Terms and conditions

Effective date: 17 February 2026

Version: 2.0

1. About these Terms

These Terms & Conditions (“Terms”) govern access to and use of the WitnessMatch service (the “Service”), including any website, directory, applications, features, messaging, scheduling, payment or subscription tools (the “Platform Features”).

By creating an account, browsing the directory, purchasing a subscription, posting a listing, sending messages or otherwise using the Service, you agree to these Terms.

If you do not agree, do not use the Service.

2. Who we are

WitnessMatch is operated by TrustedPsych Ltd (company no. 15705041) trading as WitnessMatch. Registered office: 71–75 Shelton Street, Covent Garden, London, England, WC2H 9JQ (“WitnessMatch”, “we”, “us”, “our”).

Contact: tom@witnessmatch.com

3. Business use only (important)

The Service is intended for professional/business users only.

By using the Service you confirm that you:

• are acting in the course of business/professional practice (e.g., as an expert witness, solicitor, barrister, paralegal or other legal professional), and
  
  
• have authority to bind your organisation where relevant.
  
  

If you are using the Service as a consumer, you must not use it.

4. Definitions

In these Terms:

• “Expert” means an independent expert witness with a listing/profile on the Service.
  
  
• “Instructing Party” means a solicitor/law firm or other legal professional using the Service to find/instruct Experts.
  
  
• “User” means any person or organisation using the Service (including Experts and Instructing Parties).
  
  
• “User Content” means content uploaded, submitted or posted by a User (including profile text, rates, availability, CVs, media, messages and documents).
  
  
• “Subscription” means any paid plan enabling access to Platform Features.
  
  
• “Boost” means any paid promotion/featured placement of a listing or content.
  
  
• “Case Request” means any enquiry or posting seeking an Expert.
  
  
• “Professional Rules” means relevant professional rules/standards applicable to the User (including, where applicable, CPR Part 35, SRA rules, Bar Standards Board rules, professional regulatory guidance and confidentiality obligations).
  
  

5. What WitnessMatch does (and does not do)

5.1 What we do

We provide a directory and matching platform to help Instructing Parties identify and contact Experts, and to help Experts present their services.

5.2 What we do not do

WitnessMatch:

• is not a law firm and does not provide legal advice;
  
  
• does not act as agent for Experts or Instructing Parties;
  
  
• does not verify credentials as a professional regulator would, and does not guarantee competence, availability, response times or outcomes;
  
  
• is not a party to any contract between an Expert and an Instructing Party.
  
  

Any engagement contract is strictly between the Expert and the Instructing Party.

6. Accounts, eligibility and security

• You must be 18+ and legally able to enter contracts.
  
  
• You must provide accurate, current and complete account and profile information.
  
  
• You must keep credentials confidential and notify us promptly of unauthorised access.
  
  
• You are responsible for activity under your account.
  
  

We may suspend, restrict or terminate accounts where required to protect the Service, comply with law, or enforce these Terms.

7. Acceptable use and prohibited activity

You must not:

• impersonate others or misstate qualifications, experience, registrations, fees or availability;
  
  
• post unlawful, defamatory, misleading, discriminatory, abusive or infringing content;
  
  
• scrape, harvest, reverse-engineer, probe, disrupt or overload the Service;
  
  
• bypass paywalls or security measures;
  
  
• use the Service to breach any Professional Rules or legal obligations.
  
  

(See the Acceptable Use Policy in Schedule 3.)

8. Patient data / special category data (strict rule)

Do not upload:

• patient/client identifying information,
  
  
• medical records, reports, or special category data (health data, ethnicity, etc.),
  
  
• details of minors,
  
  unless you have a clear lawful basis, it is strictly necessary, and you have implemented appropriate safeguards.
  
  

You remain responsible for any personal data you upload or disclose.

We may remove content and/or suspend accounts if we believe this rule is breached.

9. Listings, moderation and verification

9.1 Accuracy and ongoing duty

Experts are solely responsible for their listings and must keep them accurate and up-to-date.

9.2 Our moderation rights

We may (without obligation) review, edit (for formatting/clarity), refuse, suspend, or remove listings or User Content if we believe it:

• breaches these Terms or the AUP,
  
  
• is misleading, defamatory or legally risky,
  
  
• infringes third-party rights,
  
  
• includes prohibited personal data,
  
  
• could harm the integrity of the Service.
  
  

9.3 Verification requests

We may request evidence of qualifications, registrations, right to work, identity, and insurance.

Failure to provide requested evidence within a reasonable time may result in suspension or delisting.

10. Expert insurance obligations

Experts must maintain adequate professional indemnity, public liability, and cyber insurance appropriate to the nature/value of work undertaken, for the duration of listing and for at least six years after completion of the last matter arising from a WitnessMatch introduction.

