September 04, 2010

Terms and Conditions for Private Clients

When you place an order for DNA testing with RelationChecker Limited you are entering into a contract with its sister company Anglia DNA Services Limited, which is an accredited laboratory - their Terms and Conditions and Code of Practice apply.

1. Definitions

1.1 The company is Anglia DNA Services Limited.

1.2 The "Client" is a private client ordering the Company's DNA profiling services, who neither enters into the Contract with the Company in the course of a business, trade, profession or public service etc, nor holds themselves out as doing so.

1.3 The "Nominated Person" is the person named on Consent Form (or Sampler Statement) to whom the test results will be given.

1.4 The "Sampler" is the person who takes the samples ("Legal Test Service" only). A Sampler must be at least 18 years of age, be unrelated to those being tested and have no interest (financial or otherwise) in the outcome of the test. A Sampler must be one of the following:

(a) a registered medical practitioner (for example, a GP); or
(b) a registered nurse or registered biomedical scientist who is under the supervision of a registered medical practitioner (for example, a Practice Nurse); or
(c) an authorised member of Anglia DNA's staff.

1.5 The "Service" is any one or more of the following DNA profiling and identification services.

1.5.1 The "Standard Service" refers to the time-scale involved in the process of receiving, analysing and reporting DNA test results.

1.5.2 The "Express Service" is the faster service offered by the Company.

1.5.3 The "Specialist Service" is the highly specialised service provided by the Company for difficult cases, for example where the type or quantity of biological sample makes the extraction of DNA especially complex and difficult. The Specialist Service may also be an Express Service.

1.5.4 The "Legal Test Service" is the service offered by the Company for court cases and other legal purposes, such as Immigration, Child Support, amending birth certifi-cates. Samples are taken by a Sampler, the "chain of custody" is maintained and the identity of those tested verified. This procedure for sample collection should be followed where results of DNA tests are required to be used as evidence in court, or are likely to be used in future proceedings, or are required for any other legal purpose. Separate details are available on request.

1.5.4.1 The "chain of custody" is the process by which from the moment the sample is taken (by for example a GP, at the same time as ID documents are submitted) to the time the Company receives the sample for testing, the sample remains in the custody of responsible or professional persons who can account for the integrity of the sample received by the Company.

1.5.4.2 The Legal Test Service may also be a Specialist Service and/or an Express Service.

1.5.5 The "Self-Sampling Test" (or "Private Test") is any Standard Service, Express Service or Specialist Service which is not a Legal Test Service. The Self-Sampling test is for cases where the results are not required for court or other legal purposes. Copies of ID documents (containing signatures for adults) must be provided for all persons tested and for the mother of any child tested (or other person with parental responsibility consenting for a child). For details please refer to our Code of Practice, paragraphs 4, 5 and 8.

1.5.6 A "Sampler Service" is offered by the Company for the collection of samples by an authorised member of its staff.

In some geographical areas, the Company may have a medical professional partner to act as a Sampler.

1.6 The "Order for Services" is the placing of an order for the Company's Services, whether the order is made in person, by telephone, letter, electronic mail, order form or any other method.

1.7 The "Price" is the price as set out in the current price list for the Company's Services.

1.8 The "Kits" are the sampling kits provided by the Company to the Client or to the Sampler.

1.9 All agreements on the part of the Client which comprise more than one person or entity shall be joint and several.

1.10 The headings contained in these terms and conditions are for reference purposes only and should not be incorporated into these terms and conditions and shall not be deemed to be any indication of the meaning of the clauses to which they relate.

1.11 The neuter singular gender throughout these terms and conditions shall include all genders and the plural and the successor in title to the parties.

2. Application of these terms and conditions

2.1 These terms and conditions shall apply to the exclusion of all other terms and conditions including any which the Client may purport to apply under any agreement, purchase order, confirmation of order or similar document. No conduct by the Company shall be deemed to constitute acceptance of any terms put forward by the Client. If any terms are provided by the Client then the Company's terms and conditions shall be deemed to be prior or subsequent to such Client terms to the benefit of the Company.

2.2 All Orders for Services shall be deemed to be an offer by the Client to purchase the Services pursuant to these terms and conditions. Acceptance of the Services shall be deemed conclusive evidence of the Client's acceptance of these terms and conditions.

