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© The Somatic School. All rights reserved.
TERMS & CONDITIONS
1. THESE TERMS
1.2 Please read these terms carefully before you submit your booking to us. These terms tell you who we are, how we will provide services to you, how you and we may change or end the contract, what to do if there is a problem and other important information.
2. INFORMATION ABOUT US AND HOW TO CONTACT US
2.1 Company Information
2.1.1 We are The Somatic School Limited, a company registered in England and Wales. Our company registration number is 11609594. Our registered office is at 86-90 Paul Street, London, EC2A 4NE, United Kingdom.
2.1.2 You can contact us by writing to us at 86-90 Paul Street, London, EC2A 4NE, United Kingdom, by telephoning us on (+44) 0330 900 3030 or emailing us at info@thesomaticscool.com. Our office is open 9:00am to 17:30pm (UK Time) Monday to Friday (excluding Bank/Public holidays).
2.1.3 If we have to contact you we will do so by telephone or by writing to you at the email address or postal address you provided to us in your order.
2.1.4 By making a booking with us, you confirm that you are over the age of 18. All bookings for students under the age of 18 must be made by a parent/guardian or school at which they attend and both you and the student will be bound by these terms.
2.2 Definitions
“Booking” means you’re booking a course with us;
“Course Materials” means the materials relating to any one course, which may be in physical and/or digital format;
“days” means calendar days;
“Event” means the services that you have booked to attend;
“ICF 1:1 Mentoring Calls” means the three 1:1 calls required to meet the ICF requirement to reach 10 mentoring hours provided by the School;
“ICF Group Mentoring Calls” means the three group calls required to meet the ICF requirement to reach 10 mentoring hours provided by the School;
“ICF Mentoring Calls” means both ICF Group Mentoring Calls and ICF 1:1 Mentoring Calls;
“Participant” means a student who is enrolled on a course at the School;
“School” means The Somatic School Limited;
“Services” means all events including seminars, workshops, programmes or any other tutoring services that we may offer;
“Website” means www.thesomaticschool.com;
”Writing” includes emails. When we use the words “writing” or “written” in these terms, this includes emails.
3. OUR CONTRACT WITH YOU
3.1 Our acceptance of your booking will take place when we email you to accept it, at which point a contract will come into existence between you and us.
3.2 If we are unable to accept your booking, we will inform you of this and will not charge you. This might be because the event is no longer available, has changed in some way or because we have identified an error in the price or description of the event.
4. OUR SERVICES
4.1 Courses – Generally
4.1.1 All courses, content, the venue and the timing thereof will be as set out in the description on our website.
4.1.2 Any course materials to be supplied will be made available either on the day the course is to take place (for 1 day events), or as and when necessary.
4.1.3 You must comply with all health and safety rules and regulations and any other reasonable security requirements that apply at the premises at which courses are provided.
4.1.4 You must only use the premises at which courses are provided for the purposes of participating in the event you have booked.
4.1.5 We shall provide such trainers to present the events as we, in our sole discretion, deem fit and we shall be entitled at any time to substitute any trainer with any other person who, in our sole discretion, we deem suitably qualified to present the relevant course.
4.1.6 If you require a student visa to enable you to study with us you are responsible for obtaining the necessary visa and for ensuring that your attendance is satisfactory to meet your visa requirements.
4.1.7 For in person events, you must sign an attendance register for each event as required by the trainer. Trainers may use their discretion to refuse you entry to a course if you do not arrive at the stipulated start time.
4.1.8 Your personal possessions are your sole responsibility and we accept no responsibility and/or liability for anything that is lost or stolen from our venues. You are advised during an event to keep your valuables with you at all times.
4.1.9 You acknowledge that we and our venue providers operate a zero-tolerance policy in relation to inappropriate behaviour of students. In particular abusive or violent behaviour directed at any member of staff or other students; consumption of alcohol or other intoxicants in the training space; or unfair or dishonest practices including but not limited to cheating, will not be tolerated under any circumstances. We may, at our reasonable discretion and without liability or an obligation to refund any monies paid, refuse to supply any event to any student and may refuse to admit to, and may remove from any venue premises, any student whose participation in any event would, in our reasonable opinion, be undesirable or whose behaviour we, or the venue, consider to be in breach of this Agreement. Our Code of Conduct is outlined in clause 4.4 and described further in your course Orientation Pack.
4.1.10. We expect you to take reasonable care to verify that the event and course materials that you book will meet your needs. We do not make any commitment to you that you will obtain any particular result from a particular course or use of the course materials. Certification is subject to the completion of the course certification requirements.
