Terms & Conditions

1. Interpretation

1.1 Definitions

In these Terms and Conditions, the following definitions apply:

• "Company", "we", "us", "our" — Medvia Consulting Ltd (CRN 17088948), registered at 20 Wenlock Road, London, N1 7GU, England.
• "Client" — the individual, parent, or legal guardian entering into an Agreement with the Company. Where the Client is contracting on behalf of a Student who is a minor, the Client warrants that they have the legal authority to do so and accept these Terms on behalf of both themselves and the Student.
• "Student" — the individual who is the subject of the advisory services, who may or may not be the same person as the Client.
• "Programme" — any service package offered by the Company, including the Foundations Programme, Core Admissions Strategy Programme, International Admissions Concierge Programme, and School Partnership arrangements.
• "Admissions Report" — the personalised written strategy document produced by the Company for the Student as part of a Programme.
• "Agreement" — the contract formed between the Client and the Company upon confirmation of purchase and receipt of full payment.
• "Services" — all advisory, coaching, and consultancy services provided by the Company under any Programme.
• "Working Day" — any day other than a Saturday, Sunday, or public holiday in England and Wales.
• "School Partnership" — a bespoke arrangement between the Company and a school, sixth form, or other educational institution, governed by a separate written agreement.

2. Formation of Agreement

2.1 These Terms and Conditions govern all agreements between the Company and the Client for the provision of Services.

2.2 An Agreement is formed when the Client makes full payment for a Programme and the Company confirms acceptance in writing (including by email). No Agreement exists until such confirmation is issued.

2.3 The Company reserves the right to decline any engagement at its sole discretion, without being required to give reasons. In such circumstances, any payment received will be refunded in full within 10 Working Days.

2.4 These Terms constitute the entire agreement between the parties and supersede all prior discussions, representations, or arrangements, whether oral or written. The Client confirms they have not relied on any representation not expressly set out in these Terms.

2.5 No variation to these Terms shall be binding unless agreed in writing and countersigned by an authorised representative of the Company.

2.6 These Terms apply to all purchases regardless of how the Client first heard about the Company, including through social media, word of mouth, or any third-party platform.

3. Programmes & Services

3.1 Foundations Programme

Designed for students aged 11–15 considering a career in medicine. Includes strategic guidance, academic development planning, extracurricular strategy, a Foundations Report and Development Tracker, three consultations (at 3, 6, and 12 months), medical student mentorship, and family advisory support. Programme fee: £950.

3.2 Core Admissions Strategy Programme

The Company's flagship service for UK applicants aged 16–18. Includes a personalised Admissions Report, medical school selection, UCAT strategy and planning, personal statement review, interview preparation, three strategic consultations, mentorship, family advisory support, and the Medvia Interview Assurance. Programme fee: £1,950.

3.3 International Admissions Concierge Programme

For international students applying to UK medical schools. Includes all elements of the Core Admissions Strategy Programme plus additional consultations, country-specific academic guidance, unlimited email support, and dedicated concierge advisory support. Programme fee: £4,950.

3.4 School Partnerships

Bespoke arrangements for schools and sixth forms, including medicine-focused workshops and annual admissions support partnerships. Scope, deliverables, duration, and fees are agreed individually and set out in a separate written agreement, which shall be read alongside these Terms. In the event of any conflict between these Terms and a School Partnership agreement, the School Partnership agreement shall prevail in respect of the specific engagement.

3.5 Programme Scope & Limitations

3.5.1 Programme descriptions constitute a summary of what is typically included. The precise scope of each engagement will be agreed between the Company and the Client at the point of onboarding.

3.5.2 The Company reserves the right to adjust delivery format, scheduling, and assigned personnel, provided the overall quality and scope of services are not materially diminished. Any significant changes will be communicated to the Client in advance.

3.5.3 The Company does not guarantee admission to any medical school. All advice, recommendations, medical school selections, and Admissions Reports are provided in good faith based on information available at the time of preparation. They constitute strategic advisory support only and are not a guarantee of any outcome. Outcomes depend on multiple factors entirely outside the Company's control, including but not limited to: academic performance, admissions test results, the competitiveness of the applicant pool in any given cycle, and each university's own admissions criteria, which may change without notice.

3.5.4 The Company's advisors are current medical students. They are not qualified doctors, lawyers, careers counsellors, or regulated professionals. Nothing in these Terms or in any advice provided by the Company constitutes professional medical, legal, financial, or careers advice. Clients should seek independent professional advice where appropriate.