2.3 The Company shall not be deemed to have accepted any offer until the Client has paid for the Service ordered.

3. Extent of these terms and conditions

3.1 No conditions other than those contained in these terms and conditions shall be deemed to be incorporated in or form part of these terms and conditions, except:

3.1.1 specific terms agreed in writing between the Client and the Managing Director or those authorised by him to agree such terms, or

3.1.2 specific representations made in writing by the Managing Director or those authorised by him to make such representations.

3.2 Nothing in these terms and conditions shall have the effect of excluding or limiting the Company's liability for:

3.2.1 death or personal injury caused by the Company's negligence, or the negligence of the Company's employees acting in the course of their employment;

3.2.2 any fraudulent misrepresentations made by the Company upon which the Client can be shown to have relied when entering into contract with the Company;

3.2.3 or any other liability that the Company cannot exclude by law.

3.3 These terms and conditions do not affect the Client's statutory rights as a consumer.

3.4 If any part of these terms and conditions are deemed unreasonable, void or otherwise unenforceable in any legal, arbitration or similar proceedings, it is the intention of the parties that the enforceability of the remaining parts of these terms and conditions will not be affected.

3.5 Subject to clause 3.1 above, each party acknowledges that these terms and conditions contain the whole agreement between the parties and the Client has not relied upon any oral or written representation made to them by the Company or its employees or agents.

4. Company's responsibilities

4.1 The Company will conform to the standards of an accredited laboratory (ISO 17025), and will endeavour to make the results of the tests available to the Nominated Person within the times specified for its Standard and Express Services.

4.2 The Company will adhere to the codes of practice for testing laboratories, as required by the Ministry of Justice when under-taking parentage tests directed by the civil courts in England and Wales under Section 20 of the Family Law Reform Act 1969.

4.3 If through no fault of the Client, the sampling Kits delivered to them or to their Sampler by the Company are damaged on arrival or the sterile packs have been compromised, new ones will be supplied by the Company free of charge. The defective Kits should be returned in the pre-paid envelope clearly marked as faulty, for disposal by the Company or return to suppliers.

4.4 The Client understands that whilst the particular testing that the Company undertakes is highly accurate, as with any testing there is a possibility of error or omission. The Client therefore acknowledges and accepts that in the event of the Client being able to establish a claim for damages resulting from any act of the Company whether negligent or otherwise, the Company's liability shall not exceed the cost paid for the test and agrees to keep the Company and its agents, officers and employees harmless from all further claims or damages. The Client's rights hereunder shall be subject to the Client notifying the Company of any error or omission within thirty days of the test report being posted to the Nominated Person (or within thirty days of the results being issued if the report was not posted).

4.5 The Company shall not be liable for any loss or damage suffered by the Client or any other person as a consequence of reporting the test results to the Nominated Person or other authorised persons, unless the Company has been negligent.

4.5.1 Any liability arising under this clause (4.5) will be limited to the cost of the Service contracted for.

4.6 The Company shall not be liable for any failure or delay in the performance of its testing Services through causes beyond its control, including but not limited to an act of God, flood, drought, storm, war, industrial action, strike, lockout, breakdown of systems or network access, fire, explosion, terrorism, sabotage or other event beyond the Company's control.

4.7 Under the Data Protection Act 1998, the Company will only obtain, use, process and disclose personal information about the Client in order that it may discharge its responsibilities in providing the Service contracted for, and for other related purposes including updating Client records, analysis for statutory returns, crime prevention and legal and regulatory compliance. In accordance with the Data Protection Act, the Client has a right to a copy of personal data held about them by the Company and such data can be obtained by them on payment of an administrative fee.

4.8 The Company reserves the right to refuse its Services if it has reasonable grounds for believing

4.8.1 that the biological samples were or will be obtained illegally, or

4.8.2 that the results will be used for an illegal, immoral, improper or unethical purpose.
The Company also reserves the right to refuse its Services if

4.8.3 there is a conflict of interest with an existing Client, or

4.8.4 the quality of the Company's Services might otherwise be compromised, for example if the volume of work requires that no new cases could be taken for a specified period except in an emergency, or

4.8.5 it has other reasonable grounds for doing so.

