Booking Terms & Conditions

TERMS AND CONDITIONS

These terms and conditions apply to all courses booked with us, Optima Electrical Training LTD (a company registered in the UK with registration number 11602281 and registered office at 123 Camberwell Business Centre, Lomond Grove, Camberwell, London SE5 7HN, referred to in these terms and conditions as “Optima Electrical Training”).

If you place a booking with Optima Electrical Training, and Optima Electrical Training accepts that booking, these terms and conditions will form a legally binding agreement between you and Optima Electrical Training.

These terms apply to you whether you are booking a course for yourself or on behalf of one or more other people (such as a relative or your employees or contractors). Where these terms refer to “you”, this means the person who is placing the booking, whether or not you are the person attending the course. Where these terms refer to the “Student”, this means the person or people who will be attending the course, whether that is you or a person you are booking on behalf of.

If you are booking a course for yourself, you must comply with all of the obligations set out in the terms and conditions, whether they refer to “you” or the “Student”. If you are booking on behalf of one or more other people, you must comply with the obligations which refer to “you” and you must ensure that the person or people you are booking on behalf of comply with all the obligations that refer to the “Student”

Our courses are advertised with durations as study weeks, these are weeks that the learner is expected to attend or participate in the chosen course of study. Durations stated exclude non-study weeks, these are times when we are not operational, i.e., bank holidays, public and festive holidays,

YOU SHOULD READ THESE TERMS AND CONDITIONS IN FULL CAREFULLY, IN PARTICULAR (BUT NOT LIMITED TO) YOUR CANCELLATION RIGHTS UNDER TERM 7, THE RULES GOVERNING OPTIMA ELECTRICAL TRAINING’S LIABILITY AT TERM 9, AND THE PROVISIONS REGARDING THE PROCESSING OF PERSONAL DATA AT TERM 15.

1 Placing a booking

1.1 If you wish to book a place on one of Optima Electrical Training’s courses, you may do so either via its website, by phone or in person. Provided that there is an available place on the course (and Optima Electrical Training is otherwise able to accept your booking) it will email the course confirmation letter to you as confirmation of your booking (or, if you do not provide an email address, send it to you by post). The confirmation letter contains detailed information regarding the course qualifications, start dates, payment information, balance information if applicable and venue. Please read it carefully.

1.2 Acceptance of a booking by Optima Electrical Training does not constitute enrolment on the selected course. Once your booking has been accepted, Optima Electrical Training will assess the information provided with your booking and consider whether it believes the student is eligible to be enrolled on the course and whether the course is otherwise appropriate for the student. To enable it to make this assessment, Optima Electrical Training may require the student to undertake an interview or testing process (whether by telephone or otherwise) before confirming enrolment. Optima Electrical Training reserves the right to refuse enrolment on the course for any reason.

1.3 If Optima Electrical Training declines to enrol the student for any reason or if, after accepting the student’s enrolment Optima Electrical Training subsequently discovers information which gives it reasonable grounds to believe that the course is not appropriate for the Student for any reason, Optima Electrical Training may cancel the booking and will notify you accordingly. Where this happens then, unless the reason for the cancellation was your non-compliance with the terms (including, where you are booking on behalf of someone else, your failure to ensure that the student complies with the obligations applicable to him/her) Optima Electrical Training will give you a full refund of any sums you have already paid.

1.4 Whilst Optima Electrical Training will take all reasonable steps to make courses as inclusive as possible, it is essential that you are aware of the following:

· 1.4.1 all courses are delivered in English.

· 1.4.2 workshops and assessments require a reasonable level of physical fitness and health: and

· 1.4.3 electrical work is heavily regulated and, if not properly performed, potentially dangerous, and therefore Optima Electrical Training’s courses are designed for (and only suitable for) individuals intending to use the skills developed in the course of their trade.

1.5 By placing a booking you confirm that the student can understand spoken English and write and read proficiently in English, has a reasonable level of physical fitness and health and is either already working in the electrical industry or is intending to enter the industry. If you have any doubt as to whether the student meets these requirements you should discuss any issues with Optima Electrical Training before placing the booking (and, in the case of any issues with fitness or health, seek a professional opinion from a qualified medical expert).