4.1.11 Photography and videoing at events. From time to time we will take photos and videos of students during their time at an event. This content is solely for the use of advertising and marketing which may appear on third party material such as websites and leaflets. By making a booking with us, you are providing your consent to this. To opt out, please email us at info@thesomaticschool.com and provide the following information in your email: your name, event booked, location and date of booking.
4.1.12 You agree to maintain strict client confidentiality and to practise coaching in a responsible way. We subscribe to the Code of Ethics laid out by the International Coach Federation. As a student of coaching with us you agree to uphold these ethics. The Code of Ethics can be found within your online learning resources.
4.2 Courses – Module-based Courses, 1-day Courses and 2-day Courses
4.2.1 All terms referred to in Clause 4.1 apply.
4.2.1 Attendance of all Modules and watching all recorded sessions is required to pass the Accredited Diploma in Body-oriented Coaching, and attendance of all days of a CPD course is required to receive the relevant ICF certificate (if available). You must arrive by the stipulated start time and not leave any earlier than the stipulated end time. Failure to start and end the course at the correct time or attend any part of a module, course or session may result in a fail.
4.2.2 Attendance of module based courses must be completed in strict sequence of modules. However, some alternatives will be made upon some requests and subject to availability.
4.2.3 We will offer guidance to help you find practice clients but you are ultimately responsible for this.
4.2.4 We may end the contract for our services if you fail to attend courses or we do not believe that you are making full use of the online resources in regards to the private study you are expected to undertake as part of the course.
4.3 Digital Content
4.3.1 We expect you to take reasonable care to verify that the course that you book will meet your needs. We do not make any commitment to you that you will obtain any particular result from a particular course or use of the course materials or that you will obtain any particular qualification on completion of the course (unless otherwise stated on our website as to achieve a qualification).
4.3.2 You must not allow any third party to use your account information and/or computing equipment to access the digital content or course that you have booked.
4.3.3 You may only print off any course materials for your own personal use. You must not provide, offer to sell, licence or transfer the course materials (whether in whole or in part in any manner or form or in any media) to any other person unless we have agreed to this in writing.
4.4 Code of Conduct
4.4.1 Our courses are designed to be interactive and engaging for our Participants. It is therefore an expectation that you participate in course activities, including dialogue with the course trainer and peers, practice coaching activities, and experiential learning exercises. If you are unable to participate in an activity, please inform your trainer as soon as possible. Please refer to further clarifications in the Code of Conduct set out in Clauses 4.4.2-4.4.3 below for additional details.
4.4.2 Participants are expected to conduct themselves in a professional manner during all training sessions. This includes, but is not limited to:
4.4.3 Participants are expected to conduct themselves in a professional manner on our learning platform Circle. This includes, but is not limited to:
4.4.4 Should a Participant offend this Code of Conduct we reserve the right to review that Participant’s ongoing participation on the course which could result in removing the Participant from the course.
5. YOUR RIGHTS TO MAKE CHANGES
If you wish to make a change to a booking, please contact us. We will let you know if the change is possible. If it is possible we will let you know about any changes to the price of the booking, the timing of supply or anything else which would be necessary as a result of your requested change and ask you to confirm whether you wish to go ahead with the change. If we cannot make the change or the consequences of making the change are unacceptable to you, please see Clause 8 – Your rights to end the contract).
6. OUR RIGHTS TO MAKE CHANGES
6.1 Smaller changes and these terms
We may make changes:
(a) to reflect changes in relevant laws and regulatory requirements. This includes, but is not limited to, any changes we are required to make due to external changes (for example, data protection legislation or those required by the International Coaching Federation or other external bodies).
(b) to implement minor technical adjustments and improvements, for example to address a security threat. These changes will not affect your use of the services; and
(c) to make slight changes to start/end times of events;
(d) to change those providing, speaking or appearing at any event.
6.2 More significant changes and these terms
In addition, we may make changes:
6.2.1 to a venue or the date of an event, but if we do so we will notify you and you may then contact us to end the contract before the changes take effect and receive a refund for any services paid for but not received; and/or
6.2.2 to reflect changes in certification requirements and/or our services where changes made pursuant to Clause 6.1 (a) impact how and when those services are provided.
6.3 Updates to course content
6.3.1 We are continually evolving and improving our course content, and may make changes to this content during the period of your course.
