Booking Terms & Service

Open Course booking terms and conditions and cancellation and refund policy 

Effective from 1 July 2019. Please note these ‘Terms and Conditions’ may be subject to change without notice. 

IMPACT FACTORY LIMITED (the Company) reserves the right to make changes or improvements to its courses and workshops at any time without notice. 

Such changes will not constitute grounds for refund on our money back guarantee. 

1. Booking 

• For current course costs and dates, please refer to our website. 
• Before booking onto the course, the customer must ensure they have read the course content, to ensure the course will meet the training needs and that they are able to meet pre-requisites, where stated. 
• If a course registration/booking form is completed by an individual other than the named delegate, it is the responsibility of the employer to ensure the delegate is aware of these terms and conditions. 
• For all our Elite 5 day courses – Communication with Impact (CWI) and Presentation with Impact (PWI), a non-refundable 20% deposit of the total course fee, (payable by debit or credit card), is required at the time of booking.  
• Upon receipt of the customer’s course registration booking form and subsequent payment in full, his/hers place(s) will be confirmed. 

• Any terms and conditions sought to be imposed by the customer in any purchase order or correspondence will not form part of the contract, unless agreed prior to booking. 
• Important note: The Company’s acceptance of the customer’s booking brings into existence a legally binding contract between the Company and the customer on these terms and conditions. 

2. Price 

• Courses will be charged at the price shown on the website at the time of booking. We reserve the right to change course fees without notice. 
• What is included in the fee is detailed in Clause 8 below. 

3. Discounts and Special Offers 

• Special offers  are not available in conjunction with any other discount. Only one discount type can be applied to a booking. 
• No discounts are available on Elite 5 day courses. 

4. Purchase Orders 

• Purchase orders may be accepted in lieu of payment at time of booking at the Company’s sole discretion. 
• Acceptance of purchase orders is subject to the Company’s prior approval for credit terms. Customers may be required to supply a completed Customer Information Form upon request. 
• Purchase orders shall not be accepted from any customer at any time during which the customer’s account is placed on “stop” due to default.
• For bookings secured by a PO, payment terms for invoices are 30 days from date of invoice or by course date, whichever is sooner. 

5. Invoicing and payment 

• Course fees are payable in full at time of booking unless a valid, authorised Purchase Order (PO), or any other company authorisation (where the company does not operate a PO system), is provided and accepted. 
• Invoices will be sent via email to the name provided on the booking form and must be paid within 30 days of the invoice date or before the course date, whichever date occurs soonest. 
• Invoices should be paid in full and payment made in GBP (UK pounds) by BACS transfer.
• All fees for bank transactions relating to international payments and currency conversions to be borne by the Client.
• All online payments are processed through Stripe’s secure online gateway. 

6. Course attendance and certification 

• Delegates will receive an email with joining instructions, a location map, venue details and course timings to the email address provided on the booking form once the booking has been confirmed. 

• It is the responsibility of the individual completing the course registration/booking form to ensure joining instructions are received by the delegates.  
• If the joining instructions are not received, it is the responsibility of the individual who completed the course registration/booking form to contact the Company to arrange for them to be reissued. 
• The Company will send all correspondence primarily via email to the email address provided on the course registration booking form, unless requested otherwise. 
• It may be necessary, for reasons beyond the control of the Company, to change the content and timing of the programme, the date, the venue or the trainer/s. 
• Following attendance of a course, delegates may request a CPD (Continuing Professional Development) accreditation Certificate of Attendance. 

7. Cancellations, Transfers and Amendments 

• All requests for cancellations and/or transfers must be received in writing via email.

• Changes will become effective on the date of written confirmation being received. 
• The appropriate cancellation charge will apply based on the cost of customer’s booking and time of cancellation or transfer, as shown below. 
  *excluding extenuating circumstances which will be charged at the Company’s discretion. 

Open Courses (1 and 2 day courses)

Elite Courses (5 day courses)

• In the event of an individual named on the booking form not being able to attend, the Company will accept substitution of another delegate on the condition that notification is received of this change prior to the course date.  
• If the individual named on the booking form is unable to attend, and cannot or does not wish to transfer their place to another person, a percentage of the fee paid may be accepted as payment towards a place on the same or another course that takes place within the year. The amount of the course fee to be transferred is displayed below. 

• Delegates are only permitted to one course transfer or substitution per booking. After this the full fee will be charged. 
• In the event of there being an insufficient number of delegates booked to onto a course the Company reserves the right to cancel or postpone the course. 
• In the event of cancellation of a course by the Company, we will endeavour to inform all participants a minimum of 5 working days before the course is due to take place, although please be aware that this is not always possible.  
• When a course is cancelled by the Company all course fees paid will be reimbursed in full, or the payment will be transferred in full to another course at the option of the Customer. 

