Training Booking Terms & Conditions
These Terms and Conditions (“Terms”) apply to all training bookings made through the Immerse Safety Ltd website (“we”, “us”, “our”). By submitting a booking and making payment you confirm you have read, understood, and agree to be bound by these Terms.
1. Definitions
In these Terms:
- ‘Delegate’ means the individual attending the training.
- ‘Company’ means the organisation or individual making the booking.
- ‘Course’ means any training session provided by Immerse Safety Ltd.
- ‘Booking Confirmation’ means the correspondence issued confirming your course and payment.
2. Booking and Contract
2.1 A booking is provisional until payment has been received in full and a Booking Confirmation has been issued.
2.2 The contract between you and Immerse Safety Ltd is formed once payment has cleared and the Booking Confirmation has been sent to the delegate/client email provided.
3. Payment
3.1 Full payment is required before your booking is confirmed and your place secured.
3.2 No delegate will be admitted to a course without payment in advance.
3.3 All prices are shown in GBP and is subject to the addition of VAT at the prevailing rate.
4. Delegate Information Requirements
4.1 You must provide accurate and complete delegate information at the time of booking, including (where applicable):
- Full name (as it should appear on certificates)
- Date of birth
- Contact email and telephone
- Registration Number / National Insurance Number (for applicable courses).
4.2 Failure to provide correct information may result in certificates being incorrectly issued or declined, and we cannot be responsible for misplaced or incorrect certification arising from incorrect information.
4.3 Information must be provided at least 5 working days prior to the course start date unless agreed otherwise in writing.
5. Reasonable Adjustments
5.1 If a delegate requires reasonable adjustments (e.g., additional time, support), these must be communicated at the time of booking.
5.2 We will assess and respond to reasonable adjustment requests and confirm any agreed actions in writing, in line with our Reasonable Adjustments for Training Policy.
6. Cancellation and Refunds
6.1 If you need to cancel your booking, you must notify us in writing.
6.2 The following refund schedule applies:
| Time Before Course | Refund Due |
|---|---|
| More than 28 days | 100% |
| 14 – 27 days | 50% |
| 0 – 13 days or non-attendance | 0% |
6.3 Refunds (where applicable) will be issued to the original payment method within 14 days of cancellation.
6.4 We reserve the right to cancel or reschedule a course due to low enrolment, trainer illness, venue issues, or other operational reasons. If we cancel a course, delegates are entitled to a full refund or a transfer to another date.
7. Transfer of Booking
7.1 A delegate may transfer their booking to another course date or delegateonly if we are notified at least 30 days before the original course start date.
7.2 We reserve the right to charge an administration fee for transfers.
8. Course Materials and Assessment
8.1 Course materials may be provided in digital or printed format at our discretion.
8.2 Delegates must comply with assessment requirements where applicable (e.g., practical assessments, theory tests), and failure to complete assessments may affect certification eligibility.
9. Certification
9.1 Issuance of certificates is subject to successfully completing the full course and any required assessments.
9.2 We will send certificates via email or post (as specified) within the timeframe stated on the course information.
10. Data Protection
Immerse Safety Ltd processes personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
10.1 Personal data provided during the booking process will be used for:
- Administering training bookings
- Issuing certificates
- Complying with awarding body requirements
- Communicating essential course information
10.2 Where required, personal data may be shared with relevant awarding bodies or regulatory organisations strictly for certification, registration, and audit purposes.
10.3 Immerse Safety Ltd implements appropriate technical and organisational measures to protect personal data against unauthorised access, loss, or disclosure.
10.4 The Company confirms it has obtained all necessary consents and authority to provide personal data on behalf of delegates.
10.5 Further details on how personal data is processed, stored, and retained can be found in our Privacy Policy and GDPR Policy.
11. Liability
11.1 To the maximum extent permitted by law, our liability for any claim arising from training provision shall not exceed the amount paid for the course.
11.2 We are not liable for indirect or consequential losses.
12. Website, Online and Remote Courses
12.1 If your course is delivered remotely or partly online, you must ensure you have suitable IT, internet access, and a safe environment to participate.
12.2 We are not responsible for technical issues outside our control.
13. Intellectual Property
All training materials and content remain the intellectual property of Immerse Safety Ltd. Delegates are not permitted to reproduce, distribute, or sell any materials without written permission.
14. Governing Law
These Terms are governed by the laws of England and are subject to the exclusive jurisdiction of the courts of England.
15. Photography, Video Recording & Social Media
15.1 Photography and Video Recording
Immerse Safety Ltd may occasionally take photographs or short video recordings during training courses for the purposes of:
- Marketing and promotional activities
- Website and social media content
- Training records and quality assurance
Any images or recordings will be taken in a professional and appropriate manner.
15.2 Consent and Opt-Out
- By accepting these Terms and Conditions, you acknowledge that photography or video recording may take place during training.
- Delegates who do not wish to be photographed or recorded must inform the trainer prior to the start of the course.
- Immerse Safety Ltd will take reasonable steps to ensure that delegates who opt out are not identifiable in any published images or recordings.
15.3 Use and Storage of Images
- Images and recordings will be used solely by Immerse Safety Ltd and will not be sold or shared with third parties for unrelated purposes.
- All images will be stored securely and handled in accordance with the UK GDPR and the Data Protection Act 2018.
- Images will be retained only for as long as necessary for the stated purposes.
15.4 Delegate Recording
Delegates are not permitted to record training sessions (audio, video, or photographic) without the prior written consent of Immerse Safety Ltd and all other delegates present.
15.5 Social Media Conduct
Delegates are welcome to share their training experience on social media, provided that:
- Confidential or commercially sensitive information is not disclosed
- Other delegates are not identified without their consent
- Training materials are not shared or reproduced
Immerse Safety Ltd reserves the right to request the removal of social media content that breaches these Terms.
16. Acceptance
By ticking the acceptance box at checkout, you confirm that:
- You have read and understood these Terms,
- You accept them in full,
- You agree to pay for the course in accordance with these Terms.