1.6 Optima Electrical Training accepts no liability for any adverse consequences arising from a student’s participation in a course which arose as a result of the Student not meeting the eligibility requirements described in term 1.5.

2 Payment of Fees

2.1 In most cases, course fees are to be paid in full by you at least 21 days before the Course Registration (Start) Date subject to the exceptions at term 3 below. Course Registration (Start) Date is as follows:

· 2.1.1 if the course you have selected has a “pre-registration date” (as stated in the course confirmation letter), that date; or

· 2.1.2 if there is no “pre-registration” date for the course you have selected, the first day of the course.

2.2 Balance payments can be made by credit/debit card or BACS transfer, over the phone or in person.

2.3 Optima Electrical Training may, in its entire discretion, accept payment in instalments (whether weekly or otherwise), although reserves the right to demand payment in full of any outstanding balance due at any time.

2.4 If paying by weekly instalments, payment can only be made by credit card/debit card at reception.

2.5 All amounts are expressed inclusive of VAT unless otherwise stated.

2.6 Please note that our internal payment plans and agreements are not regulated by the Consumer Credit Act 1974 (2016).

3 Exceptions to Standard Payment Term

3.1 For some qualifications (for example those which are longer than the norm) Optima Electrical Training may at its discretion offer different payment terms to you.

3.2 The City & Guilds 2396 course must be paid in full by the final examination registration date in order for your examination paper to be prepared.

3.3 The final examination registration date is shown on the confirmation letter.

4 Non or Late Payment of Fees

Failure to pay course fees in full by the due date may, in Optima Electrical Training’s sole discretion, result in the student being unable to sit the said course and / or exam and a late payment fee for administrational purposes may be charged, this charge uis set at £50 per invoice.

4.1: Late Payment Fees: We understand that unforeseen circumstances can sometimes make it difficult to make timely payments, but we kindly request that payments be made within 7 days of the agreed payment date to avoid any late payment fees (none-payment plan).

A Late payment fee of £50 will apply for each invoice that is not paid within 7 days of the agreed payment date.

4.2 Payment Plans: None Payment of agreed payment plans will not be tolerated. We work to a 3-strike policy, this allows for some flexibility if the student is unable to pay. We encourage those that are having difficulty in making payment to contact us to discuss the matter to find a workable resolution.

If no resolution has been made, the 3-strike policy is as follows:

Missed Payment Notification 1: Initial notofication email and request for contact to initiate discussions. The student will have a grace period of up to 14 days during which they can continue with their studies. However, after this period, participation in sessions may be restricted, and access to online eLearning courses may be revoked.

Missed Payment Notification 2: Second official warning email sent with a request for communication to address the issue. The student's access to classes and online resources will remain restricted until the payment matter is resolved, and they will not be able to attend sessions until the issue is rectified.

Missed Payment Notification 3: Final Reminder. The final notice will be issued, outlining a 14-day window for the student to contact us, with a specified deadline date as described in section 4.2 below. The student's participation in any activities will continue to be restricted until the issue is resolved and mutually agreed upon. A signed agreement will be necessary for the learner to resume their studies.

4.3 14 Day Notice: Within the Final Notice letter we will outline the 14-day notice period. This is the cut-off date at which point, if the learner has not resolved the issue by this date the students’ space on the course will be terminated and third parties may be made aware to resolve the matter, these include our debt recovery partners and legal teams / claims courts.

4.4 We reserve the right to offer payment plans at our discretion and can terminate them at any time. It is essential to have sufficient funds available for automatic payment on the agreed-upon date. In the event of payment failures, a £50 processing fee may be charged due to declined transactions, and the reprocessing of payments incurs costs for Optima. These fees are determined by Optima and are contingent upon your previous payment history.

5 Course Paperwork

All course paperwork will be sent to you by email (or, if you do not provide an email address, by post). Copyright in all course materials is owned or licensed by Optima Electrical Training. Copying, adaptation or other use without the written permission of Optima Electrical Training is strictly prohibited.

6 Course Changes

6.1 Should you wish to make any date changes to courses or any course package modules, you will be charged an administration fee of £50 for short courses and £150 for longer courses and packages. All course change requests must be made with a signed letter. Course moves will be made at the discretion of Optima Electrical Training and can only be made once.

