Terms and Conditions – Veritas Forensics

Last Updated: 4.6.26

Effective Date: 4.6.26

These Terms and Conditions govern the provision of services by VF UK LTD t/a Veritas Forensics (“we”, “us”, “our”) to you (“you”, “your”, “the Client”) for the collection, transportation, storage, and delivery of DNA samples, biological specimens, and related materials.

By requesting or using our services, you agree to be bound by these Terms, together with our Privacy Policy, which forms part of this agreement. If you do not agree with these Terms, you must not use our services.

1. Interpretation and Definitions

For consistency and clarity, the following definitions apply throughout these Terms:

- Service: The collection, transport, temporary storage, delivery, and chain-of-custody management of Samples as described in our service specifications.

- Sample: Any biological material entrusted to us, including but not limited to DNA samples, blood, saliva, tissue, swabs, or other specimens, along with all associated documentation and data.

- Client: The person, organisation, clinic, laboratory, or authorised representative requesting or arranging the transport.

- Recipient: The authorised person or organisation designated by the Client to receive the Sample.

- Contract: The agreement formed when we accept your instruction to provide the Service, incorporating these Terms and our Privacy Policy.

2. Scope of Service

2.1 We provide a specialised transportation and logistics service exclusively for the secure movement of samples between authorised locations.

2.2 Our service includes:

 - Collection from the agreed origin address

- Compliance with all applicable regulations for transport of biological materials (including IATA, UK dangerous goods regulations, and health & safety laws)

- Maintaining chain-of-custody records and tracking

- Use of appropriate packaging, temperature control, and security measures

- Delivery to the designated Recipient

- Secure record-keeping for audit and compliance purposes

2.3 Important Limitation: We are a logistics and transport provider only. We do not perform any testing, analysis, sequencing, medical examination, or scientific evaluation of Samples. We have no responsibility for the contents, quality, validity, or fitness for purpose of any Sample.

2.4 We reserve the right to refuse any shipment that does not comply with legal requirements, our safety standards, or these Terms.

3. Client Obligations

You agree to:

3.1 Ensure all information provided to us is accurate, complete, and up to date — including addresses, contact details, Sample type, handling requirements, and regulatory classifications.

3.2 Ensure all Samples are properly packaged, labelled, and documented in accordance with legal requirements and our instructions before handover.

3.3 Confirm that you have all necessary legal authority, consents, and permissions to transport the Sample and to share any associated personal or sensitive data with us.

3.4 Ensure that the Recipient is authorised, qualified, and willing to receive the Sample.

3.5 Provide or obtain all required licences, permits, or approvals where applicable for domestic or international transport.

3.6 Comply with our instructions regarding handover, collection times, and access to premises.

3.7 You are fully responsible for the accuracy of the information you provide and for any consequences arising from incorrect, incomplete, or misleading details.

4. Pricing and Payment

4.1 Our fees are as quoted to you at the time of booking or as published on our website. All prices are exclusive of VAT unless otherwise stated.

4.2 Payment is due in full before the Service is provided, or in accordance with the agreed credit terms.

4.3 We reserve the right to suspend or cancel services if payment is not received when due.

4.4 Additional charges may apply for:

- Changes to collection or delivery addresses after booking

- Failed collections or deliveries due to circumstances outside our control

- Special handling, storage, or regulatory requirements

- Customs duties, taxes, or clearance fees for international shipments

4.5 Fees are non-refundable once the Service has commenced, except where we are at fault for failure to perform.

5. Transit Times and Delivery

5.1 We will use reasonable endeavours to meet estimated collection and delivery times provided to you. However, all times are estimates only and are not guaranteed.

5.2 We are not liable for delays caused by circumstances beyond our reasonable control, including but not limited to: transport network disruptions, weather conditions, industrial action, regulatory delays, customs hold-ups, or requirements imposed by authorities.

5.3 Delivery is deemed complete when the Sample is handed over to the Recipient or placed in the agreed secure location, and signed for or acknowledged in accordance with our procedures.

5.4 If delivery cannot be completed, we will attempt to contact you for instructions. If no instructions are received within [e.g., 5 working days], or if delivery remains impossible, we reserve the right to securely store, return, or dispose of the Sample in accordance with legal and safety requirements. You will remain liable for all costs incurred.

6. Handling and Security of Samples

6.1 We maintain strict procedures to preserve the integrity, security, and confidentiality of Samples throughout transit and temporary storage.

6.2 We guarantee that:

- Samples will not be opened, altered, tested, analysed, or accessed in any way that compromises their confidentiality or content

- Chain-of-custody will be documented at every stage

- Appropriate environmental conditions (e.g., temperature control) will be maintained as agreed or required by regulation

6.3 While we take every reasonable precaution, we cannot eliminate all risk associated with the transport of biological materials. You accept that transport involves inherent risks, including potential changes in condition due to factors beyond our control.

