Please read our terms and conditions carefully (particularly the section on cancellation)
All our courses are offered on the basis that these terms and conditions are incorporated into our contract. By signing up for one of our courses, you are deemed to accept these terms and conditions. If you do not agree to these terms and conditions you, unfortunately, cannot attend our courses.
Definitions
For the purposes of these terms:
“the Academy”, “we” and ”us” means The Cotswold Academy, a trading name of Terapeutica Limited, company number 7757391. VAT No: 154 1711 34 Our address is Cotswold Academy- Complementary Health & Sport, 24 Thomas Street, Cirencester, Gloucestershire GL7 2BD. Our telephone number is
01285 885122.
Our e-mail address is info@cotswoldacademy.co.uk and our website address is www.cotswoldacademy.co.uk
“you” means the student attending our course
“course” means the course designed, developed or offered by us including any revision or updates to the course as we may make from time to time and includes CPD training days
“course materials” means the physical working material relating to any of our courses including any revisions or updates that we may make from time to time and may be in any format of our choosing
“CPD training day” means training day(s) offered to maintain and meet up-to-date continuing professional development requirements.
In light of COVID-19, we have adjusted our Terms and Conditions and review these regularly.
1. Academy rules
1.1. Personal hygiene
1.1.1. You must maintain a high standard of personal hygiene at all times whilst at the Academy as body contact on course days of this nature is unavoidable.
1.1.2. Hair should be worn away from the face and tied back if necessary. Nails should be short, clean, neat and free of varnish.
1.2. Clothing
1.2.1. You must wear clean clothing and shoes at all times whilst at the Academy
1.2.2.For Massage, Reflexology and Aromatherapy courses: female students will be given a therapy tunic and male students a black polo shirt on the first day of their course. For classroom contact days, you can wear clothes you are comfortable moving and treating in; for example t-shirt/leggings/trousers/shorts and flat comfortable shoes/trainers. For examinations, your tutor will discuss appropriate clothing such as students will be required to provide and wear their own smart trousers in black, tunic and black/dark shoes.
1.2.3. For Sports Massage courses: female and male students will be given a plain black polo shirt on the first day of your classroom contact days, you can wear clothes you are comfortable moving and treating in; for example t-shirt/leggings/trousers/shorts and flat comfortable shoes/trainers. For examinations, your tutor will discuss appropriate clothing; students will be required to provide and wear their own smart sports trousers or leggings in black/navy, a black polo shirt and clean, dark trainers.
1.2.5. We recommend no jewellery to be worn during practical classes.
1.3. General
1.3.1. We adopt a strict no-smoking policy on our entire premises including the toilets.
1.3.2. Tea and Coffee and a selection of herbal teas are provided (please bring your own milk) and access to a fridge is available in each teaching room.
1.3.3. Mobile phones should be on silent during lessons but can be used for recording videos in the classroom to aid your learning with consent from your fellow students.
1.3.4. We will not accept or tolerate any
1.3.4.1. violence, bad language, intimidation or any form of unsocial behaviour;
1.3.4.2. possession, use or attempt to sell drugs or illegal substances of any kind;
1.3.4.3. vandalism or malicious damage to our premises and belongings or those of other students.
1.3.5. You are responsible for all your own personal property and we will not accept responsibility or liability for any loss or damage to your property.
1.3.6. You require students to behave in a mature and responsible manner at all times when attending a course. Respect and privacy must be observed at all times.
1.3.7. Please contact us immediately to advise if you are going to be absent so we can discuss catching up. Examination regulations state that you must attend at least 80% of the course to be able to sit an examination.
1.3.8. We do not offer parking at our premises. Please visit our "
" page for local free and paid parking options.
1.3.9. During course contact days, students will work on each other and we will provide models for you to work on where necessary. For mock practical and "real" practical examinations, you will be required to bring a suitable model with you; please note, that all students will swap models so you will work on a different model to the person you brought.
1.4. Breach of rules
1.4.1. For any breach of the Academy rules we reserve the right to effect an immediate expulsion from the course (with no refund given) and, where appropriate, send a report to the police.
1.4.2. For any breach of the Academy rules that does not result in immediate expulsion, you will receive a verbal warning. When you have received two verbal warnings any further breach not resulting in expulsion will bring a final written warning. If breaches of the rules continue you will be expelled from the course with no refund given.
1.4.3. For any breach of the Academy rules resulting in expulsion from the course, we will not be liable for any consequential loss, damage, expenses or any other consequential compensation whatsoever.
