The Academy Clinic Booking T&CS
Date: 31.07.2026 | Version: 3
Contents
- Introduction
- Definitions
- Booking and Contract Formation
- Consultations and Appointments
- Eligibility and Age Restrictions
- Fees, Deposits and Payment
- Cancellations, Rescheduling and Non-Attendance
- Treatment Suitability and Consent
- Patient Information and Responsibilities
- Aftercare and Follow-up
- Treatment Outcomes and Risks
- Clinic Cancellation and Events Outside Our Control
- Refunds
- Liability
- Payment Processing and Personal Data
- Complaints
- General Provisions
- Governing Law and Jurisdiction
- Contact Details
1. Introduction
These Booking Terms and Conditions apply when you book or receive a consultation, assessment, treatment, procedure or related service from The Academy Clinic.
Please read these Terms before making a booking. They explain how appointments are confirmed, how fees and cancellations are handled and the responsibilities of both you and The Academy Clinic.
A contract is formed when we confirm your appointment or when you attend the appointment, whichever occurs first.
Additional treatment-specific consent forms, aftercare instructions, promotional terms or package terms may also apply. Where there is a conflict, the treatment-specific document will apply to the clinical aspects of the relevant treatment, and these Booking Terms will apply to booking, payment and cancellation matters unless stated otherwise.
Nothing in these Terms guarantees that a particular treatment will be offered. All Clinic Services remain subject to clinical suitability, availability and the professional judgment of the Treating Practitioner.
2. Definitions
In these Terms:
Aftercare Instructions means any oral or written instructions provided following an assessment, treatment or procedure.
Appointment Fee means the fee charged for a consultation, assessment, treatment, procedure or other booked service.
Booking means a request for an appointment that has been accepted and confirmed by us.
Clinic Services means consultations, assessments, advice, treatments, procedures, aftercare and related services provided by or on behalf of The Academy Clinic.
Deposit means any amount required in advance to secure an appointment.
Treating Practitioner means the healthcare professional or practitioner responsible for assessing you or providing treatment, advice or care.
We, Us, Our and The Academy Clinic mean The Academy Clinic, 5th Floor, Jasper House, 4–6 Copthall Avenue, London, EC2R 7DA.
You and Your mean the person making the Booking or receiving the Clinic Services.
3. Booking and Contract Formation
3.1 A request for an appointment does not create a Booking until we have confirmed it.
3.2 We may require you to provide personal, medical, payment or identity information before confirming an appointment.
3.3 You are responsible for ensuring that all Booking information you provide is complete and accurate.
3.4 We may refuse a Booking where:
a. the requested service is unavailable;
b. the requested service is outside our scope;
c. a suitable Treating Practitioner is unavailable;
d. there are clinical, safeguarding, legal or regulatory concerns;
e. you have not provided required information or payment; or
f. it would otherwise be unsafe or inappropriate to accept the Booking.
3.5 Prices and availability shown on the Website or communicated before confirmation are subject to change until the Booking is confirmed.
3.6 Where a pricing error is obvious and could reasonably have been recognised as an error, we may cancel the Booking and refund any amount paid.
4. Consultations and Appointments
4.1 Arrival
You should arrive at the time stated in your Booking confirmation or, where requested, up to 10 minutes before the scheduled appointment to allow time for registration, consultation or completion of required forms.
4.2 Late arrival
If you arrive late, we may:
a. shorten the consultation or treatment;
b. offer an alternative service where clinically appropriate;
c. reschedule the appointment; or
d. treat the appointment as a late cancellation or non-attendance where there is insufficient time to proceed safely.
We will not shorten any treatment where doing so would be clinically unsafe.
If you arrive more than 15 minutes late, we may be unable to provide the booked service. Any Deposit or Appointment Fee will be handled in accordance with section 7.
4.3 Preparation
We may give you preparation instructions before your appointment. You must follow all reasonable instructions relating to medication, skincare, sun exposure, alcohol, food, previous treatment or other relevant matters.
If you do not follow those instructions, we may postpone or cancel the treatment where proceeding would be unsafe or could affect the outcome.
