Terms and Conditions

OH Specialists Hub Ltd

Version 1.1 · September 2026 · Replaces Version 1.0 (April 2026) · Governing law: England and Wales

Effective date: 28 September 2026 for accounts created on or after that date; 12 October 2026 for accounts created before it.

1. About Us

OH Specialists Hub Ltd (“OH Specialists Hub”, “we”, “us”, “our”) is a private limited company registered in England and Wales, company number 17230362, providing occupational health services and the OH Advisor Pro software.

Registered office: 4 Haughton Road, Darlington, DL1 1SS

Director and lead clinician: Craig Page RGN DipOH, registered with the Nursing and Midwifery Council (NMC)

Contact: support@ohspecialistshub.co.uk

ICO Registration: ZC115930

These Terms and Conditions (“Terms”) govern your use of our services. By accessing the Clinical Platform, creating an OH Advisor Pro account, or purchasing any service from us, you agree to be bound by these Terms. Please read them carefully before proceeding.

2. Definitions

In these Terms:

• “Clinical Platform” means the OH Specialists Hub referral, case management and clinical services platform at clinic.ohspecialistshub.co.uk
• “OH Advisor Pro” means our AI-powered occupational health advisory subscription service, available at ohadvisor.pro, in two versions: OH Advisor HR and OH Advisor Clinical
• “Susan” means the AI advisor within OH Advisor Pro and the Clinical Platform
• “Question” means a single question or instruction to which Susan returns an answer
• “Manager” or “Referrer” means an employer or HR professional who uses the Clinical Platform to refer employees for occupational health assessment
• “Employee” or “Patient” means the individual referred for or undergoing occupational health assessment
• “Subscriber” means an individual or organisation holding a free or paid OH Advisor Pro account
• “Practitioner” means Craig Page RGN DipOH, the treating occupational health clinician providing clinical services on behalf of OH Specialists Hub
• “Appointment” means a booked occupational health consultation between the Practitioner and an Employee
• “DNA” means Did Not Attend — an Appointment the Employee fails to attend without giving 48 hours’ prior notice
• “Stripe” means Stripe, our third-party payment processor
• “DPA” means the Data Processing Agreement that Managers accept when they first sign in, in accordance with UK GDPR Article 28

3. Clinical Platform — Access and Eligibility

3.1 Manager Accounts

Access to the Clinical Platform is by invitation, or by an account request approved by us. To complete registration, Managers must:

• Accept the Data Processing Agreement (DPA) in accordance with UK GDPR Article 28
• Provide accurate company and contact information
• Await account approval before accessing platform features, where approval is required

Manager accounts are granted to the named individual and organisation only. Credentials must not be shared. Every sign-in requires a one-time code sent to the registered email address.

3.2 Employee Consent

Before an occupational health assessment can proceed, the Employee must give digital consent through the platform’s consent process. Consent is timestamped and audit-logged in accordance with UK GDPR Article 9. No clinical assessment takes place without valid consent on record.

3.3 Appropriate Use

Managers must only refer employees for legitimate occupational health purposes. The platform must not be used to:

• Refer individuals for purposes unconnected with employment or occupational health
• Enter false, misleading or fabricated referral information
• Attempt to access clinical data, notes or reports relating to other organisations
• Circumvent the consent process or pressurise employees to consent

4. Clinical Services — Pricing and Payment

4.1 Service Fees

The following fees apply at the time of booking. OH Specialists Hub Ltd is not currently registered for VAT, so no VAT is charged.

Prices may change. Any change will be communicated to registered Managers at least 14 days in advance and will not affect appointments already booked and paid.

4.2 Payment

Payment is taken at the time of booking through Stripe. We accept major debit and credit cards. Managers may save a card to their account for future bookings. No card data is stored on our servers — payment data is held by Stripe in accordance with PCI DSS Level 1 standards.

A booking is not confirmed until payment has been processed and a confirmation has been issued. If payment fails, the diary slot is not reserved.

