OutsideClinic Referral Partner Prize Draw

These Terms & Conditions govern the OutsideClinic Referral Partner Prize Draw (the "Prize Draw"). By participating in the Prize Draw, eligible Referral Partners agree to be bound by these Terms & Conditions.

The promoter is OutsideClinic Limited, company number 02788492, whose registered office is Stirling House, 10 Viscount Way, South Marston Industrial Estate, Swindon, SN3 4TN (the "Promoter" or "OutsideClinic").

1. Eligibility

• 1.1 The Prize Draw is open only to eligible UK businesses and organisations that are active members of the OutsideClinic referral partner network and have been invited by OutsideClinic to participate (each a "Referral Partner").
• 1.2 Entries are awarded to the Referral Partner business or organisation, rather than to the individual employee or representative submitting the referral.
• 1.3 Employees of OutsideClinic and any person directly involved in administering the Prize Draw are not eligible to enter.
• 1.4 Each Referral Partner is responsible for ensuring that its participation in the Prize Draw, and its acceptance or use of any prize, is permitted under its own policies and procedures and any applicable professional, regulatory, contractual, procurement, gifts, hospitality, conflicts of interest or anti-bribery requirements.
• 1.5 Individuals submitting referrals on behalf of a Referral Partner must have the appropriate authority to do so.

• 1.6 Participation in this Prize Draw must not influence professional or clinical judgement, patient choice or whether a referral is appropriate. Referrals should continue to be made based on the individual needs and circumstances of the person being referred.

  OutsideClinic reserves the right to exclude a Referral Partner where participation or acceptance of the prize would, in OutsideClinic's reasonable opinion, create a legal, regulatory, ethical or material conflict-of-interest concern.

2. Qualifying Referral Period

• 2.1 Eligible referrals must be received by OutsideClinic between 00:00 on 1 July 2026 and 23:59 on 31 December 2026 inclusive (the "Qualifying Referral Period").
• 2.2 A referral received outside the Qualifying Referral Period will not qualify for an entry.

3. Qualifying Referrals

• 3.1 One entry will be awarded to the relevant Referral Partner for each Qualifying Referral.
• 3.2 A Qualifying Referral is a hearing referral that:
  • is submitted to OutsideClinic through an approved referral route during the Qualifying Referral Period;
  • contains sufficient and accurate information for OutsideClinic to process the referral;
  • has been made with the appropriate knowledge and/or consent of the person being referred, in accordance with the Referral Partner's normal referral responsibilities;
  • passes OutsideClinic's usual referral triage and qualification process; and
  • results in the referred individual attending a qualifying hearing appointment with OutsideClinic on or before 14 January 2027.
• 3.3 For the purposes of the Prize Draw, a qualifying hearing appointment is an appointment that the referred individual attends and which is recorded as completed by OutsideClinic.
• 3.4 A referred individual does not need to purchase hearing aids or any other OutsideClinic product or service for the referral to qualify.
• 3.5 Referrals that are cancelled, not attended, found to be invalid, fraudulent or duplicated, or which do not result in an attended appointment by 14 January 2027, will not qualify.
• 3.6 Where the same individual is referred more than once, only the first valid referral recorded by OutsideClinic will qualify, unless OutsideClinic determines that the referrals relate to genuinely separate and eligible episodes of care.
• 3.7 OutsideClinic's referral and appointment records will be used to determine whether a referral satisfies the qualifying criteria. Where there is a genuine dispute, OutsideClinic will review the relevant records and circumstances before making a decision.

4. Number of Entries

• 4.1 There is no maximum number of entries that an eligible Referral Partner may receive.
• 4.2 Each separate Qualifying Referral will generate one entry.
• 4.3 Entries cannot be sold, transferred or assigned between Referral Partners.

5. The Prize

• 5.1 There is one prize, with a total stated value of £2,500, comprising:
  • a £2,000 holiday voucher to put towards a holiday selected by the winner; and
  • a £500 prepaid travel card for spending money.
• 5.2 The holiday voucher and prepaid travel card will be subject to the relevant provider's own terms and conditions, including any booking, availability, validity, identification or usage requirements.
• 5.3 The holiday voucher does not guarantee that the full cost of a particular holiday will be covered. Any cost exceeding the £2,000 voucher value will be the responsibility of the winning Referral Partner or its nominated travellers.
• 5.4 The prize has no cash alternative and cannot be exchanged for cash or another prize at the request of the winner.
• 5.5 OutsideClinic may substitute all or part of the prize with an alternative of equal or greater value where circumstances outside its reasonable control make this necessary.
• 5.6 Any tax liabilities or other costs arising from the receipt or use of the prize that are not expressly included above are the responsibility of the winning Referral Partner and/or its nominated recipient. Referral Partners should take their own tax advice where necessary.

6. Travellers

• 6.1 At least one person travelling using the holiday voucher must be a current employee, director or owner of the winning Referral Partner at the point the holiday is booked, unless otherwise agreed by OutsideClinic.
• 6.2 Other travellers may include family members, friends or other persons nominated by the winning Referral Partner, subject to the travel provider's applicable terms and conditions.
• 6.3 It is the responsibility of the winning Referral Partner and its nominated travellers to arrange and hold any passports, visas, insurance, vaccinations or other documents and requirements necessary for their chosen trip unless expressly stated as included in the prize.
• 6.4 Where a traveller requires reasonable adjustments or has accessibility requirements, OutsideClinic will work with the prize provider and winner to explore reasonable available options. The availability of specific adjustments, destinations or accommodation cannot be guaranteed.