4.4 Children and dependants
You should not bring children or dependants into a treatment room unless we have agreed this in advance.
Where a child or dependant accompanies you, another responsible adult must normally attend to supervise them. Children and dependants must not be left unattended.
We may postpone or cancel an appointment if adequate supervision is not available or if proceeding would create a safety, safeguarding or clinical concern.
4.5 Practitioner availability
We will try to provide the practitioner requested at the time of Booking, but we cannot guarantee the availability of a particular practitioner.
Where reasonably necessary, we may offer another suitably qualified practitioner or an alternative appointment.
You may choose not to proceed with a replacement practitioner. Where this occurs because the requested practitioner is unavailable, any refund or rescheduling will be handled under sections 12 and 13.
4.6 Appointment timing
Appointment times are estimates. Clinical needs, emergencies or treatment complexity may result in delays.
We will take reasonable steps to minimise delays and notify you where a significant delay is expected.
5. Eligibility and Age Restrictions
5.1 You must meet the legal, clinical and policy requirements applicable to the relevant treatment.
5.2 We do not provide botulinum toxin or dermal filler treatments for cosmetic purposes to anyone under 18.
5.3 The Academy Clinic may apply a higher minimum age to certain treatments as a matter of clinical policy.
5.4 Injectable treatments are ordinarily available only to persons aged 21 or over, in accordance with The Academy Clinic’s clinical policy. We may make exceptions only where lawful, clinically appropriate and approved under our governance procedures.
5.5 Skin treatments are normally available only to persons aged 18 or over unless:
a. the treatment is lawful for a younger person;
b. it is clinically appropriate;
c. appropriate consent has been obtained; and
d. the treatment is permitted under our safeguarding and clinical policies.
5.6 We may request satisfactory proof of age and identity.
5.7 Meeting the minimum age does not mean that a person is suitable for treatment. Suitability will be assessed separately by the Treating Practitioner.
6. Fees, Deposits and Payment
6.1 Prices
The price payable will be the price confirmed at the time of Booking, subject to any clearly explained additional services or products agreed with you before they are provided.
6.2 Deposits
We may require a Deposit to secure an appointment. The amount and applicable cancellation conditions will be explained before payment is taken.
A Deposit is a part-payment toward the Appointment Fee and will be deducted from the final amount due.
A Deposit will not automatically be described as non-refundable. Whether it is retained will depend on the circumstances and the cancellation provisions in section 7.
6.3 Balance payments
Unless otherwise agreed, the remaining balance is payable on or before the appointment date.
We may decline to provide a non-emergency service where the agreed payment has not been made.
6.4 Additional treatment
If further or different treatment is recommended, we will explain any additional fees before the additional service is provided.
You will not be required to purchase additional treatment solely because you attended a consultation.
6.5 Payment methods
We accept payment by the methods notified during the Booking process.
6.6 Failed payments
If a payment fails, we may contact you to request an alternative payment method.
We may cancel or suspend the Booking if payment is not received by the required date.
6.7 Interest
Where an undisputed amount remains overdue, we may charge reasonable interest where permitted by law and where the applicable rate was clearly disclosed before the Booking was confirmed.
7. Cancellations, Rescheduling and Non-Attendance
7.1 Cancelling or Rescheduling an Appointment
You may cancel or request to reschedule your appointment by contacting The Academy Clinic using the contact details provided in section 19 of these Terms.
Notice must be received during our normal opening hours. Requests received outside those hours will be treated as received when the clinic next opens.
7.2 Notice Period
Unless different terms were clearly communicated to you before your Booking was confirmed, you must provide at least 72 hours’ notice if you wish to cancel or reschedule your appointment without incurring a cancellation charge.
7.3 Cancellation with at Least 72 Hours’ Notice
Where you provide at least 72 hours’ notice before your appointment:
any Deposit paid will be transferred to a new appointment; or
if you no longer wish to proceed with treatment, your Deposit will be refunded to your original payment method.
7.4 Cancellation with Less than 72 Hours’ Notice
Where you cancel your appointment with less than 72 hours’ notice, we may retain your Deposit or charge a reasonable cancellation fee that reflects the loss directly arising from the late cancellation.
