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OUR TERMS AND CONDITIONS

SUCCESS OF YOUR TREATMENT

  • It is important to understand that no provider of fertility treatment services is able to guarantee a successful outcome or an absence of complications. Accordingly, we are unable to give a commitment that any fertility treatment that you undertake with us will lead to a pregnancy and/or will be without complications.
  • Our published success rates are available on our website: www.abcivf.co.uk/ivf-success-rates and on the HFEA website.

INFORMATION WE NEED FROM YOU

  • We will ask you for certain personal and medical information which we will need to provide you with treatment and a cost estimate. If you do not provide this information we cannot provide you with an accurate cost estimate and may not be able to treat you.
  • You must inform us of any change in your address and/or contact details. If we are unable to contact you in order to take your instructions and/or seek payment we may not be able to provide you with Services.
  • In relation to our frozen storage Services:
    • If we are unable to contact you in order to take your instructions and/or seek payment for frozen storage in accordance with our Price Guide, we may need to discard any samples you store with us.
    • We will attempt to make contact initially via telephone and email. If we are unsuccessful or do not receive instruction, we will send a letter via registered post to the address we have on file. If we are still unable to contact you after multiple attempts to take payment this may lead to your samples being discarded. It is therefore very important that you inform us immediately of any change in your contact details, including email address, postal address and telephone number and do not ignore any request for payments.

OUR SERVICES AND TREATMENT

  • The first stage of assessing and diagnosing what treatment you may need is an advanced baseline scan and/ or initial consultation with a clinician. The advanced baseline scan and/ or initial consultation will be confirmed by email following booking. We will require a repeat advanced baseline scan if 3 months has elapsed from the first advanced baseline scan, which will incur an additional charge.
  • After your advanced baseline scan and/ or initial consultation, if you require a fertility treatment, you will have a consultation with a member of our staff to discuss your treatment. We will send you a Costed Treatment Plan which includes information on costs. We will also give you access to review, complete and sign all relevant Consent Forms for Treatment.
  • You will need to confirm your agreement to these forms and make payment to us before we provide you with treatment. In certain circumstances, including but not limited to if there is a significant time period between your treatments, we may ask you to resubmit the Financial Consent Form and Consent Forms for Treatment.
  • Any treatments, techniques or tests which are not set out in your Costed Treatment Plan will need to be paid for separately. Following discussion with our staff, these will need to be paid for in advance in accordance with the ‘Prices and Payment’ section of this document.
  • Details of how you enter into contracts with us at each stage of your treatment are set out in our terms and conditions. Please note that your contract for treatment is formed with us by making payment.

IMPORTANT CONDITIONS ABOUT OUR SERVICES

  • Appointments: While we make reasonable efforts to ensure that appointments run to time, our appointments are clinical consultations and so we cannot guarantee that appointments will not be delayed.
  • Your clinician: We cannot guarantee that you will see the same clinician on every visit.
  • Additional costs: There may be the need for additional tests, treatments or medicines which are not included within a cycle package and these will be charged separately. Any medication and services required beyond those specified in the package will be charged separately. Information as to any additional tests, treatments, medication or other services that may become necessary, such as pregnancy scans/blood tests, pregnancy medication, embryo freezing and storage, and any additional fees we pass on for the cost of regulation or counselling will be made available to you before you confirm that you wish to proceed with the relevant treatment.
  • Prescription: Medication that is not included in the package price that may be required (for example: additional medication required for your cycle (see below); for Frozen Embryo Transfers or for post pregnancy test medication) is available to purchase from the clinic. However if you would prefer to purchase medication from an alternative pharmacy, a small cost is charged for the administration in raising a private prescription.
  • Frozen material: Please note that if you have embryos that you wish to store you will need to pay for an ‘embryo freezing and storage’ package in addition to the cost of your cycle. The ‘embryo freezing and storage’ package includes two years of freezing. Following the two years, you will be charged annually for storage which will incur additional costs. If you use or discard your embryos completely within 1 year of freezing and you have paid for the package that includes 2 years storage, then you will be entitled to a refund of £200.
  • Our discretion not to proceed with treatment: We may decide, in our clinical discretion, that you are not suitable for treatment on medical grounds at any time. We may also decide in our discretion that you are not suitable for treatment if your behaviour indicates a clear and obvious lack of trust between us. We also have a legal duty to consider the welfare of the child or children that may be born as a result of your treatment, and treatment may be refused in light of concerns about such welfare.
  • Changes to treatment on medical grounds: We may change your treatment and our contract with you on medical grounds. This includes, but is not limited to:
    • a need for ICSI
    • a change in medication doses depending on how patients respond to stimulation
    • changing the treatment protocol at short notice due to medical reasons
    • a need for elective freezing due to medical reasons and a subsequent frozen embryo transfer (see comment below)
    • a need for a blood or diagnostic test.
    • While such changes may be advisable or necessary medically, you will be given material information about such changes. Any changes to treatment may incur additional costs and these will be given as soon as practicable.
  • Elective Freezing: Where you have paid for a single IVF cycle which includes a fresh embryo transfer and for medical reasons it has been advised that all embryos should be frozen so that a frozen embryo transfer can take place at a later date, the following applies:
    • You will need to pay for freezing and storage above the fees paid for your cycle. Our ‘embryo freezing and storage’ package includes 2 years of storage. However if the samples are used within 3 months (and nothing remains frozen) you will be entitled to a refund of £600.
    • You will also need to pay for a frozen embryo transfer (FET), which includes thawing the embryos. As the freezing was due to medical reasons you will be eligible for a £700 discount on the price for a frozen embryo transfer. If FET medication is needed, this will be an additional cost.
  • Other changes: We may make other changes to our services in some situations, as described in our terms and conditions. We will notify you if we make more significant changes to the services.
  • Diagnostic Tests: If we advise you that you need any diagnostic tests before a consultation or treatment you will be offered the opportunity to arrange diagnostic tests at one of our clinics or at one of our recommended partners’ clinics. If you choose to use our clinics we will provide you with our prices before you proceed.
  • Clinic location: Location information for our clinics and services are on our website at www.abcivf.co.uk. Contact details for your clinic will be provided when you access treatment.
  • Partners: We work with partner organisations for some treatment. We will always let you know if we recommend using partners and if the partners are sub-contractors working for us or if they work independently of us. If the partners work independently of us you will need to check their terms and conditions which will apply to your treatment with them.