Experts must provide evidence within five business days of a written request.

Failure may lead to delisting or suspension.

11. Subscriptions, payments and renewals

11.1 Pricing and VAT

Subscription pricing is shown at purchase. Prices are in GBP and include VAT unless stated otherwise.

11.2 Auto-renewal

Subscriptions renew automatically at the end of each billing period unless cancelled before renewal.

11.3 How to cancel

You may cancel via your dashboard (where available) or by emailing tom@witnessmatch.com. Cancellation takes effect at the end of the current paid term.

11.4 Non-payment

We may suspend paid features if fees are overdue.

11.5 Refunds

Refunds are handled per the Refund Policy (Schedule 1).

12. Intellectual property and licences

12.1 Our IP

All software, branding, database structure and platform content (excluding User Content) are owned by or licensed to us.

12.2 Licence to us (User Content)

You grant WitnessMatch a worldwide, non-exclusive, royalty-free licence to host, store, reproduce, display and distribute your User Content only as necessary to operate, market and improve the Service.

You warrant you have rights to grant this licence.

12.3 Reports/opinions

Experts retain ownership of their reports/opinions delivered to Instructing Parties.

13. Reviews and feedback

Reviews must be:

• honest, factual where stated as fact, and non-defamatory;
  
  
• compliant with applicable Professional Rules (including CPR 35 and relevant regulator guidance).
  
  

We may remove reviews that are abusive, unverifiable, misleading, legally risky or in breach of these Terms. We may (but are not obliged to) offer a dispute process.

14. Disclaimers

The Service is provided “as is” and “as available”.

To the maximum extent permitted by law, we disclaim warranties of accuracy, completeness, fitness for a particular purpose and non-infringement.

You are responsible for conducting your own due diligence before instructing an Expert (including credential, conflict, suitability and insurance checks).

15. Limitation of liability (B2B)

15.1 What we are not liable for

To the maximum extent permitted by law, we are not liable for:

• indirect, consequential or special losses;
  
  
• loss of profit, revenue, contracts, goodwill or anticipated savings;
  
  
• actions/omissions of Experts or Instructing Parties;
  
  
• case outcomes, judicial decisions, regulatory outcomes or third-party claims arising from an introduction.
  
  

15.2 Liability cap

Our total aggregate liability to you in any 12-month period is capped at the greater of:

• £500, or
  
  
• the total fees you paid to us in that 12-month period.
  
  

15.3 Non-excludable liabilities

Nothing in these Terms limits or excludes liability for:

• death or personal injury caused by negligence,
  
  
• fraud or fraudulent misrepresentation,
  
  
• wilful misconduct (where applicable),
  
  
• or any liability that cannot be limited/excluded under English law.
  
  

16. Indemnity

You agree to indemnify us against losses, claims, damages, liabilities and expenses arising from your breach of these Terms, including unlawful uploading/disclosure of personal data or breach of confidentiality.

17. Suspension and termination

17.1 By you

You may close your account at any time; termination is effective at the end of the paid term unless otherwise agreed.

17.2 By us

We may suspend or terminate immediately if:

• you breach these Terms or the AUP,
  
  
• there is non-payment,
  
  
• required by law/regulator,
  
  
• to prevent harm/security issues,
  
  
• we discontinue the Service (in whole or part).
  
  

17.3 Survival

Sections relating to IP, licences, fees owed, disclaimers, liability, indemnity, governing law and dispute resolution survive termination.

18. Notices

We may send notices to the email address on your account. You may send notices to tom@witnessmatch.com.

Notices are deemed received:

• immediately if displayed in-product,
  
  
• on the day sent if sent by email (unless bounce-back received).
  
  

19. Changes to Terms

We may update these Terms by posting a revised version. For material changes we will take reasonable steps to notify registered Users (e.g., email or in-product notice).

Continued use after the effective date constitutes acceptance.

20. Force majeure

We are not liable for delay/failure caused by events beyond our reasonable control (including outages, supplier failure, cyber incidents, strikes, natural disasters).

21. Severability

If any provision is invalid/unlawful, the remainder continues in force.

22. Entire agreement

These Terms and referenced documents constitute the entire agreement regarding the Service and supersede prior discussions.

23. No waiver

Failure to enforce any right is not a waiver.

24. Assignment

You may not assign your rights/obligations without our consent. We may assign to an affiliate or successor.

25. Third party rights

No third party has rights to enforce these Terms under the Contracts (Rights of Third Parties) Act 1999.

26. Governing law and jurisdiction

English law applies. The courts of England and Wales have exclusive jurisdiction.

Schedule 1 — Refund Policy (V2)

Scope: applies to subscription fees, Boosts, and one-off purchases made via WitnessMatch.