5. Clinical Services — Cancellations, Rescheduling and Refunds

5.1 Cancellation by the Manager

Cancellations must be made through the platform or by emailing support@ohspecialistshub.co.uk. The time of cancellation is the time the notification is received by us, not the time it was sent.

5.2 Did Not Attend (DNA)

If an Employee fails to attend a booked appointment without giving at least 48 hours’ notice to the Manager or Practitioner, the appointment is recorded as a DNA. In that case:

• The full appointment fee is forfeited and no refund is issued
• The DNA status is recorded on the case within the platform
• A DNA OH report may be issued by the Practitioner where appropriate
• The Manager is responsible for making sure the Employee knows about and attends their appointment

We recognise that genuine emergencies happen. Requests for exceptional consideration of a DNA refund may be sent to support@ohspecialistshub.co.uk and will be assessed at our discretion. We are under no obligation to grant them.

5.3 Rescheduling by the Manager

• Rescheduling requests must be made at least 48 hours before the original appointment time, by emailing support@ohspecialistshub.co.uk
• Where a valid request is made within this window, the original payment transfers in full to the new appointment — no extra charge applies
• Requests made less than 48 hours before the appointment cannot be accommodated, and the fee is forfeited as in Section 5.1
• Rescheduling is subject to diary availability and is at the Practitioner’s discretion
• One reschedule is permitted per booking. Further requests are treated as a cancellation and new booking

5.4 Cancellation by OH Specialists Hub

We may cancel an appointment in exceptional circumstances, including practitioner illness, bereavement or events outside our control. In that case the Manager will be told as soon as reasonably practicable and offered a full refund or a rescheduled appointment, at their choice. Our liability for a cancelled appointment is limited to refunding the appointment fee.

6. OH Advisor Pro — Subscription Terms

6.1 Product Description

OH Advisor Pro is our AI-powered occupational health advisory service, separate from the Clinical Platform. It is available in two versions:

• OH Advisor HR — for HR managers, line managers and recruiters
• OH Advisor Clinical — for qualified occupational health practitioners

OH Advisor Pro provides informational AI-powered guidance only. It does not constitute clinical advice, a clinical opinion or an occupational health assessment, and is not a substitute for a qualified occupational health professional. Users are solely responsible for decisions made on the basis of its content.

6.2 Plans

On free plans, each Question that Susan answers counts as one. A Question that fails because of a technical problem on our side does not count. Allowances reset on the first day of each calendar month, and unused Questions do not roll over. When a free allowance is used up, further Questions are declined until the allowance resets or you upgrade.

6.3 Subscription Billing

Paid subscriptions are billed monthly in advance on a rolling basis through Stripe. By providing payment details and upgrading, you authorise us to charge your payment method every month until the subscription is cancelled.

Your first payment is taken immediately on upgrade, and later payments on the same date each month. If a payment fails, paid features are suspended until payment is collected or the subscription is cancelled.

6.4 Cancelling a Paid Subscription

You may cancel at any time in the My Account section of the subscriber portal, which gives access to the Stripe Customer Portal.

• Cancellation takes effect at the end of the current billing period — you keep paid access until then
• No partial refunds are given for unused days in a billing period, except under the statutory right to cancel (Section 6.5)
• On cancellation, your account moves to the matching free plan (10 Questions per month) — your account is not deleted
• Free accounts may be closed at any time by emailing support@ohspecialistshub.co.uk

6.5 Statutory Right to Cancel (Consumers)

If you are a consumer (buying for personal use rather than in the course of a business), you have a statutory right to cancel a paid subscription within 14 days of it starting, under the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013.

By subscribing and using OH Advisor Pro, you ask us to start providing the digital service immediately, and you acknowledge that:

• You lose your right to cancel once the digital service has been fully performed
• If you cancel within the 14 days having already used the service, we may deduct a proportionate amount for the service provided
• If you have not used the service at all within the 14 days, you are entitled to a full refund

To cancel within the cooling-off period, email support@ohspecialistshub.co.uk with the subject “Statutory Cancellation — OH Advisor Pro”. We will process your request within 14 days and refund any amount due to your original payment method. This right applies to consumers only; business subscribers are subject to Section 6.4.

