Terms & Conditions

Companies and delegates booking and attending courses at our Offshore Training Centre (OTC) are subject to the companies Terms and Conditions as stated below:

Course Bookings:

Thank you for making a booking at OTC, please find enclosed a copy of the relevant course joining instructions and information. Company bookings made by telephone must be confirmed in writing, confirmation is accepted by post, fax or email. Confirmation of the participant(s):

• Full name
• Date of birth (where possible)
• Winda ID
•  Company booking
• Invoice address (es)
• Any requirement for invoicing (including order numbers etc.)

OTC reserves the right to withdraw any booking which has not been confirmed by the date requested. OTC reserves the right to change or cancel reservations for courses which are undersubscribed or in the event of any unavoidable event/ circumstance.

Course Registration:

Course registration, location and start times are clearly stated on all joining instructions therefore late arrivals may be turned away subject to management discretion with the full fee charged. Failure of delegates reporting promptly each day may result in vital elements of the course being missed and will prevent certificates being issued. In these circumstances OTC will endeavour to inform the named booking contact immediately.

Courses with pre-requisites:

OTC will request where possible the relevant information and ensure it is provided the booking department prior to the course start date. Copies of certificates are accepted by post, fax or email, please state on all correspondence the delegate’s full name, date of birth, course date and course title. An invoice will be issued after course completion and is payable within the credit terms of 30 days.

Data Protection Act 2018:

Personal details supplied to OTC will be used for the purpose of administration associated with the course (s) and future renewals. For externally accredited courses relevant information supplied to OTC will be shared with 3rd party data controllers for the purpose of entry onto a computerised register or certification systems e.g. Vantage, Winda. At all times use of data will be strictly in accordance with the principles laid down in the Data Protection Act 2018 OTC monitors and records internal and external CCTV for the purposes of safety and security.

Training Cancellation Policy

This Policy outlines the terms and conditions for cancellations and the rebooking process. All cancellations must be submitted in writing via email or letter to bookings@otc-grimsby.co.uk

Cancellation requests must include the training title, date, and participant name(s).

1. Cancellation Timeframes:

• Less than 7 days: 100% of the training fee will be charged.
• 7 to 14 days: 60% of the training fee will be charged.
• 14 or more: the training fee will not be charged.

2. Refund Process:

• • Refunds will be processed within 14 working days from the date of cancellation.
  • Refunds will be issued via the original payment method.
  • Any bank charges or transfer fees associated with the refund will be deducted from the refunded
    amount.

3. Exceptions:

In cases of documented medical emergencies or other extenuating circumstances, exceptions to this policy may be considered. Requests for exceptions must be submitted in writing along with supporting documentation. The final decision on granting exceptions rests with OTC Training Manager

4. Rescheduling:

Participants may request to reschedule their training to another available date within the same training program, subject to availability. Rescheduling requests must be submitted at least 14 days prior to the original training date. A rescheduling fee of 50% may apply, depending on the notice period provided.

5. Contact Information:

For inquiries or assistance regarding cancellations and refunds, please contact:

Sally Birkinshaw
01472 801756
sally@otc-grimsby.co.uk OR bookings@otc-grimsby.co.uk

6. Policy Review:

This policy is subject to periodic review and may be updated without prior notice. Any changes to the policy will be communicated to participants via email or through our official communication channels. By registering for our training programs, participants acknowledge and agree to abide by the terms and conditions outlined in this cancellation policy.

Appeals Process

Purpose:
This document outlines the appeals process for candidates, clients, or other stakeholders who wish to formally challenge a decision made by the Training Provider or Certification Body in relation to GWO training and certification.

Scope:
This process applies to all appeals related to:

• Training outcomes (e.g., failure to pass a module or assessment)
• Certification decisions
• Suspension or withdrawal of certification
• Administrative decisions impacting a trainee’s status or eligibility

Definitions:

• Appeal: A formal request to reconsider a decision.
• Appellant: The person or organization making the appeal.
• Respondent: The Training Provider or Certification Body whose decision is being appealed.

Guiding Principles:

• Impartiality: The appeal shall be handled by individuals not involved in the original decision.
• Confidentiality: Information shall be kept confidential and shared only with those directly involved in the appeals process.
• Timeliness: The appeals process shall be resolved in a reasonable timeframe.
• Transparency: All steps and decisions in the appeals process shall be documented.

Appeals Submission Process:
Step 1: Submission of Appeal

• Appeals must be submitted in writing (email or physical letter) within 14 calendar days of the original decision.
• The appeal must include:- Name and contact information of the appellant
  – Description of the decision being appealed
  – Grounds for the appeal
  – Any supporting evidence

Step 2: Acknowledgment

• The Training Provider or Certification Body will acknowledge receipt of the appeal within 3 business days.

Appeals Review Process
Step 3: Formation of Appeals Panel

• An independent appeals panel will be formed within 7 business days of the appeal acknowledgment.
• Panel members shall not have been involved in the original decision and must declare any conflicts of interest.

Step 4: Investigation and Review

• The panel will review the original decision, the appeal, and any supporting documentation.
• Additional information may be requested from both parties if needed.
• The appellant may be invited to a hearing (in person or virtual) if deemed necessary.

Step 5: Decision

• The panel will make a decision within 14 business days of being convened.
• The decision will be communicated in writing to the appellant, including:
  – Outcome of the appeal
  – Rationale for the decision
  – Any actions to be taken

Finality of Decision

• The panel’s decision is final within the scope of the Training Provider or Certification Body.
• The appellant may escalate the matter to GWO if unsatisfied and if the issue pertains to GWO compliance or ethics.

Record Keeping

• All appeal-related documents and decisions will be retained for a minimum of 5 years.
• These records may be made available to GWO upon request.