2. Course Materials
2.1. We will make every effort to ensure all course materials are up to date, accurate and of suitable quality. However, if you become aware of any errors or omissions, please let us know as soon as possible so we can investigate and update accordingly. We accept no liability for any errors or omissions.
2.2. All copyright and other intellectual property relating to course materials are either owned or licenced by us. Copying, adapting or any other use of the course materials is strictly prohibited, without prior written permission from us.
3. Payment and refunds
3.1. Payment:
3.1.1. All course fees quoted include VAT at the prevailing rate.
3.1.2. A non-refundable and non-transferable deposit of 25% is payable upon enrolment for all courses that are 2 or more days long. For 1 day courses, the full balance will be due on enrolment.When you enrol onto the Anatomy and Physiology e-learning with your diploma course, the 25% deposit paid will release your login details and cover part payment of your e-learning package. Once we have released your e-learning login details, any moneys paid will therefore be exempt from the 14-day cooling-off period. (See Appendix 1)
3.1.3.The outstanding balance for a course is payable no later than 4 weeks prior to the course commencement date. Failure to pay the full balance due by this date will result in your course reservation being lost and we reserve the right to retain the deposit and any other payments made to us in full.
3.1.4. At the point that you have registered via your student dashboard area to sit your final practical examinations if you then decide you want to move your exam booking, there will be a £55.00 charge for deferring (this is a charge we incur from ITEC plus our administration costs). This excludes serious illness; we will require a doctor's note in this circumstance to apply to ITEC for the fee to be waivered.
3.1.5. Our ITEC diploma and certificate courses can be paid by instalments over a 6-month term. This can be selected during the checkout process. An additional administrative charge of £49.00 inc VAT (for 6-month plans) will be added to the usual course fee. A 25% deposit will still apply as your first payment. We will then detail the instalment plan which will start the following month and request the set up of a Direct Debit Mandate through GoCardless. Any defaults will render a £20 fee. If further payments default, we may take the decision to request the full remaining balance within 7 days. If you cancel your course while paying by installments, you are still obligated to pay the full balance of the course fees. Cancelling the course does not absolve you from your financial commitment, and you must settle the entire course balance regardless of the cancellation.
3.1.6. Our normal payment method is credit/debit card, bank transfer or cheque. Instalment plan payments cannot be made via Paypal or bank transfer; they must be set up through GoCardless.
3.1.7. An administrative fee of £30 inc VAT will be made for any returned cheques or cancelled payments.
3.1.8. In some cases, where we are able to RPL (Recognition of Prior Learning) for a unit on your course, such as Anatomy and Physiology, there will be a £35.00 inc VAT fee on application of RPL.
3.2. Refunds / Requests to transfer course dates:
3.2.1. There will be no refund of deposits or any other payments made if you choose not to or fail to attend or complete a course for any reason (including personal issues, change in personal circumstances, change of mind or relocation).
3.2.2. There will be no refund of deposits or other payments made for CPD training days for any reason.
3.2.3. At our sole discretion, we may consider refund or transfer of any deposit or payment made for a course if non-attendance is as a result of serious illness. However, we will require a doctor’s certificate before considering the exercise of this discretion.
3.2.4 If you are unable to attend your course due to COVID-19; either as a result of illness, vulnerable health issues, or self-isolation, there will be no refund offered, however, we will gladly offer you to attend alternative dates in the future at no extra cost. This would be offered on a case-by-case basis.
3.3. Cancellation:
3.3.1. It may be that your contract with us is covered by the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013. Under those Regulations we are obliged to give you certain information, so we give that information for all contracts. Similarly, under those Regulations, you have rights to cancel the contract, so we apply that right to cancel to all contracts we enter into.
3.3.2. You have the right to cancel your contract with us as set out in the Notice of Cancellation at Appendix 1 (can be found towards end of T&Cs) to these terms and conditions.
3.3.3. If you exercise your right to cancel a course which has commenced before the cancellation period expires, you will be liable to us for our reasonable fees for the work we have carried out up to the date of cancellation. If the entire course has been completed prior to cancellation, then you lose your right to cancel. You acknowledge that these terms and conditions constitute notice of your loss of the right to cancel in these circumstances.
4. Liability and insurance
4.1. Except in respect of death or personal injury caused by our negligence, we shall not be liable to you by reason of any representation (unless fraudulent) or any other implied warranty, condition or any other term, or any duty, common law or under the express terms of the contract, for any loss of profit or any indirect, special or consequential loss, damage, cost, expenses or any other claims (whether caused by the negligence by ourselves or servants or otherwise) including, without limitation, loss of anticipated profits, goodwill, reputation, business receipts or contracts or losses or expenses resulting in third party claims which arise out of or in connection with the provision of our services or their use by the customer. Our entire liability under or in connection with the contract whether for negligence, breach of contract, misrepresentation or otherwise shall not in any circumstances exceed the amount of our fees for the course provided.
