Terms and conditions

As at: November 2026

A. General

§ 1 Scope and contracting party

(1) These terms and conditions apply to all contracts between Pandemedics UG (haftungsbeschränkt), Raiffeisenstraße 6-8, 63225 Langen, Berlin location: Fürstenwalder Damm 479, 12587 Berlin (“Pandemedics”) and its customers for courses, training, event medical services, fire watches, the provision of staff and the hire of vehicles.

(2) Part B applies to courses and training, Part C to services at events, productions and in companies. Parts A and D apply to all contracts.

(3) For the purposes of these terms, a consumer is any natural person who concludes a contract predominantly for private purposes (§ 13 BGB, German Civil Code). A business is anyone acting in the exercise of their commercial or self-employed professional activity (§ 14 BGB).

(4) Deviating terms of the customer apply only if Pandemedics expressly agrees to them in writing.

§ 2 Conclusion of contract

(1) The presentation of our services on the website is not a binding offer. Results of the requirements calculator are non-binding guide values.

(2) Courses are booked via our online course portal (HiOrg-Server), by e-mail or by telephone. By submitting the registration, the customer makes a binding offer. The contract is concluded when we send our booking confirmation by e-mail.

(3) For services under Part C, Pandemedics prepares a written quote. The contract is concluded when the customer places the order in text form (e.g. e-mail).

(4) We store the contract text and send it to the customer in text form with the confirmation. The contract language is German.

§ 3 Prices and payment

(1) For consumers, all prices are final prices including statutory VAT, where applicable. For businesses, prices are plus statutory VAT.

(2) Invoices are payable within 14 days of the invoice date without deduction, unless agreed otherwise.

(3) Course fees are paid by invoice or via PayPal. Cash payment is not possible.

B. Courses and training

§ 4 Scope of services

(1) The content and duration of courses are set out in the course description or, for in-house training, in the individual agreement. We carry out first aid initial and refresher training as an authorised training provider (identification number 8.2001) in accordance with DGUV Grundsatz 304-001, and fire safety assistant training in accordance with ASR A2.2 and DGUV Information 205-023, including a practical extinguishing exercise.

(2) Participants receive the certificate of attendance at the end of the course if they were present for the entire duration of the course and took an active part. Please bring valid photo ID.

(3) If a certificate is lost, we issue a replacement certificate for a fee of €15, provided that attendance is documented in our records.

§ 5 Withdrawal and rebooking by participants

(1) Cancellation is free of charge up to 7 days before the start of the course. For cancellation between 7 and 3 days before the start of the course, we charge 50%; for later cancellation or non-attendance, 100% of the course fee. Cancellation must be made in text form (e-mail is sufficient).

(2) Rebooking to another date is free of charge up to 3 days before the start of the course, subject to availability. In the event of illness, we will also rebook free of charge at short notice on presentation of a medical certificate.

(3) The customer remains entitled to prove that no loss, or a lower loss, has been incurred by us. Naming a substitute participant is possible free of charge at any time.

(4) The statutory right of withdrawal for consumers remains unaffected (see Cancellation policy).

§ 6 Cancellation by Pandemedics

We may cancel a course if the minimum number of participants is not reached or if there is an important reason (e.g. illness of the instructor, force majeure). We will inform you without delay, offer alternative dates and refund fees already paid in full. No further claims exist, except in cases of intent or gross negligence.

§ 7 Billing with statutory accident insurers

(1) For workplace first aiders, we will, on request, bill the responsible statutory accident insurer (Berufsgenossenschaft) or accident insurance fund (Unfallkasse) directly. The employer provides the necessary information (company, membership number, responsible insurer) completely and correctly.

(2) If the accident insurer refuses to cover the costs for reasons for which the customer is responsible (e.g. incorrect information, quota exhausted), we will invoice the course fee to the customer.

§ 8 In-house training

For in-house training, the customer provides a suitable room, for extinguishing exercises a suitable outdoor area, and the participant list no later than 3 working days before the date. Invoicing takes place after delivery.

