Clinic Terms & Conditions 2026
For Dental Practices Using Temporary or Locum Staff
1. Introduction
These Terms & Conditions govern the supply of temporary and locum dental professionals (“Workers”) by Peace of Mind Dental Staffing (“the Agency”) to the Client (“the Practice”). By requesting cover, the Client agrees to these Terms.
2. Definitions
Agency – Peace of Mind Dental Staffing
Client / Practice – The dental practice requesting a Worker
Worker – Any dental professional supplied by the Agency
Assignment – A temporary or locum shift booked through the Agency
AWR – Agency Workers Regulations 2010
GDPR – UK General Data Protection Regulation
3. Booking Confirmations
A booking is confirmed when:
• The Client requests a Worker
• The Agency allocates a Worker
• Confirmation is sent via text, email, or phone
Once confirmed, the Client is responsible for the agreed hours unless cancellation terms apply.
4. Short-Notice / Same-Day Bookings
The Agency understands that many practices require cover at short notice, including same-day requests made on the morning of the shift.
Where a Worker is confirmed for a same-day booking:
• The agreed start time applies even if the request was made shortly beforehand
• The Worker is entitled to be paid from the confirmed start time
• Any cancellation after confirmation is treated as a late cancellation (see Section 5)
5. Cancellations
Client Cancellation
• Less than 24 hours’ notice → 50% of shift fee payable
• More than 24 hours’ notice → No charge
Worker Cancellation
• The Agency will attempt to provide a replacement. If no replacement is available, the Agency is not liable for any loss.
6. Start Times, Delays & Clinic Responsibilities
The Client must ensure the Worker can begin the Assignment at the agreed start time.
If the Client anticipates a delay, they must notify the Agency as soon as possible.
Where the Client causes a delay:
• The Worker is entitled to be paid from the agreed start time
• The Agency may decline future bookings if delays become repeated or disruptive
6A. Minimum Hours for Booked Assignments
When the Client books a Worker for a specified number of hours, the Worker is entitled to be paid for the full duration of the booking, even if the Client chooses to end the Assignment early.
For example, if the Client books a Worker for four (4) hours and the Worker is sent home before the four hours have been completed, the Client remains liable for the full four hours, as the Worker has made themselves available for the agreed period.
This ensures fairness to the Worker and maintains a reliable and consistent service for all Clients.
7. Conduct & Professional Standards
The Client must:
• Provide a safe and professional working environment
• Treat Workers with respect and courtesy
• Ensure Workers are not subjected to discrimination, harassment, or unreasonable behaviour
• Provide necessary information regarding risks, policies, and procedures
The Agency may withdraw a Worker immediately if concerns arise.
8. Compliance & Vetting
All Workers supplied will have:
• Right-to-work verification
• GDC registration (where applicable)
• Enhanced DBS
• Indemnity insurance
• Hepatitis B immunisation
• References
The Agency ensures compliance checks are completed before placement.
9. Self-Employed Hygienists & Therapists
Most hygienists and therapists operate on a self-employed basis.
• They negotiate their hourly rate directly with the Client
• A Declaration of Suitability must be signed for each booking
• Payment is made directly to the Worker
10. Timesheets & Hours Worked
• The Client must verify hours worked via signed or electronic timesheet
• If the Client refuses to sign, the Agency may rely on the Worker’s record
• Verified hours form the basis of invoicing
11. Invoicing & Payment (UPDATED)
The Agency issues invoices weekly, based on verified timesheets.
Payment terms are 7 days from the invoice date.
Although the Agency pays its Workers on a monthly payroll cycle, the Agency requires weekly invoicing and 7-day payment terms to ensure operational continuity, compliance, and timely payroll processing.
Late payments may incur interest under the Late Payment of Commercial Debts Act.
The Agency reserves the right to suspend further bookings where invoices remain overdue.
12. Permanent Roles & Finder’s Fee
If the Client offers a Worker a permanent role — whether introduced for temporary or permanent work — a finder’s fee becomes payable upon acceptance.
The finder’s fee is:
12.5% of the Worker’s annual salary
Typical dental nurse salary: £24,000–£26,000
Typical finder’s fee: £3,000–£3,250
This fee applies whether the Worker is hired:
• Directly
• Indirectly
• Through a third party
The fee applies if the Worker is hired within 12 months of introduction.
13. Temp-to-Perm Conversions
If a Worker supplied temporarily is later taken on permanently:
• A conversion fee applies
• Payable upon acceptance of the permanent role
14. Liability
The Agency is not liable for:
• Loss, damage, or injury caused by the Worker
• Clinical decisions or treatment outcomes
• Business interruption or financial loss
The Client is responsible for supervising the Worker.
15. Insurance
The Client must maintain:
• Public liability insurance
• Employer’s liability insurance
• Professional indemnity insurance
16. Data Protection
The Agency complies with UK GDPR. Personal data is processed only for recruitment and placement purposes.
17. Termination
The Agency may decline future bookings or terminate an Assignment immediately where:
• The Client repeatedly delays start times
• The working environment is unsafe
• Conduct concerns are reported
• Payment terms are not met
• The Client breaches these Terms