Medic Shona Staff Portal

Terms and Conditions of Use

Effective Date: 4 August 2026

Welcome to the Medic Shona Staff Portal. By creating an account or accessing this portal, you agree to comply with these Terms and Conditions. If you do not agree with these terms, you should not register or use the portal.

1. Purpose of the Portal

The Medic Shona Staff Portal is provided to allow authorised staff members, volunteers, subcontractors and approved personnel to:

• View available shifts.
• Accept or decline event bookings.
• Access policies, procedures and training materials.
• Complete required documentation.
• Update personal and professional information.
• Communicate with Medic Shona management.

The portal remains the property of Medic Shona at all times.

2. Eligibility

You may only register if you:

• Are aged 18 years or over.
• Have been approved by Medic Shona.
• Provide accurate and truthful information.
• Hold any qualifications required for the roles you undertake.

Medic Shona reserves the right to refuse or remove access without providing a reason.

3. Account Security

You are responsible for maintaining the confidentiality of your login details.

You agree to:

• Keep your password secure.
• Never share your account with another person.
• Notify Medic Shona immediately if you believe your account has been compromised.
• Ensure all information held within your account remains accurate.

Any activity carried out using your account will be considered your responsibility.

4. Professional Conduct

Users of the portal are expected to behave professionally at all times.

You must:

• Treat colleagues and service users with dignity and respect.
• Maintain patient confidentiality.
• Follow all Medic Shona policies.
• Follow instructions provided by event management.
• Behave in accordance with current professional standards.

Medic Shona operates a zero-tolerance policy towards bullying, discrimination, harassment, abuse or threatening behaviour.

5. Confidentiality

During your work with Medic Shona you may have access to confidential information.

This includes but is not limited to:

• Patient information.
• Staff information.
• Client details.
• Event information.
• Medical records.
• Internal procedures.
• Business information.

You agree not to disclose confidential information except where authorised or legally required.

This obligation continues even after leaving Medic Shona.

6. Data Protection

Medic Shona processes personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Information provided through the portal may be used for:

• Staff administration.
• Event planning.
• Compliance checks.
• Payroll or invoicing.
• Regulatory requirements.
• Quality assurance.

You agree that Medic Shona may retain your information where legally required.

7. Qualification Requirements

You are responsible for ensuring that all qualifications remain valid.

You agree to upload updated copies of:

• Identification.
• Professional qualifications.
• DBS certificates where applicable.
• Driving licence (if relevant).
• Insurance documents where applicable.
• Mandatory training certificates.

Failure to maintain valid documentation may result in suspension of portal access.

8. Availability and Shift Bookings

Submitting your availability does not guarantee work.

Medic Shona reserves the right to allocate staff based on:

• Qualifications.
• Experience.
• Operational requirements.
• Client requests.
• Performance history.

Once you accept a shift you are expected to attend unless exceptional circumstances apply.

Repeated cancellations may affect future work opportunities.

9. Uniform and Equipment

Staff must wear the appropriate Medic Shona uniform where required.

Any equipment issued remains the property of Medic Shona and must be returned upon request.

You may be responsible for replacing lost or deliberately damaged equipment.

10. Acceptable Use

You agree not to:

• Upload malicious software.
• Attempt unauthorised access.
• Copy portal content without permission.
• Share confidential documents.
• Misrepresent your qualifications.
• Use another person's account.

Any misuse may result in immediate removal from the portal.

11. Intellectual Property

All portal content including:

• Logos
• Documents
• Policies
• Training materials
• Images
• Forms
• Branding

remains the intellectual property of Medic Shona.

No material may be reproduced without written permission.

12. Availability of the Portal

Medic Shona aims to keep the portal available at all times but cannot guarantee uninterrupted access.

Maintenance, upgrades or technical issues may occasionally make the portal unavailable.

Medic Shona accepts no liability for temporary outages.

13. Termination of Access

Medic Shona may suspend or terminate portal access where:

• These terms are breached.
• False information has been supplied.
• Professional standards are not maintained.
• Required qualifications expire.
• Employment or engagement ends.
• Continued access presents a security or operational risk.

Termination of portal access does not remove any continuing legal or contractual obligations.

14. Limitation of Liability

Medic Shona will not be liable for:

• Loss of data caused by user error.
• Loss arising from unauthorised account access where login credentials have been shared.
• Indirect or consequential losses arising from use of the portal.

Nothing within these terms limits liability where it cannot legally be excluded.

15. Amendments

Medic Shona reserves the right to amend these Terms and Conditions at any time.

The latest version will always be available through the Staff Portal.

Continued use of the portal constitutes acceptance of any updated terms.

16. Governing Law

These Terms and Conditions are governed by the laws of England and Wales.

Any disputes shall be subject to the jurisdiction of the courts of England and Wales.

Declaration

By registering for and using the Medic Shona Staff Portal, I confirm that:

• I have read and understood these Terms and Conditions.
• I agree to comply with all Medic Shona policies and procedures.
• I understand my responsibilities regarding confidentiality and data protection.
• I understand that failure to comply may result in suspension or removal of my portal access.

I acknowledge that selecting the "I Agree" checkbox during registration constitutes my electronic acceptance of these Terms and Conditions.