Last revision: 17th January 2025
Summary of Changes to our T&Cs:
Cancellation and refund policy has been updated to reflect differences between online training, in-person training and in-house training courses.
By booking on any one of our training courses you agree to accept and abide by our terms and conditions.
Cancellations & Refund Policy
Our standard 15 working days cancellation policy applies to all online course bookings.
Our standard 25 working days cancellation policy applies to all in-person/venue/in-house course bookings.
Booking
Booking a place on one of our training courses is very simple. All bookings can be made via our website by completing the form for your required course and submitting it to us.
Once we receive a booking form, we raise an invoice and a confirmation email. This is our standard procedure for processing all bookings. The invoice and confirmation are sent out together by email within 2-3 working hours. If you fail to receive confirmation from us within this timeframe, you must immediately check that your booking has been a) received by us and b) confirmed by us.
Alternatively, you can send us an email requesting a place on your chosen course, or you can call us and book over the phone on 01787 313137 with a debit or credit card. For all methods of booking, we will send you an invoice/ or a receipted invoice (if paid) together with the confirmation email for the course chosen, by email, within 2-3 working hours, as above.
ONLINE TRAINING
Standard Online Training15 working days cancellation policy ‘in a nutshell’
AAA Training operates a strict 15 working days cancellation policy for all online course bookings. Demand for our courses is high and when a booking is made, other customers may have been turned away on the strength of that booking.
Changes to Bookings – more than 15 working days from the start of your online course
Outside of 15 working days from the start of your online course date, we are very flexible. You may contact us at any time to request a change of course date, change the name of the attendee or even choose to change your course type (from online to venue, for example). We will be pleased to change your booking, subject to availability. You will be asked to put this request for a change of booking in writing to us to confirm that is what you want to do. If you change your course type additional fees may apply.
If you know that you are not going to be able to make a date but want to keep your options open, you can opt for a course credit note whereby you can make a choice at a later date.
If you decide to cancel your booking altogether then our standard cancellation fee of £100 will be deducted from any refund provided by us. This is in addition to any fees that have already been paid or are due.
You may also request a refund of any monies paid, up to 15 working days of the start of the online course you have booked. Please note our administration and handling charge of £100 for processing customer refunds.
Changes to bookings made less than 15 working days from the start of your online course
Most trainees book for courses for many weeks in advance. It is therefore almost impossible for us to resell any places within a short timeframe. For this reason, cancellations, or requests for postponement, or change of course date received less than 15 working days before an online course is due to run, put the whole course in jeopardy. This might result in the cancellation of a course and mean that other trainees are let down through no fault of their own.
For this reason, we cannot accept late cancellations (made less than 15 working days before the online course is due to run), or changes to training dates made within this timeframe. Substitute trainees are allowed.
If you contact us (within 15 days of the online course) to advise that you will not be attending, or you simply do not attend the training course at all, you will still be liable for the full cost of your booking, so it is your interest to arrange for a substitute to take your place.
IN-PERSON/VENUE TRAINING
Standard In-Person/Venue Training 25 working days cancellation policy ‘in a nutshell’
AAA Training operates a strict 25 working days cancellation policy for all in-person/venue course bookings. Demand for our courses and tutors is high and when a booking is made, other customers may have been turned away on the strength of that booking.
Changes to Bookings – more than 25 working days from the start of your In-Person/Venue course
Outside of 25 working days from the start of your in-person/venue course date, we are very flexible. You may contact us at any time to request a change of course date, change the name of the attendee or even choose to change your course type. We will be pleased to change your booking, subject to availability. You will be asked to put this request for a change of booking in writing to us to confirm that is what you want to do. If you change your course type additional fees may apply.
If you know that you are not going to be able to make a date but want to keep your options open, you can opt for a course credit note whereby you can make a choice at a later date.
If you decide to cancel your booking altogether then our standard cancellation fee of £100 will be deducted from any refund provided by us.
You may also request a refund of any monies paid, up to 25 working days of the start of the in-person/venue course you have booked. Please note we will charge an additional administration and handling charge of £100 for processing customer refunds.
Changes to bookings made less than 25 working days from the start of your in-person/venue course
Most trainees book for courses for many weeks in advance. It is therefore almost impossible for us to resell any places within a short timeframe. For this reason, cancellations, or requests for postponement, or change of course date received less than 25 working days before an in-person/venue course is due to run, put the whole course in jeopardy. This might result in the cancellation of a course and mean that other trainees are let down through no fault of their own.