4.9 The test reports provided by the Company are not necessarily for the Client or the Client's use and will be given to the Nominated Person. The Client has no automatic right to the results without the consent of all persons tested. See also clause 4.11 below.

4.10 Written reports will be posted by First Class Mail to the Nominated Person unless otherwise stipulated.

4.10.1 Where the Express Service has been ordered, test results may also be obtained by the Nominated Person by contacting the Company by telephone or e-mail.

4.10.2 For all other Services, results may be obtained over the telephone or via email by the Nominated Person at the Company's discretion.

4.11 The Company reserves the right to issue results to and /or to discuss results with:

(a) all persons tested; or

(b) where the person tested is a child, the mother or other person with Parental Responsibility for the child

where the Nominated Person or other authorised person has failed without reasonable excuse to pass on the results to those tested. For further information, see our Code of Practice (paragraphs 6 and 10).

4.12 The Company aims to provide a high quality service at all times. If the Client is not satisfied with the service they have received they should put their complaint in writing to the Company's Client Services' Department (full contact details for the Company are to be found at the end of these terms and conditions).

4.12.1 The Company will endeavour to look into any complaint carefully and promptly and to explain the position to the Client. If the Client feels that the Company has given a less than satisfactory service, the Company will endeavour to address the Client's concerns.

5. Client's responsibilities

5.1 The Client is responsible for ensuring the return of all required documents, including consent forms and statements (where applicable). Where these documents are not returned (duly completed), the Company will be unable to comply with its obligations under these terms and conditions and in this event the Company shall have no further liability to the Client until or unless the documents are submitted.

5.1.1 If as a result of a failure on the part of the Client (or their chosen Sampler) to return the required documents, the Company is obliged to cancel the Order for Services, the Company reserves the right to deduct an administrative charge from any sums paid by the Client before refunding any such sums.

5.2 On request, the Company will endeavour to give as much information to the Client about the Services it provides and the fullest picture of what the results do and do not show, but the Client must decide whether or not the Service offered by the Company is suitable for any particular purpose and is advised by the Company to take legal or other advice if necessary.

5.3 Where the Client does not take advantage of the Sampler Service provided by the Company for its Legal Test Service, it is the Client's responsibility to choose a Sampler and, whilst the Company will make every effort to ensure that Samplers have all the information and assistance they need to adequately carry out the collection of samples, the Company cannot be held responsible for the acts or omissions of the chosen Sampler.

5.4 The Client is responsible for any fees charged by the Sampler for collecting and returning the samples.

5.5 The Client is responsible for ensuring that they (or their Sampler) are legally entitled to possess and obtain the biological samples passed to the Company for analysis.

5.5.1 The Client agrees to indemnify the Company against all claims, expenses and any loss or damage suffered by the Company as a result of the Client (or their Sampler) passing to the Company any samples which were not legally obtained.

5.5.2 The Company strongly advises that the Client obtains independent legal advice about their entitlement to take or obtain samples of biological material from persons other than themselves.

5.5.3 The Company makes no representation that the Client is legally entitled to perform any particular act in order to obtain biological samples for analysis.

5.6 The Client undertakes that all information provided to the Company for the purpose of ordering the Service is correct and that any credit/debit card used to pay for the Service is owned by them (or that they have the owner's authority to use it to pay for the Service) and that there is sufficient credit or funds to cover the cost of the Service. The Company reserves the right to obtain validation of such cards before accepting the Order for Services.

5.7 The Client warrants that they are entitled to provide the Company with all information and data and shall indemnify the Company against any claims for infringement of the information or data, breaches of confidentiality or failure to comply with any data protection laws brought by any third parties.

5.8 It is the Client's responsibility to provide or ensure that the persons tested provide all necessary or requested identification, materials or samples to the Company and to complete fully any forms or documents supplied or requested by the Company. Failure to do so may result in a delay in providing, or inaccuracies in, test results which may affect the evidential value of the test results and in such circumstances the Company shall not be liable for any such delay or inaccuracy. The Company shall not be liable for any failure to provide accurate, complete or other form of test results due to insufficient, incomplete or poor quality of specimen. Any further testing may incur additional fees.

