Please read our terms and conditions carefully (particularly the section on cancellation)

1. Introduction

info@cotswoldacademy.co.uk

01285 885122

2. Definitions

• “Academy” refers to The Cotswold Academy and its authorised representatives. Trading name of Terapeutica Limited (Company No: 7757391, VAT No: 154 1711 34)
• “Student” means any person enrolled or applying to enrol on an Academy course.
• “Course” includes any ITEC qualification, CPD training day, workshop, or other educational event provided by the Academy.
• “Course Materials” refers to all written, visual, or digital resources provided by the Academy.

3. Academy Guidelines

• Professional conduct is expected at all times. Respect for staff, fellow students, and clients is essential. Unacceptable behaviour includes violence, intimidation, foul language, drug possession/use, vandalism.
• Dress code: Students should wear suitable clothing to perform therapies in and maintain a high standard of personal hygiene. Hair tied back, nails short and clean, minimal jewellery worn.
• Attendance: Full attendance is required to meet course criteria. If you must miss a session, please contact us in advance.
• Health & safety: Students must comply with health and safety guidance while on Academy premises. Students are responsible for personal property; the Academy is not liable for loss or damage.
• Disciplinary action: The Academy reserves the right to withdraw a student from training for inappropriate behaviour, unsafe practice, or breach of these terms.

4. Course Materials

5. Payments, Refunds & Cancellations

Booking & Deposits

• All fees include VAT at the rate applicable.
• A deposit or full balance (amount stated at time of booking) is required to secure your place.
• Deposits / payments made are non-refundable and non-transferrable.
• Remaining course balances are due 4 weeks before the course start; failure to pay may forfeit your place.

Payments

• Fees must be paid in full before the course start date, unless an agreed instalment plan is in place.
• Payment can be made by debit/credit card or bank transfer.

Additional Fees (where applicable):

• Recognition of Prior Learning (RPL) applications: £48.00 fee per unit.
• Additional one to one tuition if needed will be chargeable at a rate of £45.00 per hour

Student Cancellations

• Cancellations made within 14 days of booking (and before course commencement) are eligible for a full refund under UK Consumer Law provided course materials have not been accessed, and the course class days have not commenced. This includes online modules/courses such Anatomy & Physiology e-learning.
• After 14 Days / Course Commencement / Accessing Materials: Refunds are not available once:
• The 14-day cancellation period has passed, or
• Course materials have been accessed, or
• The course has commenced.
• 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).
• Transfers to another course or date may be possible at the Academy’s discretion for example, in the event of serious illness (doctor’s note required) and may incur an administration fee.

Academy Cancellations

1. A place on an alternative date, or in the event that the student is unable to attend future dates,
2. A full refund.

The Academy is not liable for additional expenses such as travel or accommodation costs.

6. Liability & Insurance

6.1 Our responsibility

·        Your safety is important to us. We are legally responsible if someone is injured or dies due to our negligence.

·        In other situations, we are not responsible for:

o  Loss of income or profit

o  Loss of business opportunities, reputation, or goodwill

o  Any indirect or “knock-on” losses caused by attending or using our services

·        Maximum liability: The most we could ever pay for any other issue is the total fee you paid for the course.

6.2 Making a claim

·        If you want to make a claim under this section, you must do so in writing within 14 days of attending your course.

6.3 Insurance

·        We maintain public liability insurance to cover the services we provide and our premises.

·        You can request a copy of our insurance certificate, or see it on display in the kitchen area at the Academy.

6.4 Course cancellation by us

6.5 Changes to courses

·        We may need to make changes to the course format or tutors to comply with safety or legal requirements.

·        These changes will not materially affect the quality of the course.

·        We may also update the scheme of work or opening hours without prior notice.

6.6 Qualifications and exams

·        Paying for or attending a course does not guarantee a qualification or certificate.

·        Qualifications are awarded by the examining body, and passing depends on your assignments, assessments, and exams.

·        We are not responsible if you fail to achieve a qualification, or if you do not attend the required 80% of course contact days or submit required exam paperwork.