Any cancellation charge will not exceed the amount disclosed to you before your Booking was confirmed.
Where reasonably practicable, we will take steps to minimise our loss, including attempting to offer your appointment to another patient. If we are able to refill the appointment and do not incur a material loss, we may, at our discretion, transfer or refund your Deposit.
7.5 Non-Attendance
If you fail to attend your appointment without giving prior notice, we may retain your Deposit or charge the agreed non-attendance fee that was disclosed before your Booking was confirmed.
Where you have authorised us to retain your payment details for this purpose, any non-attendance fee will be charged in accordance with the payment authorisation you provided at the time of Booking.
7.6 Clinic Cancellation or Rescheduling
We may occasionally need to cancel or reschedule an appointment due to practitioner illness, emergencies, equipment failure, clinical considerations or other circumstances beyond our reasonable control.
Where this happens, we will contact you as soon as reasonably practicable using the contact details you have provided.
You may choose to:
transfer your Booking to the next available suitable appointment;
transfer any payment made to another Clinic Service; or
receive a full refund of any amount paid for the cancelled appointment.
We are not responsible for indirect losses arising from the cancellation of an appointment, such as travel costs, accommodation, childcare expenses or loss of earnings, except where liability cannot lawfully be excluded.
7.7 Exceptional Circumstances
We understand that genuine emergencies can arise. Where you are unable to attend because of serious illness, bereavement or another exceptional circumstance beyond your reasonable control, we may waive or reduce any cancellation or non-attendance charge at our discretion. We may request reasonable supporting information where appropriate.
7.8 Repeated Late Cancellations or Non-Attendance
Where there is a repeated pattern of late cancellations or non-attendance, we reserve the right to require full payment in advance for future appointments or, where appropriate, to decline future Bookings.
8. Treatment Suitability and Consent
8.1 A consultation and relevant medical assessment must take place before treatment.
8.2 The Treating Practitioner will determine whether treatment is clinically appropriate, taking account of your medical history, examination, expectations, treatment history and any other relevant information.
8.3 We may refuse, defer or modify a treatment where the Treating Practitioner considers that:
a. it would be unsafe or inappropriate;
b. the expected benefit does not justify the risk;
c. your expectations cannot reasonably be met;
d. further information, testing or medical advice is required;
e. a cooling-off period is appropriate; or
f. another provider or specialist would be more appropriate.
8.4 Before treatment, you will be given appropriate information about:
a. the nature and purpose of the treatment;
b. material risks and possible complications;
c. expected benefits and likely outcomes;
d. reasonable alternatives, including no treatment;
e. likely recovery and aftercare;
f. possible need for staged or further treatment; and
g. relevant fees.
8.5 You will have an opportunity to ask questions and consider the information provided.
8.6 You may withdraw consent at any time before the treatment is carried out.
8.7 Treatment-specific consent forms supplement these Terms and must be completed where required.
8.8 Your decision not to proceed with a recommended treatment will be respected and will not affect your right to receive appropriate information or seek care elsewhere.
9. Patient Information and Responsibilities
9.1 You must complete all consultation and medical-history forms accurately and honestly.
9.2 You must tell the Treating Practitioner about:
a. current and previous medical conditions;
b. allergies and previous adverse reactions;
c. prescribed, non-prescribed and recreational drugs;
d. pregnancy or breastfeeding where relevant;
e. previous aesthetic, surgical or dental procedures;
f. products previously injected or implanted; and
g. any change in your health before treatment.
9.3 You must update us promptly if information previously supplied becomes inaccurate or incomplete.
9.4 We may postpone or refuse treatment where relevant information has not been provided.
9.5 You should not deliberately withhold information that could affect your safety or treatment outcome.
9.6 If incomplete or inaccurate information contributes to an adverse result, this may affect the extent to which we are responsible for that result, but it does not exclude liability for our own negligence.
10. Aftercare and Follow-up
10.1 We will provide appropriate Aftercare Instructions following treatment.
10.2 You must follow all reasonable Aftercare Instructions, including instructions relating to medicines, activities, skincare, review appointments and symptoms requiring urgent attention.
