V2.3 December 2025
Training Course Booking Terms and Conditions
1. General Information
1.1 These Terms and Conditions apply to all training courses provided by North West Medical Solutions Ltd (NWMS).
1.2 By booking a training course, the Customer and/or learner agree to abide by these Terms and Conditions.
1.3 NWMS reserves the right to update or amend these Terms at any time. The version in effect at the time of booking will apply.
2. Coronavirus (COVID-19) and Infectious Diseases
2.1 NWMS may cancel or postpone a course in the event of local lockdowns, trainer illness or isolation, or other public health or safety concerns.
2.2 In such circumstances, NWMS will offer either:
- a full refund, or
- a rebooking to an alternative date (subject to availability and the Customer’s preference).
2.3 Any candidate displaying symptoms of coronavirus, self-isolating, or living with someone who is currently infected or isolating must not attend the course until it is safe to do so.
2.4 NWMS will implement reasonable infection control measures but accepts no liability for illness arising from attendance at training events.
3. Candidate Numbers and Allocation
3.1 NWMS reserves the right to restrict the number of candidates per course to maintain training quality and safety.
3.2 Unless otherwise specified, course capacity will normally be limited to 12 candidates. Numbers may vary based on venue size, layout, or applicable safety guidance.
3.3 All courses operate on a first-come, first-served basis. Once a course is full, a reserve list will be maintained, and cancellations will be offered to those on the reserve list in order of registration.
4. Booking and Confirmation
4.1 No booking will be accepted without a completed booking form and full payment (unless otherwise agreed in writing).
4.2 Bookings are only confirmed once NWMS issues written confirmation (via email or letter) allocating a specific course place.
4.3 Organisations booking on behalf of their staff are responsible for ensuring that all nominated candidates are aware of these Terms.
4.4 No course place is guaranteed until NWMS has confirmed the booking in writing.
5. Non-Attendance, Late Arrival, and Missed Sessions
5.1 Failure to attend a booked course without prior written notice will result in the full course fee being payable.
5.2 Candidates arriving late or missing sessions may be refused entry or certification if NWMS deems that sufficient learning outcomes cannot be achieved.
5.3 In all such cases, the full course fee remains payable. Attendance is required for all scheduled sessions to meet qualification standards.
6. Course Prerequisites and Requalification Requirements
6.1 It is the learner’s responsibility to ensure they meet all course prerequisites, including but not limited to:
- holding the required prior qualification (e.g. valid FREC 3 for entry to FREC 4),
- having sufficient literacy, numeracy, and physical ability to undertake the course, and
- providing valid and original certification where applicable.
6.2 NWMS reserves the right to refuse admission to learners who do not meet the entry requirements, without refund.
6.3 For requalification courses, candidates must hold a valid, in-date certificate for the qualification being renewed.
6.4 If a candidate cannot attend or complete a requalification course due to an expired or invalid qualification, the full course fee remains payable.
7. Payment Terms
7.1 Course fees are payable at the time of booking, unless otherwise agreed in writing.
7.2 For approved business clients, payment may be made by invoice. Invoices must be settled within 30 days of the invoice date or prior to the course start date, whichever occurs first.
7.3 All course fees are subject to VAT at the prevailing rate. VAT invoices will be issued in accordance with HMRC regulations.
7.4 NWMS accepts payment by bank transfer, Stripe, or PayPal. Payment details are provided on quotations and invoices.
8. Late Payment Charges
8.1 NWMS reserves the right to apply late payment charges as follows:
- Over 30 days: 10% surcharge
- Over 45 days: 25% surcharge
- Over 60 days: Referral to NWMS Legal Department
8.2 NWMS also reserves the right to charge interest on overdue balances at 8% above the Bank of England base rate, in accordance with the Late Payment of Commercial Debts (Interest) Act 1998.
9. Eligibility to Undertake Training
9.1 It is the responsibility of the learner and/or their employer to ensure that candidates are:
- medically and physically capable of undertaking the course;
- able to participate in all practical elements; and
- possess the necessary knowledge and aptitude for the qualification.
9.2 NWMS welcomes candidates with disabilities and will make reasonable adjustments where possible. Learners or employers should notify NWMS in advance of any additional support requirements.
9.3 NWMS accepts no responsibility for learners who are unable to complete a course due to not meeting prerequisite or eligibility criteria.
10. Assessment, Referrals, and Certification
10.1 Candidates must meet the required learning outcomes and assessment criteria to achieve certification.
10.2 If a candidate is referred (does not meet the assessment criteria), they will be offered one free reassessment.
10.3 Any further coaching, reassessment, or reattendance may incur an additional fee.
10.4 Certificates are issued only upon successful completion of the course and full payment of all fees. Replacement certificates may incur an administration fee.
11. Cancellations and Refunds
11.1 Cancellation by NWMS
If NWMS cancels a course, candidates will be notified in writing (via email or telephone) and offered either:
- a full refund, or
- transfer to a future course date at no additional cost.
Refunds will be processed via the original payment method. No administration fee will apply where NWMS initiates the cancellation.
11.2 Cancellation by the Customer or Organisation
Cancellations must be received in writing, and the following charges will apply per candidate:
- 30+ days’ notice: No training fee charged.
- 21–29 days’ notice: 10% of total cost.
- 14–20 days’ notice: 50% of total cost.
- 7 days or less: No refund.
Where a candidate can be substituted for another from the same organisation, cancellation charges may not apply.
11.3 Refund Processing and Administration Charges
An administration charge of up to 5% will be made to cover fees from external service providers.
12. Conduct and Behaviour
12.1 NWMS reserves the right to refuse training or remove any candidate whose behaviour is deemed inappropriate, unsafe, or disruptive.
12.2 Candidates under the influence of alcohol or drugs will be refused entry, and no refund will be issued.
12.3 Candidates are expected to behave respectfully towards trainers and other learners and to follow all safety instructions during practical activities.
13. Insurance
13.1 NWMS holds the following insurances as standard:
- Public Liability Insurance: £10 million (aggregate)
- Medical Malpractice and Professional Indemnity Insurance: £10 million (aggregate)
- Employer’s Liability Insurance: £10 million (aggregate)
13.2 Proof of insurance is available upon request.
14. Data Protection
14.1 NWMS complies with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
14.2 Personal data collected during the booking and delivery of training will be processed only for legitimate business purposes, certification, and compliance with awarding body requirements.
14.2 Personal data collected during the booking and delivery of training will be processed only for legitimate business purposes, certification, and compliance with awarding body requirements.
15. Force Majeure
15.1 NWMS shall not be liable for any delay, cancellation, or failure to deliver training arising from causes beyond its reasonable control, including but not limited to illness, extreme weather, pandemic, industrial action, or government restrictions.
16. Law and Jurisdiction
16.1 These Terms and Conditions shall be governed by and construed in accordance with the laws of England and Wales.
16.2 Both NWMS and the Customer submit to the exclusive jurisdiction of the courts of England and Wales.
We hold the right to withhold ALL certificates until invoice (s) are paid in full.
Please do not hesitate to contact us if you are unsure about the meaning of any terms and conditions.