Terms and conditions | Southern Medical Training

Southern Medical Training – Terms and Conditions

Important: These terms are split into separate sections for business customers and individual consumer customers. Part A applies where the customer is acting wholly or mainly for purposes relating to its trade, business, craft or profession. Part B applies where an individual books a course for personal purposes and is not acting wholly or mainly for business or employment purposes. The shared provisions in Part C apply to both types of booking unless stated otherwise.

Part A – Business-to-business terms

These B2B terms apply to bookings made by employers, organisations, companies, partnerships, charities, schools, care providers, public bodies and other business customers. The contracting customer is the organisation that makes or authorises the booking, not the individual delegate, unless we agree otherwise in writing.

1. Bookings and contract formation

A booking is not confirmed until we have accepted it in writing, by email, through our booking system or by issuing an invoice. The business customer is responsible for ensuring that the booking details, course type, venue, delegate numbers and any specific requirements are accurate.

2. Payment

Payment for open courses must be made before the course start date unless we agree otherwise in writing. For group or onsite bookings, payment is due within 14 days of the invoice date unless otherwise agreed. We may withhold certificates until all sums due have cleared. The customer is responsible for any agreed venue costs, expenses, VAT and additional charges confirmed at the time of booking.

3. Cancellation and rescheduling by us

We may cancel or reschedule a course where reasonably necessary, including due to trainer illness, insufficient numbers, venue issues, safety concerns or circumstances outside our reasonable control. If we cancel or reschedule a course, we will notify the customer as soon as reasonably practicable and offer either a place on the next suitable available course or a refund of the course fee paid for the cancelled course. We are not responsible for other costs, losses or expenses arising from cancellation or rescheduling, except where we are legally required to be responsible. The customer remains responsible for monitoring expiry dates for existing certificates.

4. Cancellation by business customers

For cancellations by a business customer, cancellation charges are intended to reflect the costs and losses we are likely to incur. Unless otherwise agreed in writing, cancellations received 14 calendar days or fewer before the course start date may be charged up to the full course fee where we are unable to fill the place or recover our costs. We will act reasonably and will not retain more than we are legally entitled to retain. Cancellation requests must be made clearly by email, telephone or post and must identify the booking name, course date and delegate details.

5. Transfers and substitutions

A business customer may transfer a delegate to another course once without charge if we receive the request at least 10 working days before the course start date. If the booking is made fewer than 10 working days before the course start date, transfers may not be available except where we agree otherwise, such as in cases of illness supported by appropriate evidence. Delegate substitutions will usually be accepted if requested before the course starts and the substitute delegate meets the course requirements.

6. Attendance, conduct and assessment

Delegates must attend and complete all required parts of the course to qualify for certification. The full course fee may be charged for delegates who arrive late, are absent from all or part of the course, or are refused admission because they arrive too late to complete the required training or assessment. Delegates must behave professionally and respectfully. Inappropriate behaviour may result in removal from the course without refund.

7. Delegate suitability and reasonable adjustments

The customer is responsible for selecting suitable delegates and telling us as early as possible about any support needs, access requirements or reasonable adjustments that may be needed. We will consider reasonable adjustments and discuss what is reasonable and practicable, taking into account the course, health and safety requirements, assessment criteria and available resources. Where specialist support or equipment is needed, arrangements and responsibility for any costs should be agreed in advance.

The duties of a first aider can be physically and emotionally demanding. Employers should consider whether each delegate can safely participate in the course and meet the relevant assessment criteria, with any reasonable adjustments that may be appropriate. Delegates should be reliable, able to communicate effectively, able to respond appropriately in emergency situations and reachable when needed at work. Where course rules, awarding-body requirements or health and safety requirements impose minimum age or competence criteria, these will apply.

8. Certification and re-certification

Delegates may be asked to sign a register and provide proof of identity. The name provided for registration will appear on the certificate. Certificates will only be issued where the delegate has attended the course in full, met the relevant assessment criteria and course fees have been paid in full. If a certificate requires correction because of an error in information supplied by the customer or delegate, an administration fee may apply. For requalification courses, the business customer is responsible for ensuring the delegate holds any required current certificate and for providing evidence when requested.

Part B – Consumer booking terms

These consumer terms apply only where an individual books a course for personal purposes and is not acting wholly or mainly for business, employment or professional purposes. If a course is booked by an employer or organisation for a delegate, Part A applies instead.