6.2 Course moves can only be made if there are more than 21 days before the Course Registration (Start) Date. Less than 21 days’ notice before the course commences it will be too late to apply course changes due to the City & Guilds enrolment, registration fees, exam scheduling procedures, class and tutor allocation which will have taken place.

6.3 Optima Electrical Training will not move the course if it is one of the exceptions listed at term 6.4 below or if the Course Registration Date is 21 days or less from the date your letter is received.

6.4 The City & Guilds 2396 course, once booked, cannot be moved (whatever the reason), due to the City & Guilds enrolment and scheduling procedures which take place a number of weeks prior to the examination date (as once the final registration and exam scheduling has taken place the student will not be able to be move from the course and examination list).

6.5 It is your responsibility to provide the right details about the student at the time of booking. Should you need to amend a name or date of birth after the initial booking has been made, you will incur an administration charge of £50. You will also need to provide proof of this in the form of some formal identification (passport / driving licence / birth certificate).

7 Cancellation & Refunds

7.1 Provided that you book more than 28 days in advance of the Course Registration (Start) Date, you will be entitled to a “cooling off period”.

7.2 If you wish to cancel under Optima Electrical Training’s cooling off period arrangement, you must cancel by the earlier of the following dates:

· 7.2.1 14 days from the date on which you placed your booking: and

· 7.2.2 28 days before the Course Start Date*

This means that your cooling off period will normally be 14 days from the date of your booking, but you will not get the full 14 days if you placed your booking fewer than 36 days before the Course Registration (Start) Date, and you will not get any cooling off period if you booked 28 days or fewer before the Course Registration (Start) Date. This is because Optima Electrical Training needs to confirm final details as to who will be attending the course at least 28 days before the Course Registration (Start) Date.

*56 Days for Full Courses - Full Courses are defined as over 6 days, i.e Fast Track Courses.

7.3 If you cancel during the cooling off period, you will receive a full refund, minus an administration (Registration) fee of:

· £95 for short courses (3 days or shorter),

· £295 for medium length courses (6 days or shorter but longer than 4 days),

· £795 for all other courses and assessment pr

If you have purchased a course bundle, i.e. Fast Track Course, the administration (Registration) fee will apply to each of the courses within that bundle / course package.

7.4 If you cancel after your cooling off period has expired, but more than 28 days (Short Courses) or 56 days (Full Courses & Course Packages) before the Start Date you will not be entitled to any refund of the deposit you have paid but you will not have to pay the balance and, if you have paid the balance before you cancelled you will be entitled to a refund of the difference between the total you paid and the administration (Registration) fee as detailed above in Term 7.3.

7.5 If you cancel 28 days (Short Courses) or 56 days (Full Courses & Course Packages) or fewer before the Course Registration (Start) Date you will still be required to pay Optima Electrical Training the full amount for the course, including any balance payment. If you have not paid the full amount at the time, you cancel you must immediately pay the balance to Optima Electrical Training.

7.6 Once paid, a deposit is non-transferrable and non-refundable except:

· 7.6.1 if you need to make a change to the booking, you may be able to do this as described in term 6; and

· 7.6.2 if you wish to cancel the booking during the cooling off period you can receive a refund of the deposit (minus the administration fee) as described in term 7.3 above.

7.7 Online courses are eligible for the 14-day cooling off period but only if you have not accessed the learning system. If the system has been accessed, then no refund shall apply. Refund policy for online courses is:

· Cancellations received within 14 days of booking your place on the course will receive a full refund.

· Cancellations received after the 14-day cancellation period and earlier than 14 days before the start date of the course will receive a refund of any fees paid minus the Deposit.

· Cancellations received after the 14-day cancellation period and later than 14 days before the start date of the course will not be eligible for a refund.

7.8 Refunds are not permitted since the course has started unless in extenuating circumstances. In the case of exceptional circumstances, a learner is able to request a a refund for part of the course fees by sending details and documentary evidence to support their case to the appropriate programme administrator for their course. We strongly advise that you familiarise yourself with our extenuating cuircumstances policy.