PRICES AND PAYMENT

  • Website and Price Guide: Our Website and the Price Guide, which is available from our Website, include indicative information about our Costs. We use dynamic pricing for our baseline scans which means that we adjust prices for appointments in response to our internal resources and capacity demands. The price may therefore vary depending on how soon the baseline scan is from the date of booking. The detailed Costs for all other Treatments which you will pay are set out in the Costed Treatment Plan which you will be given before entering into a contract with us for Treatment.
  • Additional costs: There may be the need for additional tests, treatments or medicines which are not included within a cycle package and these will be charged separately. Any medication and services required beyond those specified in the package will be charged separately. Information as to any additional tests, treatments, medication or other services that may become necessary, such as pregnancy scans/blood tests, pregnancy medication, embryo freezing and storage, and any additional fees we pass on for the cost of regulation or counselling will be made available to you before you confirm that you wish to proceed with the relevant treatment.
  • Price Estimates and changes to prices: We will provide you with a Costed Treatment Plan which will be valid for 8 weeks from the date of issue. If you decide to enter into a contract at any time during this 8 week period, you will pay the prices as set out on the Costed Treatment Plan. If you decide to enter into a contract with us at any point after the 8 week period from the date of issue, we will provide you with an updated Costed Treatment plan, which will be re-calculated at the current pricing at that time.
  • Payment in advance: Except when you join our finance scheme (www.abcivf.co.uk/costs/payment-plans) , you must make an advance payment of 100% of the price of the services in accordance with these terms except for certain treatments where you will be required to make an advance payment as a deposit as set out in your Costed Treatment Plan. We reserve the right to cancel any consultation appointment if payment has not been received.