10.3 You must contact us promptly if you experience:
a. an unexpected or worsening reaction;
b. severe or increasing pain;
c. changes in skin colour;
d. visual disturbance;
e. difficulty swallowing or breathing;
f. signs of infection; or
g. any symptom identified as requiring urgent review.
10.4 If symptoms may amount to an emergency, call 999 or attend an accident and emergency department. Do not wait for an email or routine clinic response.
10.5 Follow-up appointments are not automatically included unless this was confirmed as part of the relevant treatment.
10.6 Further treatment may involve an additional charge. Any charge will be explained before the further treatment is provided.
10.7 Failure to follow Aftercare Instructions may affect your treatment outcome. This does not exclude liability for any negligent act or omission by us.
11. Treatment Outcomes and Risks
11.1 All medical and aesthetic treatments involve risks. The nature and significance of those risks differ between patients and treatments.
11.2 Treatment results vary between individuals. No specific result, duration or degree of improvement can be guaranteed.
11.3 The Treating Practitioner will explain the material risks and reasonably foreseeable complications relevant to the treatment proposed for you.
11.4 Treatment-specific risks, including risks associated with botulinum toxin, dermal fillers, prescription medicines, devices and skin treatments, will be set out in the applicable consultation and consent materials.
11.5 Possible risks may include pain, redness, swelling, tenderness, bruising, infection, allergic reaction, asymmetry, unsatisfactory cosmetic result, temporary or permanent tissue injury and the need for further treatment. This is not an exhaustive list and the risks relevant to you will be explained separately.
11.6 Some treatments may require more than one session and results may be temporary.
11.7 Duration estimates are indicative only and may be affected by the product used, treatment area, dose, technique, metabolism, lifestyle, medical factors and individual response.
11.8 A known or explained risk occurring does not by itself mean that the treatment was carried out negligently. Equally, explaining a risk does not remove our responsibility to provide Clinic Services with reasonable care and skill.
11.9 Product-specific risk information must be maintained in the current consent forms and patient-information materials rather than in these general Booking Terms.
12. Clinic Cancellation and Events Outside Our Control
12.1 We may cancel, postpone or reschedule an appointment because of:
a. practitioner illness or unavailability;
b. equipment failure;
c. supply or product issues;
d. clinical or patient-safety concerns;
e. severe weather, transport disruption or utility failure;
f. public-health restrictions;
g. emergencies; or
h. another event outside our reasonable control.
12.2 We will contact you as soon as reasonably practicable using the details provided at Booking.
12.3 Where we cancel an appointment, you may choose:
a. a replacement appointment;
b. transfer of the amount paid to another suitable Clinic Service; or
c. a refund of the amount paid for the cancelled service.
12.4 We are not responsible for reasonably foreseeable travel, accommodation, childcare, loss of earnings or other indirect costs arising from a cancellation, except where the cancellation resulted from our negligence or where liability cannot lawfully be excluded.
12.5 Nothing in this section affects your statutory rights.
13. Refunds
13.1 You are entitled to receive Clinic Services with reasonable care and skill and as described.
13.2 Nothing in these Terms affects any statutory right to a repeat service, price reduction, refund or other remedy where Clinic Services do not comply with applicable consumer law.
13.3 A refund will not usually be available solely because:
a. you change your mind after a service has been fully provided;
b. the outcome differs from your personal preference where the service was provided with reasonable care and skill;
c. a known risk occurs without negligence; or
d. the duration of a result is shorter or longer than an estimate.
13.4 Where treatment cannot proceed on clinical grounds:
a. a fee for a consultation or assessment that has already taken place may remain payable;
b. payment for treatment not provided will normally be refunded; and
c. any deduction or retained fee must reflect a service actually provided or a reasonable loss arising under the cancellation terms.
13.5 We may offer a review, corrective treatment, alternative service, partial refund or full refund depending on the circumstances and your legal rights.
14. Liability
14.1 Nothing in these Terms limits or excludes liability for:
a. death or personal injury caused by negligence;
b. fraud or fraudulent misrepresentation;
c. breach of your statutory consumer rights; or
d. any other liability that cannot lawfully be limited or excluded.