6.6 Price Changes

We may change OH Advisor Pro subscription prices. Existing paid subscribers will receive at least 30 days’ written notice of any price increase by email. If you do not wish to continue at the new price, you may cancel before it takes effect without penalty. Continuing to use the paid service after the effective date means you accept the new price.

6.7 Using Susan: Your Information and Stored Questions

OH Advisor HR. Keep Questions anonymous. Do not enter employee names, dates of birth, NI or NHS numbers or other identifiers, or detailed medical information about an identifiable employee.

OH Advisor Clinical. Qualified practitioners may include case-specific clinical information about their own clients or patients where it is needed for the Question. If you do:

• You are the controller of that information and are responsible for having a lawful basis to use it, for telling your clients or patients that you use AI-assisted tools, and for including only what the Question needs
• We process that information on your behalf and on your instructions, solely to provide Susan’s answer; we keep it confidential, protect it with the security measures described in our Privacy Policy, use only the sub-processors listed there (which you authorise), help you respond to data subject requests, notify you without undue delay of any personal data breach affecting it, and give you the information you reasonably need to show compliance
• Clinical judgement, and professional responsibility for any use of Susan’s output, remain with you

Stored Questions (both versions). You agree that we store the text of your Questions, encrypted, for 90 days, after which they are deleted automatically. We do this as a controller in our own right, for the limited purpose of checking the accuracy and safety of Susan’s answers and improving our knowledge base and guidance. Stored Questions can be read only by our lead clinician, a registered nurse bound by professional confidentiality; every access is recorded in our audit log. They are never shared with employers or other parties, never used for marketing, and never used to train AI models. We also keep a record of each Question answered (account, product and time, without the Question text) for 12 months. You may ask us to delete your stored Questions at any time by emailing dpa@ohspecialistshub.co.uk. Full details are in our Privacy Policy.

7. AI Disclaimer

Susan is an AI-powered tool, not a regulated medical device or clinical service. The following limitations apply:

• AI-generated responses are informational only and do not constitute clinical advice, a clinical opinion, a diagnosis or an occupational health assessment
• Susan cannot and does not replace a qualified occupational health professional
• Susan’s output should not be relied on as the sole basis for employment or health-related decisions
• We do not accept liability for decisions made in reliance on Susan’s output without independent professional verification
• OH Advisor Clinical assists qualified clinicians only — professional responsibility for all report content and clinical judgement rests with the clinician
• AI responses may contain errors, omissions or outdated information. Always apply professional judgement

How Susan works, and her limitations, are explained in our AI Transparency Note at ohadvisor.pro/ai-transparency.html.

8. Data Protection

OH Specialists Hub processes personal data in accordance with UK GDPR and the Data Protection Act 2018. Our Privacy Policy, which forms part of these Terms, is available at ohadvisor.pro/privacy.html, and our Cookie Policy at ohadvisor.pro/cookies.html. Managers using the Clinical Platform must accept a Data Processing Agreement before accessing it. For Clinical subscribers who include their own clients’ information, Section 6.7 sets out how we process it.

For questions about your data rights, or to exercise any right under UK GDPR, contact our Data Protection Officer at dpa@ohspecialistshub.co.uk.

9. Intellectual Property

All content, software, design and materials on the Clinical Platform and ohadvisor.pro — including text, graphics, logos and AI knowledge bases — are the intellectual property of OH Specialists Hub or its licensors and are protected by copyright and other intellectual property laws. You may not copy, reproduce, distribute or create derivative works from any part of our platforms without our prior written consent, except as these Terms or the law expressly permit.

OH reports and fitness certificates produced through the Clinical Platform are provided to inform employment-related decisions only and must not be reproduced, published or distributed beyond that purpose without the Practitioner’s written consent.

