Booking Policy

Effective Date: 1, June 2025
Policy Review Date: 1, June 2025
Approved by: Care Wise Academy Management

1. Introduction

This Booking Policy outlines the procedures, terms, and conditions for booking training courses delivered by Care Wise Academy Limited. Our mission is to provide compliant, professional, and accessible statutory and mandatory training to individuals and organisations in the UK health and social care sector.

2. Scope of the Policy

This policy applies to:

  • Individual learners
  • Group bookings (agencies, care homes, and employers)
  • Course attendees participating in any in-house or on-site training facilitated by Care Wise Academy Limited.

3. Booking Process

3.1. How to Book

Bookings can be made via:

All bookings must be confirmed in writing (email or website form) and include:

  • Learner names (if known)
  • Course name and date
  • Location preference
  • Invoice details for payment

3.2. Booking Confirmation

  • A confirmation email and invoice will be issued upon receipt of your booking request.
  • Your place is only secured once full payment (or an agreed deposit) is received.
  • Course joining instructions will be sent 2–5 business days before the training date.

4. Payment Terms

4.1. Payment Methods

We accept:

  • Bank transfer
  • Debit/Credit cards
  • PayPal (if applicable)
  • Organisational invoice agreements (for partners and employers)

4.2. Payment Deadlines

  • Individuals: Full payment must be made upon booking.
  • Groups (3+ participants): A 50% deposit is required to secure the booking, with full payment due 7 days before training.

5. Cancellation, Transfer & Refund Policy

5.1. Cancellation by Learner/Client

  • More than 7 days before course: Full refund or free reschedule
  • 2–7 days before course: 50% refund or 1 free reschedule
  • Less than 48 hours: No refund, reschedule subject to availability and admin fee

5.2. Cancellation by Care Wise Academy

We reserve the right to cancel or reschedule training in the event of:

  • Trainer unavailability
  • Insufficient participant numbers
  • Emergency situations

If this occurs, you will receive:

  • A full refund or
  • An option to transfer to another available course date

6. Group Bookings

  • Group rates are available for 5 or more delegates.
  • On-site training at client premises must meet health and safety standards.
  • A lead contact person must be assigned for communication and coordination.

7. Attendance & Punctuality

  • Learners are expected to arrive at least 15 minutes before the session begins.
  • Anyone arriving more than 30 minutes late may be refused entry and rescheduled at a fee.
  • Full attendance is required for certification.

8. Certificates

  • Certificates are issued upon successful course completion and full attendance.
  • Certificates will be emailed in PDF format within 3–5 working days.
  • Hard copies can be issued on request (additional postage may apply).

9. Rescheduling & Substitutions

  • Learners can reschedule once free of charge (with at least 48 hours’ notice).
  • Substitutions (e.g., sending another colleague in place) are permitted but must be communicated at least 24 hours before the training.

10. Special Requirements & Accessibility

  • We are committed to equal access and inclusive learning.
  • Please inform us at the time of booking if you have any:
    • Disabilities or health conditions
    • Religious observances
    • Language or communication needs

We will make reasonable adjustments to accommodate your needs.

11. Data Protection

Care Wise Academy Limited complies with the UK GDPR and Data Protection Act 2018. All personal data collected during the booking process will be used solely for:

  • Course delivery
  • Certification
  • Communication purposes

Your data will not be shared with third parties without your consent.

12. Liability

While we ensure high-quality training and safe environments:

  • Care Wise Academy is not liable for personal belongings lost or damaged during training.
  • Learners must follow all health and safety protocols provided at the training venue.

13. Force Majeure

We shall not be held liable for non-performance or delays due to unforeseen circumstances beyond our control (e.g., natural disasters, pandemics, transportation strikes).

14. Feedback and Complaints

We value your feedback. After each session, learners are invited to complete an evaluation form.
Complaints can be submitted to: complaints@carewiseacademy.co.uk
We aim to respond to all concerns within 5 working days.

15. Policy Review

This policy is reviewed annually or as necessary to remain compliant with UK training and education standards.

Contact Us

Care Wise Academy Limited
Email: info@carewiseacademy.co.uk
Phone: +44(0)7448966916
Website: www.carewiseacademy.co.uk
Location: 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ, United Kingdom.

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