COURSE TERMS & CONDITIONS
The Terms and Conditions set out below constitute the legal agreement between you and Fitasylum (Fitasylum is the trading name for FLM Training Ltd 08384009) relating to the provision of our training courses. When you make a booking with Fitasylum, you agree to our payment terms below - we do not accept any other payment terms.
Within these terms, we refer to Fitasylum as We, Us, Our etc.
1. Acceptance of bookings
1.1 Our courses are booked by an online booking form, booking form links are sent via email, occasionally our emails can go into your junk/spam folder, so please ensure you check these.
1.2 All bookings are subject to availability and course requirements. We reserve the right to reject a booking. If we do not accept your booking, we will inform you by email as soon as possible.
1.3 Once a booking has been made for a course, you will receive an e-mail from admin@fitasylum.co.uk within 24 hours Monday-Friday, 8.30am – 4.30pm detailing next steps. Courses can be funded in a number of ways, either in full prior to the course date, by Interest Free instalments or by using an Advanced Learning Loan via Student Finance England for course at L3 or above.
1.4 If you have not received a booking confirmation and invoice within 24 hours (Monday to Friday) of your booking, please check your junk mail or email admin@fitasylum.co.uk
2. Payment & invoices
2.1 Payment in full
2.1.1 If you indicate on your booking form that you wish to pay for your course in full, you will receive an invoice from our finance department. Payment can be made by using the link within the invoice by credit/debit card, or by bank transfer (BACS, CHAPS, faster payment) using our bank account details within the invoice.
2.1.2 Courses must be paid for in full 14 days before the course start date.
2.1.3 For bookings placed by private individuals or customers outside the UK, payment is due at the time of booking - please note that we do not accept international bank fees.
2.1.4 We reserve the right to refuse entry to a course if the course is not paid for before the course start date.
2.2 Instalment Agreements
2.2.1 If you indicate on your booking form that you wish to pay for your course in instalments (maximum ten months), you will receive an invoice from our finance department via email, stating the payment dates (last day of each month) and associated payments. You will also receive an email from GoCardless with a link to sign up to the payment plan.
2.2.2 It is important you sign up to the payment agreement via GoCardless as soon as you receive it, this is to ensure your first instalment is made before your course start date. We reserve the right to refuse entry to a course if the first instalment is not paid before the course start date.
2.2.3 It is your responsibility to ensure payments are made on time and in line with the dates within your email received from our finance department.
2.2.4 In the case of an overdue payment, we reserve the right to charge a late payment fee of £25 and the missed payment must be received within 7 days.
2.2.5 In the event of a subsequent overdue payment we may require the remaining balance of your course to be paid in full within 14 days.
2.2.5 Where an unpaid invoice is referred for debt collection, any associated legal costs will be added to the total amount due.
2.2.6 Course certificates will only be issued once payment in full has been made.
2.2.7 Instalment agreements are interest free for up to 10 months but are subject to a one off £25 administration setup fee.
2.2.8 We may refuse an instalment agreement request if we have previously experienced overdue payment from a customer.
2.3 Advanced Learning Loans
2.3.1 If you indicate on your booking form that you wish to pay for your course using an Advanced Learning Loan, you’ll receive an email from admin@fitasylum.co.uk containing a funding letter which will allow you to apply online for an Advanced Learning Loan via Student Finance England.
3. Transfers
3.1 Students can be transferred to another course, at no extra cost, if we are advised in writing more than 14 days before the course date. Note that the original invoice will still be due by the original course date or by the original payment plan.
3.2 Transfer requests made within 14 days of the course date will incur a transfer fee of £140 unless there are exceptional personal circumstances. Requests must be made in writing by email to admin@fitasylum.co.uk prior to the course date and a director will assess the request and advise.
3.3 Transfer requests made after the course start date will incur a £140 transfer fee.
3.4 Any transfers must be used within 12 months of the original course date.
4. Cancellation charges
4.1 Provided that you book more than 21 days in advance of the course start date, you will be entitled to a cooling off period.
4.2 If you wish to cancel under our cooling off period arrangement, you must cancel by the earlier of the following dates:
• 14 days from the date on which you placed your booking: and
• 22 days before the course start date
4.3 This means that your cooling off period will normally be 14 days from the date of your booking, but you will not get any cooling off period if you booked 21 days or fewer before the course start date. This is because Fitasylum needs to confirm final details as to who will be attending the course at least 21 days before the course start date.