C. Event medical services, fire watch, staff and vehicles

§ 9 Scope of services

(1) The type, scope, qualifications and working hours of the staff, as well as materials and vehicles, are set out in the quote. The basis is the customer’s information and, where available, the licence conditions imposed by the authorities.

(2) Event medical services are medical cover on the event site. They are not part of the public emergency medical service. In the event of medical emergencies, Pandemedics alerts the emergency services via the emergency number 112 and hands patients over to them. We carry out transport outside the event site only at the express request of the responsible control centre.

(3) Pandemedics owes the professional performance of the agreed service, not a particular result. Responsibility for the overall safety of the event remains with the organiser.

§ 10 Customer’s duties to cooperate

The customer (1) submits licence conditions, site plans, schedules and contact persons in good time, at the latest 7 days before the deployment, (2) ensures clear access routes and escape routes, (3) provides – where agreed – rooms, power supply and space for first aid posts and vehicles, (4) informs us without delay of changes to visitor numbers, times or particular risks. Additional work resulting from late or incorrect information may be charged separately.

§ 11 Deployment times and extensions

(1) The agreed deployment times, including set-up and dismantling, are invoiced, but at least the minimum deployment duration stated in the quote.

(2) If the deployment is extended at the customer’s request or because of the course of the event, the additional time is charged at the rates in the quote per half hour or part thereof. The operations lead confirms the extension on site with the event management.

§ 12 Cancellation by the customer

(1) Postponing or cancelling a booking is free of charge up to one week before the booked date.

(2) For a cancellation from one week to 4 days before the booked date, we charge 25% of the order value; for a cancellation less than 4 days to 1 day before the date, 50%; for a cancellation within 24 hours before the date, 100% of the order total.

(3) The customer remains entitled to prove that no loss, or a lower loss, has been incurred. Third-party costs already incurred (e.g. vehicle rental) will be reimbursed in addition. Cancellation must be made in text form (e-mail is sufficient).

§ 13 Documentation and data protection

Pandemedics documents all assistance provided. The customer receives an incident report with summarised information that does not identify individuals. Patient data is subject to confidentiality and is processed exclusively in accordance with data protection regulations.

§ 14 Vehicle hire

Unless otherwise agreed, vehicles are provided only with Pandemedics staff. When used as film props, special signals may be used only by arrangement and in compliance with the Road Traffic Regulations (Straßenverkehrsordnung); driving on public roads is carried out exclusively by our staff.

D. Final provisions

§ 15 Liability

(1) Pandemedics is liable without limitation in cases of intent and gross negligence, for injury to life, body or health, and under the Product Liability Act (Produkthaftungsgesetz).

(2) In the event of slightly negligent breach of essential contractual obligations (obligations whose fulfilment is a prerequisite for the proper performance of the contract and on whose observance the customer may regularly rely), liability is limited to the typical, foreseeable damage. In all other respects, liability for slight negligence is excluded.

(3) Pandemedics maintains business liability insurance. Course participants are covered by it during the courses.

§ 16 Force majeure

If a service cannot be provided due to force majeure (e.g. severe weather, prohibition by the authorities, pandemic, strike), both parties are released from their obligations to perform. Amounts already paid for services not provided will be refunded.

§ 17 Governing law, place of jurisdiction

(1) The law of the Federal Republic of Germany applies, excluding the UN Convention on Contracts for the International Sale of Goods. For consumers, this choice of law applies only insofar as it does not deprive them of the protection of mandatory provisions of the state in which they have their habitual residence.

(2) If the customer is a merchant, a legal entity under public law or a special fund under public law, the place of jurisdiction is Offenbach am Main.

§ 18 Consumer dispute resolution

We are neither willing nor obliged to participate in dispute resolution proceedings before a consumer arbitration board.

§ 19 Severability clause

Should any provision of these terms and conditions be invalid, the validity of the remaining provisions shall remain unaffected.