Terms & Conditions

1. Definitions and Interpretation

In these Terms and Conditions, the following definitions apply unless the context otherwise requires.

“Company”, “we”, “us”, “our” means Virtual Pharmacist Ltd, a company registered in England and Wales under company number 13258094, whose registered office is at Queen Street Chambers, 68 Queen Street, Sheffield, South Yorkshire, S1 1WR.

“Website” means the website located at VirtualPharmacist.co.uk, including all pages, content, and associated subdomains.

“User”, “you”, “your” means any individual or organisation who accesses or uses the Website.

“Services” means the fully managed remote clinical pharmacist services provided by the Company to NHS organisations, including but not limited to medication reviews, prescription management, clinical audit, and associated clinical pharmacy activities.

“Client” means GP Practices, Primary Care Networks (PCNs), Integrated Care Boards (ICBs), and other NHS organisations that enter into contractual agreements with the Company for the provision of Services.

“NHS” means the National Health Service in England.

“GPhC” means the General Pharmaceutical Council, the independent regulator for pharmacists, pharmacy technicians, and pharmacies in Great Britain.

“DSPT” means the Data Security and Protection Toolkit, an online self-assessment tool that enables organisations to measure their performance against the National Data Guardian’s data security standards.

“Caldicott Principles” means the eight principles governing the use of confidential information within health and social care, as set out by the National Data Guardian.

“Clinical Governance” means the framework through which the Company is accountable for continuously improving the quality of its clinical services and safeguarding high standards of care.

“Personal Data” has the meaning given to it in the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, being any information relating to an identified or identifiable natural person.

“Intellectual Property” means all patents, rights to inventions, utility models, copyright and related rights, trademarks, service marks, trade names, domain names, rights in get-up, rights in goodwill, rights in designs, database rights, rights in confidential information (including know-how and trade secrets), and any other intellectual property rights, whether registered or unregistered.

In these Terms and Conditions: references to statutes or statutory provisions include any subordinate legislation made under them and any modifications, re-enactments, or replacements; a reference to writing or written includes emails but not faxes; headings are for convenience only and shall not affect interpretation; words in the singular include the plural and vice versa; a reference to a person includes a body corporate, an unincorporated association, or a partnership.

2. About Us

Virtual Pharmacist Ltd is a provider of fully managed remote clinical pharmacist services, supporting NHS primary care across England. The Company specialises in delivering high-quality, scalable clinical pharmacy solutions to GP Practices, Primary Care Networks (PCNs), and Integrated Care Boards (ICBs).

2.1 Company Information

• Company Name: Virtual Pharmacist Ltd
• Company Registration Number: 13258094 (England and Wales)
• Registered Office: Queen Street Chambers, 68 Queen Street, Sheffield, South Yorkshire, S1 1WR
• Operating Address: Bramwell Road, Allerton Bywater, Castleford, WF10 2GQ
• Directors: Laura Elli Billyard (Clinical Director) and Luke Adam Billyard (Operations Director)

2.2 Regulatory Registrations

• ICO Registration: ZB127110
• DSPT ODS Code: S6I6X
• Cyber Essentials: Certified
• NHS Systems: Authorised users of EMIS, SystmOne, and NHSmail

2.3 Clinical Governance

The clinical governance framework is led by Laura Billyard, Clinical Director. All pharmacists working under the Virtual Pharmacist Ltd banner are registered with the GPhC and maintain their registration through continuing professional development and revalidation. Clinical operations are conducted in adherence to NHS clinical guidelines, NICE guidance, and established best practice standards.

3. Purpose of the Website

The Website serves the following purposes:

• To provide information about Virtual Pharmacist Ltd and the Services offered to NHS organisations.
• To enable prospective Clients to learn about the Company’s fully managed remote clinical pharmacist services.
• To provide a contact mechanism for enquiries from prospective Clients and other interested parties.

The Website is strictly informational in nature and is designed for a business-to-business (B2B) audience. The Website does not provide e-commerce facilities or online purchasing, does not deliver clinical services or clinical advice directly to patients or members of the public, does not create any pharmacist-patient relationship through its use, and does not constitute a substitute for professional medical, pharmaceutical, or clinical advice. The Website contains a contact form for enquiries only. Individual patients seeking medical or pharmaceutical advice should contact their GP, local pharmacy, NHS 111, or in an emergency dial 999.