• The Company shall not accept liability for any consequential loss and shall have no liability to reimburse any other costs that may have been incurred, including transport costs, accommodation etc. in the event cancellation is notified reasonably in advance. 
• If the customer makes a booking via our website or by telephone, under the Consumer Contracts Regulations 2014 the customer has a cancellation cooling off period where they can cancel the booking within a period of 14 working days, beginning on the day after the day on which the contract is concluded with the customer as notified by email from the Company in accordance with these terms and conditions. In this case, the customer will receive a full refund of the price paid for the course(s) in accordance with the Company’s refunds policy. After this initial cooling off period the above charges apply. 
• If the Company refunds fees paid according to the above cancellation policy, and payment for the order was originally made by credit/debit card, the refund will be made back to the same card. If payment for the order was made by BACS transfer, a refund will be made by BACS transfer to the same bank account from which the payment was made. 

8. Course Provisions 

• Open courses fees include tuition with up to two accredited Impact Factory trainers, morning tea/coffee, lunch, afternoon tea/coffee, handouts, relevant documents and a dedicated resource page on Impact Factory’s website for post-course learning. 
• Courses do not include travel, accommodation, or food and beverages outside of the course.
• Delegates will be informed in advance of local amenities at or near the venue. 
• Delegates will receive all course resources and materials inclusive in the course fee 

9. Ownership of materials 

• All copyright and intellectual property rights in all works, including training materials provided as part of the training, and works which are written or produced on a bespoke or customised basis, including, without limitation, all future such rights when the said works are created, shall remain the ownership of the Company. 
• The Company will respect and protect the Customer’s name, trademarks and branding if these are used and will not use them for the Company’s own purposes unless authorised in advance in writing by the Customer. To the extent Customer contributes any materials of its own to any training session or otherwise, Customer will retain all intellectual property rights, including copyright, to such material.  

10.  Confidential Information & Restrictions 

• Each party undertakes that it will not at any time disclose to any person any confidential information concerning the business, affairs, customers, clients or suppliers of the other party, including any information acquired during the delivery of our courses, about and/or from the delegates, except as permitted below. 

• Either party may disclose the other party’s confidential information: 

1. to its employees, officers, representatives or advisers who need to know such information for the purposes of exercising the party’s rights or carrying out its obligations under or in connection with the contract. Each party will ensure that its employees, officers, representatives or advisers to whom it discloses the other party’s confidential information comply with this Clause 10; and 

2. as may be required by law, a court of competent jurisdiction or any governmental or regulatory authority. 

• Neither party will use the other party’s confidential information for any purpose other than to exercise its rights and perform its obligations under or in connection with the contract. 

At the end of the training the Company, if requested by the customer, will return or confirm destruction of confidential information and other materials relating to the Customer. 

11. Data Protection Policy Statement 

• As required under the Data Protection Act the Company will: 

1. Only process Customer personal data on Customer’s written instructions; 

2. Ensure all its personnel who have access to Customer personal data are obliged to keep it confidential; 

3. Assist Customer in responding to any data subject requests or ensuring compliance with Customer’s obligations under GDPR; 

4. Notify Customer immediately on becoming aware of any personal data breach; 

5. Maintain full records of all data processing; 

6. Not appoint any third-party processor of Customer personal data without providing Customer with written details of the processor, country of operation and confirmation that such supplier complies with European data protection legislation including GDPR; 

7. Not transfer any Customer personal data outside of the EEA without Customer’s prior written consent and ensure that personal data is only transferred to a country that the European Commission has decided ensures an adequate degree of protection; and 

8. On termination, delete or return all Customer personal data at the request of Customer. 

12. Warranties 

• The Company warrants that: – 

1. the training will be done by the Company’s accredited trainers and with reasonable care and skill. 

2. All the Open Courses are CPD accredited and upon request, delegates will receive a CPD certificate at the completion of each training.  

• The Company will refund the full course fee or a free transfer to a more suitable course if the customer believes he/she has not benefited from a course they have attended. 

13. Extenuating Circumstances 

• If the customer is unable to attend any of the course due to extenuating circumstances, he/she must inform the Company in writing. 
• If the customer was unable to attend due to illness, he/she must provide evidence in the form of a doctor’s note. 
• The Company reserves the right not to refund any delegate after the 14 day cooling off period and will use its discretion when reviewing applications of extenuating circumstances. 

14. Force Majeure 

• The Company shall not be liable to refund of fees or for any other penalty should courses be cancelled due to war, fire, strike lock-out, industrial action, tempest, accident, civil disturbance or any other cause whatsoever beyond their control. 

15. This Agreement 

• These terms and conditions, together with the current Company’s website prices, course details and contact details, set out the whole of the Company’s agreement relating to the supply of the course and associated materials and services to the customer by the Company. 
• These terms and conditions cannot be varied except in writing signed by a Director of the Company. In particular, no terms and conditions incorporated within the client’s purchase order and nothing said by any person on behalf of the Company should be understood as a variation of these terms and conditions or as an authorised representation about the nature or quality of any training offered by the Company  
• The Company shall have no liability for any such representation being untrue or misleading. 

• These terms and conditions are available on the Company’s website and no booking will be processed without acceptance. For all non-website bookings, a copy of these terms and conditions will be sent as part of the course confirmation details.