5.9 The Client is responsible for ensuring that the Nominated Person is aware of the need for confidentiality and that they should not disclose the contents of the report to anyone other than those authorised by the persons tested. See also clause 4.11 above.

5.10 The Client should only enter into contract with the Company if they are willing to be bound by these terms and conditions.

6. Fees for Services

6.1 The Price of the Company's Services are those set by the Company and revised from time to time, and are detailed in the Company's current price list. The Company’s price list is available on request and on the website.

6.2 The Specialist Service will be charged on an individual basis taking into account the complexity, nature and amount of work involved.

6.2.1 When the Specialist Service is also an Express Service or a Legal Test Service the price and date for reporting will be adjusted accordingly.

7. Payment and cancellation

7.1 The Company will not accept an Order for Services from the Client until full payment has been received.

7.2 If a Client wishes to cancel the Order for Services BEFORE the samples have been returned for analysis,

7.2.1 they should contact the Company to cancel the order and return (or arrange for the return of) the used or unused Kit(s); and

7.2.2 the Company will refund to the Client the full sum paid (excluding any Sampler fees incurred, where the Company’s Sampler Service has been used).

7.3 If a Client wishes to cancel the Order for Services AFTER the samples have been returned for analysis, the Company must be informed of the desired cancellation immediately, and

7.3.1 if the samples have not yet been received by the Company, the refund at 7.2.2 above will be payable;

7.3.2 if the samples have been received by the Company but no scientific analysis has begun on them (ie only the administrative process has commenced which includes the sample "login" procedure), an administrative charge of no more than £25 will be deducted from the payment made and the remainder will be refunded to the Client (excluding any Sampler fees incurred, where the Company’s Sampler Service has been used);

7.3.3 if the scientific analysis of the samples has commenced, no refund can be given.

8. Time and the Express Service

8.1 Except where the Express Service is undertaken, dates given by the Company for the completion of analysis and reporting of results are for guidance only and are not of the essence of the contract, and the Company shall not be liable to the Client for any loss or damage direct or indirect caused by a delay.

8.2 If in providing the Express Service, the Company fails to complete the sample-analysis and report the results to the Nominated Person in the time specified for the Express Service, subject to 8.3 below the Client will be entitled to a refund of the additional sum paid for the Express element of the Service contracted for, that is the difference between the Express Service and the Standard Service for that particular Service.

8.3 If the Express Service is also a Specialist Service, the usual time scale of the Express Service will be extended to allow for the extra work involved.

9. Insufficient or contaminated samples

At the Company's discretion, a Client who has provided an insufficient or contaminated sample to the Company for analysis may be offered a repeat test at a reduced fee or free of charge.

10. Risk

Risk in and to any samples or specimens provided by the Client (or their chosen Sampler) shall remain with the Client. Any title in and to any test results or similar shall rest with the Company until all payments have been received by the Company from the Client.

11. Delivery

Any delivery times provided to the Client shall be approximate as the Services specified may alter or third parties may delay delivery or products or services. The Company shall not be liable for any delay in the delivery of the Services and time shall not be of the essence.

12. Storage and disposal of samples

12.1 Extracted DNA samples will only be stored in appropriate cases, such as those involving legal proceedings, and only for as long as is necessary.

12.2 The Company shall be entitled to destroy all other DNA samples (including extracted samples) received from the persons tested three months after reporting to the Nominated Person.

13. Third Party Rights

A person who is not a party to this agreement has no rights under the Contracts (Rights of Third Parties) Act 1999 to enforce any terms of this agreement.

14. Copyright and Intellectual Property

Ownership of copyright in all literature, documentation, and reports etc, prepared by the Company, remain the property of the Company.

15. Jurisdiction

The contract between the Company and the Client as evidenced by these terms and conditions is subject to the Laws of England, and the courts of England and Wales shall have exclusive jurisdiction in relation to any claim or dispute arising from the contract.

Contact Details

The company may be contacted at the following address and by the following means:

Anglia DNA Services Ltd,
Norwich Research Park,
Colney Lane, Norwich, NR4 7UH

Telephone: 01603 450948  / Fax: 01603 450945

Email: office @ angliadna.co.uk*

*The Client acknowledges that internet communications are capable of corruption and the Company cannot therefore accept any responsibility for changes made to such communications after despatch.

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