Booking Terms and Conditions

 
1.Background
These Terms and Conditions apply to all training, education, events, webinars, workshops, coaching sessions and workforce development activities delivered, commissioned or facilitated by North West London (NWL) Training Hub, whether provided free of charge or on a paid basis.
 
By registering for, booking or attending any NWL Training Hub activity, delegates agree to comply with these Terms and Conditions.
 
2.Training Etiquette
To ensure all delegates receive the maximum benefit from training, attendees are expected to behave professionally and respectfully at all times.
Delegates must:
Treat trainers, facilitators and fellow delegates with courtesy and respect
Comply with all confidentiality, safeguarding, information governance and IT security requirements
Participate appropriately in discussions and activities
Keep questions and comments relevant and professional
Refrain from any behaviour that could reasonably be considered disruptive, discriminatory, abusive, intimidating, offensive or unsafe
 
NWL Training Hub reserves the right to remove any delegate from a training session where behaviour is considered inappropriate, disruptive, unsafe, disengaged or inconsistent with these Terms and Conditions.
 
Where appropriate, concerns may be escalated to the delegate’s employing organisation.
 
3.Eligibility and Bookings
Training advertised through the NWL Training Hub website is primarily intended for North West London Primary Care staff unless otherwise stated.
 
NWL Training Hub reserves the right to:
reject applications
cancel bookings
remove delegates from waiting lists
refuse attendance
 
where eligibility criteria are not met.
 
Bookings must be made by the individual attending the training.
Delegates should:
create and maintain their own Medtribe account
use their work NHS email address and
ensure their contact details remain accurate
 
Training communications, joining instructions, certificates and updates will be sent to the email address associated with the delegate’s booking account.
 
Bookings made on behalf of another individual may be cancelled.
 
Please do not share training links or event information with others. Any misuse of       registration details may result in your removal from the event and ineligibility for future     training sessions.
 
4.Booking and Registration
Registration for training must be completed through Medtribe or another booking system designated by NWL Training Hub.
 
Some events may operate on a:
first come, first served basis
application basis or
selective admission basis where eligibility criteria apply
 
Where an application process applies, submission of an application does not guarantee a place.
 
NWL Training Hub reserves the right to approve or reject applications at its discretion.
 
Successful applicants will receive confirmation by email.
 
5.Training Delivery Expectations
In-Person Training
Delegates should:
check the venue location before travelling
arrive at least 15 minutes before the published start time
allow sufficient travel time to avoid disruption
 
Online Training
Delegates should:
log in at least 10 minutes before the published start time
ensure they have access to suitable internet connectivity
have a working microphone and webcam unless otherwise advised
participate from an appropriate professional environment with minimal distractions
 
Many training sessions are interactive and delegates may be expected to engage verbally or via camera.
 
.6.Late Attendance
Delegates arriving more than 15 minutes after the scheduled start time may be refused entry or removed from the session at the trainer’s discretion.
 
Where a significant proportion of a session is missed, the delegate may be recorded as a non-attendee.
 
7.Attendance Requirements
Delegates are expected to attend and participate in the full duration of the training session.
 
Attendance records may include:
registration data
sign-in records
online attendance reports
participation records
completion of mandatory activities
Delegates who leave early, arrive significantly late, fail to participate where required or do not meet attendance requirements may be recorded as non-attendees.
 
8.Certificates
Certificates will only be issued where applicable and where all relevant requirements have been met.
 
This may include:
booking through an individual account
meeting attendance requirements
participating in required learning activities
completing assessments where applicable
submitting mandatory evaluation or feedback forms
 
Attendance alone does not automatically guarantee eligibility for a certificate.
 
9.Training Materials, Recordings and Intellectual Property
All presentations, course materials, recordings, handouts, workbooks and related resources remain the intellectual property of NWL Training Hub and/or the relevant training provider unless otherwise stated.
 
Delegates must not:
record sessions without prior written permission
reproduce training materials
distribute training materials externally
upload or publish training materials online
use materials for commercial purposes
 
Training links, joining instructions and learning resources are intended solely for registered delegates and must not be shared.
 
Where NWL Training Hub or a training provider intends to record a training session, delegates will be informed in advance.
 
Any recordings will be processed and retained in accordance with applicable data protection legislation (The Data Protection Act 2018 and the UK General Data Protection Regulation (UK GDPR).
 
10. Training Content and Professional Responsibility
Training is provided for educational and workforce development purposes only.
 
While NWL Training Hub takes reasonable steps to commission training from suitably qualified providers, delegates remain responsible for:
exercising their own professional judgement
following local policies and procedures
complying with professional standards and
ensuring any actions taken are appropriate to their role and responsibilities
 
NWL Training Hub accepts no responsibility for decisions, actions or omissions arising solely from attendance at a training event.
 