4. Acceptance of Terms

By accessing and using the Website, you acknowledge that you have read, understood, and agree to be bound by these Terms and Conditions in full. If you do not agree to these Terms and Conditions, you must cease using the Website immediately.

These Terms and Conditions apply to all users of the Website, whether you are a prospective Client, an existing Client, a healthcare professional, or a member of the general public.

The Company reserves the right to amend, update, or modify these Terms and Conditions at any time without prior notice. Any changes will be effective immediately upon being published on the Website. Continued use of the Website following publication of any changes constitutes acceptance of those changes.

5. Access and Use of the Website

5.1 Availability

The Website is provided on an “as is” and “as available” basis. The Company does not guarantee that the Website, or any content on it, will always be available or that access will be uninterrupted. The Company may suspend, withdraw, discontinue, or restrict the availability of all or any part of the Website for business and operational reasons without notice.

5.2 Acceptable Use

You agree to use the Website only for lawful purposes and in a manner consistent with all applicable laws and regulations. You must not use the Website in any way that breaches any applicable local, national, or international law or regulation, in any way that is fraudulent or deceptive, to transmit any unsolicited or unauthorised advertising or promotional material, or to knowingly transmit any data or material that contains viruses, Trojan horses, worms, spyware, or any other harmful programs or similar computer code.

5.3 Prohibited Activities

You must not attempt to gain unauthorised access to the Website, the server on which the Website is stored, or any server, computer, or database connected to the Website; attack the Website via a denial-of-service attack; use any automated system including robots, spiders, or scrapers to access the Website without express written permission; impersonate or attempt to impersonate the Company, a Company employee, another user, or any other person; or interfere with or disrupt the integrity or performance of the Website or its underlying infrastructure.

The Company reserves the right to report any suspected criminal activity to the relevant law enforcement authorities and to cooperate fully with those authorities, including by disclosing your identity to them.

6. Clinical Services Disclaimer

The clinical pharmacist services provided by Virtual Pharmacist Ltd are delivered exclusively under separate contractual agreements entered into directly with NHS organisations. These Services are not provided, offered, or delivered through the Website.

6.1 No Pharmacist-Patient Relationship

No pharmacist-patient relationship is created, implied, or established through the use of the Website. The Website does not facilitate the provision of clinical pharmacy services to individual patients.

6.2 No Clinical Advice

The Website does not provide medical, pharmaceutical, or clinical advice. Any clinical or health-related information that may appear on the Website is provided for general informational purposes only and should not be relied upon as a substitute for professional clinical judgment, diagnosis, or treatment.

6.3 Patient Guidance

If you are a patient or member of the public seeking medical or pharmaceutical advice, you should contact your GP or local pharmacy for non-urgent matters, contact NHS 111 for urgent medical advice, or dial 999 in a medical emergency.

6.4 Professional Clinical Judgment

Any information on the Website regarding the Company’s Services is intended for healthcare organisations and professionals. It does not replace, override, or supplement the professional clinical judgment of qualified healthcare practitioners.

7. Professional Standards and Clinical Governance

Virtual Pharmacist Ltd is committed to maintaining the highest standards of professional practice and clinical governance in all aspects of its operations.

7.1 Regulatory Compliance

All pharmacists engaged by the Company are registered with the GPhC and comply with the GPhC Standards for Pharmacy Professionals. All pharmacists maintain their registration through continuing professional development and revalidation as required by the GPhC. The Company operates in accordance with all applicable legislation, regulations, and professional standards governing pharmacy practice in England.

7.2 Clinical Governance Framework

The clinical governance framework is overseen by Laura Billyard, Clinical Director, and includes clear clinical leadership and accountability structures, regular clinical audits and quality improvement activities, peer review processes to ensure consistency and quality of clinical work, incident reporting and learning frameworks, structured clinical supervision and support for all pharmacists, and adherence to NHS clinical guidelines, NICE guidance, and evidence-based practice.

