Any training product or service offered by Society Matters will be conducted in accordance with these terms and conditions and any booking will be considered as an acceptance of these terms and conditions.
1 Definitions
1.1 The term ‘Society Matters’ means Society Matters Community Interest Company, their agent or representative. ‘Client’ means the individual or organisation booking and/or paying for the services. ‘Delegate’ means a person attending the training course, assessment or seminar (note in the case of individuals the Client and the Delegate may be one and the same). ‘Learning Outcomes’ are the deliverables that Delegates who have fully participated in the course will obtain. A ‘Private Course’ is a course delivered exclusively within an organisation with delegates drawn from the organisation’s own employees. A ‘Public Course’ is a course delivered in a public venue with Delegates from a range of organisations.
2 Bookings
2.1 Bookings and any enquiries must be directed to Society Matters. Bookings will be confirmed by Society Matters through an Order Confirmation and our terms and conditions agreed online.
2.2 Unless otherwise explicitly stated in the Order Confirmation, for In-person Courses the Client will be responsible for providing an appropriate training venue equipped with WiFi, projector, screen and refreshments. Where Society Matters is responsible for providing the venue, facilities and refreshments, the cost of these additional services will be set out on the confirmation form, and in all cases charges will be transferred to the Client at cost. For Delegates attending Public Courses the cost of venue, facilities and refreshments will be included in the stated costs unless otherwise explicitly stated.
2.3 Virtual classroom training is provided via our online platform Zoom. Attendee information for all courses should be sent at least 48 hours prior to training for logon information to be provided. Our online training platform works best with Google Chrome and we recommend attending our sessions via this platform. Other internet explorers are available to use and we recommend that you be running the latest versions of those software to avoid technical issues. We also require delegates to be able to hear and speak during the training via their laptop or computer. A web camera is not required, however is preferred to enhance the experience.
3. Delegates
3.1 Any pre-requisites of the Delegate(s), the scope of the training and the Learning Outcomes will be set out on the Order Confirmation.
3.2 The maximum number of delegates at any Private Course is limited to 12 to ensure appropriate attention. The price of the Private Course will not change if the Client chooses to place fewer than 12 Delegates, or less than 12 Delegates attend the course even when 12 places have been reserved. Only Delegates from the Client’s own organisation are allowed to attend a Private Course and places on any course must not be given or sold to other any other organisation without the written agreement of Society Matters.
4. Accuracy of course content and liabilities
4.1 Society Matters will use its best endeavours to ensure the accuracy of course materials and content, as far as it is practically possible to do so. Society Matters takes no responsibility for the accuracy of advice provided by Delegates following participation in the training course, or for the impact that this advice may have on the Client, the Delegate or the recipients of such advice.
5. Cancellations
5.1 All confirmed bookings that are cancelled by the Client will carry a 10% cancellation fee (minimum £25) to cover administration costs and if the training is cancelled within the below timescales then the following fees will apply:
Within 56 days of the course commencement = 25% of the full fee.
Within 28 days of the course commencement = 50% of the full fee.
Within 14 days of the course commencement = 75% of the full fee.
Within 7 days of the course commencement = 100% of the full fee.
5.2 There is no cancellation charge for gifted places onto our course. We request that you try to give us 48 hours’ notice of any cancellation so that other organisations can benefit from the training place.
5.3 If Society Matters is notified of a cancellation within the cancellation period(s) shown above, it will endeavour to accommodate a request for an alternative date within no more than 3 months of the original booking period. The original booking will remain subject to the standard cancellation rules set out above unless an alternative date cannot be offered within 3 months.
6. Prices & Payment
6.1 The prices charged by the Society Matters are decided upon in line with the period of training provided, the location and other factors. These prices will be notified at the time of booking and confirmed on the Order Confirmation. Clients will be invoiced by Society Matters for payment within 28 days of receipt of invoice, or within 7 days of the date of the training course, whichever is sooner. Payment should be made in full by BACS transfer to the bank account details shown on the invoice.
6.2 Society Matters reserves the right to offer discounts for participation in Open Courses to maximise accessibility of the training, particularly to the voluntary and community sector. This could result in Delegates paying different prices for participation in the same training course.
6.3 Society Matters reserves the right to cancel a planned Private Course or a place on a Public Course should payment not be received. Payment shall remain due should such event arise.