4.4 If you cancel during the cooling off period, you will receive a full refund, minus an administration fee of £140.
4.5 If you cancel after your cooling off period has expired, but more than 21 days before the course start date, you will not be entitled to any refund but you will not have to pay the balance and, if you have any payments before you cancelled you will be entitled to a refund of the difference between the total you paid and £140.
4.6 All cancellation requests must be made in writing by email to admin@fitasylum.co.uk prior to the course date and a director will assess the request and advise.
4.7 We reserve the right to cancel or reschedule a course after acceptance of a booking. Any such changes will be notified to the nominator as soon as possible and alternative options will be offered. Where a suitable alternative is not offered, we will reimburse any course fees paid in full. Our liability will be limited to the value of the course fees paid.
5. Face to Face course terms
5.1 Joining instructions are generally provided at least 2 weeks before the course date. If you have not received them at this point, please email admin@fitasylum.co.uk or call 01942 255913.
5.2 Fitasylum are not responsible for any non-attendances as a result of not receiving joining instructions and course details – it is the student’s responsibility to ensure they have received all communications and instructions.
5.3 Venues will generally be confirmed at the time of booking, but on a rare occasion the venue may change. Students will always be informed as soon as possible, and updated instructions sent to students via email.
5.4 Course Dates are available at the time of Course Booking, attendance of all course dates is mandatory. If in case of a student missing one of the course dates, Fitasylum will endeavour to provide the student with the training materials and resources to enable them to catch up with their learning.
5.5 If a student does not attend 2 days of a course they will be required to transfer to the next available course, which will incur a transfer fee of £140. The student will re-commence the course from the second missed day.
6. Online course terms
6.1 We use Microsoft Team for our online courses, students will be supplied a Fitasylum email to allow access to Microsoft Teams Classroom.
6.2 Students will be required to have their own laptop or desktop pc to access the training materials for the duration of the course.
6.3 Students are sent login details approximately 7 days before the course date. This includes full joining instructions – how to access the training, a link to the training room and access to course documentation.
6.4 Fitasylum are not responsible for any non-attendances as a result of not receiving login details – it is the student’s responsibility to ensure they have received all communications as outlined above.
6.5 Fitasylum are not responsible for any hardware or software issues which result in a student not being able to access Microsoft Teams e.g., firewalls or IT security policies.
6.6 The price featured for online courses is the fee per person. Students are not permitted to share links.
6.7 If a delegate does not attend an online course and does not contact us prior to the course date, they can be sent a recording of the course for an agreed duration.
7. Exams and Assessments
7.1 In order to book online exams we require 2 days notice, exams can be booked by emailing admin@fitasylum.co.uk stating your name, exam name and date and time you wish to sit your exam.
7.2 Fitasylum do not charge resit fees for exams.
7.3 The Face-to-face assessment days will be given to you at the beginning of your course. If you do not attend an assessment day without prior consent, then we reserve the right to charge you a £50 reassessment fee to cover additional assessment/tutor costs.
8. Course materials and information
8.1 Our course materials are the property of Fitasylum unless otherwise stated and are copyrighted. Any course materials provided to delegates must not be copied or distributed to any other party without prior written permission.
8.2 We make every effort to ensure accuracy within our courses and printed materials. Fitasylum cannot accept any responsibility for errors contained within these materials - this includes course documentation, slides, and manuals.
8.3 Information and guidance provided both during and after a course is based on best available information at the time of communication and does not constitute professional advice. Fitasylum do not take responsibility should you act, or refrain to act, on any information provided during or after our courses. We always recommend taking professional advice if you are uncertain.
9. Unacceptable behaviour
9.1 The consumption of alcohol or drugs on our courses is prohibited. Fitasylum reserves the right to remove any student from a course if their behaviour towards other students and /or staff is unacceptable and disruptive to the course.
10. Photo & videos on courses
10.1 At times Fitasylum staff take photos and or video during courses for use in future publicity and marketing on our website and social media pages. If a student would prefer that images of them are not used for these purposes, please let a member of our staff know on the day of your course.
11. Personal data
11.1 Fitasylum monitors all website traffic but only to enable us to supply a functional website for our customers. We do not collect user details unless this is submitted by the user. We do not share that information with outside sources, and we ensure this is kept confidential.
11.2 Any personal data supplied by you can be processed by Fitasylum on the legal bases and for the purposes set out in the Privacy Policy, which is freely available on the Fitasylum website.