7.3 Continuous Improvement

The Company is committed to continuous improvement of its Services through regular review of clinical outcomes, feedback from Clients, professional development of its team, and active participation in clinical research and innovation where appropriate.

8. Intellectual Property Rights

8.1 Ownership

All content published on the Website, including but not limited to text, graphics, logos, images, audio clips, digital downloads, data compilations, software, and the design, layout, look, appearance, and graphics of the Website, is the property of Virtual Pharmacist Ltd or its licensors and is protected by United Kingdom and international intellectual property laws.

8.2 Trademarks

The Virtual Pharmacist name, the Virtual Pharmacist logo, and all related names, logos, product and service names, designs, and slogans are trademarks of Virtual Pharmacist Ltd. You must not use such marks without the prior written permission of the Company.

8.3 Permitted Use

You may view pages from the Website in a web browser for personal, non-commercial reference; print individual pages from the Website for personal, non-commercial reference, provided that no such printing is systematic or excessive; and download extracts of any page from the Website for personal, non-commercial reference.

8.4 Prohibited Use

Without the Company’s prior written consent, you must not reproduce, duplicate, copy, or redistribute content from the Website for commercial purposes; modify, adapt, or create derivative works from any content on the Website; distribute, transmit, or make available any content from the Website to any third party for commercial gain; use any illustrations, photographs, video or audio sequences, or any graphics separately from any accompanying text; or remove or alter any copyright, trademark, or other proprietary notices from copies of materials from the Website.

8.5 User-Submitted Content

Where you submit any content to the Website (including through the contact form), you grant the Company a non-exclusive, royalty-free, perpetual, irrevocable, and fully sublicensable right to use, reproduce, modify, adapt, publish, translate, and distribute such content in any media. You represent and warrant that you own or otherwise control all rights to any content that you submit and that such content is accurate and does not violate these Terms and Conditions.

9. Information Accuracy and Clinical Content

9.1 Accuracy

The Company makes reasonable efforts to ensure that the information published on the Website is accurate, complete, and up to date at the time of publication. However, the information on the Website may contain technical inaccuracies or typographical errors, and the information may become outdated over time.

9.2 No Warranty

The Company does not make any representations, warranties, or guarantees, whether express or implied, that the content on the Website is accurate, complete, reliable, current, or error-free.

9.3 Clinical Information

Any clinical or health-related information appearing on the Website is provided for general informational purposes only in the context of describing the Company’s Services to prospective Clients. Such information does not constitute clinical, medical, or pharmaceutical advice; should not be used as a basis for clinical decision-making; should not replace the professional judgment of a qualified healthcare practitioner; and may not reflect the most current clinical guidelines or evidence.

9.4 Right to Update

The Company reserves the right to amend, update, or remove any content on the Website at any time without prior notice. The Company is under no obligation to update information on the Website.

10. Confidentiality and Information Governance

10.1 NHS Information Governance Framework

Virtual Pharmacist Ltd is fully committed to compliance with the NHS Information Governance Framework. The Company recognises the critical importance of maintaining the confidentiality, integrity, and availability of all information, particularly where it relates to patient data processed in the course of delivering its Services.

10.2 DSPT Compliance

The Company maintains its registration and compliance with the Data Security and Protection Toolkit (DSPT) under ODS Code S6I6X and undergoes annual assessment to demonstrate compliance with the National Data Guardian’s ten data security standards.

10.3 Caldicott Principles

In all its operations, the Company adheres to the Caldicott Principles, ensuring that the purpose for using confidential information is justified, confidential information is not used unless absolutely necessary, the minimum necessary confidential information is used, access to confidential information is on a strict need-to-know basis, everyone with access to confidential information is aware of their responsibilities, compliance with the law is paramount, the duty to share information is as important as the duty to protect patient confidentiality, and patients and service users are informed about how their confidential information is used.

10.4 Website Confidentiality

Any confidential information published on or accessible through the Website is protected by these Terms and Conditions. Users must not attempt to access, intercept, or otherwise obtain any confidential data that is not intended for them, whether through the Website or through any connected systems.

