Terms and Conditions

This section is designed so that you can see the transparency within Spartan Associates Ltd, and to provide you with the information and services available to you.  It contains the rules with which you agree to by choosing to use us as your Independent Training Provider.

By making a booking with us, you agree to the following:

1. Bookings. Bookings may be made by email, phone or social media/messaging.  Telephone bookings should be confirmed in writing or via email or messaging at the earliest opportunity. Spartan Associates Ltd’s acceptance of your booking brings into existence a legally binding contract between us on these terms and conditions as soon as any invoices are received by you.  Any term sought to be imposed by you in any purchase order or correspondence will not form part of the contract.

It should be noted that the minimum amount of students on any course/training is 2; this is due to the expectation of delegates taking part in group work/role play etc.  Any course/training session that is booked, and only 1 delegate arrives for, will be cancelled by Spartan Associates Ltd and the full fee will remain payable.

2. Payment Terms. Our standard payment terms require full payment of the total price no later than one calendar month prior to commencement unless otherwise agreed in writing, but in any case as per the date on the invoice which will be sent out when booked or as agreed with the customer/client.  Where bookings are made within one calendar month, full payment is due as per the date on the invoice and must be before commencement, otherwise late payment charges may be added, or training may be cancelled.  Payment is to be made by bank transfer. Once we have received payment, your booking will be re-confirmed, and a receipt will be sent. Please quote invoice numbers where applicable when corresponding.

Should there be less delegates on the course/training than originally requested and agreed, or if someone does not achieve the required standards, the fees are non-refundable.

If payments are late, we reserve the right to cancel the booking and seek to recover any costs incurred, including - but not limited to - wages already paid, and material/resources costs.

3. Cancellations. Should circumstances mean that you have to cancel and are unable to transfer to another date at the time of cancellation, the following charges will apply:

• More than one calendar month prior to the start date - no charge.

• Two weeks to one calendar month prior to the start date - 50% of the fee.

• Less than two weeks prior to the start date - full fee.

Cancellations must be made in writing by post or email and received and acknowledged within the time periods above.

4. Transfers. Should circumstances mean that you need to transfer dates, the following charges will apply, dependent on the notice given:

• More than one calendar months’ notice given - no charge.

• Two weeks to one calendar months’ notice given - 25% of the fee.

• Less than two weeks’ notice given - 50% of the fee.

All transfers must be within a period of one year from the original start date.

5. Late arrivals.  Whilst traffic etc can not be helped, all delegates must ensure that they make every effort to arrive on time (including on-site courses).  Strict guidelines set by Awarding Organisations must be adhered to, therefore late arrivals will not be allowed on to the training.

• Courses of 4 hours or less - no later than 15 minutes after the start time.

• Courses over 4 hours - no later than 30 minutes after the start time.

If a client/customer has booked more than one course, delegates who are late may be transferred, but this is on a case-by-case basis, and only if spaces are available.

6. Warranties. Spartan Associates Ltd warrants that:

Services supplied will be conducted in a professional manner in accordance with generally recognised practices and standards, and it will provide appropriately qualified and experienced professionals to deliver its services using suitable materials that are fit for purpose.

7. Certification. Certificates are provided upon successful completion of training/assessment as appropriate and are supplied only following full settlement of fees.

Regulated course certification fees can vary, as they are set at the time by the relevant Awarding Organisation (AO), however Spartan Associates Ltd will normally include the cost of Certification within the price quoted (e.g. a hard copy; see below).

All certificates are supplied as a soft copy (via email), unless a hard copy is specifically requested upon booking the course/training which will be reflected in the price(s) quoted.

Should there be less delegates on the course/training than originally requested and agreed, or if someone does not achieve the required standards, the fees are non-refundable.

Where all delegates are from one organisation, they can choose to have their logo on their certificates at no extra cost. Please get in touch with your requirements during booking. 

For regulated courses, delegates are not to be placed in their roles until receipt of certification.

Replacement certificates will be issued for free if there is a spelling error; it is important that the delegates enter their names on the Course Register as they would like them on their certificate.

Should a delegate/organisation request a replacement for any reason other than a spelling error upon transfer from the Course Register, a fee is chargeable per certificate of £12 per certificate (soft copy) or £14 per certificate (hard copy).  This will be invoiced to the delegate/organisation upon their request.  All replacement fees are to be paid by the invoice due date, and certificates will not be issued until payment is received.

8.  Obligations of the Customer for bespoke courses/training.  Should you require courses and/or training for less than six delegates, the prices will be subjected to additional costs in order for Spartan Associates Ltd to cover resources, Trainer wages, and certification.  This is normally set at an extra 20% worked out on the individual cost having been broken down from a full course price.

As an example: EFAW on-site for 4 delegates = £1380/12 = £115 x 4 = £460 + 20% = £552.

