Open Course Booking Terms v1.0
1.0 Purpose and Definitions
These Terms and Conditions outline what learners can expect from our open training courses and what we require to ensure a safe, professional and high-quality learning experience for everyone.
We protect all personal information in line with the Data Protection Act (2018) and UK GDPR (2018) as detailed in our Privacy Notice (V07 – 2026).
1.1 Definition of “the Provider”
For the purposes of these Terms and Conditions, “the provider” / “we” refers to Ringway Training Ltd, including its trainers, facilitators, administrative staff, and authorised representatives.
1.2 Definition of an “Remote Open Course”
A remote open course is a training event, run via a Zoom meeting over the internet, that is publicly accessible to individual learners, regardless of their employer or organisation. Places are booked and paid for by individuals, and participation is not restricted to staff from a single service, agency, or provider. Open courses are scheduled on set dates and locations, and attendance is confirmed once payment has been received.
2.0 Technical & Location Requirements
All learners agree to meet the technical and environmental standards required for safe and effective participation in our online training. By booking a place, learners confirm they will comply with the requirements listed below to ensure full visibility, engagement, and access throughout the session.
2.1 Software
Learners must download, install and test ZoomTM software before the course. Download: www.zoom.us/download Test: www.zoom.us/test
2.2 Device Requirements
Learners must use a device capable of running Zoom with:
- A working camera
- A working microphone
- Speakers/headphones
- A stable internet connection suitable for video streaming
2.3. Privacy, Location and Learning Environment
Learners must join from:
- A private, quiet space
- A stationary location (not travelling, walking, or multitasking)
- A room without other people present, unless previously agreed for accessibility or safeguarding reasons
3. Expected Learner Behaviour and Engagement
3.1 Punctuality
Learners must join 10 minutes before the start time to allow for technical checks.
3.2 Identity Confirmation
Learners will enter a waiting room and be greeted by the trainer. Please enter first name only so the trainer can identify you. Please bring some form of ID showing your full name (eg Driving Licence, Bank Card, Passport)
3.3 Late Arrivals
Learners arriving more than 10 minutes late after the stated start time may not be admitted. If a device disconnects during the course, the learner may need to rebook onto another date.
3.4. Attendance Requirements
Learners must attend the full session to receive their certificate. Scheduled breaks will be provided. Late returns from breaks may delay the course finishing time. Learners who only attend part of the course will not get a certificate, nor be entitled to any refund.
3.5. Camera Requirements and Reasonable Adjustments
Learners must be visible on camera for the full duration of the course to verify attendance. If a learner cannot use a camera, this must be agreed in advance for reasons such as:
- Safeguarding or confidentiality concerns
- Sensory sensitivities, anxiety, or other neurodivergent needs
- Temporary interruptions (e.g., someone entering the room)
3.6. Engagement and Participation
To receive a certificate, learners must:
- Stay engaged throughout the session
- Keep their camera switched on (except during scheduled breaks)
- Avoid distractions or leaving the session
- Ensure no one else is present in the room unless previously agreed
3.7. Professional Conduct
We oppose all forms of discrimination and are committed to ensuring our training is accessible, inclusive and respectful.
Learners are expected to uphold professional conduct and treat others with dignity and respect throughout the course.
4.0 English Language Requirements
Our open courses are delivered in English. To participate safely and achieve the Level 3 learning outcomes, learners must have a reasonable standard of spoken and written English. This includes being able to understand course content, follow trainer instructions, engage in discussions, and complete any required tasks. If a learner’s English proficiency prevents full participation, they may be asked to rebook onto a future course when suitable support is available. In such cases, refunds are not offered.
5.0 Individual Learner Requirements
We want all learners to be fully included. Please tell us in advance if you require adjustments (e.g., dyslexia, sensory needs, accessibility requirements).
6.0 Payment Terms
Open course places must be paid in advance of the course date unless otherwise agreed. If payment is not received before the course date:
- Admittance to the course Zoom call may be denied. OR
- Certificates may be withheld until payment has been received, where payment via a company has been agreed in advance.
- Outstanding invoices may be referred to a debt recovery service as a last resort.
7.0 Transfers, Substitutions and Changes to Bookings
We understand that plans sometimes change. The following terms apply to all requests to transfer a booking or substitute a learner.
