Terms and Conditions

1. Introduction

Welcome to LocumAI. These Terms and Conditions govern access to and use of the LocumAI website, application, dashboards, booking tools, support tools, matching functionality, subscription services, and related services.

By creating an account or using LocumAI, users agree to these Terms and Conditions and any role-specific agreements that apply, including the Clinic Agreement, Locum Agreement, Privacy Policy, Cookie Policy, Compliance Disclaimer and Subscription & Billing Terms.

2. Definitions

“LocumAI”, “we”, “us” or “our” means the operator of the LocumAI platform.

“Platform” means the LocumAI website, web application, dashboards, databases, booking tools, support tools, matching tools, notification tools, and related services.

“Clinic” means a clinic, healthcare provider, private healthcare business, medical practice, dental practice, diagnostic provider, outpatient centre, or other organisation using the Platform to search for or request healthcare professionals.

“Locum” means a healthcare professional, candidate, contractor, worker, clinician, administrator or support professional using the Platform to make themselves available for bookings.

“User” means any clinic, locum, admin user, collaborator, or other person accessing the Platform.

“Booking” means a request, accepted engagement, shift, session or work arrangement made or facilitated through the Platform.

“Compliance Documents” means professional registration evidence, identity documents, right-to-work evidence, DBS information, training certificates, insurance or indemnity documents, occupational health documents, references, or other verification materials.

3. About LocumAI

LocumAI is a digital matching platform that helps clinics find and request bookings from healthcare locums based on profile information, availability, location, rate, compliance status, and matching criteria.

LocumAI is a technology platform and matching service. LocumAI does not provide medical treatment, clinical care, diagnosis, prescribing, patient advice, regulated healthcare services, or clinical supervision.

4. Platform Role and Status

LocumAI acts as an intermediary technology platform between clinics and locums.

Unless expressly agreed in writing, LocumAI is not:

• The employer of any locum.
• The engager of any locum.
• A healthcare provider.
• A clinic.
• A recruitment agency or employment agency.
• A clinical governance body.
• A professional regulator.
• A DBS provider.
• An insurer.
• A payroll provider.
• A tax adviser.
• A supervisor of clinical work.

Clinics and locums are responsible for the separate contractual, clinical, professional, tax, insurance and operational arrangements between them.

5. Account Registration

Users must provide accurate, complete and up-to-date information during registration and throughout use of the Platform.

Users must keep login credentials confidential.

Users must not create accounts using false, misleading or unauthorised information.

Clinics must only register where the person creating the account has authority to act on behalf of that clinic.

Locums must only create a profile for themselves and must not impersonate another professional.

6. Professional Verification Requirements for Locums

Locums must provide truthful, accurate and up-to-date information about:

• Qualifications.
• Professional experience.
• Skills.
• Role or profession.
• UK right to work.
• Professional registration.
• Indemnity or insurance where applicable.
• Training and competency.
• Availability.
• Rates.
• Compliance documents.

Where relevant to the role, locums must hold active registration with the appropriate UK regulator, including but not limited to:

• General Medical Council (GMC).
• Nursing and Midwifery Council (NMC).
• Health and Care Professions Council (HCPC).
• General Dental Council (GDC).
• General Pharmaceutical Council (GPhC).
• General Optical Council (GOC).
• General Osteopathic Council (GOsC).

Locums must immediately update their profile if any registration, right to work, insurance, DBS status, training, certificate or compliance document expires, changes, is suspended, is restricted, or becomes inaccurate.

Locums must not accept bookings for roles they are not qualified, competent, authorised, insured or legally permitted to perform.

7. Clinic Obligations

Clinics must provide accurate and complete information about:

• Clinic identity.
• Registered/trading name.
• Location.
• Booking requirements.
• Role required.
• Shift date and time.
• Duties.
• Skills required.
• Rate offered.
• Working environment.
• Onboarding requirements.
• Supervision arrangements.
• Contact details.
• CQC registration where applicable.
• Any role-specific requirements.

Clinics must comply with all applicable laws, regulations and professional obligations when using the Platform.