9. Obligations of the Customer for on-site training. You should ensure that every effort is made to guarantee that training can take place at the agreed location, date and time and that the facilities are acceptable for training to commence. You should ensure that all delegates meet the prerequisites required for the arranged training. In the event that our Trainer is unable to carry out the training, in their opinion, due to failings of the above obligations, the full fee will remain payable, and no refund will be provided.

10. Unforeseen Circumstances. On very rare occasions, unforeseen circumstances may require us, Spartan Associates Ltd, to cancel training.  In such circumstances, you will be given as much notice as possible and either a free transfer to another date or a full refund of fees paid.

11. Sub-contracting. Spartan Associates Ltd may assign or sub-contract in whole or any part of the Contract to any person, firm or company, however we will inform the client in advance.

Any sub-contractors used will be qualified as per Serial 6 of these Terms and Conditions.

12. VAT. Spartan Associates Ltd does not charge VAT; all prices quoted are the full price.

13. Copyright and Intellectual Property Rights. Copyright and all intellectual property rights for all materials shall remain the property of Spartan Associates Ltd or the manufacture/provider of materials. The Customer agrees not to reproduce, sell, hire, photograph or copy materials (in whole or in part) and not to use such materials except for the purposes of post training reference or as specifically agreed with Spartan Associates Ltd.

14. Distance Selling Regulations 2000. We abide by the applicable elements of the Distance Selling Regulations 2000.

15. Website content. We use a third party as a website host, therefore we cannot be held liable for any down time of the website or any errors contained within our pages, although we do frequently review content.

16. Complaints. We fully appreciate that sometimes complaints are made against organisations and/or Trainers. Whilst we will do our utmost to ensure you have the very best experience during your training, should you wish to make a complaint, please do so in writing to Spartan Associates Ltd (letter or email). Please include as much detail as possible, including the date(s), course number (if applicable), Trainer name and nature of complaint. All complaints will be dealt with seriously by the Company Director and disciplinary action will be taken if necessary.

17. Health and Safety Policy. All on-site courses require the customer/client to send Spartan Associates Ltd a completed copy of our Health and Safety Check Sheet, in order to satisfy the legal requirements set out in, but not limited to, the Workplace (Health, Safety and Welfare) Regulations 1992. Spartan Associates Ltd will also pay due diligence to all required regulations whilst working on-site and/or hiring venues, which will also be subject to the check list which is required by both ourselves and/or any Awarding Organisation (AO), in order to conduct safe training. As Spartan Associates Ltd does not have PAYE employees, all contracted staff are also required to hold their own public liability and indemnity insurance.

18. Environmental and Ethical materials Policy. Spartan Associates Ltd takes the management of environmental issues seriously, and as such ensures that all training is conducted safely, within scope of practice of all trainers and delegates, and that all waste is disposed of properly with minimal disturbance to any outdoor venues used. Any outdoor venues used are required to ensure that, as the Health and Safety Check Sheet, the space used is fit for purpose and safe.

All materials used in training are sourced from UK companies who pride themselves in the sourcing of ethical products where environment, equality, diversity, inclusion is paramount, and the minimum living wage is paid to all employees. A list of current equipment suppliers can be provided upon request.

19. Quality and Document Management. Spartan Associates Ltd’s regulated course content is dictated by the First Aid Awards, and all trainers for First Aid courses are required to be monitored annually, by a current, competent and qualified assessor. This process is subject to audit at any time within a 3.5 year period by the First Aid Awards. All documentation is secured as per the Privacy Policy on our website.

20. Equality and Diversity. Individuals with different cultures, experiences and different perspectives is what sits at the core of Spartan Associates Ltd. We work with the most talented people regardless of their background, religion, ethnicity or preferences and we make best use of their talents. We develop and maintain an environment that is inclusive of all, and all are treated as individuals, within the spirit of the Equality Act 2010.

We promote a healthy culture of mutual respect and dignity, and we actively challenge discrimination, should it ever arise. We support all our contracted staff and delegates and encourage them to demonstrate the principles of diversity, inclusion and equality in their everyday lives, activities and their roles.

21. Bribery Act 2010. Spartan Associates Ltd’s Director and any contracted staff are required to make themselves aware of the Bribery Act 2010. We recognise that bribery is a huge demanding practice that undermines competition and the reputation of companies, public and private bodies, and individuals involved. We expect all to act with integrity, and will not tolerate bribery and/or corruption.

We operate a zero tolerance policy approach to bribery which supports our reputation for honesty and ethical practice, and instils confidence in our customers, clients and contracted staff. Anyone with concerns regarding bribery should, in the first instance, speak to Spartan Associates Ltd.

22. Changes to fees and Terms & Conditions. Spartan Associates Ltd reserves the right to change fees, and terms and conditions at any time without prior notice.