3.5.5 Admissions test requirements vary by university and change from year to year. The Company will advise based on requirements current at the time of the engagement. The Client is responsible for verifying entry requirements, application deadlines, and test requirements directly with each university and with UCAS before submitting any application.

4. Fees & Payment

4.1 All fees are payable in full at the point of purchase, prior to the commencement of any Services. The Company is under no obligation to begin work until full payment has cleared.

4.2 Fees are quoted in pounds sterling (GBP) and are inclusive of any applicable taxes unless otherwise stated.

4.3 The Company reserves the right to amend its published fees at any time. Any change in fees will not affect Agreements already formed and paid in full prior to the date of that change.

4.4 Payment must be made by the method specified at the point of purchase. The Company will confirm receipt of payment in writing. Proof of payment may be requested where there is any dispute.

4.5 Where a School Partnership is agreed, payment terms are documented in the relevant partnership agreement. In the absence of specific terms, full payment is due within 14 days of invoice.

4.6 Late payment of invoices issued to schools or institutional clients may attract interest at 8% per annum above the Bank of England base rate, calculated daily, in accordance with the Late Payment of Commercial Debts (Interest) Act 1998. The Company reserves the right to suspend delivery of services where invoices remain unpaid beyond their due date.

4.7 The Company does not store payment card details. All payments are processed via third-party payment providers. The Company accepts no liability for any losses arising from the use of third-party payment platforms.

5. Cancellation & Refunds

5.1 Cooling-Off Period & Commencement Consent

Clients who are consumers (as defined by the Consumer Rights Act 2015) ordinarily have the right to cancel their Agreement within 14 calendar days of the date of purchase (the "Cooling-Off Period").

Prior to completing any purchase, the Client is required to actively confirm the following by ticking a consent box at checkout:

By ticking this box, the Client expressly requests that the Company commences performance of the Services within the Cooling-Off Period, in accordance with Regulation 36 of the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013. The Client acknowledges that:

• Where the Admissions Report has been delivered in full before the end of the Cooling-Off Period, the right to cancel is lost entirely in respect of that portion of the service.
• Where the Client cancels during the Cooling-Off Period after work has commenced but before the Admissions Report has been delivered, the Client will be liable to pay a fair and proportionate amount for the Services performed up to the point of cancellation, calculated by reference to the stage of work completed. Any remaining balance will be refunded within 14 Working Days. Where no work has commenced and no consultation has been held at the point of cancellation, a full refund will be issued.
• Where the Client has not ticked the consent box and the Company has not commenced work, the full 14-day statutory cooling-off right remains in place and a full refund will be issued upon cancellation within that period.

5.2 Partial Refund Schedule (After Cooling-Off Period)

After the expiry of the 14-day Cooling-Off Period, cancellations are subject to the following partial refund schedule, based on the stage of programme delivery at the time written notice of cancellation is received by the Company:

For the avoidance of doubt, "substantially delivered" means that the Company has provided the Admissions Report and at least two of the three scheduled consultations, or equivalent services of comparable scope.

5.3 How to Cancel

All cancellation requests must be submitted in writing to info@medviaconsulting.co.uk, clearly stating the Client's full name, the Student's full name, the Programme enrolled in, the date of purchase, and the reason for cancellation. The date on which the Company receives the written notice will be treated as the effective cancellation date. Verbal cancellations will not be accepted.

Refunds, where applicable under these Terms, will be processed within 14 Working Days of the effective cancellation date, to the original payment method where possible.

5.4 Company-Initiated Cancellation

The Company reserves the right to cancel an Agreement in exceptional circumstances, including but not limited to: a force majeure event (see Section 13), the Company's inability to deliver the Services through no fault of the Client, or where the Client or Student engages in conduct that makes continuation of the engagement impossible or inappropriate. In such circumstances, a fair and proportionate refund for Services not yet delivered will be calculated and issued within 14 Working Days.

5.5 No Refund for Misconduct

Where the Company terminates an Agreement due to abusive, threatening, discriminatory, dishonest, or otherwise unacceptable conduct by the Client or Student (as set out in Section 12), no refund will be due, regardless of the stage of delivery reached.