7.9 NVQ: Once online exams are booked, and payment made you will immediately be registered and the place reserved for the online multiple choice examination on the date and time chosen by you. Should you wish to cancel the on-line examination or assessment booked, or should you fail to attend the exam or assessment you will not be refunded and will not be able to change to an alternative date free of charge. If you require to complete the exam / assessment at another time, a charge will be incurred. Should you arrive late you will not be permitted entry into the examination room as you may disturb other candidates. You will not be refunded or be able to change to an alternative date free of charge. Again, a chargeable exam booking fee will be incurred.

7.10 Being an assessment programme and not a course, we cannot be held responsible for the speed at which the NVQ is programme is completed as it is the user that is required to provide Optima Electrical Training with their evidence for assessment. Both of the NVQ programmes (2346 & 2357) are not eligible for cancelation once the programme has commenced.

7.11 One may suspend the assessment stages until a more suitable time but cancellation is not permitted.

7.12 There is no recourse to a refund with either of the NVQ schemes (2346 &2357)

7.13 Approved refunds will be processed working in line with our refund policy

8 Absences

8.1 Once a course has been commenced, the student must attend at all sessions necessary to complete the course (once a course has been started, it cannot be completed later). You will not be entitled to any refund for any absence.

8.2 In the event of extreme weather conditions, Optima Electrical Training will ensure it is able to provide a full service by using several contingencies. The student must place ahead to ensure he/she is able to attend and, subject to term 8.3, Optima Electrical Training will not be responsible (nor required to issue any refund or offer any alternative course dates) as a result of the student not attending due to extreme weather conditions such as heavy snow, strong winds, flooding or public transport disruptions / cancellations.

8.3 Optima Electrical Training will review each absence and any reasons given for that absence. If the reason why the student was unable to attend was due to exceptional circumstances, then Optima Electrical Training may, in its discretion, offer a new date. Whether or not circumstances shall be deemed “exceptional” shall be at the sole discretion of Optima Electrical Training. You may be asked for supporting documents to prove the exceptional circumstances alleged. Please note that a new date cannot be offered, in any circumstances whatsoever, for C&G 2396 courses, for the reasons sent out at term 6.4 above.

9 Liability – Please Read Carefully

9.1 SUBJECT TO TERM 9.3 BELOW:

9.1.1 OPTIMA ELECTRICAL TRAINING’S TOTAL AGGREGATE LIABILITY IN RESPECT OF ALL CAUSES OF ACTION ARISING OUT OF OR IN CONNECTION WITH YOUR BOOKING AND/OR THE STUDENT’S PARTICIPATION IN THE COURSE (WHETHER FOR BREACH OF CONTRACT, STRICT LIABILITY, TORT (INCLUDING NEGLIGENCE), MISREPRESENTATION OR OTHERWISE) SHALL NOT EXCEED THE FEE PAID BY YOU FOR THE COURSE.

9.1.2 OPTIMA ELECTRICAL TRAINING SHALL NOT BE LIABLE FOR ANY CLAIM TO THE EXTENT THAT IT RELATES TO LOSS OF PROFITS, GOODWILL, BUSINESS OPPORTUNITY OR ANTICIPATED SAVINGS, INJURY TO REPUTATION, WASTED MANAGEMENT TIME OR INDIRECT, CONSEQUENTIAL OR SPECIAL LOSS OR DAMAGE REGARDLESS OF THE FORM OF ACTION, WHETHER IN CONTRACT, TORT (INCLUDING, BUT NOT LIMITED TO, NEGLIGENCE) OR STRICT LIABILITY OR OTHERWISE HOWSOEVER ARISING AND REGARDLESS OF WHETHER OPTIMA ELECTRICAL TRAINING KNEW OR HAD REASON TO KNOW OF THE POSSIBILITY OF THE LOSS OR DAMAGE IN QUESTION; AND

