GAIA Biomodels Terms and Conditions of Supply of Goods
GAIA Biomodels Ltd
Last updated: 7 October 2026
1. About these terms
These Terms and Conditions govern the sale of products and the provision of training services by GAIA Biomodels Ltd (“GAIA”, “we”, “us”, “our”), a company registered in England and Wales, registered office 12 Rudge Close, Gloucester, GL2 4ET, United Kingdom.
By placing an order with us, you (“the Customer”, “you”) agree to these terms. These terms are intended for business customers (veterinary practices, veterinary schools, CPD providers and similar organisations). If you buy from our online shop as a consumer, your statutory rights, including any right to cancel, are not affected.
If anything in correspondence from a GAIA email address contradicts these terms, these terms take precedence, unless a director of GAIA has agreed a variation in writing.
2. What we provide
We supply:
- The GAIA Simulation Kit: our physical simulation models and related materials, as described on our website and in your order.
- The GAIA Training System: the GAIA Simulation Kit together with training access for your practice’s team, as described in clause 6.
The specific products, sites and services you have purchased are set out in your order confirmation or invoice.
3. Orders and pricing
3.1 Prices are as quoted at the time of order. Unless stated otherwise, prices exclude VAT and delivery.
3.2 An order is accepted when we issue an order confirmation or invoice. We may decline an order before that point.
3.3 We may correct obvious pricing errors before accepting an order.
3.4 Quotations are valid for 30 days unless stated otherwise.
4. Payment
4.1 Payment terms are as stated on the invoice. Unless agreed otherwise, invoices are payable within 30 days of the invoice date.
4.2 Payment is processed by our payment provider. We do not store card details.
4.3 We may suspend training access or withhold delivery of products if an invoice is overdue.
5. Delivery of physical products
5.1 We will deliver to the address specified in your order.
5.2 Delivery timeframes are estimates and not guaranteed. We are not liable for delays outside our reasonable control.
5.3 Risk in the products passes to you on delivery. Ownership passes to you once we have received payment in full.
6. The GAIA Training System
6.1 What is included. The GAIA Training System includes the GAIA Simulation Kit, online training access for your practice’s team, a Deployment Call to agree responsibilities, logins and a start date, the GAIA Responsibility Cards, the GAIA Learner Tracker template, a CPD certificate for each learner who completes the course, and our support when a group of learners starts, as set out in your order.
6.2 Who it covers. Training access covers everyone who works at the practice or site named in your order, with no limit on the number of learners, including people who join your team during the access period. Other sites can be included by written agreement. Because the models need to be where the practising happens, practices with X-ray units in more than one building may need more than one kit. We agree this with you on the Deployment Call.
6.3 Learner accounts. Each learner account is personal to one named individual. To set up accounts, you give us the name, job title and work email of each learner through our setup form. We use these details only to create and manage their accounts and deliver the training.
6.4 Access period. Training access lasts 12 months from your Start Date, which is the date we activate the learner accounts for your practice, as agreed on the Deployment Call. Learners added later have access until the end of the same 12-month period. When the access period ends, learner accounts are closed.
6.5 After the first 12 months. You can choose to continue training access for a further year for the annual fee in force at that time. Nothing renews automatically. We will contact you about two months before your access period ends. Whatever you decide, the GAIA Simulation Kit, its case and posters, the Virtual Models linked from the posters, and the certificates your team has already earned remain yours.
6.6 Acceptable use. Learners may use the Training System only for their own training. Login details must not be shared. Course content must not be copied, recorded, redistributed, resold, or used to create derivative or competing materials.
6.7 The GAIA Learner Tracker. The GAIA Learner Tracker is an optional tool your practice keeps and fills in itself. We do not have access to it, and we do not send reports on individual learners’ progress to your practice.
6.8 Equipment. The models can be used under any dental X-ray unit. The course, protocols and posters are built around size 2 and size 4 CR phosphor plate systems. We do not warrant that the course is suitable for DR sensor systems.
6.9 Availability. We aim to keep the Training System available at all times but do not guarantee uninterrupted access. We may carry out maintenance and updates, and we may improve or change course content.
7. Learner data
7.1 GAIA is the controller of learner account data and processes it in line with our Privacy Policy and UK data protection law.