6.7 Non-payment of instalments

·        If you are asked to leave a course because you have not paid your instalments, we are not responsible for any losses, costs, or other consequences.

7. Learning Support & Accessibility

·        We are committed to supporting all learners.

·        If you have specific learning, physical, or personal support needs, please let us know as early as possible so that reasonable adjustments can be made.

·        We can request 25% extra time for any written exams that students might take. We would require documentation of your learning barrier/disability, which would be submitted to ITEC for evaluation and confirmation.

8. Examinations (for ITEC Courses)

• Attendance: Students must attend both the mock and the practical exam on the agreed scheduled dates.
• Model Requirement: Students are responsible for bringing their own model for both the mock and practical exams.
• Coursework Submission: Students coursework folder, including case studies, treatment logs, and assignments, must be submitted no later than two weeks before the practical exam date.
• Deferrals & Cancellations: Once a student confirms their exam place, any deferral or cancellation will incur a £75 ITEC deferral/transfer administration fee, which will be charged to you.
• Exam Changes: Exam dates are limited. Changes can only be made in exceptional circumstances and at the discretion of the Academy.

Failure to meet these conditions may delay your qualification or result in additional costs.

9. Instalment Plan Terms

• Payments must be made on the scheduled dates.
• Missed or late payments may result in suspension from the course until the balance is cleared.
• In the event of missed payments, certificates or exam entries may be withheld until all fees are paid in full.
• Repeated missed payments may result in removal from the course and loss of fees paid to date.

10. Complaints & Dispute Resolution

1.     Informal resolution

·        If we think your complaint can be sorted out informally, we’ll try to resolve it immediately.

2.     Formal procedure

·        If informal resolution isn’t possible, we will follow these steps:

Step 1 – Acknowledgement

·        We will acknowledge your complaint by email or letter within 3 working days.

·        We may ask you for more details if needed, and we will let you know who is handling your complaint.

Step 2 – Investigation

·        We will investigate your complaint thoroughly and aim to give you a detailed reply within 15 working days of acknowledgement.

Step 3 – Meeting (if needed)

·        Before sending our detailed reply, we may invite you to a meeting to discuss your complaint.

·        This can be face-to-face, by phone, or via Skype, whichever works best for you.

Step 4 – Review

·        If you’re still not satisfied, you can ask us to review the decision.

·        One of our directors, who was not involved in the original investigation, will review everything.

·        We will aim to give you the outcome of this review within 15 working days. This is our final decision internally.

Step 5 – Further steps

·        If you’re still unhappy, you may take any further steps you consider appropriate, including mediation.

11. Governing Law

12. Gift Voucher Terms & Conditions

• Gift vouchers are valid for 12 months from the date of issue.
• Vouchers can be redeemed against Academy courses or workshops.
• Vouchers are non-refundable and cannot be exchanged for cash.
• If your chosen course costs more than the voucher value, you can pay the difference.
• Vouchers must be presented at the time of booking.
• Lost or stolen vouchers cannot be replaced.

13. Social Media Competition Terms & Conditions

• Competitions are open to UK residents aged 18 and over.
• No purchase is necessary to enter.
• Entries must comply with the stated rules on the competition post.
• Winners will be selected at random and contacted directly via official Cotswold Academy channels.
• Prizes are non-transferable and non-exchangeable.
• Unless otherwise stated, prize collection must be made in person at Cotswold Academy within 30 days of close of competition.
• The Academy reserves the right to amend or withdraw a competition at any time.

·        By entering the competition, participants agree to the use of their names and images for promotional purposes related to the competition and Cotswold Academy.

·        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.

·        Cotswold Academy reserves the right to disqualify any entry that violates these terms and conditions or is deemed inappropriate.

• This promotion is in no way sponsored, endorsed, or administered by, or associated with, Meta (Facebook or Instagram) or any other social platform.
• For any questions or concerns regarding the competition, please contact events@cotswoldacademy.co.uk

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