7. PROVIDING THE SERVICES
7.1 Dates
7.1.1 The date of when events, digital content and online courses will be available are as set out on the website.
7.2 Delays
7.2.1 We are not responsible for delays outside our control. If our supply of our services is delayed by an event outside our control, then we will contact you as soon as possible to let you know and we will take steps to minimise the effect of the delay. Provided we do this we will not be liable for delays caused by the event, but if there is a risk of substantial delay you may contact us to end the contract and receive a refund for any booking you have paid for but not received.
7.3 Reasons we may suspend the supply of services to you
7.3.1 We may have to suspend the supply of our services to:
(a) deal with technical problems or make minor technical changes;
(b)update the services to reflect changes in relevant laws and regulatory requirements;
(c) make changes to the services as notified by us to you (see Clause 6.).
8. YOUR RIGHTS TO END THE CONTRACT
8.1 Your rights
8.1.1 You can always end your contract with us. Your rights when you end the contract will depend on what you have booked.
8.2 Refunds
8.2.1 If you are ending a contract for a reason set out at (a) to (d) below the contract will end immediately and we will refund you in full for any products which have not been provided. The reasons are:
(a) We have told you about an upcoming change to the booking or these terms which you do not agree to (see Clause 6.2);
(b) We have told you about an error in the price or description of the booking, and you do not wish to proceed;
(c) There is a risk that supply of our services may be significantly delayed because of events outside our control; or
(d) We have suspended supply of our services, or notify you we are going to suspend them, in each case for a period of more than 1 month.
8.3 Exercising your right to change your mind (Consumer Contracts Regulations 2013)
8.3.1 We have adopted this policy as one of the International Coach Federation’s required policies and agreements for coaching education providers:
(a) If you need to cancel your place on a course, it is essential that you notify us as soon as possible.
(b) Initial 14-day cooling-off period. If you notify us of your request to cancel your enrolment within 14 days of the date of payment of your deposit, we will refund your deposit and any course fees paid. The cooling-off period is null and void under two circumstances: i) if you enrol within 14 days of your course start date, or ii) once you are within 14 days of your course start date.
(c) Cancellation outside of the cooling-off period. If you notify us of your request to cancel your enrollment after the 14-day cooling-off period and more than 30 days before the start of your course, we will refund any course fees paid, less the deposit which is now non-refundable. If you notify us of your request to cancel your enrollment after the 14-day cooling-off period and between 14 and 30 days before the start of your course, 50% of your course fee is payable due to late cancellation and we will only refund any fees paid above this amount. If you notify us of your request to cancel your enrollment after the 14-day cooling-off period, and less than 14 days before the start of your course, you are liable for the full course fee.
8.3.2 Once the course has begun, you are obligated to pay all instalments until your balance is fully paid for the full price of the programme.
8.3.3 Where a refund is given, it will be made within 45 days of the receipt of the emailed request.
8.4 Transferring a booking
8.4.1 You may request to transfer a booking to the same course to an alternative intake by notifying us in writing to the Programme Administrator.
8.4.1.1 We will review the request and under our absolute discretion, subject to availability, we may offer an alternative intake for the booking. Your first choice may not always be available.
8.4.1.2 If your request is approved, and you transfer to another cohort as per this Clause, you are waiving your right to a refund. For sake of clarity, this supersedes any other Clause in this contract regarding refunds.
8.4.1.3 Where we agree to transfer a booking, confirmation (and payment if relevant) must be received within 1 week of the date we inform you that the booking can be transferred.
8.4.1.4 We will only agree to transfer a course where we have confirmed this in writing to you.
8.4.1.5 Transfers may incur a non-refundable administrative fee. Where a request to transfer a booking is made with more than 30 days prior to the date of the Welcome Session of your original intake, there will be no fee payable by you. Any requests to transfer your course to a later cohort with less than 30 days notice before the start of the course may incur fees of up to 50% of the full course fee, due to the late cancellation of the original enrolment. Any transfer requested after the original cohort Welcome Session date, if approved, may incur the cost of the full course fee.
8.5 Transferring Modules
8.5.1 We expect you to make every effort to attend the course dates provided. If you are aware that you are unable to make up to two of the Modules at the point of enrolment, we will offer you alternative dates, subject to availability, provided you complete a Module Transfer Request Form before the start date of the course. Any further Module transfers before the start of the course will be at the discretion of the School and, if granted, subject to a non-refundable £120 administrative fee per Module.
