Terms of Service

1. About us

Meditmat UK is operated by [Company name] Ltd, registered in England and Wales, Company No. [company number], registered office [registered office address]. Correspondence office: 321–323 High Road, Chadwell Heath, Essex RM6 6AX. Email [email protected].

We are an independent consultancy. We are not part of, owned by or connected to any university, examination body or admissions authority.

2. What we provide, and what we do not

We provide educational and administrative consultancy to families applying to study Medicine in English at Italian public universities, together with IMAT preparation.

We are not an immigration adviser

The Immigration Advice Authority regulates advice and services concerning immigration into the United Kingdom. We do not give UK immigration or nationality advice of any kind. If your circumstances raise a UK immigration or nationality question — for example the effect of a long absence abroad on indefinite leave to remain — we will tell you that we cannot advise on it, and you must take advice from a solicitor or an adviser regulated by the Immigration Advice Authority.

Italian visa and residence matters

We provide general information about the Italian process, and administrative help with documents and appointments. That is not legal advice on Italian immigration law.

Where your situation needs advice on Italian law, an Italian-qualified lawyer is instructed and gives that advice under their own professional obligations and insurance. They are responsible for their own advice. We are responsible for selecting a competent professional and for passing on your instructions accurately.

We are also not

• A law firm. We do not give legal advice.
• A financial adviser. We do not advise on funding, loans or investments.
• An agent of any university. We have no influence over admission, ranking or enrolment decisions.
• An examination body. We do not set, mark or influence the IMAT, and we cannot obtain an examination place, a centre or a date.

3. Our services and prices

Prices are per applicant, in pounds sterling, and include VAT where applicable. The complete amount payable is shown before payment. These are one-off payments and nothing renews automatically.

Where you order the Written Route Plan and then join either package within 30 days of the date the Plan is delivered to you, the £30 is credited in full against the package price. The credit is applied once, to one package, and is not refundable as cash.

Section 4 is the service schedule. It forms part of this contract and sets out exactly what each package includes.

If our website says something different

A description on our website is a contract term unless we correct it before you pay. Where the website and the schedule differ, whichever is more favourable to you applies. We cannot withdraw a material promise made on the website by writing something narrower into the agreement afterwards.

4. Service schedule

These are committed quantities. Where a figure appears here, it is what we are contractually obliged to deliver.

Free conversation — no charge

Written Route Plan — £30

The Plan is ordered after the free conversation and never before it. It is not a recording of the call: it is work we carry out afterwards. We do not prepare it during the conversation and then charge to release it.

Standard package — £495

Premium package — £895

Teachers, substitutions and missed sessions

• We name your adviser and teachers before the first session.
• We may substitute a teacher of equivalent qualification and experience. If we cannot, and hours go undelivered, section 10 applies.
• Group sessions are recorded. A recording is available for the remainder of your access period, so a session you cannot attend is not lost.
• If we cancel a session, we reschedule it within [21] days, or credit the hours under section 10.
• A session you choose not to attend, where a recording is made available, counts as delivered.

Costs are never incurred without your approval

In the Premium package, where we instruct a translator, a notary, a lawyer or any other organisation on your behalf, we tell you the expected cost first, in writing, and do nothing until you approve it. We never commit you to a cost you have not approved. In the Standard package we instruct nobody on your behalf, so no cost can arise through us at all.

5. Third-party fees — who does the work, and who you pay

Our price covers our own work. The organisations below charge their own fees, and those fees are not included in either package.

We do not take payment on behalf of a third party unless we have told you and you have approved it in writing. Where we do, we account to you for it.

Any figure we give you for a third-party fee is an estimate based on the published fee at the time, not a quotation. These fees change without notice to us.

6. What we need from you

• Accurate and complete information about the student’s qualifications, nationality and circumstances.
• Documents and decisions by the dates we give you. Official deadlines cannot be extended by us or by anyone else.
• That you, and not we, hold the login details for Universitaly and any other official portal. You submit your own application.
• That you tell us promptly if anything changes — a grade, a nationality, an address, a chosen university.

Where information you gave us was wrong or withheld and that causes a problem, we are not responsible for the consequences. That does not excuse our own failures: it does not apply where we agreed to check something and did not, where a discrepancy was obvious on the face of the documents we held, where we missed a date we had agreed to meet, or where we chose a supplier who was not competent.

7. Who may purchase

Where the student is under 18, only a parent or legal guardian who is aged 18 or over may purchase a package and hold the contract. The student may not purchase, and we do not accept a purchase made by a student under 18 or by anyone who is not that student’s parent or legal guardian.

Where the student is 18 or over, the student may purchase and hold the contract themselves, or a parent may still do so with the student’s agreement.