4.2. We shall only be liable to you under the above clause if a written claim is received by us within 14 days of the date of the course you attended.
4.3. We agree to maintain adequate public liability insurance to cover the services we provide and our premises with a reputable insurance company. Upon written request, we will provide you with copies of certificates of insurance. These are also displayed in the kitchen area of our premises.
4.4. In the unlikely event that we are unable to provide the booked course we will endeavour to book you on the next available same course. If we are unable to reschedule the course we will refund the full amount of the sum paid. This will be our maximum liability and we will not be liable for any other consequential loss, damages, expenses or any other consequential compensation whatsoever.
4.5. We may at any time (and without prior notification) make changes to the format of the course which are necessary to comply with any applicable safety or statutory requirements, or which do not materially affect the nature or quality of the course. We reserve the right to amend the tutor delivering the course without prior notice. We reserve the right to add to or amend the scheme of work without prior notice and to alter our opening hours.
4.6. The paying for and/or attending a course with us does not guarantee a qualification, diploma or certificate of achievement. These are gained by successful completion of the course assignments, assessments and examinations. It is the decision of the awarding bodies to pass a student for qualification. We are not responsible for any loss as a result of a student failing to achieve a pass in the course. If you fail to attend the necessary 80% of the course and under examination, regulations are not submitted for the examination then we will not be liable for any other consequential loss, damages, expenses or any other consequential compensation whatsoever.
4.7. If you are asked to leave the course for non-payment of instalments, we will not be liable for any other consequential loss, damages, expenses or any other consequential compensation whatsoever.
4.8. We have additional hygiene measures in place as well as our normal procedures which include (but are not limited to):
-Anti-bacterial soap dispensers available in all loos
-Hand sanitiser gel on entry to the building (which should be used on entry and exit) and all training rooms
-Anti-bacterial surface cleaner and surface wipes are available in all training rooms and toilets
-Sanitising work surfaces in all training rooms at the start of the day
-Disposable plastic gloves are also available should you wish to use them during your visit
-Mask use in the college and training rooms is optional; please respect other students' wishes and uses of masks.
5. Complaints and Disputes
5.1.Most of our students are delighted with our service, but on the rare occasion there is an issue, we want to deal with it promptly and effectively. Therefore if you are unhappy about any aspect of our service, please follow the complaints procedure at Appendix 2 to these terms and conditions.
5.2. Mediation
5.2.1. If any dispute arises in connection with this agreement, you and we agree to enter into mediation to settle such a dispute.
5.2.2. To initiate the mediation a party must give notice in writing to the other party in the dispute, referring the dispute to mediation
5.2.3. Unless agreed within 14 days of that notice, the parties agree that the mediator will be nominated by the Civil Mediation Council. The costs of the mediator will be shared equally between the parties.
5.2.4. The parties agree that neither of them will commence any court proceedings in relation to the dispute until either the mediation process has concluded, or the mediator has concluded that the matter is not suitable for mediation (provided that the right to issue proceedings is not prejudiced by a delay).
6. Miscellaneous provisions
6.1. These terms and conditions apply to the whole agreement between us and you and supersede any previous agreement or understanding
6.2. Any variation to these terms and conditions (including any special terms or conditions agreed between the parties) shall be invalid unless agreed by us and signed to that effect by us. You acknowledge that you have not relied on any statement, promise or representation made or given by or on our behalf in entering into a contract with us. All other terms and conditions expressly implied or statutory are otherwise excluded to the fullest extent permitted by law.
6.3. This contract shall be governed and construed in accordance with the laws of England, and where necessary, the parties agree to submit to the exclusive jurisdiction of the courts of England and Wales.
6.4. We are committed to ensuring your privacy is maintained and respected. We will happily supply copies of our privacy policy and data protection policy upon request.
7. Learning Barriers/Disabilities
7.1. We will ask you to complete your account details when joining us for a course. You will be asked to specify any learning barriers/disabilities so we can make sure we offer you appropriate support.
7.2 If you have a learning difficulty such as dyslexia, we can request 25% extra time for any written exams that you might take. We would require documentation of your learning barrier/disability, which would be submitted to ITEC for evaluation and confirmation.