14.2 We will provide Clinic Services with reasonable care and skill.
14.3 We are responsible for loss or damage that is a reasonably foreseeable result of our breach of contract or negligence.
14.4 We are not responsible for loss or damage to the extent that it results from:
a. incomplete, inaccurate or misleading information provided by you;
b. your failure to follow reasonable Aftercare Instructions;
c. treatment provided by another practitioner or organisation;
d. your delay in seeking appropriate medical advice; or
e. an event outside our reasonable control,
except to the extent that our own negligence or breach also caused or contributed to the loss.
14.5 As Clinic Services are supplied to you as a consumer, we are not responsible for business losses, including loss of profit, revenue, business opportunity or anticipated savings.
14.6 Subject to applicable law, our total liability for any loss or damage arising out of or in connection with these Terms, whether in contract, tort (including negligence), breach of statutory duty or otherwise, shall be limited to the amount of the fees paid by you for the specific Clinic Services to which the claim relates. Nothing in this clause limits or excludes our liability for death or personal injury caused by our negligence, fraud or fraudulent misrepresentation, or any other liability which cannot be excluded or limited by applicable law.
14.7 Nothing in these Terms prevents you from making a complaint, bringing a legal claim or referring a matter to an applicable regulator or redress scheme.
15. Payment Processing and Personal Data
15.1 Payments may be processed by Adyen or another approved payment provider.
15.2 The payment provider may collect and process payment-card and transaction information under its own privacy notice and terms.
15.3 We do not ordinarily store full payment-card details, although we may retain transaction references, payment status and related records for accounting, complaints, fraud prevention and legal compliance.
15.4 Where you authorise a card to be retained or used for a later cancellation or non-attendance fee, the amount and circumstances in which it may be charged must be explained before authorisation is given.
15.5 Personal Data is handled in accordance with The Academy Clinic Privacy Policy.
15.6 The current Adyen privacy notice can be found here: Adyen privacy notice
16. Complaints
16.1 We welcome feedback and will investigate concerns fairly and promptly.
16.2 Complaints should be sent to:
Email: info@theacademyclinic.co.uk
Post: The Academy Clinic, 5th Floor, Jasper House, 4–6 Copthall Avenue, London, EC2R 7DA
16.3 Please provide your name, contact details, appointment date, practitioner where known and a description of the concern.
16.4 Complaints will be handled under our Complaints Policy.
16.5 Where applicable, you may be entitled to refer an unresolved complaint to the Cosmetic Redress Scheme or another relevant regulator, professional body or redress provider.
16.6 Nothing in the complaints procedure affects your statutory or legal rights.
17. General Provisions
17.1 If we delay in enforcing these Terms, that does not mean that we have waived our rights.
17.2 If any provision is found to be invalid or unenforceable, the remaining provisions will continue in effect.
17.3 These Terms, together with the Booking confirmation and any applicable treatment-specific consent form, form the agreement relating to the Booking.
17.4 No person other than you and The Academy Clinic has a right to enforce these Terms under the Contracts (Rights of Third Parties) Act 1999.
17.5 We may update these Terms prospectively. The terms in force when your Booking is confirmed will normally apply to that Booking unless a change is required by law, regulation, professional guidance or patient safety, or you agree otherwise.
18. Governing Law and Jurisdiction
18.1 These Terms are governed by English law.
18.2 If you live in England or Wales, the courts of England and Wales will have jurisdiction.
18.3 If you live in Scotland, Northern Ireland or another jurisdiction, this does not affect any mandatory right you may have to bring proceedings in the courts of the jurisdiction in which you live.
19. Contact Details
For Bookings, cancellations and general enquiries:
Email: info@theacademyclinic.co.uk
For privacy enquiries:
Email: privacy@theacademyclinic.co.uk
Postal address:
The Academy Clinic
5th Floor, Jasper House
4–6 Copthall Avenue
London
EC2R 7DA
These contact details are not monitored for emergencies. If you believe that you are experiencing a medical emergency, call 999 or attend the nearest accident and emergency department.
