Terms & Conditions of Practice

These terms outline expectations and responsibilities for both the client and EP Nutrition. They ensure clarity, professionalism, and a smooth working relationship.

1. Initial Consultation

Once an appointment is agreed, you will receive an email confirmation with your consultation details. During the initial consultation, a full assessment will be completed and an individual treatment plan agreed. The need for any follow‑up sessions will be discussed collaboratively.

A written summary or report may be provided when appropriate. Information will only be shared with your GP, consultant, or other professionals with your explicit consent.

2. Review Appointments

Review appointments will be scheduled in advance and confirmed via email. If you purchase a package or block of sessions, these must be used within the agreed timeframe and can be spaced out reasonably as mutually agreed.

Follow‑up sessions typically include updated action points or a brief report, which will be shared with you and, where necessary, other parties with your prior consent.

3. Cancellation Policy

A minimum of 48 hours’ notice is required to cancel or reschedule an appointment.

  • Cancellations made within 48 hours will be charged 100% of the appointment fee.

  • We understand some clients experience complex health conditions. In cases of medical emergency or valid health‑related circumstances, please contact us as soon as possible and we will do our best to accommodate you.

4. Fees & Payment

  • Fees are confirmed prior to booking.

  • Payment is required at the time of booking for all online appointments.

  • If your dietitian books your follow‑up directly, an invoice may be issued after the session.

  • Invoices must be paid within 7 days, unless otherwise agreed.

In the event of non‑payment:

  1. A reminder will be sent after the payment deadline.

  2. If unpaid after a further 7 days, sessions will be suspended until payment is made.

  3. If payment is still not received, the matter may be referred for legal recovery.

5. Data Protection

EP Nutrition is registered with the Information Commissioner’s Office (ICO) as a Data Controller.

All client information—including assessment forms, medical details, and clinical notes—is stored securely and confidentially, in line with:

  • UK GDPR

  • Data Protection legislation

  • HCPC standards of record keeping

Information is only shared with your consent or when required by law.

6. Electronic Communication

Email is the primary method of communication. While every effort is made to use secure systems, no electronic method is 100% risk‑free. By agreeing to our terms, you consent to communication via the email address you provide.