7. The Draw

• 7.1 All valid entries will be entered into a random prize draw following the appointment qualification deadline of 14 January 2027.
• 7.2 The draw will take place no later than 31 January 2027.
• 7.3 The winning entry will be selected using a verifiably random process or under the supervision of an independent person.
• 7.4 Each valid entry will have an equal chance of being selected.
• 7.5 OutsideClinic will retain appropriate records of the draw and the process used to select the winner.
• 7.6 OutsideClinic may record the draw and may make the recording, or appropriate evidence of the draw, available to participating Referral Partners. No patient-identifiable information will be included in any recording or communication relating to the draw.

8. Winner Notification and Claiming the Prize

• 8.1 OutsideClinic will contact the winning Referral Partner using the contact details held within its referral partner records within five working days of the draw.
• 8.2 OutsideClinic will make reasonable efforts to contact the winner.
• 8.3 The winning Referral Partner must respond within 14 days of OutsideClinic's notification and provide any information reasonably required to verify its eligibility and arrange the prize.
• 8.4 OutsideClinic may require confirmation that acceptance of the prize is permitted by the Referral Partner's organisation and does not breach any applicable employer, professional, regulatory, conflicts-of-interest, gifts and hospitality or anti-bribery requirements.

• 8.5 If the winner:

  • cannot be contacted despite reasonable attempts;
  • fails to respond within 14 days;
  • is found to be ineligible;
  • is unable or not permitted to accept the prize; or
  • has otherwise breached these Terms & Conditions,

  OutsideClinic may withdraw the prize from that entrant and conduct a further random draw from the remaining valid entries.
   

• 8.6 Subject to completion of the necessary eligibility checks, OutsideClinic will arrange for the prize to be provided within 30 days of the winning Referral Partner confirming acceptance.

9. Publicity and Winner Information

• 9.1 OutsideClinic may announce the winning Referral Partner to participating Referral Partners and may make available sufficient information to demonstrate that a valid prize award has taken place.
• 9.2 Where information about an identifiable individual is proposed to be published, OutsideClinic will handle this in accordance with applicable data protection requirements. Individuals may object to, or request a reduction in, the personal information made publicly available where applicable.
• 9.3 OutsideClinic may invite the winning Referral Partner and its representatives to participate in reasonable promotional activity relating to the Prize Draw, including photographs, testimonials, quotes, social media content or website content.
• 9.4 Participation in additional promotional activity under clause 9.3 is voluntary and will be agreed separately with the winning Referral Partner and any identifiable individuals involved.

10. Fair Participation

• 10.1 OutsideClinic reserves the right to investigate and remove entries where it reasonably believes there has been fraud, manipulation, abuse of the referral process, duplication, fabricated referrals or any attempt to interfere with the fair administration of the Prize Draw.
• 10.2 Referrals must be genuine referrals made through the Referral Partner's normal activities. Referral Partners must not submit referrals without an appropriate basis solely or primarily for the purpose of generating Prize Draw entries.
• 10.3 Nothing in this Prize Draw changes OutsideClinic's normal clinical, referral, triage or patient acceptance criteria.

11. Changes, Suspension or Cancellation

• 11.1 OutsideClinic intends to operate and award the Prize Draw as described in these Terms & Conditions.
• 11.2 OutsideClinic may suspend, amend or cancel the Prize Draw only where circumstances outside its reasonable control make this unavoidable or where continuing the Prize Draw would create a legal, regulatory, safety or material compliance issue.
• 11.3 Where any change is necessary, OutsideClinic will take reasonable steps to notify participating Referral Partners and minimise any disadvantage to existing eligible participants.
• 11.4 OutsideClinic will not materially alter the qualifying criteria or disadvantage entries already validly earned unless reasonably necessary for legal, regulatory or other exceptional reasons.

12. Data Protection

• 12.1 Personal information relating to Referral Partner representatives will be processed for the purposes of administering the Prize Draw, verifying eligibility, contacting the winner and fulfilling the prize.
• 12.2 Patient information submitted as part of a referral will continue to be processed in accordance with OutsideClinic's normal referral processes and applicable privacy arrangements and will not be used for the purpose of conducting or publicising the draw beyond determining whether the relevant referral qualifies.
• 12.3 Further information about how OutsideClinic processes personal information is available in OutsideClinic's applicable privacy notices.
• 13. General
• 13.1 OutsideClinic's decisions regarding the administration of the Prize Draw will be final, subject to its obligation to administer the promotion fairly and in accordance with these Terms & Conditions and applicable law.
• 13.2 If any provision of these Terms & Conditions is found to be invalid or unenforceable, the remaining provisions will continue to apply.
• 13.3 These Terms & Conditions are governed by the laws of England and Wales and any dispute will be subject to the jurisdiction of the courts of England and Wales, except where applicable law provides otherwise.

Promoter: OutsideClinic Limited
Company number: 02788492
Registered office: Stirling House, 10 Viscount Way, South Marston Industrial Estate, Swindon, SN3 4TN