7.2 By sending us learner details, you confirm that:
- (a) you are only sending the name, job title and work email of people who work at your practice, through our setup form;
- (b) you have told those people that they are being enrolled and that GAIA will hold their account, progress and assessment data to deliver the training;
- (c) you have directed them to our Privacy Policy;
- (d) you are not sending us any other personal data, such as health information or details of patients or clients; and
- (e) you will tell us when a learner leaves your practice, so that we can close their account.
7.3 We delete the details you send us once learner accounts have been set up. When the access period ends, we close learner accounts and delete or anonymise learner data within 30 days. Please make sure your learners download their CPD certificates before then.
7.4 For any question about learner data, contact privacy@gaiabiomodels.com.
8. Our deployment guarantee
8.1 The guarantee. If your practice runs the method as written and none of your learners reaches the standard, we will run the deployment again with you at no cost.
8.2 The standard. Two full-mouth series on the models, every view, no more than two troubleshooted retakes between them, under 20 minutes, on separate occasions. The same standard applies to dogs and cats, one species at a time.
8.3 Running the method as written. This means that, as set out in the GAIA Responsibility Cards: someone senior has signed off the training (project owner); someone is named to keep an eye on progress (training support); learners’ training time is protected in the rota (rota owner); and the GAIA Simulation Kit was in place before the first login.
8.4 How to use it. Contact us during your access period and we will talk it through with you on a call. Where we run the deployment again, we may extend your access period at our discretion.
8.5 What it is not. This guarantee is a commitment to run the deployment again, not a guarantee of a specific result. Reaching the standard depends on each learner’s practice and engagement. The guarantee does not give rise to any right to a refund.
8.6 Variations. We may agree different guarantee terms with a specific customer. Any such variation will be set out in that customer’s order confirmation and applies only to that customer.
9. Returns, cancellations and faults
9.1 All purchases are final. Orders cannot be cancelled or refunded once accepted, except as set out in this clause or where the law requires otherwise.
9.2 Manufacturing faults. If a product has a manufacturing fault, we will replace it free of charge, with no time limit. Please contact us with a description and photos of the fault.
9.3 Wear and tear. Parts that wear out through normal use might be replaced at cost and dispatched within 7 working days.
9.4 Training access. Once learner accounts have been activated, training access is non-refundable.
9.5 Nothing in this clause affects your statutory rights in respect of products that are faulty or not as described, which cannot be excluded by law.
10. Intellectual property
10.1 All intellectual property in our products, models, course content, platform, branding and materials belongs to GAIA or our licensors.
10.2 Purchasing a product or training access gives you the right to use it as described in these terms. It does not transfer any intellectual property to you.
10.3 You must not copy, reproduce, reverse-engineer, record, redistribute or create derivative works from our products or course content without our written permission.
11. Warranties and liability
11.1 We provide our products and training for professional educational use. They are training tools and simulation aids. They are not a substitute for clinical judgement, supervised practice, or formal professional qualification. We are not responsible for radiographs taken on patients or for clinical decisions made by your team.
11.2 We are not liable for failure or delay caused by events outside our reasonable control.
11.3 We are not liable for any indirect or consequential loss, or for loss of profit, revenue or business, arising in connection with these terms.
11.4 Our total liability to you in connection with any order is limited to the price you paid for that order.
11.5 Nothing in these terms limits or excludes liability for death or personal injury caused by negligence, for fraud, or for any other liability that cannot be limited or excluded by law.
12. Confidentiality
Each party will keep confidential any non-public information disclosed by the other in connection with these terms, and use it only for the purpose of performing under these terms.
13. Termination
13.1 We may suspend or terminate access or supply if you materially breach these terms, including non-payment or misuse of course content or learner accounts.
13.2 On termination, the provisions that by their nature should survive (including intellectual property, confidentiality, learner data and liability) will continue to apply.
14. General
14.1 These terms are the entire agreement between us regarding their subject matter and replace any previous discussions, unless we have signed a separate written agreement with you.
14.2 If any provision is found to be unenforceable, the rest of the terms remain in effect.
14.3 We may update these terms. The version that applies to your order is the version in force when we accepted your order.
14.4 These terms are governed by the laws of England and Wales, and the courts of England and Wales have exclusive jurisdiction.
15. Contact
GAIA Biomodels Ltd
12 Rudge Close, Gloucester, GL2 4ET, United Kingdom
he laws of England and Wales, and the courts of England and Wales have exclusive jurisdiction.15. Contact
GAIA Biomodels Ltd
12 Rudge Close, Gloucester, GL2 4ET, United Kingdom