1. Booking and payment

A consumer booking is confirmed when we accept the booking in writing, by email or through our booking system. Individual consumer customers may be required to pay at the time of booking. We will make the course price, VAT treatment and any additional charges clear before the booking is completed.

2. Consumer cancellation rights

If you are booking as a consumer and the booking is made online, by telephone, by email or otherwise at a distance, you may have a legal right to cancel within 14 calendar days after the contract is made. If you ask us to provide the course during that 14-day period, you must expressly request this and acknowledge that, if the course is fully completed during the cancellation period, you may lose the right to cancel once the course has been fully performed. If you cancel after we have started providing services at your request, you may be required to pay a proportionate amount for the services provided up to the time of cancellation.

3. Cancellation outside statutory cancellation rights

Outside any statutory cancellation rights, cancellation charges are intended to reflect the costs and losses we are likely to incur. Unless otherwise agreed, cancellations received 14 calendar days or fewer before the course start date may be charged up to the full course fee where we are unable to fill the place or recover our costs. We will act reasonably and will not retain more than we are legally entitled to retain.

4. Cancellation and rescheduling by us

5. Attendance, conduct, support needs and certification

You must attend and complete all required parts of the course to qualify for certification. You should tell us as early as possible about any support needs, access requirements or reasonable adjustments that may be needed. We will consider reasonable adjustments and discuss what is reasonable and practicable. You must behave professionally and respectfully throughout the course. Inappropriate behaviour may result in removal from the course without refund, where legally permitted. Certificates will only be issued where attendance, assessment and payment requirements have been met.

Part C – Shared terms applying to all bookings

1. Course materials and intellectual property

Course materials are provided for personal study and training purposes only. Unless we agree otherwise in writing, copyright and other intellectual property rights in course materials remain with us, our licensors or the relevant awarding body. Materials must not be copied, shared, sold, published or used to deliver training to others without permission.

2. Data protection and privacy

We will process personal data in accordance with the UK GDPR and the Data Protection Act 2018. We collect and use personal data for course administration, delegate registration, certification, customer service, legal and regulatory compliance, and where applicable to provide information about similar courses where we have a lawful basis to do so. We may share relevant information with awarding bodies, regulators, venues, trainers, professional advisers and service providers where necessary for these purposes. We will keep personal data only for as long as reasonably necessary and will apply appropriate security measures. Further details should be set out in our privacy notice.

3. Personal data rights

Individuals have rights in relation to their personal data, including rights of access, correction, deletion, restriction, objection and complaint to the Information Commissioner’s Office. You may ask us for a copy of the personal information we hold about you. In most cases, we will not charge a fee for dealing with a subject access request. We may charge a reasonable fee or refuse to act only where a request is manifestly unfounded or excessive, or where the law otherwise permits us to charge for additional copies. We will usually respond without undue delay and within one month, subject to any lawful extension where a request is complex. Requests can be sent to info@southernmedicaltraining.co.uk.

4. Limitation of liability

Nothing in these terms limits or excludes liability that cannot legally be limited or excluded, including liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any rights that cannot be excluded under applicable consumer law. Subject to that, we will not be liable for loss of profit, loss of business, loss of anticipated savings, loss of goodwill, or indirect or consequential loss. For business customers, our total liability arising out of or in connection with the booking and provision of training will not exceed twice the course fee paid or payable for the relevant booking unless a higher limit is required by law. For consumer customers, this limitation does not affect your statutory rights.

5. Complaints

If you have a complaint about our services, please contact us by telephone or email and provide details of the booking, course date and the issue you would like us to review. We will acknowledge your complaint and aim to respond within a reasonable time frame. If the complaint relates to an awarding body or external certification requirement, we may need to refer the matter to the relevant organisation or follow its complaints process.

6. Governing law and jurisdiction

These terms and any dispute or claim arising out of or in connection with them, any booking or the provision of training are governed by the laws of England and Wales. For business customers, the courts of England and Wales will have exclusive jurisdiction. For consumer customers, this does not affect any mandatory legal rights you may have to bring proceedings in another UK jurisdiction where applicable.

7. Contact details

Cancellation requests, transfer requests, substitution requests, complaints and data protection requests can be made by telephone on 01794 377 311 or by email at info@southernmedicaltraining.co.uk. Business customers should include the organisation name, booking name, course date and delegate details where relevant.