11.Paid Training and Payments
Where a course carries a fee, payment must be received before attendance is confirmed.
 
Payments are processed securely through Stripe or any alternative payment provider used by NWL Training Hub.
 
Where refunds are applicable, payment processing charges may be deducted.
 
Current refund calculations are:
Amount Paid x 98.5% minus £0.20 transaction fee
or such alternative processing fee as may apply at the time of booking.
 
12.Did Not Attend (DNA) Policy
Training places are funded through public monies and should be used responsibly.
 
Delegates are expected to provide adequate notice if they are unable to attend.
 
A delegate will be recorded as a DNA where they:
fail to attend training
cancel with less than two working days’ notice or
fail to meet attendance requirements as outlined in these Terms
 
DNA Consequences
First and Second DNA
Attendance records will be monitored and a warning may be issued.
 
Third DNA
Delegates who accumulate three DNAs within a rolling 12-month period may be suspended from attending NWL Training Hub training for up to six months.
 
Suspensions will be applied at NWL Training Hub’s discretion.
 
Recoverable Course Costs
Where a training event costs more than £50 per delegate and the delegate receives a DNA, NWL Training Hub reserves the right to recover the associated cost.
 
Recovery may be sought from:
the delegate
the employing organisation or
the funding organisation where appropriate
 
Where recovery is pursued, an invoice may be issued by The Confederation, Hillingdon CIC and payment will normally be required within 30 days.
 
Paid Courses
Delegates who DNA a paid course will not be entitled to a refund.
 
13.Cancellations and Refunds
Delegate Cancellations
For paid courses:
More than Two Working Days Before the Course or the specified cancellation timeframe by the course provider
Delegates will be entitled to a refund, less applicable payment processing fees.
 
Within Two Working Days of the Course
No refund will be payable.
Non-attendance without notice will be treated as a DNA.
 
14.Transfers and Substitutions
Delegates who wish to move to another course date must cancel their original booking and make a new booking.
 
For paid courses, refunds will be processed in accordance with the cancellation policy.
 
Substitutions may be permitted up to one working day before the course provided:
the substitute delegate meets eligibility criteria and
NWL Training Hub is notified in advance
 
No additional fee will be charged for an approved substitution.
 
15. Reasonable Adjustments and Accessibility
NWL Training Hub is committed to providing inclusive learning opportunities.
 
Delegates should notify NWL Training Hub as early as possible regarding any accessibility requirements, reasonable adjustments or support needs.
 
While every effort will be made to accommodate requests, this cannot be guaranteed in all circumstances, and some arrangements may require advance notice.
 
16. Course and Event Cancellation by NWL Training Hub
NWL Training Hub reserves the right to:
cancel
postpone
reschedule
change delivery method
where necessary.
 
Reasons may include:
trainer illness
low booking numbers
venue issues
technical failures
public health concerns
circumstances beyond reasonable control
 
Where a paid course is cancelled by NWL Training Hub, delegates will be offered:
a transfer to an alternative session or
a refund
 
NWL Training Hub will not be liable for any consequential losses or expenses, including travel, accommodation, subsistence or loss of earnings.
 
17.Events Beyond Our Reasonable Control
NWL Training Hub shall not be held responsible for delays, interruptions, cancellations or changes arising from circumstances beyond its reasonable control, including:
severe weather
industrial action
utility failures
public health disruption
venue closures
technology failures or
other unforeseen events
 
18.Feedback and Evaluation
Delegates may be asked to complete evaluations, surveys or feedback forms.
 
Information collected may be used to:
evaluate training quality
improve future programmes
inform commissioning decisions
identify workforce development needs
fulfil reporting requirements
support quality assurance processes
 
Feedback may be shared anonymously or in summary format with trainers, commissioners, partner organisations and stakeholders.
 
Failure to complete mandatory evaluations may affect certificate release where this has been specified in advance.
 
19.Safeguarding, Patient Safety and Concerns
Delegates must raise any safeguarding concerns, patient safety issues or serious professional concerns identified during training through appropriate organisational reporting routes.
 
NWL Training Hub reserves the right to investigate concerns and take appropriate action where necessary.
 
20.Data Protection
Personal information collected through registration, attendance, certification and evaluation processes will be processed in accordance with:
The Data Protection Act 2018 and the UK General Data Protection Regulation (UK GDPR)
the Data Protection Act 2018 and
NWL Training Hub’s Privacy Policy
 
Information may be shared with:
commissioned trainers
delivery partners
accrediting organisations
funding bodies
regulatory organisations
where necessary for the administration, delivery, evaluation, quality assurance or certification of training activities.
 
Attendance, evaluation and certification records may be retained in accordance with legal, contractual and organisational retention requirements.
 
21.Contact
For enquiries relating to bookings, payments, invoices or training administration, please contact:
[email protected]