9.1 OH Advisor Pro — Brand and Name

“OH Advisor Pro”, “OH Advisor HR” and “OH Advisor Clinical” are proprietary product names of OH Specialists Hub. You may not use, register or apply to register these names, or any confusingly similar name, as a trade mark, company name, domain name or product name without our prior written consent. Any goodwill generated through use of these names belongs to OH Specialists Hub.

9.2 Proprietary Knowledge Base

The OH Advisor knowledge base — including its occupational health guidance content, question and answer frameworks, clinical scenario libraries, legislative and regulatory reference material, and all data ingested and indexed within the platform — is proprietary to OH Specialists Hub and a valuable confidential asset (the “Knowledge Base”).

Subscribers and users are granted a limited, non-exclusive, non-transferable licence to access Knowledge Base content solely through the OH Advisor interface, for their own internal occupational health guidance purposes. You must not:

• Systematically extract, scrape, copy or reproduce Knowledge Base content by automated or manual means
• Attempt to reconstruct, reverse-engineer or replicate the Knowledge Base or any substantial part of it
• Use Knowledge Base content to train, fine-tune or develop any competing AI model or product
• Redistribute, publish, sublicense or commercialise Knowledge Base content in any form

Unauthorised extraction or use of the Knowledge Base may infringe copyright and/or database rights under the Copyright, Designs and Patents Act 1988 and the Copyright and Rights in Databases Regulations 1997, and we reserve all rights to seek injunctive relief and damages.

9.3 Proprietary Task Editor

The Task Editor is a proprietary feature of OH Advisor Pro that helps users build structured queries and triage workflows for Susan. The Task Editor — including its interface design, underlying prompt architecture, workflow logic, configuration and any templates we create — is our exclusive intellectual property (the “Task Editor IP”).

Your licence to use the Task Editor is limited to building and running queries and workflows for your own occupational health practice within OH Advisor Pro. You must not copy, reproduce or distribute the Task Editor or our templates, replicate its functionality in a competing product, or export its configurations or templates for use elsewhere without our prior written consent. Content you create yourself with the Task Editor remains yours; you grant us a limited licence to process and store it to deliver the service.

10. OH Advisor Pro — Licensing to Third Parties

10.1 Licensing Framework

We offer commercial licences to third-party organisations (“Licensees”) to embed OH Advisor Pro and/or OH Advisor HR within their own websites, portals or platforms — for example occupational health practices, HR software vendors, occupational health networks and employee assistance programme providers. Each licence is granted under a separate written Licence Agreement setting out the fee, scope of use, permitted customisation and any white-label arrangements. If these Terms conflict with a Licence Agreement, the Licence Agreement prevails for the licensed product.

10.2 What the Licence Covers

Subject to the Licence Agreement, a Licensee may embed the product in its own website, client portal or internal platform using the embed component we provide; make it available to its own end users within the agreed scope; and request custom directives (instructions that shape how Susan responds in the Licensee’s context), subject to separate agreement and cost.

10.3 What the Licence Does Not Cover

Unless a Licence Agreement expressly says otherwise, a licence does not allow the Licensee to access, copy, modify or distribute the Knowledge Base (Section 9.2) or the Task Editor (Section 9.3); to sublicense the product; to present it as its own independently developed technology; or to white-label or rebrand it without a separate written white-label arrangement (Section 10.5).

10.4 Build, Maintenance and Control

We keep sole control of the build, architecture, codebase, Knowledge Base content and maintenance of OH Advisor Pro in all licensed deployments, and Licensees may not modify the underlying product. Updates are made at our discretion; where a Licensee has custom directives, we will use reasonable endeavours to give notice of platform changes likely to affect them materially. We retain ownership of the directive framework; ownership of specific instructional content agreed with a Licensee is set out in the Licence Agreement.