5.6 School Partnerships

Cancellation terms for School Partnership arrangements are governed by the specific terms in the relevant partnership agreement. In the absence of specific cancellation terms, a minimum of 30 days' written notice is required. Fees for work already completed, resources already allocated, or dates already reserved will remain payable in full.

6. Medvia Interview Assurance

6.1 The Medvia Interview Assurance ("the Assurance") applies exclusively to clients enrolled in the Core Admissions Strategy Programme or the International Admissions Concierge Programme.

6.2 Where a Student completes the Programme in full and does not receive a single medical school interview invitation in the relevant UCAS application cycle, the Client may be entitled to a partial refund of 50% of the programme fee paid, strictly subject to all conditions in Clause 6.3 being met.

6.3 The Assurance is conditional upon all of the following being satisfied without exception:

• The Client has paid the full programme fee in full and on time.
• The Student applied to all four medical schools recommended by the Company in their Admissions Report, without substitution or deviation from those recommendations without the Company's prior written consent.
• The Student met, and did not fall below, the predicted and final academic grade requirements specified in the Admissions Report at the time of application.
• The Student completed all required admissions tests as directed by the Company, including the UCAT. Where a specific university requires an additional test, the Student completed that test as directed.
• The Student submitted their completed UCAS application by the UCAS medicine deadline of 15 October at 6pm UK time in the relevant application year.
• The Student attended all three scheduled consultations in full and engaged consistently and cooperatively with the programme throughout.
• The Client and Student provided accurate and complete information to the Company throughout the engagement, including in respect of academic qualifications, work experience, and personal circumstances.

6.4 The Assurance does not apply, and no claim will be accepted, where the Student's failure to receive an interview invitation was caused or contributed to by any of the following:

• Failure to meet the academic grade requirements set out in the Admissions Report.
• Misrepresentation or omission of qualifications, experience, or personal information provided to the Company or to any university.
• Deviation from the agreed admissions strategy — including changes to the university list, personal statement, or application — made without the Company's prior written consent.
• Late submission of the UCAS application, whether or not caused by the Client or Student.
• Withdrawal or cancellation of the application by the Client or Student.
• Changes to medical school admissions criteria, interview policies, or UCAT score thresholds occurring after the Admissions Report was prepared, which were outside the Company's knowledge or control.
• Any matter constituting a force majeure event as defined in Section 13.

6.5 A claim under the Assurance must be submitted in writing to info@medviaconsulting.co.uk within 30 calendar days of the date on which the final UCAS decision is received. Claims submitted after this deadline will not be considered under any circumstances. The Company may require the Client to provide supporting evidence, including UCAS correspondence, academic transcripts, and test score certificates, before a claim is assessed.

6.6 The Assurance constitutes the Client's sole and exclusive remedy in respect of the Company's performance under these Terms. It does not constitute, and should not be interpreted as, a guarantee of medical school admission or of receiving an interview invitation.

6.7 The Company reserves the right to withhold payment of an Assurance claim pending full investigation. Payment, where approved, will be made within 28 Working Days of the claim being verified.

7. Intellectual Property

7.1 All materials produced by the Company — including Admissions Reports, strategy documents, written feedback, templates, frameworks, and any other materials created specifically for the Client or Student — are and shall remain the intellectual property of Medvia Consulting Ltd, protected by copyright and other applicable intellectual property laws.

7.2 The Company grants the Client and Student a limited, non-exclusive, non-transferable licence to use such materials for their own personal, non-commercial use in connection with the Student's medical school application only. Materials may not be reproduced, distributed, shared publicly, published, resold, modified, or used for any commercial purpose without the Company's prior written consent.

7.3 The Client and Student retain ownership of all original materials they provide to the Company (including personal statements, academic records, and other personal documents). By providing such materials, the Client grants the Company a limited licence to use, review, and adapt them solely for the purpose of delivering the Services. The Company will not use such materials for any other purpose without the Client's consent.

7.4 The Company's name, logo, and branding are registered trademarks or proprietary marks of Medvia Consulting Ltd. They may not be used without the Company's prior written consent.

8. Confidentiality

8.1 Both parties agree to keep confidential all information received from the other party in connection with these Terms that is designated as confidential or that ought reasonably to be understood as confidential, and not to disclose such information to any third party without prior written consent.

8.2 This obligation does not apply to information that: (a) is or becomes publicly available through no breach of this clause; (b) was already known to the receiving party prior to disclosure; or (c) is required to be disclosed by law, regulation, or court order, provided that the disclosing party is given reasonable advance notice where legally permitted.