8. Gift Vouchers
8.1. All Cotswold Academy Terms & Conditions apply to courses booked with this voucher including entitlement to refunds. Any refund made will be in the form of a voucher.
8.2. Vouchers have no monetary value and cannot be exchanged for cash or used to purchase other vouchers. Vouchers are non-returnable other than within the 14 day cancellation period.
8.3. Vouchers are valid for a period of 12 months from date of purchase, the expiry date is shown on the voucher. Lost vouchers will not be replaced.
8.4. Vouchers are redeemable against Diploma Courses and CPD/Short courses within the Cotswold Academy.
8.5. Multiple vouchers can be used simultaneously in conjunction with other payment methods including any applicable fee concessions.
8.6. Where the value of the booking is lower than the value of the voucher used, credit will be held on the student’s account until the voucher expiry date. Credit is non-transferable.
9. Instalment Plans
These Additional Terms and Conditions apply to all Students who wish to pay for their Diploma Course by an agreed Instalment Plan with the Cotswold Academy.
These Additional Terms and Conditions are in addition to the General Terms and Conditions that apply to the sale of any Classroom Course or Online Course.
By agreeing to pay by instalments, you are confirming your agreement to be bound by these Additional Terms and Conditions.
9.1. The Cotswold Academy Instalment Plan enables Students to pay their Course Fees in instalments as set out by the Cotswold Academy, the first instalment (25% deposit) being due on booking onto your chosen course. The remainder of your Course Fees will be due in equal instalments, payable on a monthly basis on the dates laid out on your invoice. Your second instalment will not be due until the second month following your enrolment and your first instalment being paid e.g. if you place your order and pay your first instalment on 12th January, your second instalment will not be due until 12th February and your third, fourth, fifth & sixth instalments will be due on 12th March, 12th April, 12th May, 12th June etc respectively.
9.2. There is a £49.00 inc VAT (6 month plan) admin fee when opting for the Instalment Plan. This will be included in the price you see on the website.
9.3. Once you have booked onto your chosen course, and opted to pay by instalments, you will receive an email from GoCardless requesting your bank account details to set up a Direct Debit Mandate. It is important that you submit these details as soon as possible so we can set up your instalment plan and confirm your place on your chosen course. You will be protected under the GoCardless Direct Debit Mandate.
9.4. Your first instalment (25% deposit of the total Course Fee) will be taken straight away on booking your course via our website card payment system. Subsequent payments will be taken monthly by GoCardless, automatically as laid out on the direct debit request email.
9.5. If a payment is returned due to insufficient funds, or an instalment is late, you will incur a charge of £20 which will be added onto any remaining balance owed.
9.6. If you are having any financial problems, it is your responsibility to contact us to make us aware of your situation and discuss a plan going forward.
9.7. We reserve the right to refuse admittance to exams if your account falls into arrears and we have not been notified of when we will receive payment.
9.8. If in the event your account falls into arrears, we reserve the right to cancel your instalment plan and the full balance remaining on your account will be due within 14 days of notification. If we are unable to contact you, or your balance remains unpaid, we will begin legal proceedings to reclaim course fees.
9.9. You will not be entitled to a refund of any instalments already paid if you do not complete the course or can no longer attend the course dates you are booked on to. The instalment fees are non-transferable. Please see our General Terms and Conditions for full details on your payments, refunds and cancellation rights.
10.0. If you have breached, or, are in breach of any of the General Terms and Conditions and/or these Additional Terms and Conditions, you will cease to be eligible for an instalment plan in respect of the relevant course and any future courses you may book, and Cotswold Academy reserve the right to withdraw you from the Instalment Plan and any remaining Course Fees will become immediately due and payable in full.
10 . Social Media Competition Terms and Conditions
10.1 Eligibility:
• The competition is open to participants aged 18 years and older based in the UK.
10.2. How to Enter:
• Participants must follow our social media page, like the competition post, and tag a friend.
• This competition is in no way sponsored, endorsed or administered by, or associated with, Instagram and Facebook.
10.3. Competition Period:
• The competition start date and end date are as specified on the competition post on Instagram and Facebook.
• Entries received after the closing date will not be considered.
10.4. Prize Details:
• Prizes are as described in the competition post and are non-refundable and non-transferable.
• Unless otherwise stated, prize collection must be made in person at Cotswold Academy within 30 days of close of competition.
10.5. Winner Selection:
• Winners will be randomly selected from eligible entries. Entries from both Facebook and Instagram will be counted and one winner overall will be drawn.
• The winner will be announced on our social media channels and contacted directly via Cotswold Academy, no request for money will ever be made for this competition and no other accounts will be used to contact entrants.
