Booking Terms & Conditions

These terms and conditions apply, and are a contractual arrangement between the customer, operating as a ‘consumer’ or business, and Athena Health, Safety and Wellbeing Services.

This agreement is deemed as accepted by the customer following the placement of an order, and payment of an order for products and services with Athena Health, Safety and Wellbeing Services, and following written acceptance of the order, from Athena Health Safety and Wellbeing Services. The written acceptance will inform the customer and the business that the order has been accepted for the services requested.

Purchasing training online

Following an order for training, via our online booking system, payments are payable at the point of order. If you wish to change your order after processing your booking and payment, please contact us and we will guide you through this process.

Unless specified, Value Added Tax will not be included in any price and will be charged at the rate in force at the time of quotation, where applicable.

Purchasing group bookings at your business address

Where bookings are made for group training courses being delivered at a business’s address, a quote will be provided and a proforma invoice will be issued on acceptance of the quote. A proforma invoice, to the value of 50% of the customer’s order will be payable on booking to secure your training date. The remainder amount will be payable within 30 days of course completion.

Ahead of confirming your booking, we reserve the right to conduct due diligence checks, confirming the business address is suitable, sufficient and adequate to deliver the training. We may request information relating to your business insurance, site and business risk assessments, safe systems or work, emergency procedures, access and egress arrangements and general information on the business address. General information may include detailed information on the learning space available to the trainer. Where the training environment is deemed inappropriate, we reserve the right to cancel the booking and retract our quote. Fees will be refunded in these instances, with the exception of instances where information is withheld, inaccurate, or is not provided within the required timescales.

In instances, where the information requested has not been supplied within the required timescales, is inaccurate or withheld, we reserve the right to cancel the booking and fees paid may be non-refundable. It is the responsibility of the business to inform Athena Health, Safety and Wellbeing Services of any changes, issues or hazards relating to the learning environment being provided by the business for training. It is the responsibility of the business to provide Athena Health, Safety and Wellbeing Services adequate information and any instruction and training needed to facilitate the trainer in ensuring the training is delivered in a safe and comfortable environment for all, including access and egress to the site.

Cancelling your online booking

Where a customer is operating as a ‘consumer’, then you have the right to cancel your order to attend the course up to the end of the 14th day, prior to the course delivery date. The consumer must notify us in writing on or before this date. If the course is due to start within 14 days of the booking, cancellation must be received prior to the commencement date of the course, and the fee will remain payable, at the discretion of Athena Health, Safety and Wellbeing Services.

Cancelling your group bookings at the customers business address

We request that businesses give 28 days notice to cancel training being provided at their designated site/venue. Courses cancelled 28 days prior to the course delivery date will be refunded in full, less the administration fee charged by our payment processor. If bookings are cancelled by the business customer 7-14 days of the date of delivery, 75% of the total course fee will be payable. Courses cancelled 14-21 days prior to the training course date, a charge of 50% of the course cost will be payable. Courses cancelled 21-28 days prior to the training course date, a charge of 25% of the course cost will be payable. Courses cancelled within 7 days of course delivery will be charged at a rate of 80% of the total course costs.

Transferring your online booking

Please contact us 14 days prior to the course delivery date to arrange transferring your course to alternative date. The first transfer will be free, if made prior to 14 days of the course delivery date. Subsequent transfers will be charged at an administration rate of £15. Changes requested within 14 days of the course delivery date will be made at the distraction of Athena Health, Safety and Wellbeing Services Limited, but you may be charged the full payable rate for the training. Courses can only be transferred to dates available at the time of transfer.

Transferring your group onsite/venue booking

To transfer the booking date of group on-site training courses, (booked for attendance at the business customers address/or designated venue), we request 28 days notice in writing. The first transfer will be free, and subsequent transfers will be charged at an administration rate of £15. For booking transfer requests, within a 28 day period of the course delivery date, please contact us. Booking transfer requests, made within 14 days of the course delivery date may incur an additional cost of up to 50% of the course booking fee. Requests made 14-21 days of the delivery date may incur an additional administration cost of up to 25% of the course booking fee. Requests made up to 7 days of the delivery date may incur an additional cost of up to 60% of the course booking fee.