9.1.3 IF YOU ARE BOOKING ON BEHALF OF ANOTHER PERSON (YOU ARE NOT THE STUDENT YOURSELF), YOU ACKNOWLEDGE AND AGREE THAT ANY CLAIM THAT IS BROUGHT AGAINST OPTIMA ELECTRICAL TRAINING FOR ITS FAILURE OR DEFAULT MUST BE BROUGHT BY YOU, NOT THE STUDENT, AND THAT IF, DESPITE THIS, THE STUDENT BRINGS A CLAIM AGAINST OPTIMA ELECTRICAL TRAINING (WHETHER IN CONTRACT, TORT (INCLUDING, BUT NOT LIMITED TO, NEGLIGENCE) OR STRICT LIABILITY OR OTHERWISE) YOU WILL INDEMNIFY OPTIMA ELECTRICAL TRAINING AGAINST ALL LOSSES, DAMAGES, CLAIMS, COSTS AND EXPENSES (INCLUDING LEGAL EXPENSES) THAT IT SUFFERS OR INCURS AS A RESULT OF THAT CLAIM, INCLUDING ANY AMOUNT THAT MAY BE AWARDED TO THE STUDENT.

9.2 THE EXPRESS TERMS OF THIS AGREEMENT ARE IN LIEU OF ALL WARRANTIES, CONDITIONS, TERMS, UNDERTAKINGS AND OBLIGATIONS IMPLIED BY STATUTE, COMMON LAW, CUSTOM, TRADE USAGE, COURSE OF DEALING OR OTHERWISE, ALL OF WHICH ARE HEREBY EXCLUDED TO THE FULLEST EXTENT PERMITTED BY LAW.

9.3 NOTHING IN THIS AGREEMENT SHALL LIMIT OR EXCLUDE OPTIMA ELECTRICAL TRAINING’S LIABILITY FOR DEATH OR PERSONAL INJURY CAUSED BY NEGLIGENCE, FOR FRAUD OR FRAUDULENT MISREPRESENTATION, AND/OR FOR ANY OTHER LOSS OR DAMAGE THE EXCLUSION OR LIMITATION OF WHICH IS PROHIBITED BY ENGLISH LAW.

10 Disclaimer Regarding Advice Given – Please Read Carefully

10.1 All advice given regarding career paths, abilities to join registration bodies, qualification advice or other career opportunities is correct at the point of enquiry. This may be subject to change and is beyond the control of Optima Electrical Training. Optima Electrical Training cannot be held responsible for changes to other organisations’ joining requirements or qualification pre-requisites. No refunds will be issued in the event of changes mentioned above.

10.2 Any opinions expressed by the course tutor represent his/her own views and not necessarily those of Optima Electrical Training and Optima Electrical Training shall have no responsibility for them.

11 No Guarantee of Success – Please Read Carefully

Undertaking a programme of study does not guarantee you completing and passing the said course. There are also no guarantees in relation to the timetabel and duration of programmes.

Upon completion of the course we do not guarantee the student’s competence to perform work or ability to gain employment in the relevant field and Optima Electrical Training makes no representation, warranty or guarantee as to such competence or ability. When undertaking any work, the student must take care to ensure that the work is within his/her competence and seek further instruction or supervision, if necessary. Any statement made to you by Optima Electrical Training or its staff regarding the likelihood of obtaining employment and/or the student’s potential earnings shall be treated as a matter of opinion and not a representation and shall be non-binding.

12 General Booking Note

12.1 Optima Electrical Training reserves the right to alter courses and booking arrangements if deemed necessary. Groups may be merged from time to time to suit the needs of the course or business along with other changes which include but not limited to online delivery, in centre room and site changes and duration of courses. These changes are at the discretion of your lecturer and centre management.

12.2 The course qualification route booked is the correct route at the time of booking. Qualification routes are subject to change. Should any changes be made by the awarding bodies to qualifications, Optima Electrical Training will endeavour to change the qualification route; however, Optima Electrical Training will not be liable to you in any way as a result of such changes. Changes of this nature may affect the duration and cost of the course, which you accept by placing your booking.

12.3 All training must be completed within three years from the date of booking.

12.4 Optima Electrical Training cannot be held responsible for accommodation. Any information provided is to assist in your search for accommodation. You are responsible for your own booking and payment.

13 Compliance with Optima Electrical Training Rules

13.1 The Student must observe Optima Electrical Training’s rules (as notified to you and/or the student in writing or by any other means from time to time).