When you purchase, you confirm that you are 18 or over and, where the student is under 18, that you are that student’s parent or legal guardian and are authorised to purchase and administer the service on their behalf. If that is not correct, do not purchase; contact us instead and we will tell you what is possible.

We may ask for confirmation of that position before work begins. If a purchase was made by someone who was not entitled to make it, we will cancel it and refund it in full.

8. How the contract is made, and payment

The free conversation creates no contract and no obligation. We do not take card details during it, and we do not ask for payment at the end of it.

Ordering the Written Route Plan

If, after the conversation, you would like the advice researched and set out in writing, we send you a secure payment link together with a written statement of what the Plan contains, what it costs, when it will be delivered and how the 30-day credit works. You order by completing that payment. Nothing is prepared, and nothing is owed, unless and until you do.

Joining a package

If you wish to proceed to a package, we send you a written Service Agreement setting out the student’s name, the package, the price, the cohort year and the key dates, together with a secure payment link. The Service Agreement and these Terms together form the contract. Where the two differ, the Service Agreement applies to the details it covers, and these Terms apply to everything else.

The contract is made when you complete payment through that link. At the payment page you accept these Terms, and your acceptance is recorded with the date and the version shown.

Every payment to us — the Written Route Plan and both packages — is made by card through Stripe, and by no other method. We do not accept bank transfer, standing order, cash, cheque, WhatsApp payment, UPI, cryptocurrency or any payment into a personal account, and we never ask for card details over the telephone or by email. We do not receive or store your complete payment-card number. If anyone asks you to pay us by any route other than our Stripe link, it is not us: do not pay, and tell us immediately.

Setting up the learning platform account

Where your package includes the learning platform, the student’s account is created after payment. Before access opens, the account holder confirms the guardian declaration and that they understand what the progress dashboard shows, and the student gives their own acknowledgement in language written for them. Access is not opened until both confirmations have been given, and we keep a record of each.

Section 15 of our Privacy Notice explains the rights that follow, and section 2 of it explains how the confirmations are recorded.

9. Your right to cancel

If you are a consumer, you have the right to cancel within 14 days without giving a reason. The cancellation period ends 14 days after the day the contract is made.

To cancel, tell us clearly before the period ends. An email to [email protected] is enough. You may use the form at the end of this section, but you do not have to.

The Written Route Plan

The Plan is a service we carry out after you order it, and it is ordinarily delivered inside the 14-day cancellation period. You therefore have a choice at the point of ordering, and we will put it to you in writing before you pay.

If you want us to begin straight away, you expressly request that we start during the cancellation period, and you acknowledge that once the Plan has been delivered in full the right to cancel is lost. Both confirmations are separate, unticked boxes that you complete yourself; we never pre-tick them. If you cancel after we have started but before delivery, you pay a proportion of the £30 reflecting the work actually done, which in practice is usually nothing or a small part of it.

If you would rather keep the full 14-day right, say so and we will begin work on day 15 and deliver 5 working days after that. You lose nothing but time.

None of this affects your rights if the Plan is faulty, is not what we described, or is not prepared with reasonable care and skill.

Our packages contain two different things

The consultancy and teaching are services. The learning platform is digital content. Different rules apply to each, so we ask you about them separately.

The services

If you ask us to start work during the 14 days, we will ask you to confirm that request expressly, and we keep a record of it. You keep your right to cancel. If you then cancel, you pay for what has actually been supplied, in proportion to the contract as a whole.

We calculate that proportion from what was really delivered: adviser and teaching hours actually given, sessions actually held, and document steps actually completed, measured against the totals in section 4. We do not treat a whole year of teaching and support as earned because an early report was delivered.

The learning platform

If you ask us to open platform access during the 14 days, we will ask you to confirm expressly that you want it to begin immediately, and to acknowledge that the right to cancel that part is lost once access starts. Access is not opened until you have done both. If you would rather keep that right, we hold the account and start it on day 15, and nothing else is delayed.

Refunds on cancellation

We refund within 14 days of being told you are cancelling, by the same payment method, less any proportionate charge described above.

A third-party fee is deducted from your refund only where you approved that cost, it was incurred before you cancelled, and we cannot recover it. Where we incurred a cost without your clear approval, we bear it.

Model cancellation form

To [Company name] Ltd, 321–323 High Road, Chadwell Heath, Essex RM6 6AX, [email protected]: I hereby give notice that I cancel my contract for the supply of the following service [describe], ordered on [date]. Name of consumer. Address of consumer. Signature (only if this form is notified on paper). Date.

10. After the cancellation period: if things go wrong

If we do not deliver

If we cancel the contract, stop providing the service, or fail to deliver part of what section 4 commits us to, we refund the undelivered part. We calculate it on the same basis as section 9: undelivered teaching hours against the committed total, unexpired platform months against twelve, and document steps not carried out. Where you would prefer it, we will instead deliver the missing part at another time, if you agree in writing.