Refunds

Where you are entitled to a refund, we will refund the training course fee, less any administration fee charged by our payment processor, depending on the method used to pay. Businesses, that operate an account with Athena Health, Safety and Wellbeing Services will be offered a refunded, or a credit may be applied to their account, on request and where appropriate. Where a refund is due, we will make refunds as soon as possible, and no later than 14 days of being informed of the changes to your agreement.

Our rights

We reserve the right to make minor changes and updates to the training and training materials, to reflect changes made by the relevant legislation, regulations, regulatory bodies, awarding bodies and approved third parties we work with, as required.

We reserve the right to cancel training dates in the event of an unforeseen emergency. If the trainer cancels the course, a full refund will be given. We are not responsible for events and delays outside of our control and if the training course is delayed by the trainer due to an unforeseen event, we will contact attendees as soon as possible to let them know. We will do all we can to mitigate the delays and minimise the effect of the delay on the training. Where delays are likely to impact the training course, we will use reasonable adjustments to book attendees onto an equivalent or alternative training course.

Our right to end the agreement

We reserve the right to end the agreement where you breach the contract. This may be through the following events.

  • You do not make payment within the times specified.

  • A person booked on the course is removed from the training course due to arriving late, not meeting the attendee requirements, or providing sufficient information necessary to provide the training course.

Where the customer is supplying the venue for training at their business address, we reserve the right to cancel the agreement if it is identified that the environment, facilities or provision is not adequate, suitable or meets the health and safety regulatory standards or requirements needed to deliver the training safely.

If a learner meets the following criteria, we reserve the right to end the agreement, and the full training course fee remains payable:

  • Fails to attend the training course

  • Is removed from the training course for non-adherence to their agreement

  • Is removed from the training course due to not meeting the attendee requirements, or not providing sufficient information as outlined by the course requirements, including confirmation of identity and previous qualifications (for refresher training for example)

  • Fails to successfully complete the full course

  • Is removed from the course for behaving in a manner that is not reasonably acceptable, and in line with the course code of conduct. We operate a zero-tolerance approach to bullying and harassment towards our team, attendees and others

Your responsibility

It is the customers responsibility to ensure the person booked to attend the training courses meets the attendee requirement criteria, ahead of the booking. It is your responsibility to ensure that participants are suitable, and capable of undertaking the training course, and to ensure the participant has the appropriate aptitude and meets the attendee requirements set out. Please refer to our course attendee criteria for each training course.

We are not liable for business losses. If you are a consumer, we only supply training for private and domestic use. We are not liable to business customers for their breach of statutory duty, loss of profit, direct or indirect loss, prior, during or following the training provided.

Data Protection

Please refer to our data Privacy Policy. When booking directly with Athena Health, Safety and Wellbeing Services we are the ‘Data Controller and our ICO data protection registration details are ZB546138. Our full Privacy Policy can be found below. We will use your contact details, including name, email and phone number to contact you to confirm your booking. We work with third parties and awarding bodies to issue training course materials and certifications. Your details will only be shared with them for this purpose. The awarding body then becomes the data controller for that information. We sometimes use contractors to deliver our courses, and in those instances they may need access to relevant personal information relating to course attendees for the purpose of the training, including information on any reasonable adjustments needed during the course.

We will keep your information for 3 years and 6 months, after you have completed the course. Records will be maintained to allow any complaints/appeals/confirmation of achievement requests to be dealt with, as well as for auditing purposes.

Intellectual Property Rights and Confidential Information

We may issue materials to you during the course. Materials distributed to training attendees, and shared by the trainer, can be used only by the attendee and for the purposes of the course training they have purchased. All intellectual property rights relating to such materials are either owned by us or owned by the third-party suppliers we use, including awarding bodies and approved training providers.

If you have any further questions please do not hesitate to contact us.

Last updated Jan 2025