10.5 White-Label Arrangements

A Licensee may apply to white-label OH Advisor Pro or OH Advisor HR at an additional cost agreed in the Licence Agreement. The Licensee must not claim ownership of, or present as independently developed, the underlying AI, knowledge base or platform, and its marketing must not misrepresent the underlying technology. We retain all intellectual property rights regardless of branding. White-label rights are non-transferable and end automatically when the Licence Agreement ends.

10.6 API Costs

Licensees are responsible for all costs of their own use of the Anthropic API and must operate under their own Anthropic account and API key. We are not liable for a Licensee’s API costs, rate limits, service interruptions, or changes to Anthropic’s pricing or terms. The licence fee does not include API costs; Licensees should assess their expected usage costs before entering a Licence Agreement.

10.7 Licence Fees and Billing

The monthly licence fee is agreed individually and documented in the Licence Agreement, payable monthly in advance. We may review licence fees on at least 30 days’ written notice; continued use after a fee change takes effect means the Licensee accepts it.

10.8 Termination of Licence

Either party may end a Licence Agreement by notice as it specifies. We may also end a licence immediately for material breach not remedied within 14 days of written notice, non-payment for 30 days or more, insolvency or cessation of the Licensee’s business, or use we reasonably consider harmful, unlawful or damaging to our reputation. On termination, embed access is revoked and the Licensee must remove all references to the product within 14 days. No refund of prepaid fees is due on termination for breach.

10.9 Licensee Obligations

Licensees must make sure their end users’ use of the embedded product complies with applicable law, including UK GDPR. In particular, Licensees must maintain their own privacy and cookie policies covering the embedded product; tell end users that the AI tool provides informational guidance only (Section 7); not permit end users to enter special category health data (UK GDPR Article 9) into OH Advisor HR; and comply with the laws of every territory in which they deploy the product. We accept no liability for a Licensee’s failure to meet these obligations or for claims by its end users arising from its deployment.

11. Limitation of Liability

To the fullest extent permitted by law:

• Our total liability to you for any claim arising from or related to these Terms or our services will not exceed the total amount you paid us in the 12 months before the claim
• We are not liable for indirect, consequential, incidental, special or punitive losses, including loss of profit, loss of data or reputational damage
• We do not exclude or limit liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or for any other liability that cannot be excluded or limited under English law

Nothing in these Terms affects your statutory rights as a consumer.

12. Suspension and Termination of Access

We may suspend or end your access to either or both products, with or without notice, if:

• You breach these Terms
• We reasonably suspect fraudulent, abusive or unlawful activity
• You attempt to circumvent usage limits, access controls or consent mechanisms
• Payment for a paid subscription fails and is not remedied within a reasonable period
• We are required to by law or a regulator

When access ends, your right to use the platform ends immediately. Clinical data is retained for the periods set out in our Privacy Policy and the law. You may ask for a copy of your data before your account is closed by emailing dpa@ohspecialistshub.co.uk.

13. Complaints

If you have a complaint about any of our services, please contact support@ohspecialistshub.co.uk first. We aim to acknowledge complaints within 2 working days and give a full response within 14 working days. If you remain dissatisfied, you may refer a complaint about our data handling to the Information Commissioner’s Office (ico.org.uk). Clinical complaints may be referred to the Nursing and Midwifery Council (nmc.org.uk).

14. Governing Law and Jurisdiction

These Terms are governed by the laws of England and Wales. Disputes arising under or in connection with them are subject to the exclusive jurisdiction of the courts of England and Wales, without prejudice to any mandatory consumer protection rights you have where you live.

15. Changes to These Terms

We may update these Terms from time to time. We will notify registered users of material changes by email, and by notice within the relevant platform, at least 14 days before they take effect. Continuing to use our services after that date means you accept the updated Terms. The current version is always available at ohadvisor.pro/terms.html.

16. Contact Us

OH Specialists Hub Ltd — 4 Haughton Road, Darlington, DL1 1SS

Email: support@ohspecialistshub.co.uk · Data protection: dpa@ohspecialistshub.co.uk

Company number 17230362 · ICO Registration ZC115930