Clinics must comply with the Equality Act 2010 when advertising, selecting, booking, rejecting, reviewing or otherwise dealing with locums. Clinics must not discriminate unlawfully on the basis of any protected characteristic.

Clinics remain responsible for:

• Final booking decisions.
• Suitability checks for the specific shift.
• Safe staffing.
• Clinical governance.
• Supervision.
• Patient safety.
• Insurance.
• Safeguarding.
• Health and safety.
• Induction and onboarding.
• Regulatory compliance.
• Worker classification.
• Payroll and tax treatment where applicable.

8. CQC, Safe Recruitment and Regulatory Compliance

Where a clinic is regulated by the Care Quality Commission or another regulator, the clinic remains responsible for meeting all applicable regulatory standards.

Where applicable, clinics must ensure that individuals deployed are suitably qualified, competent, skilled and experienced for the relevant role and clinical environment.

LocumAI may assist by displaying profile information, compliance status, availability and matching indicators, but this does not replace the clinic's own safe recruitment, governance, supervision, onboarding, safeguarding or regulatory obligations.

9. Bookings and Matching

LocumAI may use role, availability, distance, skills, compliance status, rating, reliability, pricing and other criteria to support matching between clinics and locums.

Matching scores, badges, recommendations and ranking are decision-support tools only.

A booking is not guaranteed until accepted through the Platform workflow.

Clinics and locums must review all booking details before acceptance.

LocumAI does not guarantee:

• That a locum is suitable for a specific clinical environment.
• That a clinic will offer work.
• That a booking will be accepted.
• That a booking will be completed.
• That any user will perform to a particular standard.
• That any specific level of income, work volume or staffing cover will be achieved.

10. Compliance Documents and Verification

LocumAI may request, store, review and display status indicators for Compliance Documents.

A “verified” or similar status means only that documents or information have been reviewed according to LocumAI's platform process.

It does not guarantee:

• Fitness to practise.
• Clinical competence.
• Suitability for a specific role.
• Absence of professional restrictions.
• Accuracy of all submitted information.
• Future validity of a document.
• Compliance with every clinic-specific requirement.

Clinics must carry out their own final checks before confirming that a locum is suitable for the relevant booking.

11. DBS Information

Where DBS information or DBS-related evidence is handled, users must ensure that it is used only for lawful suitability, safeguarding and recruitment-related purposes.

DBS information must be treated confidentially, securely, proportionately and only shared with those authorised to receive it.

LocumAI may store limited DBS-related evidence or status information where required for platform verification, subject to applicable data protection requirements and platform policies.

Clinics remain responsible for determining what DBS level is required for a role and whether the locum is suitable for that role.

12. Data Protection

LocumAI will process personal data in accordance with its Privacy Policy and Data Protection & GDPR Notice.

Users must comply with the UK GDPR, Data Protection Act 2018 and all applicable data protection laws when using the Platform.

Users must not upload unnecessary personal data or patient data.

Clinics and locums must not upload patient-identifiable information unless expressly required, lawful and authorised.

Some Compliance Documents may include special category data or sensitive information. LocumAI will restrict access to such data and process it only where necessary for platform verification, compliance support, booking governance, legal obligations or as otherwise permitted by law.

13. Special Category Data

Where health information, occupational health information, professional restriction information, safeguarding information or similar sensitive information is processed, such data must be handled with enhanced protection.

LocumAI will apply appropriate access controls and document visibility restrictions.

Users must not misuse, disclose or copy special category data obtained through the Platform.

14. Confidentiality and Patient Information

Users must respect professional confidentiality obligations and the common law duty of confidentiality.

Users must not upload, disclose, share or misuse confidential patient information through the Platform unless there is a lawful basis and appropriate authority to do so.

Clinics and locums remain responsible for compliance with confidentiality duties, clinical records obligations, Caldicott principles where applicable, and any relevant internal policies.

15. Equality and Non-Discrimination

Users must not use the Platform to discriminate unlawfully, harass, victimise or exclude individuals contrary to the Equality Act 2010.