13.2 Optima Electrical Training may cancel the student’s enrolment without reimbursement of fees if the Student commits a serious or repeated breach of the enrolment terms or Optima Electrical Training’s rules or is guilty of gross misconduct (as assessed at Optima Electrical Training’s discretion).

14 Purchasing of Tools and Books

14.1 Optima Electrical Training may offer tools and books for sale at the centre. No guarantee is provided that any particular tools or books will be available at any particular time. Please enquire at the centre for more information about current stock.

14.2 These terms and conditions do not govern any purchase of tools and books from Optima Electrical Training, and if you (or a person you booked the course on behalf of) choose to purchase any tools or books this will form a separate agreement between Optima Electrical Training and the purchaser.

14.3 Please note that any tools purchased can only be returned in accordance with our returns policy, a copy of which is available on request. Optima Electrical Training does not accept returns of books.

15 Data Protection – Please Read Carefully

15.1 Any telephone calls may be recorded by Optima Electrical Training for administrative or training purposes (which you consent to). If you ask or allow the student to call Optima Electrical Training directly then you must notify the student of this policy.

15.2 A copy of Optima Electrical Training privacy notice should have been provided to you with these terms and conditions. If you have not received a copy, please contact Optima Electrical Training who will be happy to provide a copy.

15.3 The Optima Electrical Training privacy notice describes what type of personal data it may hold about you (and, if you are booking on behalf of someone else, the student), how it will use that personal data and your (and, where applicable, the student’s) rights in respect of that privacy notice. You must read the privacy notice carefully and let Optima Electrical Training know if you have any questions.

15.4 If you are booking on behalf of someone else you agree that you will either:

15.4.1 provide Optima Electrical Training with the Student’s contact details and ask it to send a copy of the privacy notice directly to the student; or

15.4.2 give the student a copy of the privacy notice, explain its purpose and ask the student to read it.

You agree to indemnify Optima Electrical Training against all losses, damages, claims, costs and expenses (including legal expenses) that it suffers or incurs as a result of your failure to comply with this term 15.4, including any regulatory fines or penalties and any claims brought by the Student against Optima Electrical Training.

16 General

16.1 Assessments and examinations are governed by the accrediting body and Optima Electrical Training accepts no liability for them. The cost of any re-sits shall be borne by you. Exams are supplied to Optima Electrical Training by the accrediting body. Optima Electrical Training will not be liable for any costs or compensation sought by the student if for any reason the accrediting body is unable to supply the exam in digital or paper format on the expected date.

16.2 Additional Time in Exams: Please note that in some circumstances additional time can be given for exams providing you can submit evidence (must be a psychological report). This will need to be submitted at least one month before the start of the course in order for the accreditation body to grant approval. The decision to grant additional time is made solely by the accreditation body.

16.3 Photographic ID: Please note that any exams accredited by a body such as City & Guilds, BPEC, NICEIC or other will generally require that the student to provide photographic ID. As such please ensure the student brings a passport or driving licence with him/her when he/she attend the course.

16.4 You must complete all payments and the student must successfully complete the course prior to issue of your certification.

16.5 Any complaint about the course should be notified to the Centre Manager at the address contained in the enrolment form. All complaints must be made in writing.

16.6 Any notice to be given by either party to the other may be properly given by posting it to the address of the other party shown on the enrolment form or to such other address as the other party shall have notified in writing as its address for service of notices.

16.7 If for any reason any of these terms or part of any one of these terms is found by a court of law to be illegal, invalid or unenforceable, then that term or part of that term shall be amended to the minimum extent necessary to make it legal, valid and enforceable and the remaining terms and (if applicable) part of term shall remain in full force notwithstanding the amendment made.

16.8 These terms and conditions (including any associated non-contractual disputes or claims) shall be subject to English law and any disputes arising under or in connection with these terms and conditions, if not capable of resolution between the parties, shall be subject to the exclusive jurisdiction of the English courts.

Copyright notice

This document is © Optima Electrical Training and/or its licensors and is intended solely for use by Optima Electrical Training.

Customers may make personal copies of this document for their own reference and (where booking on behalf of someone else) may provide a copy to the student.

The Company reserves the right, at its discretion, to change, modify, add, or remove portions of these Terms at any time by posting the amended Terms.