8.5.2 No Module transfers are permitted after the course start date. Instead for a missed Module you will be required to watch the recording of that Module and complete a Reflective Form for that Module. You are permitted to catch up this way for up to two Modules. Where, under rare and special circumstances, a request to transfer a Module is made after the start of the course, each Module transfer is at our discretion and if approved will be subject to a non-refundable £120 administrative fee. You must confirm and pay for your transfer to the Module within seven days of the offer of new Module dates to you.
8.5.3 Where a Module is missed due to unforeseen circumstances such as illness, the Participant will be invited to watch the recording of the missed Module and complete a Reflective Form which includes details of required peer practice.
8.5.4 You are required to attend Modules in full in order to certify. If you are aware in advance that you will need to miss part of an upcoming Module, please consult with the School.
8.5.5 If you miss part of a Module due to unforeseen circumstances on the day (e.g. illness), then you must arrange to practise the exercises you've missed with a peer in your own time. If you miss a quarter or more of the Module due to unforeseen circumstances, you will be required to watch the recording of the missed Module and complete a Reflective Form in order to certify.
8.5.6 We will make available the dates for your ICF Mentoring Group Calls. Once you have confirmed these dates, you are permitted to reschedule and make one change to your dates free of charge, so long as you provide 7 working days’ notice. All further rescheduling to your Group Call dates will incur a £45 late cancellation fee. Non-attendance at the Group Call sessions will also incur a £45 late cancellation fee.
8.5.7 We will make available a range of dates for your ICF Mentoring 1:1 Calls. Once you have booked a 1:1, any cancellation or rescheduling of the session must happen more than 2 working days in advance of the 1:1 Call, otherwise you will incur a £90 late cancellation fee. Non-attendance of the 1:1 Call will also incur a £90 late cancellation fee.
8.5.8 All Modules must be attended within 18 months from your original course start date. All ICF Mentoring Calls must be attended within 12 months of the course start date of your current intake. Any extensions to this will be at our discretion.
8.6 Payment
8.6.1 You must be fully up-to-date with your payments in order to participate in training sessions on the course.
8.6.2 In the event of the late payment of instalments, a 10% late payment fee will be applied to the overall outstanding invoice on the following day of the invoice due date.
8.6.3 You must have made all payments and meet all certification criteria laid out in the specific course description in order for us to issue you with your certification.
9. HOW TO END THE CONTRACT WITH US (INCLUDING IF YOU HAVE CHANGED YOUR MIND)
9.1 Ending the contract
9.1.1 To end the contract with us, please let us know by doing one of the following:
(a) Phone or email. Call us on 0330 900 5501 or email us at info@thesomaticschool.com. Our office is open 9:00am to 17:30pm (GMT) Monday to Friday (excluding Bank/Public holidays).
(b) By post. Print off the form at the end of these terms and post it to us at the address on the form. Or simply write to us at that address, including details of what you bought, when you ordered or received it and your name and address.
10. OUR RIGHTS TO END THE CONTRACT
10.1 We may end the contract if you break it. We may end the contract at any time by writing to you if:
(a) you do not make any payment to us when it is due, and you still do not make payment within 5 days of us reminding you that payment is due;
(b) you breach any of these terms and conditions;
(c) you breach your requirements of attendance at events.
10.2 If we end the contract in the situations set out in Clause 10.1 you will not receive a refund for any money you have paid in advance.
10.3 We may withdraw our services. We may write to you to let you know that we are going to stop providing the services. We will let you know at least 10 working days in advance of our stopping the services and will refund any sums you have paid in advance for services which will not be provided.
11. IF THERE IS A PROBLEM
11.1 How to tell us about problems. If you have any questions or complaints please call us on 0330 900 5501 or email us at info@thesomaticschool.com. Our office is open 9:00am to 17:30pm (GMT) Monday to Friday (excluding Bank/Public holidays).
11.2 Summary of your legal rights. We are under a legal duty to supply services that are in conformity with this contract. This means that (i) if your product is digital content, the Consumer Rights Act 2015 says digital content must be as described, fit for purpose and of satisfactory quality; and (ii) if your product is services, the Consumer Rights Act 2015 says it must be carried out with reasonable care and skill. Nothing in these terms will affect your legal rights.
12. PRICE AND PAYMENT
12.1 Price
12.1.1 The price of the event will be the price indicated on the booking pages when you submitted your booking. We take all reasonable care to ensure that the price advised to you is correct. However please see Clause 12.2 for what happens if we discover an error in the price of the product you order.