11. Data Protection

Virtual Pharmacist Ltd is committed to protecting the privacy of all individuals whose Personal Data it processes. The Company complies fully with the requirements of the UK GDPR and the Data Protection Act 2018.

11.1 ICO Registration

The Company is registered with the Information Commissioner’s Office (ICO) under registration number ZB127110.

11.2 Data Processing

Any Personal Data collected through the Website (for example, through the contact form) will be processed in accordance with the Company’s Privacy Notice. Personal Data is processed only where there is a lawful basis for doing so and in a manner consistent with the data protection principles set out in the UK GDPR.

11.3 Privacy Notice

Full details of how the Company collects, uses, stores, and protects Personal Data are set out in the Privacy Notice, which is available on the Website. All users are encouraged to read the Privacy Notice carefully before submitting any Personal Data through the Website.

11.4 Your Rights

Under the UK GDPR, you have certain rights in relation to your Personal Data, including the right to access, rectification, erasure, restriction of processing, data portability, and objection. Details of how to exercise these rights are set out in the Privacy Notice.

12. Cookies

The Website uses cookies and similar tracking technologies to enhance user experience and to help the Company understand how the Website is used.

12.1 Google Analytics

The Website uses Google Analytics, a web analytics service provided by Google LLC, to collect anonymised data about website usage. Google Analytics uses cookies to collect information about how visitors use the Website, including the number of visitors, the pages visited, and the source from which visitors have come. This information is used to compile reports and to help the Company improve the Website.

12.2 Cookie Management

You can manage your cookie preferences through your browser settings. Disabling certain cookies may affect the functionality of the Website. Full details of the cookies in use and how to manage your preferences are set out in the Cookies Policy.

13. Third-Party Links and Resources

The Website may contain hyperlinks to websites, resources, and services operated by third parties, including but not limited to NHS organisations, healthcare regulatory bodies, and professional organisations.

13.1 No Endorsement

The inclusion of any third-party link on the Website does not imply endorsement, sponsorship, or recommendation by Virtual Pharmacist Ltd of that third party or the content, products, or services available on that third-party website.

13.2 No Responsibility

The Company has no control over the content, availability, or practices of third-party websites and accepts no responsibility or liability for the content, accuracy, or opinions expressed on third-party websites; the privacy practices or data protection policies of third-party websites; the availability or functionality of third-party websites; or any loss or damage arising from your use of third-party websites.

13.3 Third-Party Terms

The Company recommends that you review the terms and conditions and privacy policies of any third-party websites before providing any personal information or engaging with their content or services.

14. Limitation of Liability

14.1 General Limitation

To the fullest extent permitted by law, Virtual Pharmacist Ltd, its directors, employees, agents, and affiliates shall not be liable to you for any indirect, incidental, special, consequential, or punitive damages, including without limitation loss of profits, revenue, business, or anticipated savings; loss of data or information; loss of goodwill or reputation; business interruption; any loss or damage arising from your reliance on any content published on the Website; or any loss or damage arising from any interruption or cessation of transmission to or from the Website.

14.2 Exclusions

Nothing in these Terms and Conditions shall exclude or limit the Company’s liability for death or personal injury caused by its negligence or the negligence of its employees, agents, or subcontractors; fraud or fraudulent misrepresentation; or any matter in respect of which it would be unlawful to exclude or restrict liability.

14.3 Clinical Services Liability

The limitation of liability set out in this section relates solely to the use of the Website. Separate liability arrangements apply to the provision of clinical Services under the terms of individual service agreements entered into between the Company and its Clients. In the event of any conflict between the liability provisions in these Terms and Conditions and those in a service agreement, the service agreement shall prevail.

15. Indemnification

You agree to indemnify, defend, and hold harmless Virtual Pharmacist Ltd, its directors, officers, employees, agents, and affiliates from and against any and all claims, liabilities, damages, losses, costs, and expenses (including reasonable legal fees) arising out of or in connection with your use of or access to the Website, your breach of any provision of these Terms and Conditions, your violation of any applicable law or regulation, any content or material you submit to the Website, or your infringement of any intellectual property or other right of any person or entity.