For this reason, we cannot accept late cancellations (made less than 25 working days before the online course is due to run), or changes to training dates made within this timeframe, but substitute trainees are allowed.
If you contact us to advise that you will not be attending a course (within 25 days of the start date), or you simply do not attend the training course at all, you will still be liable for the full cost of your booking, so it is your interest to arrange for a substitute to take your place.
If you decide to cancel your booking altogether then our standard cancellation fee of £100 will be deducted from any refund provided by us. This is in addition to any fees that have already been paid or are due.
IN-HOUSE TRAINING
Standard In-House Training 25 working days cancellation policy ‘in a nutshell’
AAA Training operates a strict 25 working days cancellation policy for all in-house course bookings. Demand for our courses and tutors is high and when a booking is made, other customers have been turned away on the strength of that booking.
Changes to Bookings – more than 25 working days from the start of your In-House course
Outside of 25 working days from the start of your in-house course date, we are very flexible. You may contact us at any time to request a change of course date. We will be pleased to change your booking, subject to availability and there is no charge for this. You will be asked to put this request for a change of booking in writing to us to confirm that is what you want to do.
If you decide to cancel your booking altogether then our standard cancellation fee of £100 will be deducted from any refund provided by us. This is in addition to any fees that have already been paid or are due.
You may also request a refund of any monies paid, up to 25 working days of the start of the in-house course you have booked Please note we will charge an additional administration and handling charge of £100 for processing customer refunds.
Changes to bookings made less than 25 working days from the start of your in-house course
Most courses are booked many weeks in advance. It is therefore almost impossible for us to utilise our tutor within a short timeframe. Flights, hotels and printing is booked and paid for in advance of the training date, with limited cancellation opportunities. For this reason, cancellations, or requests for postponement, or change of course date received less than 25 working days before an in-house course is due to run, can leave AAA Training with out of pocket fees. For this reason, we cannot accept late cancellations (made less than 25 working days before the in-house course is due to run), or changes to training dates made within this timeframe, but substitute trainees are allowed. If you contact us to advise that you do not want to continue with the in-house course, you will still be liable for the full cost of your booking.
This condition will apply if the initial training course is booked within 25 days of the start date.
Please note, for clarification, extenuating circumstances do not include ‘personal matters’, or work-based issues such as workload, or holidays.
Late bookings
A ‘late booking’ is a booking that is made less than 15 working days before the due start date of a course, irrespective of its type (online or venue).
If you place a booking within this time frame, you do so with the full understanding that should you wish to cancel the booking, change the booking, or postpone the booking, or if you do not attend the course for whatever reason, you will still be liable for the full cost of your booking and payment of the cancellation fee.
Cancellation Fee
AAA Training has a cancellation fee because for every booking we take we incur costs. Our costs include the administrative work undertaken to process a booking, the training materials delivered to candidates or clients (for online or inhouse training), as well as the fees we must pay for the bank to process a cheque, an online payment or a credit/debit card payment. Our standard cancellation fee is £100.
Payment
All payments for training course bookings should be received by us in full fifteen clear working days before the course start date. We do not take provisional bookings. Payment can be made by debit card, credit card, BACS or bank transfer. We do not accept bank cheques. The onus is on you to ensure that we receive payment in good time to avoid any delay in receiving the joining instructions for your chosen course.
Stage payments
Please ask us before booking if you require staged payments. If you have been accepted by us to pay for your course over an agreed period of time, then please note that the invoices must be paid for in full, including any course fees, vat or exam costs, 15 clear working days before the course start date. If full payment has not been received by us (as agreed under our terms for this method of payment), then it will still be due, irrespective of whether you subsequently attend the course or not.
Non-Payment
If, for whatever reason, your payment is not received by us by the due date, the booking still stands, and payment remains outstanding. Please do not assume that if you have not paid, and subsequently do not attend the course then nothing is owed by you. This is not the case. Once you have made a booking against which we have raised an invoice and confirmed the booking to you in writing, then payment is still due irrespective of any circumstances.