You do not lose money you have paid in advance because a service we promised did not happen.

If the service is not good enough

If a service is not carried out with reasonable care and skill, or is materially different from what we described, please tell us. Depending on the circumstances an appropriate remedy may include repeating the work, a price reduction or a refund. Your rights under the Consumer Rights Act 2015 are not affected by anything in these Terms.

If you change your mind

After the 14 days we do not refund because you have changed your mind, or because the application did not produce the result you wanted. Services already delivered are not refundable. A session you chose not to attend, where a recording was made available, counts as delivered.

If we end the contract because of something you have done

If we end the contract because of a serious or repeated breach by you, we refund the undelivered part less our reasonable costs, which we itemise for you. Except where immediate action is needed, we explain the problem and give you a reasonable chance to put it right first.

Duplicate payments and payments taken in error are refunded in full.

11. Things outside our control

We are not responsible for delay or failure caused by matters genuinely outside our reasonable control. In this field those are real and frequent: changes to examination dates, rules or formats; examination centres filling or closing; changes to university admission requirements or quotas; delays at a consulate, at CIMEA, at the FCDO or at a visa centre; changes to immigration rules; postal and courier delays; strikes and closures.

This does not cover a delay we caused, or one we could have avoided by acting when we said we would, by starting a step early enough, or by telling you promptly that a problem had arisen.

Where something outside our control affects your application, we will tell you promptly and work with you on the alternatives available.

12. No guarantee of outcome

We do not guarantee an examination score, an examination place, a centre or a date, admission to any university, a position in a ranking, a visa, a residence permit, professional registration or any academic, career or immigration outcome.

Admission, ranking, enrolment, visa and registration decisions rest entirely with the universities, the Italian authorities and the relevant regulators. Any estimate of likelihood we give you is an opinion based on published information, not a prediction.

This section is about outcomes decided by other people. It does not limit our responsibility for our own work, which is covered by sections 10 and 15.

Statements we make about recognition of qualifications, tuition fees and official requirements are accurate to the best of our knowledge at the time. Requirements change. Always confirm with the official source before acting.

13. Our materials and the platform account

Reports, study plans, trackers, templates, platform content and teaching materials we provide belong to us or our licensors. You may use them for the student’s own application and study. You may not republish, sell, share them with other families, or use them to build a competing service.

The platform account is for one student. Login details must not be shared, and several students must not use one account.

Where a breach is serious or repeated we may suspend or close the account. Section 10 explains what happens to money you have already paid.

14. Confidentiality and safeguarding

We treat what you tell us as confidential. We disclose it only to the people and organisations described in our Privacy Notice, on your instruction, or where the law requires it.

We will not use your name, your child’s name, your results or your circumstances in marketing or as a case study without your separate written permission.

Our safeguarding commitments for students under 18 are set out in section 5 of our Privacy Notice and apply to every package that includes teaching or platform access. Where a concern suggests that a child is at risk of harm we will act on it, including by contacting the appropriate authority, and confidentiality does not prevent that.

15. Our responsibility to you

Nothing in these Terms excludes or limits our liability where it would be unlawful to do so, including liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or for your statutory consumer rights.

We are responsible for foreseeable loss and damage caused by our breach of these Terms or our failure to use reasonable care and skill. Loss is foreseeable if it is obvious that it will happen, or if we both knew it might happen when the contract was made.

We are not responsible for loss that was not foreseeable, for decisions made by universities, authorities or regulators, or for loss arising from information you gave us that was inaccurate or incomplete.

Our services are supplied for personal and family use, and we are not liable for business losses.

16. Complaints

Please send complaints to [email protected]. We will acknowledge within 5 working days, investigate, and give you a written outcome within 30 days. If we need longer we will tell you why and when to expect a response.

We are not currently a member of an alternative dispute-resolution scheme. If a complaint cannot be resolved between us, we will tell you about an appropriate approved ADR provider where we are required to, and whether we agree to use it. You remain entitled to pursue your legal rights through the courts.

Complaints about how we handle personal information are dealt with under section 16 of our Privacy Notice.

17. Changes to these Terms

We may update these Terms. Changes do not apply to a contract already made where that would reduce your rights. Where a material change affects an existing client we will give appropriate notice.

18. Governing law, and where you can bring a claim

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

If you are a consumer living in Scotland you may bring proceedings in the Scottish courts; if you live in Northern Ireland, in the Northern Irish courts; if you live in England or Wales, in the courts of England and Wales. Nothing here requires you to travel to another part of the United Kingdom to enforce your rights.

If you live outside the United Kingdom as a consumer, this does not remove any mandatory consumer protection provided by the law of the country in which you live.