of work, placement or other outcome. Recruitment decisions are made by employers and other relevant organisations.

24.3 The Consultancy Client is responsible for submitting applications on time, attending interviews or appointments, and complying with any employer or training-provider requirements.

25. Training, Qualifications and Third-Party Providers

25.1 Where the Agency provides information about training courses, colleges, apprenticeship routes or other third-party services, that information is intended as guidance only. Course availability, entry criteria, fees, duration, placement requirements and outcomes are determined by the relevant provider and may change.

25.2 The Agency does not itself award qualifications or guarantee that a course will lead to a particular qualification, employment outcome or professional registration. The Consultancy Client should verify course details and suitability directly with the training provider and relevant regulator.

25.3 The Agency is not responsible for the acts, omissions, decisions, course delivery, fees, policies or services of independent third-party providers. Any contract for a third-party course or service may be between the Consultancy Client and that provider.

26. Consultancy Client Responsibilities

26.1 The Consultancy Client must provide accurate, complete and up-to-date information relevant to the service requested and promptly notify the Agency of any material changes.

26.2 The Consultancy Client must treat Agency staff and representatives respectfully and provide requested documents or information within agreed timescales. Delays in receiving information may affect delivery dates.

26.3 The Agency may decline, pause or end a consultancy engagement where the requested work is outside its competence or service offering, information provided is materially misleading, payment terms are not met, or continued work would be unlawful or inappropriate.

27. Confidentiality and Data Protection for Consultancy

27.1 The Agency will handle personal information in accordance with applicable data protection legislation and its relevant privacy information. Information will be used only for legitimate purposes connected with the requested consultancy, recruitment, administration or legal obligations.

27.2 The Consultancy Client should not send unnecessary sensitive personal information. Where documents contain information about other people, the Consultancy Client must have an appropriate lawful basis and authority to share it.

27.3 The Agency will take reasonable steps to keep consultancy information confidential, subject to disclosures required by law, safeguarding duties, regulatory obligations or the need to protect rights and safety.

28. Intellectual Property and Use of Materials

28.1 Unless otherwise agreed in writing, templates, guidance notes, training materials and other materials created or supplied by the Agency remain the Agency’s intellectual property or are used under permission from the relevant rights holder.

28.2 The Consultancy Client may use materials supplied specifically for them for their own personal or internal purposes. They must not reproduce, sell, publish, distribute or commercially reuse those materials without the Agency’s prior written permission, except where permitted by law.

29. Liability in Relation to Consultancy

29.1 The Agency will provide consultancy services with reasonable care and skill. To the extent permitted by law, the Agency is not responsible for decisions made by the Consultancy Client or third parties, or for outcomes that depend on employers, training providers, regulators or other organisations.

29.2 Nothing in these Terms & Conditions excludes or limits liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any other liability that cannot lawfully be excluded or limited.

29.3 Where the Consultancy Client is acting as a consumer, nothing in these Terms & Conditions affects their statutory consumer rights.

30. Cancellations and Changes to Consultancy Appointments

30.1 The Consultancy Client should give as much notice as reasonably possible if they need to cancel or rearrange an appointment.

30.2 Any applicable cancellation charges, missed-appointment arrangements or refund terms will be communicated before booking and will be applied only to the extent permitted by law. Statutory cancellation rights take precedence over any conflicting term.

30.3 The Agency may rearrange an appointment due to illness, emergency or other reasonable circumstances and will offer an alternative appointment or other appropriate arrangement where reasonably practicable.

31. Application of These Terms

31.1 Sections 22–30 apply to consultancy services. The remaining provisions apply to consultancy services only where relevant and appropriate; provisions specific to the supply of dental nurses apply to those recruitment and staffing services.

31.2 If a separate written agreement for a particular consultancy service conflicts with these Terms & Conditions, the separate agreement will take precedence for that service to the extent of the conflict.

31.3 These Terms & Conditions are governed by the laws of England and Wales, subject to any mandatory statutory rights.

32. Acceptance

By requesting, confirming or accepting a Worker supplied by Greyfriars Recruitment Ltd, the Client acknowledges that it has read, understood and agreed to these Terms & Conditions.

Greyfriars Recruitment Ltd, Dental Nurse Recruitment & Temporary Staffing Services. Registered office: 19 Greyfriar Close West Meads PO21 5RH. Email: Greyfriarsrecruitment@gmail.com. Telephone: 07362406617. Company registration number: 16808881