16. Force Majeure

Neither Virtual Pharmacist Ltd nor any user shall be liable for any failure or delay in performing obligations under these Terms and Conditions where such failure or delay results from circumstances beyond the reasonable control of the affected party. Such circumstances include but are not limited to acts of God, natural disasters, epidemics, or pandemics; war, terrorism, civil unrest, or armed conflict; government actions, sanctions, embargoes, or regulatory changes; telecommunications failures, internet service provider failures, or power outages; NHS system outages, including outages affecting EMIS, SystmOne, or NHSmail; cyberattacks including denial-of-service attacks or ransomware; and industrial action, strikes, or lock-outs.

The affected party shall use reasonable endeavours to mitigate the effect of any force majeure event and shall resume performance of its obligations as soon as reasonably practicable after the force majeure event ceases.

17. Severability

If any provision of these Terms and Conditions is found by any court or administrative body of competent jurisdiction to be invalid, unenforceable, or illegal, the remaining provisions shall continue in full force and effect. The invalid, unenforceable, or illegal provision shall be deemed modified to the minimum extent necessary to make it valid, enforceable, and legal. If such modification is not possible, the relevant provision shall be deemed deleted without affecting the validity and enforceability of the remaining provisions.

18. Waiver

No failure or delay by Virtual Pharmacist Ltd in exercising any right or remedy provided under these Terms and Conditions or by law shall constitute a waiver of that or any other right or remedy, nor shall it prevent or restrict the further exercise of that or any other right or remedy. No single or partial exercise of any right or remedy shall prevent or restrict the further exercise of that or any other right or remedy.

19. Relationship to Service Contracts

These Terms and Conditions govern your use of the Website only. They do not govern or apply to the provision of clinical pharmacy Services by Virtual Pharmacist Ltd to its Clients. The provision of clinical pharmacy Services to NHS organisations is governed by separate service agreements entered into directly between the Company and each Client.

Such service agreements contain their own terms and conditions, including but not limited to provisions relating to service scope, clinical governance, data protection, liability, indemnity, and termination. In the event of any conflict or inconsistency between the provisions of these Terms and Conditions and the provisions of a service agreement between the Company and a Client, the provisions of the service agreement shall prevail to the extent of such conflict or inconsistency.

20. Governing Law and Dispute Resolution

20.1 Governing Law

These Terms and Conditions, their subject matter, and their formation (including any non-contractual disputes or claims) are governed by and construed in accordance with the laws of England and Wales.

20.2 Jurisdiction

The courts of England and Wales shall have exclusive jurisdiction to settle any dispute or claim arising out of or in connection with these Terms and Conditions, their subject matter, or their formation (including non-contractual disputes or claims).

20.3 Dispute Resolution

The Company encourages all users to attempt to resolve any dispute or complaint through dialogue and good faith negotiation before commencing formal legal proceedings. In the first instance, please contact the Company using the details set out in Section 23, and the Company will endeavour to resolve the matter promptly and amicably.

21. Changes to These Terms

The Company reserves the right to revise, amend, or update these Terms and Conditions at any time at its sole discretion. Any material changes will be reflected on the Website. Continued use of the Website following the publication of revised Terms and Conditions constitutes acceptance of those revised terms. If you do not agree to the revised Terms and Conditions, you must stop using the Website.

22. Accessibility

Virtual Pharmacist Ltd is committed to ensuring that the Website is accessible to all users, including those with disabilities. The Company aims to comply with the Web Content Accessibility Guidelines (WCAG) 2.1 at Level AA. If you experience any difficulty accessing any part of the Website, or if you have any suggestions for improving accessibility, please contact the Company using the details set out in Section 23.

23. Contact Information

If you have any questions, concerns, or complaints about these Terms and Conditions or the Website, please contact:

Virtual Pharmacist Ltd Company Number: 13258094 Registered Office: Queen Street Chambers, 68 Queen Street, Sheffield, South Yorkshire, S1 1WR Operating Address: Bramwell Road, Allerton Bywater, Castleford, WF10 2GQ Email: [email protected] Telephone: 0113 871 5065 ICO Registration: ZB127110 DSPT ODS Code: S6I6X