CANCELLATIONS, RESCHEDULES AND REFUND POLICIES

  • Our cancellation, reschedule and refund terms are set out in full in our terms and conditions and we draw your attention to the following:
    • In relation to all cancellation and reschedule fees, please note that we only retain fees to cover the reasonable costs and losses we have incurred by virtue of your decision not to proceed with a consultation or treatment.
    • Services are not refundable once performed and are otherwise subject to our terms and conditions relating to refunds and cancellations.
    • After booking, if you decide not to go ahead with your baseline scan and/or initial consultation, the following terms will apply, subject to our terms and conditions:
      • If you cancel or reschedule a baseline scan with more than 72 hours or three working days’ notice you will be entitled to a full refund of the costs paid or be able to reschedule your appointment.
      • If you cancel or reschedule a baseline scan with less than 72 hours or three working days’ notice but there is more than 72 hours until your scheduled initial consultation, you will be entitled to a partial refund of the funds paid for initial consultation.
      • If you have had a baseline scan and cancel or reschedule your initial consultation with less than 72 hours or three working days’ notice, you will not be entitled to a refund.
      • If you do not attend a scheduled baseline scan or an initial consultation, you will not be entitled to a refund.
    • We reserve the right to cancel appointments and discontinue treatment/services for non-payment of costs.
    • You will need to pay a deposit of £500 at the time of making your booking if you wish to go ahead with fertility treatments. The remainder is payable at your treatment plan consultation.
    • If you cancel more than 5 days before your treatment plan consultation without rescheduling we will refund you £200 of your deposit if you have undergone the screening tests, or all of your deposit if you have not undergone the screening tests.
    • If you cancel less than 5 days before your treatment plan consultation we will, at our discretion, be entitled to keep all of your deposit even if you have not undergone the screening tests. We will always act reasonably in deciding whether to keep your deposit.
    • If you reschedule more than 5 days before your treatment plan consultation there will be no Cancellation Fee.
    • If you reschedule less than 5 days before your treatment plan consultation we will, at our discretion, be entitled to make a Cancellation Fee. We will always act reasonable in deciding this.
    • Once you have had your treatment plan consultation, we only offer refunds in the following circumstances:
      • If you decide not to proceed with treatment immediately following a treatment plan consultation, we will refund £2,250. We will keep our £500 deposit to cover treatment plan consultation and screening test costs.
      • If you decide not to proceed with treatment following a treatment plan consultation and after you have been dispensed medication we will refund £1,500. We will keep our £500 deposit to cover treatment plan consultation and screening test costs. We will also keep £750 to cover medication costs.
      • If a cycle is abandoned by you or us prior to egg collection we will refund your total fees less our £500 deposit and £750 to cover medication and treatment plan consultation fees. Where the cycle is interrupted, we charge £250 per scan. Replacement medication can be purchased at a set nominal fee of £250.
    • Embryo and egg freezing services are excluded from fertility treatment packages. Please see our Website for details of our services and prices.
    • In the event that no embryos created from any of the treatment cycles are suitable for transfer or freezing, the cycle is considered completed and no refund will be issued.
    IVF cycle and FET package
    • The package includes one abc IVF standard cycle, one freezing process and 2 years of embryo storage, FET procedure, FET medication and HFEA fees. Any additional treatments or services are chargeable.
    • IVF cycle part of the package is valid for 12 months. The treatment must commence within the 12 month period.
    • The FET part of the package is valid for 24 months from the date of purchase and non-refundable. The FET can be used for future cycles within the 24 month period following a negative or positive pregnancy.
    • If we decide, in our clinical discretion, that you are not suitable for treatment on medical grounds or we decide not to treat you for any other reason following a treatment booking, then we will refund your costs paid but we will deduct from the refund a Cancellation Fee to cover the costs of the treatment booking and other costs incurred by us.
    • If we decide for any other reason not to proceed with Treatment then we will be entitled to retain a cancellation fee.
    • Where you have requested that we provide treatment within the statutory cooling-off period, we will perform our services as soon as the request is made. If you choose not to waive your statutory right in this way, you acknowledge that we will not perform services for you for the duration of the cooling-off period.
    • Failure to pay the applicable costs for frozen storage may lead to the stored embryos/gametes being destroyed.
    • Once we take payment for freezing and annual storage, we are unable to give a refund even if you decide to discard your samples part way through the year, except for as described in the ‘Frozen Material’ section above.
    • Egg sharing packages have additional terms and conditions. These will be provided to you if you require these services before you commence treatment.
    • Where our charges are refundable a credit may be applied to your account. Otherwise, refunds are normally made within 28 days.
    • Dynamic pricing: If you wish to reschedule the baseline scan, you may incur a charge to cover the difference in cost from your original consultation price (baseline scan and virtual consultation) and that of the new booking due to the fact that we use dynamic pricing which means that we adjust prices for appointments in response to our internal resources and capacity demands.
    • Failed thawing: In the event that a frozen embryo transfer (FET) cycle does not result in suitable embryos to transfer because the embryo(s) or egg(s) have not survived the thawing process, a refund of £700 will be issued. If you had a discounted FET, a refund of £300 will be issued.

COMPLAINTS-HANDLING POLICY

CONSENT AND LEGAL REQUIREMENTS

  • Your clinician will discuss your treatment options with you during your initial consultation. You will need to consent to your chosen treatment(s) by agreeing to the terms of the relevant Consent Forms for Treatment via our online portal or via a paper copy prior to the start of any treatment.. You must not provide your consent if you either do not agree with the statements that you are being asked to agree or if you consider that anything is unclear. You should not provide your consent until any questions that you may have are answered to your satisfaction.
  • We are subject to a range of legal requirements including but not limited to consent, and these must be fulfilled for us to offer you treatment. We are entitled to cease providing you with treatment if these requirements are not satisfied.
  • You may withdraw your consent after you give it by giving us reasonable notice/confirmation in writing of the withdrawal of your consent. You cannot withdraw your consent after your gametes and/or embryos have been used in treatment.
  • You must inform us without delay of any change in your personal circumstances that may be relevant to your treatment and/or to the consent given by you or a partner or any other person on whose behalf you are accessing these services.
  • Unless we agree with you in writing to the contrary, you and any other person on whose behalf you are acting such as a partner, and who has signed a Financial Consent Form and a Consent Form for Treatment will be jointly and severally liable for any monies owing to us in relation to that treatment. This means that we may seek payment from either of you.