Cancellations by AAA Training
AAA Training operates a minimum student number policy and if a course is undersubscribed with less than 40% of the places booked (4 students out of 10 places) at 14 days prior to the start of the course, you will be offered:
Please note that we cannot be held liable for any other fees outside of your booking with AAA Training, such as hotel accommodation or travel costs incurred.
Please be assured that this policy is in place to maintain the quality of the training we deliver. In the unlikely event of this happening, we will give you as much notice as possible.
Should a cancellation be necessary due to factors entirely beyond our control, i.e., adverse weather conditions, sudden and unexpected illness of the tutor, or fire, flooding, etc at the planned venue, conditions a) or b) above will apply. This list is not meant to be exhaustive.
Postponement of training by corporate bookings
In exceptional circumstances and at its discretion, AAA Training may allow postponement and rescheduling of an In-House course date by a corporate client. Postponed courses must be rearranged, and the training delivered within 6 months of the originally booked training dates and payment must be received in full before the postponed course can be delivered.
British Occupational Hygiene Society (BOHS) Exam Fees
We reserve the right to increase the exam and resit exam fees in line with any increase introduced by BOHS, and without notice. All exam fees are paid directly to BOHS on your behalf.
Amendments to course content/materials
We reserve the right to make amendments to the course materials or content without notice.
Substitute Tutors
AAA Training reserves the right to substitute tutors without prior notification to maintain its obligations under these terms and conditions.
External organisations
Whenever AAA Training provides a course on behalf of external organisations and/or examination body, AAA Training acts as an agent only and you will be subject to their Terms and Condition, particularly in respect of course syllabi, examinations, assessments and certification. AAA Training has no control over the decisions of external bodies and is unable to make decisions or rulings affecting them.
Training Certificates and non-payment
AAA Training reserves the right to withhold the clients’ training certificates until payment is made in for the course fees in full. In line with our environmental policy, we now email training certificates to the person who made the booking. hard copy certificates will be charged at £35+VAT each.
Health & Safety
It is the student’s responsibility to inform us at the time of booking of any language difficulties (all courses are taught in English), additional learning requirements difficulties, physical disability or dietary requirements (where we are providing refreshments), that may hinder the ability to participate in any element of the training course or associated activity. We will try to accommodate an individual’s needs the best we can. The more notice you can provide us, the better we can assist you.
Lunch and refreshments
Lunch and refreshments are provided on all scheduled courses, and it is the student’s responsibility to advise AAA Training of any food or other associated allergies.
Removing a delegate
AAA Training reserves the right to remove any delegate from its courses at its own discretion for reasons of anti-social behaviour, for reasons of health and safety, or for any other activity or behaviour deemed as inappropriate or unsafe. In such cases, the student and their employer will be informed, and the situation will be treated as a cancelled booking. Course fees will be forfeit and our cancellation fee will apply.
For in-house or venue based training, AAA Training reserves the right to refuse entry or remove an individual from a training course, where the tutor believes they are under the influence of illegal drugs or alcohol, or where it is determined that the student clearly fails to meet the required standard for the level of training to be undertaken. This is for the safety of the others on the training course.
Aborting a course
AAA Training also reserves the right, in exceptional circumstances, to abort any In-House training course where the client has clearly failed to provide suitable facilities for the training to be undertaken. This can relate to either/and/or the non-supply of a room in which the training course can be held, the size of the room being completely unsuitable for the number of personnel to be trained; unhygienic conditions in the room to be used for training purposes, and the non-supply of basic facilities to meet normal health and safety requirements. This list is not meant to be exhaustive.
This condition may also apply where the client has not/is not willing to supply previously requested equipment necessary for the training to proceed or supply reasonable refreshments where requested. In such cases the client company will be informed, and the situation will be treated as a cancelled booking. Course fees will be forfeit and our cancellation fee will apply.
Copyright materials and acceptable usage
Course notes and reference materials are provided to support students in their studies and are issued for personal use only. The sharing of course materials by print, email, press, photocopy, email, blogs, internet or any digital transfer medium is strictly prohibited. If in doubt about what is and isn’t acceptable usage, please ask.
After training AAA Training cannot to be held responsible for any inaccurate interpretation of instruction or training received and/or subsequent incorrect/unsafe actions carried out by any person in the workplace. Furthermore, AAA Training will not be held liable for any breach of statutory regulations, HSE guidance notes or Approved Codes of Practice on the part of any person or persons.
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