7. Data Protection and Confidentiality

7.1 We process all personal and sensitive data — including genetic and health-related information — in accordance with our Privacy Policy, which sets out your rights and our obligations under UK GDPR and the Data Protection Act 2018.

7.2 Both parties agree to keep confidential all information exchanged in connection with this Contract, including details of Samples, clients, and operational procedures, and not to disclose it to any third party except as required by law or with prior written consent.

7.3 We will not use or disclose your data or Sample information for any purpose other than providing the Service and complying with legal obligations.

8. Liability and Indemnity

8.1 Our Liability

- We exercise reasonable care and skill in providing the Service. However, our total liability arising from any loss, damage, delay, or claim — whether in contract, tort, or otherwise — is limited to the total fees paid by you for the specific shipment in question.

- We are not liable for:

- Loss or damage arising from information you provide that is incorrect, incomplete, or misleading

- Loss or damage caused by inadequate packaging or labelling by you

- Changes to the Sample’s biological or chemical state, degradation, or failure of the Sample for its intended purpose — we are not responsible for the condition, quality, or usability of the material itself

- Indirect or consequential loss, including loss of profit, revenue, business, or reputation

- Events beyond our reasonable control (see Clause 9)

- Nothing in these Terms excludes or limits liability for death or personal injury caused by our negligence, fraud, or any other liability that cannot be excluded by law.

8.2 Your Indemnity

You agree to indemnify and hold us harmless against all claims, costs, damages, losses, and expenses (including legal fees) arising from:

- Any breach of these Terms by you

- Any act or omission by you or your authorised representatives

- Any breach of laws or regulations relating to the Sample or its transport

- Any claim brought by a third party resulting from our handling of the Sample in accordance with your instructions

9. Force Majeure

We are not liable for any failure or delay in performing our obligations where this is caused by events beyond our reasonable control, including but not limited to: natural disasters, war, civil unrest, strikes, transport failures, government actions, regulatory changes, public health emergencies, or inability to obtain supplies or labour. If such an event continues for more than [e.g., 14 days], either party may terminate the Contract without further liability.

10. Cancellation and Suspension

10.1 You may cancel a booking before collection has taken place. Cancellation fees may apply as per our published rates.

10.2 We may cancel or suspend services immediately if:

- You breach these Terms and fail to remedy the breach within 7 days of notice

- We reasonably believe that transport would breach laws, regulations, or safety requirements

- We are required to do so by law or regulatory authority

11. Disposal of Unclaimed or Undeliverable Samples

If a Sample cannot be delivered, cannot be returned, or remains unclaimed after a reasonable period, we may arrange for its secure destruction or disposal in accordance with legal and ethical guidelines. We will make reasonable efforts to notify you beforehand, but are not obliged to store Samples indefinitely. No compensation will be payable for disposal carried out in accordance with this Clause.

12. Intellectual Property

All intellectual property rights, including trademarks, logos, systems, documentation, and processes used or developed by us remain our exclusive property. You may not use, copy, or reproduce any of our materials without our prior written consent.

13. Changes to Terms or Service

We may update these Terms or modify our service specifications from time to time. The latest version will always be published on our website. Changes will take effect from the date of publication. Continued use of our services after changes are made constitutes acceptance of the new Terms.

14. Governing Law and Jurisdiction

These Terms and any dispute or claim arising out of or in connection with them shall be governed by and construed in accordance with the laws of England and Wales (or your relevant UK jurisdiction). Any legal proceedings shall be subject to the exclusive jurisdiction of the courts of England and Wales.

15. General

15.1 If any provision of these Terms is found to be invalid or unenforceable, the remaining provisions shall remain in full force and effect.

15.2 No failure or delay by us in exercising any right or remedy shall operate as a waiver of that right or remedy.

15.3 Nothing in this Contract creates any partnership, joint venture, or employment relationship between the parties.

15.4 All notices to us should be sent to the contact details below.

16. Copyright

© Copyright 2025 Veritas Forensics| All Rights Reserved.

By submitting your phone number and email you are providing express written consent for this company, its affiliates, agents, and service providers to contact you at that number regarding products or services, including via autodialed and/or prerecorded or artificial voice calls and text messages (SMS and MMS), or email even if your telephone number is a cellular number or on a corporate, state, county or the National Do Not Call Registry (DNC) or other do not contact list. You may opt-out at any time by emailing us a Do Not Call Request. Your consent is not required or a condition of any purchase. Message and data rates may apply. You also consent to our SMS terms, Privacy Policy and Terms of Use. By communicating with us by phone or email, you give your full consent for any and all calls, texts and emails to be recorded for quality and training purposes

17. Contact Us

For service enquiries, bookings, or legal notices:

VF UK Transport Ltd trading as Veritas Forensics

Registered address: 82a James Carter Road,Mildenhall, IP28 7DE

Email: info@veritasforensics.co.uk

Telephone: 07563674076