12.2 What happens if we got the price wrong
12.2.1 It is always possible that, despite our best efforts, we make a mistake with the price. If we have overcharged you at the time of booking, we will refund you the difference. Where we have undercharged you, we will contact you for your instructions before we accept your booking. If we accept and process your booking where a pricing error is obvious and unmistakable and could reasonably have been recognised by you as a mispricing, we may still end the contract, refund you any sums you have paid and have no further legal obligation to you.
12.3 When you must pay and how you must pay
12.3 All courses and events must be paid for at the time of submitting your booking. Methods of payment are as stated on the website.
12.4 If you have missed a payment and we have made three payment requests with no response from you, we will email you a final request along with the steps we will take to pass your account on to a third-party debt collection service if payment is not received. If, after this email, payment is still not received the debt collection process will begin.
12.5 In the event of collection enforcement, you shall be liable for any costs associated with such collection, including, but not limited to, legal costs, attorney’s fees, court costs, and collection agency fees.
13. OUR RESPONSIBILITY FOR LOSS OR DAMAGE SUFFERED BY YOU
13.1 If we fail to comply with these terms, we are responsible for loss or damage you suffer that is a foreseeable result of our breaking this contract or our failing to use reasonable care and skill, but we are not responsible for any loss or damage that is not foreseeable. Loss or damage is foreseeable if either it is obvious that it will happen or if, at the time the contract was made, both we and you knew it might happen, for example, if you discussed it with us during the sales process.
13.2 We do not exclude or limit in any way our liability to you where it would be unlawful to do so. This includes liability for death or personal injury caused by our negligence or the negligence of our employees, agents or subcontractors; for fraud or fraudulent misrepresentation; for breach of your legal rights in relation to the products.
13.3 If defective digital content which we have supplied damages a device or digital content belonging to you and this is caused by our failure to use reasonable care and skill we will either repair the damage or pay you compensation. However, we will not be liable for damage which you could have avoided by following our advice to apply an update offered to you free of charge or for damage which was caused by you failing to correctly follow installation instructions or to have in place the minimum system requirements advised by us.
13.4 We are not liable for business losses. We only supply our services to individuals for domestic and private use only.
14. HOW WE MAY USE YOUR PERSONAL INFORMATION
14.1 We will use the personal information you provide to us:
(a) to supply our services;
(b) to process your payment; and
(c) if you agreed to this during the booking process, to give you information about similar services or products that we provide, but you may stop receiving this at any time by contacting us.
15. OTHER IMPORTANT TERMS
15.1 Special offers and discounts
15.1.1 Any special offers or discounts on the website can be withdrawn at any time, without notice. Discounts for group bookings can only be given when all those being booked are attending the same event.
15.2 Transferring our rights and obligations
15.2.1 We may transfer our rights and obligations under these terms to another organisation. We will contact you to let you know if we plan to do this. If you are unhappy with the transfer, you may contact us to end the contract within 10 days of us telling you about it and we will refund you any payments you have made in advance for products not provided.
15.3 Transferring your rights and obligations to another person
15.3.1 You may only transfer your rights or your obligations under these terms to another person if we agree to this in writing. For the avoidance of doubt, this also means that any courses or seminars booked can only be attended by the person named on the booking.
15.4 This contract is between you and us. No other person shall have any rights to enforce any of its terms.
15.5 If a court finds part of this contract illegal, the rest will continue in force. Each of the paragraphs of these terms operates separately. If any court or relevant authority decides that any of them are unlawful, the remaining paragraphs will remain in full force and effect.
15.6 Even if we delay in enforcing this contract, we can still enforce it later. If we do not insist immediately that you do anything you are required to do under these terms, or if we delay in taking steps against you in respect of your breaking this contract, that will not mean that you do not have to do those things and it will not prevent us taking steps against you at a later date. For example, if you miss a payment and we do not chase you but we continue to provide the products, we can still require you to make the payment at a later date.
15.7 These terms are governed by English law and you can bring legal proceedings in respect of the products in the English courts.
15.8 Alternative dispute resolution. Alternative dispute resolution (ADR) is a process where an independent body considers the facts of a dispute and seeks to resolve it, without you having to go to court. If you are not happy with how we have handled any complaint, you may want to contact an ADR provider however, as we are not members of an ADR, we shall, at our sole discretion, have the right as to whether to accept or reject your nominated ADR. In addition, please note that, as long as the UK is part of the EEU, disputes may be submitted for online resolution to the European Commission Online Dispute Resolution platform.
© The Somatic School. All rights reserved.