7.1 Transfers to Another Course Date
Learners may request to transfer to another scheduled date, subject to availability.
- Transfers requested more than 14 calendar days before the course date: no fee
- Transfers requested within 14 calendar days: 50% of the course fee
- Transfers requested within 7 calendar days: 100% of the course fee
A transfer counts as a cancellation of the original place and a rebooking onto a new date.
7.2 Substituting a Learner
A substitute learner may attend in place of the original learner if:
- The request is made at least 48 hours before the course start time (excluding weekends and UK public (bank) holidays).
- The substitute learner meets all technical, engagement and participation requirements.
Substitutions requested within 48 hours may be declined.
8.0. Cancellations (Open Courses)
Cancellation timeframes for open courses are measured in calendar days, counted backwards from the scheduled course date and start time. This means that deadlines such as 7 days are based on the exact date and start time of the session, not working days or office hours.
- Cancellation within 7 days: 100% place fee due
- Cancellation within 14 days: 50% fee due
- Cancellation more than 14 days before course date: 0% fee due
9.0 Provider Cancellation or Rescheduling
We aim to deliver all courses as scheduled. However, circumstances may occasionally require changes.
9.1 Cancellation by the Provider
If we must cancel a course, learners will be offered:
- A transfer to another date, or
- A full refund of the course fee
9.2 Rescheduling or Trainer Changes
We may reschedule a course or allocate a different trainer if required. Learners will be notified as soon as possible. Rescheduling does not entitle learners to compensation beyond the option to transfer or receive a refund.
9.3 Minimum Numbers
Courses may require a minimum number of learners to run. If minimum numbers are not met, we may cancel or reschedule the course and offer a transfer or refund.
10.0 Level 2 vs Level 3 Courses Expectations
Our open courses are accredited at Level 3 by OCN Credit4Learning. They build on Level 2 awareness and support learners to apply knowledge confidently in practice.
| Area | Level 2 (Awareness) | Level 3 (Applied Practice) |
|---|---|---|
| Purpose | Introduces key concepts | Applies knowledge to real practice |
| Suitable For | New staff | Staff with some experience |
| Focus | What the topic is | How to use it in practice |
| Complexity | Introductory | Detailed, reflective |
| Skills | Recognising signs | Analysing, responding, decision-making |
| Assessment | Basic checks | Applied tasks |
| Prior Knowledge | None | Helpful but not essential |
| Outcome | Awareness | Practitioner confidence |
| Accreditation | Often unaccredited | Level 3 accredited |
11.0. Complaints
If you are unhappy with any aspect of the course, please contact us so we can address the issue quickly. Our complaint procedure is available on our website.
12.0 Intellectual Property and Use of Materials
All course materials, slides, resources, activities and recordings remain the intellectual property of Ringway Training. Learners may:
- Use materials for personal learning
- Make notes for their own development
- Copy, share, distribute or publish course materials
- Record the session
- Use materials for commercial or training purposes
- Remove branding or accreditation information
Unauthorised use may result in removal from the course and withdrawal of certificates.
13.0 Certificate Validity and Misuse
Certificates are issued only when all attendance, engagement and assessment requirements are met.
Learners must not:
- Alter, edit or reproduce certificates
- Share certificates in a misleading way
- Claim accreditation they have not earned
If a certificate is found to be misused, we may:
- Withdraw the certificate
- Notify relevant organisations or employers
- Refuse future bookings
We maintain accurate attendance and certificate records for verification purposes.
14.0 Liability
We deliver training to a high professional standard. However, the following limitations apply.
14.1 Learner Technical Issues
We are not responsible for:
- Internet failures
- Device malfunctions
- Software issues
- Environmental distractions
If technical issues prevent participation, the learner may need to rebook at their own cost.
14.2 Indirect Losses
We are not liable for:
- Travel costs
- Childcare costs
- Loss of earnings
- Any other consequential or indirect losses
14.3 Training Content
Training is designed to support professional practice but does not constitute legal advice.
15.0 Force Majeure
We are not liable for delays, cancellations or disruptions caused by events outside our reasonable control. These may include:
- Power outages
- National internet failures
- Severe weather
- Emergencies
- Illness
- Industrial action
- Government restrictions
In such cases, learners will be offered a transfer or refund.