10.6. Prize Collection:
• Winners must collect their prizes in person at Cotswold Academy, or an alternative location if specified, within 30 days.
10.7. Publicity:
• By entering the competition, participants agree to the use of their names and images for promotional purposes related to the competition and Cotswold Academy.
10.8. Disqualification:
• Cotswold Academy reserves the right to disqualify any entry that violates these terms and conditions or is deemed inappropriate.
10.9. Changes to the Competition:
• Cotswold Academy reserves the right to amend, suspend, or terminate the competition at any time and for any reason.
11.1 Liability:
• Cotswold Academy is not responsible for any loss, damage, or injury suffered by participants in connection with the competition.
11.2 Data Protection:
• By entering the competition, participants agree to the use of their personal information for the purpose of administering the competition and in accordance with our privacy policy.
11.3 Governing Law:
• These terms and conditions are governed by the laws of United Kingdom.
11.4 Contact Information:
• For any questions or concerns regarding the competition, please contact events@cotswoldacademy.co.uk
APPENDIX 1
NOTICE OF THE RIGHT TO CANCEL
You have the right to cancel this contract within 14 days without giving any reason. The cancellation period will expire 15 days after the contract was made (usually the day you booked and paid for a course).
To exercise the right to cancel, you must inform the office team with 14 days of booking via email on info@cotswoldacademy.co.uk or by letter to Cotswold Academy- Complementary Health and Sport, 24 Thomas Street, Cirencester, Gloucestershire GL7 2BD, clearly stating you wish to cancel the contract. You may find it easier to use the cancellation form below, but you don’t have to.
To meet the cancellation deadline, you just need to send your communication before the cancellation period has expired.
Effects of cancellation
If you cancel this contract, we will reimburse to you all payments received from you.
We will make the reimbursement without delay, and no later than –
(a) 14 days after the day we receive back from you any goods supplied, or
(b) (if earlier) 14 days after the day you provide evidence that you have returned the goods, or
(c) if there were no goods supplied, 14 days after the day on which we are informed about your decision to cancel this contract.
We will make the reimbursement using the same means of payment as you used for the initial transaction; in any event, you will not incur any fees as a result of the reimbursement.
In the case of sales contracts in which we have not offered to collect the goods in the event of cancellation we may withhold reimbursement until we have received the goods back or you have supplied evidence of having sent back the goods, whichever is the earliest.
If we have begun the performance of services during the cancellation period, you will pay us an amount which is in proportion to what has been performed until you have communicated to us your cancellation from this contract, in comparison with the full sum due under the contract. This may be the full sum due.
CANCELLATION FORM
To: Chris Phillips, Cotswold Academy- Complementary Health and Sport, 24 Thomas Street, Cirencester, Gloucestershire GL7 2BD, telephone
01285 885122
, e-mail info@cotswoldacademy.co.uk
Your name: ………………………………………………………………………
Your address: …………………………………………………………………………………………………………………………………………
Name of course: …………………………………………………………………….
I wish to cancel the contract for the supply of the above course.
Signed: ……………………………………………
APPENDIX 2
COMPLAINTS PROCEDURE
Most of our students are delighted with our service, but on the rare occasion there is an issue, we want to deal with it promptly and effectively. Please therefore follow this procedure.
If you are unhappy about any aspect of our service, please contact The Academy on
01285 885122
or info@cotswoldacademy.co.uk
If we believe the matter can be dealt with informally, then we will do our best to resolve the problem immediately.
If we don’t believe the matter can be dealt with informally (or informal resolution was unsuccessful), then the following procedure will be used:
1.We will send you a letter or e-mail acknowledging the compliant within 3 working days of receipt. We will ask you to clarify or confirm any further details we need. We will tell you the name of the person who will deal with your complaint.
2.We will investigate your complaint thoroughly, and aim to send a detailed reply to you within 15 working days of sending the acknowledgement.
3.Before we send the detailed reply, we may invite you to a meeting to discuss your complaint. The meeting can be held face to face, by phone or by Skype call to suit you.
4.If you are still not satisfied with what we have done, you can contact us again to review our decision. One of our directors will then review everything. This will not be the director who carried out the initial investigation. We will aim to send you the outcome of the review within 15 working days of receiving your request for review. This will be our final position on your complaint.
5.If you are still not satisfied with what we have done, you may take whatever further steps you consider appropriate. We respectfully remind you of the provisions of clause 5.2 of the terms and conditions regarding mediation.
Updated November 2022