8.3 The Company may use anonymised, non-identifiable information for internal quality improvement, staff training, and general marketing purposes, provided that no personally identifiable information about the Client or Student is disclosed without their prior written consent.

8.4 The confidentiality obligations in this section shall survive termination of the Agreement for a period of three years.

9. Data Protection & Privacy

9.1 The Company processes personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. The Company is the data controller in respect of personal data collected in connection with these Terms.

9.2 Personal data collected from the Client and Student will be used solely for the purposes of delivering and administering the Services, communicating with the Client, complying with legal obligations, and (where consent has been given) for marketing purposes.

9.3 The Company will not sell, rent, or transfer personal data to third parties, except where strictly necessary for service delivery (for example, scheduling or payment platforms) or where required by law.

9.4 The Client and Student have the right to access, rectify, restrict processing of, or request deletion of their personal data at any time, subject to applicable legal exceptions, by contacting info@medviaconsulting.co.uk.

9.5 Full details of the Company's data processing practices, retention periods, and data subject rights are set out in the Company's Privacy Policy, available at www.medviaconsulting.co.uk. By engaging the Company's services, the Client confirms they have read and understood the Privacy Policy.

9.6 Where the Student is under the age of 18, the Client (as parent or legal guardian) consents to the processing of the Student's personal data for the purposes described above.

10. Limitation of Liability

10.1 The Company's total aggregate liability to the Client in respect of all claims arising under or in connection with these Terms or the Services shall not exceed the total fees actually paid by the Client for the relevant Programme.

10.2 The Company shall not be liable for any indirect, consequential, special, incidental, or punitive loss or damage, including but not limited to: loss of earnings, loss of opportunity, loss of anticipated savings, failure to achieve a place at any medical school, or damage to reputation — whether or not such loss was foreseeable or the Company had been advised of its possibility.

10.3 The Company shall not be liable for any loss or damage arising from: (a) inaccurate or incomplete information provided by the Client or Student; (b) the Client's or Student's failure to follow the Company's recommendations; (c) changes to university admissions requirements or policies occurring after the Admissions Report was prepared; or (d) the decisions of any university, UCAS, or admissions testing body.

10.4 All advice, medical school recommendations, predicted UCAT score benchmarks, and strategic guidance in the Admissions Report are provided in good faith based on information available at the time of preparation. The Company does not warrant that any such information will remain accurate or current after the date of the Report, and accepts no liability for any changes in university requirements, admissions policies, or UCAT score thresholds occurring after that date.

10.5 Nothing in these Terms limits or excludes the Company's liability for: death or personal injury caused by the Company's negligence; fraud or fraudulent misrepresentation; any other liability that cannot lawfully be excluded or limited under English law, including rights under the Consumer Rights Act 2015.

10.6 The Company shall not be liable for any failure or delay in performing its obligations where such failure or delay is caused by a force majeure event (as defined in Section 13).

11. Age & Parental Consent

11.1 Where the Student is under the age of 18 at the time of purchase, the Client must be the Student's parent or legal guardian. By purchasing a Programme, the Client confirms that they are aged 18 or over and have the legal authority to enter into a binding contract on behalf of themselves and, where applicable, the Student.

11.2 The Company will not knowingly enter into a contract with an individual under the age of 18 without the involvement and consent of a parent or legal guardian.

11.3 Where a Client provides false information about their age or their authority to contract on behalf of a Student, the Company reserves the right to terminate the Agreement immediately and without refund.

11.4 The Company will take reasonable steps to ensure that communications involving a Student who is a minor are conducted through or with the awareness of the Client (parent or guardian). However, the Client acknowledges that the Student's active participation in consultations and other programme activities is essential for effective delivery of the Services.

12. Client & Student Conduct

12.1 The Client and Student agree to engage with the Company and its advisors in a respectful, honest, and professional manner at all times. The Company reserves the right to terminate an Agreement immediately and without refund where the Client or Student engages in conduct that is abusive, threatening, discriminatory, harassing, or otherwise unacceptable, as determined at the Company's reasonable discretion.

12.2 The Client warrants that all information provided to the Company — including academic records, predicted grades, personal statements, details of work experience, extracurricular activities, and personal circumstances — is accurate, complete, and not misleading. The Company accepts no liability for any loss or adverse outcome arising from Services delivered on the basis of inaccurate or incomplete information. Where the Company discovers that materially inaccurate information was provided, it reserves the right to terminate the Agreement immediately. In such circumstances, no refund will be due and any Assurance claim will be automatically disqualified.

