Flu Terms and Conditions
Effective from: 01/07/2026
These terms and conditions apply to COPE's Flu Programme, including both onsite vaccination services and digital flu vouchers. Where a pre-agreed contract is in place between COPE Occupational Health Services Limited ("COPE") and the customer, these terms apply in conjunction with the existing contract. Where no such agreement exists, these terms shall form the basis of the agreement between COPE and the customer.
0.1 Existing Contractual Arrangements
Where a customer has pre-agreed flu programme terms as part of an existing contract with COPE, those contractual terms shall take precedence over these general Flu Terms and Conditions in the event of any conflict. These Flu Terms and Conditions apply to all other customers, and to any matters not expressly covered within an existing contract.
Onsite Vaccinations
1.1 Service Delivery
COPE will make every effort to deliver onsite vaccinations directly. However, where this is not possible, COPE reserves the right to subcontract the service to an approved clinical partner.
1.2 Pricing
The price of £8.35 per vaccine covers the cost of the vaccine itself. In addition to this, the following charges will apply:
- Delivery — charged according to the method required to maintain the vaccine's cold chain, which may include cooled van delivery (where vaccines are stored in a fridge on-site) or a tempcell validated box and courier service (where no fridge is available on-site)
- Clinical Time — charged based on the clinician time required to deliver the clinic
- Consumables — charged based on the equipment and materials required to deliver the clinic
The exact cost of delivery, nursing time and consumables will vary depending on factors including order urgency, vaccine quantity, delivery method and clinic size. A final, itemised quote will be provided by our team upon receipt of your enquiry.
1.3 Additional Charges
VAT will be charged in addition to all stated prices.
1.4 Availability
Onsite vaccination clinics are offered on a first come, first served basis and are subject to availability. Submitting an order does not guarantee a booking; all bookings are confirmed in writing by COPE.
1.5 Cancellation
Where a confirmed onsite vaccination clinic is cancelled by the customer with less than 10 working days' notice, the customer will be liable for the full charge of the booked clinic.
1.6 Vaccine Supply
COPE will use its best efforts to administer the vaccine stated on the website. However, in the event of supply issues, COPE reserves the right to substitute an alternative vaccine of equivalent clinical standard.
1.7 Vaccine Information
An information sheet detailing the vaccine used, including relevant clinical information such as ingredients and contraindications, will be provided with each order. It is the customer's responsibility to ensure this information is made available to employees ahead of their appointment.
Digital Flu Vouchers
2.1 Voucher Supply
COPE purchases its digital flu vouchers from an approved national partner. These vouchers are redeemable at a wide range of UK pharmacies, including most major retailers.
2.2 Booking & Redemption
All bookings and redemptions made using the flu vouchers are subject to the terms and conditions of the issuing partner. COPE is not responsible for the booking process or any limitations imposed by the voucher provider.
2.3 Customer Responsibility
Customers are advised to ensure employees are made aware of any booking restrictions, expiry dates, or clinic availability associated with the flu vouchers at the time of distribution.
2.4 Availability
Digital flu vouchers are offered subject to availability and may sell out during the season. COPE recommends ordering as early as possible to avoid disappointment.
2.5 Voucher Validity
Vouchers are valid for use within the validity period stated by the issuing partner at the time of purchase. COPE is not responsible for vouchers that expire unused.
General
3.1 Order Confirmation
Submission of the order form constitutes a request to purchase and does not guarantee fulfilment. All orders are subject to availability and while stocks last. COPE will confirm all orders in writing, including final pricing, before any payment is taken.
COPE reserves the right to update these terms and conditions at any time. The most current version will always be available on our website.