Eligible circumstances

Refunds may be issued for:

1. Duplicate transaction (100% refund)
   
   
2. Platform-wide technical outage ≥ 24 hours preventing access to paid features (pro-rata refund for affected period)
   
   
3. Erroneous charge (wrong tier applied; refund of difference)
   
   

Not refundable

Refunds are not available for:

• dissatisfaction with an Expert’s performance/availability,
  
  
• lack of enquiries where the platform is functioning normally,
  
  
• downgrading/cancelling after a term begins (access continues to term end).
  
  

Procedure

Email tom@witnessmatch.com within 30 calendar days of the charge with:

• account ID, invoice number, and evidence.
  
  

We aim to acknowledge within 2 business days and decide within 10 business days. Approved refunds are returned to the original payment method within 5 business days.

Schedule 2 — Cookie Policy (V2)

We use cookies and similar technologies.

Categories

• Essential cookies: required for login/security.
  
  
• Analytics cookies: understand aggregate usage (e.g., Google Analytics, Microsoft Clarity).
  
  
• Marketing cookies: for advertising/retargeting (if enabled).
  
  

Consent

Non-essential cookies require consent under PECR/UK GDPR. Essential cookies do not.

You can manage preferences via our cookie banner and your browser settings.

Schedule 3 — Acceptable Use Policy (V2)

You may use WitnessMatch only to:

• post factual professional profiles,
  
  
• seek expert witnesses,
  
  
• exchange lawful messages related to litigation support.
  
  

You must not upload:

• personal data of patients/minors/unconsenting third parties,
  
  
• misleading qualifications or plagiarised/defamatory content,
  
  
• malware/spyware or disruptive code.
  
  

You must not:

• scrape/harvest data,
  
  
• harass/bully/discriminate,
  
  
• reverse engineer/probe/overload infrastructure.
  
  

Violations may lead to removal, suspension, regulator referral and legal action.

Schedule 4 — Data Processing Addendum (DPA) (V2)

This DPA applies only where WitnessMatch processes personal data as a processor on documented instructions of a business User acting as controller.

1. Roles

• WitnessMatch as Controller for: account admin, billing, security, analytics, product improvement, directory operation and publication, and platform governance.
  
  
• WitnessMatch as Processor only where an Instructing Party uploads/inputs third-party personal data into the platform and WitnessMatch processes it solely on that party’s instructions (e.g., storage/transmission within messaging).
  
  

2. Processing details (Art 28)

• Subject matter: hosting/transmitting personal data inserted into the Service by the Controller.
  
  
• Duration: until deletion/return under clause 6.
  
  
• Nature/purpose: provide platform messaging/storage strictly to operate the Service.
  
  
• Types of data: identifiers/contact info; any data inserted by the Controller.
  
  
• Data subjects: individuals referenced by the Controller.
  
  

3. Processor obligations

WitnessMatch will:

• process only on documented instructions;
  
  
• ensure authorised personnel confidentiality;
  
  
• implement appropriate technical/organisational measures;
  
  
• assist with data subject requests and DPIAs where reasonably possible;
  
  
• maintain records as required;
  
  
• allow reasonable audits/assurances (e.g., security summaries), subject to confidentiality and proportionality.
  
  

4. Sub-processors

We may use sub-processors listed in our Privacy Policy. We will provide 14 days’ notice of material changes, allowing reasonable objection.

5. International transfers

Transfers outside UK/EEA rely on an adequacy decision, SCCs/IDTA or other valid safeguards.

6. Deletion/return

Within 30 days of account closure we will delete or return Controller data (as processor) unless legal retention is required.

7. Breach notification

We will notify the Controller without undue delay and, where feasible, within 48 hours after becoming aware of a personal data breach affecting Controller data processed under this DPA.

Schedule 5 — Expert Listing Terms (V2)

Experts warrant they:

• hold appropriate qualifications/registrations,
  
  
• maintain required insurance (Section 10),
  
  
• have the right to work and provide services,
  
  
• will not upload patient data.
  
  

Experts agree to:

• respond to enquiries within 3 business days (where practicable),
  
  
• provide quotes/availability in good faith,
  
  
• notify WitnessMatch of disciplinary action relevant to professional standing.
  
  

Experts remain independent contractors; no employment/agency relationship is created.

Experts may terminate with 14 days’ notice; WitnessMatch may delist for breach or integrity concerns.

Schedule 6 — Instructing Party Terms (V2)

Instructing Parties agree to:

• omit client/patient identifying data in Case Requests,
  
  
• perform independent due diligence (credentials, conflicts, insurance),
  
  
• ensure any engagement contract is directly with the Expert.
  
  

Instructing Parties indemnify WitnessMatch for claims arising from unlawful/negligent platform use, including confidentiality breaches.

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