12.3 The Client and Student acknowledge that the Company's advisors are current medical students. They are not qualified doctors, lawyers, careers counsellors, or registered professionals in any field. The Services constitute strategic advisory support only and must not be relied upon as a substitute for professional advice in any regulated area.

12.4 The Client must not share, publish, or distribute any communications from the Company's advisors — including session notes, written feedback, or messages — on social media or any public platform without the Company's prior written consent.

13. Force Majeure

13.1 Neither party shall be liable for any failure or delay in performing their obligations under these Terms where such failure or delay results from events, circumstances, or causes beyond their reasonable control ("Force Majeure Event"), including but not limited to: acts of God; pandemic or epidemic; government action or restriction; war, civil unrest, or terrorism; fire, flood, or natural disaster; industrial action or strikes; failure of third-party systems or platforms; or any other event that could not have been reasonably anticipated or prevented.

13.2 The party affected by a Force Majeure Event must notify the other party in writing as soon as reasonably practicable, describing the event and its likely duration.

13.3 Where a Force Majeure Event prevents the Company from delivering Services for a continuous period of more than 60 days, either party may terminate the Agreement by giving 14 days' written notice. In such circumstances, the Client will be entitled to a proportionate refund for Services not yet delivered, calculated by reference to the stage of delivery reached at the point of termination.

13.4 A Force Majeure Event affecting UCAS deadlines, university admissions processes, or admissions testing schedules shall not affect the Client's obligations under these Terms, including the obligation to submit their application by the relevant deadline, unless the relevant body has formally extended or suspended that deadline.

14. Complaints

14.1 The Company is committed to providing a high standard of service. If the Client has a complaint about any aspect of the Services, they should submit it in writing to info@medviaconsulting.co.uk, clearly setting out the nature of the complaint, the relevant dates, and the outcome the Client is seeking.

14.2 The Company will acknowledge receipt of all written complaints within 3 Working Days and will aim to provide a full written response within 14 Working Days.

14.3 Where a complaint cannot be resolved to the Client's reasonable satisfaction through the Company's internal process, the parties agree to attempt resolution through good-faith negotiation before either party commences formal legal proceedings. Either party may request that an independent mediator be appointed to assist with resolution. The costs of any such mediation will be shared equally unless otherwise agreed.

14.4 Nothing in this section prevents the Client from exercising any statutory rights they may have as a consumer under English law.

15. General

15.1 Governing Law. These Terms and any dispute or claim arising out of or in connection with them (including non-contractual disputes or claims) shall be governed by and construed in accordance with the laws of England and Wales.

15.2 Jurisdiction. The parties irrevocably agree that 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.

15.3 Severability. If any provision of these Terms is found to be invalid, unlawful, or unenforceable by a court of competent jurisdiction, that provision shall be deemed severed. The remaining provisions shall continue in full force and effect and shall be construed to give effect to the original intention of the parties as far as possible.

15.4 Waiver. A failure or delay by the Company to exercise or enforce any right or remedy provided under these Terms shall not constitute a waiver of that or any other right or remedy, and shall not prevent the Company from exercising that right or remedy at a later time.

15.5 Third Party Rights. These Terms do not give rise to any rights under the Contracts (Rights of Third Parties) Act 1999 for any third party to enforce any provision of these Terms.

15.6 Entire Agreement. These Terms, together with any programme-specific documentation provided at onboarding, the Company's Privacy Policy, and (where applicable) any School Partnership agreement, constitute the entire agreement between the parties relating to the Services and supersede all prior agreements, representations, and understandings of any nature.

15.7 Amendments. The Company may update these Terms from time to time. The current version will always be published on the Company's website with its effective date. Where the Company makes material changes, it will use reasonable efforts to notify existing clients by email. Continued engagement with the Company following notification of updated Terms constitutes acceptance of those changes.

15.8 Assignment. The Client may not assign or transfer any rights or obligations under these Terms without the Company's prior written consent. The Company may assign its obligations to any successor entity or in connection with any business transfer, provided the Client's rights are not materially affected.

These Terms and Conditions were last updated on . Version 1.1. Medvia Consulting Ltd, CRN 17088948, 20 Wenlock Road, London, N1 7GU, England.