6.4 Society Matters reserves the right to charge interest at a rate of 4 per cent above the Bank of England’s base rate on late payments.
6.5 The Client shall notify Society Matters in writing within 5 days of receipt in the event of a dispute in relation to any invoice.
7. Travel, Accommodation & Subsistence
7.1 The cost of travel, accommodation and subsistence will be included in the cost set out in the Order Confirmation unless otherwise agreed and explicitly stated on the Order Confirmation.
8. Marketing
8.1 Photography may be carried out before, during and after training courses. Delegates will be asked for their consent to be included in photographs which may be used by Society Matters, without payment, in printed and electronic media, including the Society Matters website and social media for promotion of Society Matters and its activities, and may be used for publication, displays and exhibitions.
8.2 Delegates will be asked to contribute suggestions and feedback following participation in training courses, and/or to provide recommendations and comments regarding our Services. We will be free to use, disclose, reproduce, license or otherwise distribute all such written suggestions, feedback, recommendations and comments, and exploit such Feedback as we see fit, without any obligation or restriction of any kind to you. Delegates first name, organisation name and logo may be used alongside such suggestions, feedback, recommendations and comments which may be used by Society Matters, without payment, in printed and electronic media, including the Society Matters website and social media for promotion of Society Matters and its activities, and may be used for publication, displays and exhibitions.
9. Equipment & Belongings
9.1 Society Matters will not accept liability for loss or damage to any equipment or other belongings, however caused. Delegates are responsible for the safekeeping and appropriate use of items loaned to them during the course. Damage or loss of such items will be charged to the Client.
10. Health & Safety
10.1 Society Matters will take reasonable steps in relation to the health and safety of Society Matters’ staff and/or Delegates; however, in the case of Private Courses the responsibility for health and safety issues remains with the Client throughout.
11. Confidentiality
11.1 The Client and Delegates will keep secure and not disclose any information of a confidential nature obtained by reason of the training received except information which is already in the public domain. The provisions of this section shall apply during the continuance of this agreement and indefinitely thereafter.
12. Right to Dismiss
12.1 Society Matters reserves the right, at its sole discretion and acting reasonably, to dismiss any Delegate from the training course or seminar on the grounds of misconduct.
13. Complaints or Concerns
13.1 Society Matters is committed to providing a high quality experience for the Client and Delegates. If either party is dissatisfied with the service received for any reason, this must first be raised with a member of the delivery team during or immediately after the training course, or with the Society Matters Training Manager Adam Matthews – AdamMatthews@societymatterscic.com within 24 hours. If the complaint relates to the Training Manager directly or is regarding Safeguarding or GDPR the complaint or concern should be raised with the Head of Operations, Lee Booth – LeeBooth@societymatterscic.com
14. Force Majeure
14.1 The provision of training may be totally or partially suspended by Society Matters to the extent that delivery is prevented through any circumstances beyond its control.
15. Copyright
15.1 Society Matters retains its intellectual property rights in all of its materials, documents and/or software, none of which may be reproduced, modified, amended, stored in any retrieval system or transmitted, in any form or by any means, otherwise than for the purpose specified by Society Matters. The material described above remains with Society Matters and may not be used by the Client, Delegate or other party for training purposes. If Society Matters becomes aware of such use then legal action may be taken to stop such activity and to seek compensation.
16. Liability
16.1 Society Matters’ liability under this agreement shall be in respect of direct losses only, limited to the value of the relevant Order placed, except in respect of claims for personal injury or death which shall be unlimited.
17. Variation
17.1 No variation of these terms will be valid unless evidenced in writing and signed by a duly authorised representative of Society Matters and the Client.
18. Non-solicitation
18.1 The Client agrees not to enter into any discussions about employment of any Society Matters’ staff except to the extent a Society Matters staff member responds, without encouragement, to any published vacancy.
19. Legislation
19.1 Society Matters shall operate in accordance with relevant legislation at all times. In particular, it shall abide by the statements published on its website from time to time in relation to data protection in accordance with GDPR, modern slavery, anti-bribery & corruption and anti-facilitation of tax evasion.
20. Governing Law
20.1 This agreement is governed by the laws of England & Wales and the parties agree to submit to its exclusive jurisdiction in the event of any dispute. Prior to initiating a dispute, senior staff from each party shall meet in a timely manner with a view to resolving concerns amicably.