Clinics must ensure that job details, selection criteria, booking decisions, cancellation decisions and ratings are fair, objective, role-related and non-discriminatory.

LocumAI may suspend accounts or remove content where discriminatory conduct is suspected.

16. Fees, Subscriptions and Billing

Clinic access to booking requests may depend on a subscription plan or usage allowance.

Current plan structure may include:

• Starter: free plan with limited booking requests.
• Clinic: monthly subscription with a defined booking request quota.
• Clinic Plus: monthly subscription with extended or unlimited booking requests.
• Enterprise: custom commercial terms.

Payments may be processed through Stripe.

LocumAI does not store full payment card details.

Subscription, cancellation, failed payment and quota rules are set out in the Subscription & Billing Terms.

17. Ratings and Reviews

Clinics may provide ratings or feedback for completed bookings.

Ratings must be truthful, fair, professional, relevant and not discriminatory, defamatory, abusive or misleading.

LocumAI may remove or moderate ratings that breach these Terms or platform standards.

18. Prohibited Conduct

Users must not:

• Upload false or misleading documents.
• Misrepresent qualifications or registration.
• Use another person's identity.
• Bypass subscription controls.
• Scrape or harvest data.
• Circumvent security or access controls.
• Upload malware.
• Harass, threaten or abuse others.
• Discriminate unlawfully.
• Use the Platform for unsafe clinical arrangements.
• Share confidential data without authority.
• Attempt to access another user's private information.
• Use the Platform for unlawful purposes.

19. Suspension and Termination

LocumAI may suspend, restrict or terminate an account where:

• Information appears false, incomplete or misleading.
• Compliance documents expire or are rejected.
• A user breaches these Terms.
• Payment fails.
• A clinic is not approved or is suspended.
• A locum is blocked or verification fails.
• There is suspected fraud, misuse, discrimination, safeguarding risk, clinical risk, data protection risk, or reputational risk.
• Continued access may create legal, regulatory, operational or safety concerns.

Users may request account closure, subject to retention of records required for legal, accounting, dispute, compliance or audit purposes.

20. Liability and Disclaimers

LocumAI provides a matching and platform service.

To the maximum extent permitted by law, LocumAI is not liable for:

• Clinical decisions.
• Patient outcomes.
• Suitability of a locum for a specific role.
• Clinic supervision failures.
• Misconduct by users.
• False information uploaded by users.
• Employment, worker status, tax or payroll disputes.
• Regulatory breaches by clinics or locums.
• Failed bookings, cancellations or no-shows.
• Losses caused by reliance on user-submitted information.

Nothing in these Terms limits liability where it cannot lawfully be limited, including liability for fraud or fraudulent misrepresentation, or death or personal injury caused by negligence where applicable.

21. No Medical Advice

LocumAI does not provide medical advice, clinical advice, diagnosis, prescribing, treatment recommendations, or patient care.

22. Platform Availability

LocumAI aims to maintain reliable platform access but does not guarantee uninterrupted availability.

The Platform may be unavailable due to maintenance, updates, security incidents, third-party service issues, hosting interruptions, payment processor issues, or other events outside LocumAI's control.

23. Third-Party Services

LocumAI may use third-party services including hosting providers, Supabase, Stripe, email providers, analytics tools, support tools or other technology providers.

Use of third-party services may be subject to their own terms and privacy policies.

24. Intellectual Property

LocumAI owns or licenses the Platform, software, branding, design, content, workflows and related intellectual property.

Users must not copy, reverse engineer, resell, scrape or misuse LocumAI intellectual property.

25. Changes to Terms

LocumAI may update these Terms from time to time.

Where changes are material, LocumAI may provide notice through the Platform or by other reasonable means.

Continued use of the Platform after changes means acceptance of the updated Terms.

26. Governing Law and Jurisdiction

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

The courts of England and Wales shall have jurisdiction, unless mandatory law requires otherwise.

27. Contact

Legal enquiries: legal@locumai.co.uk

Privacy enquiries: privacy@locumai.co.uk

Support: Use the in-app Help & Support panel.