COYAMA - Training Cancellation, Transfer and Refund Policy

This policy applies to bookings for COYAMA’s  professional training courses.

Please read it carefully before booking. Nothing in this policy limits or excludes any rights you may have under UK consumer law.

1. Statutory Cooling-Off Rights

If you book online, by telephone or away from COYAMA’s business premises as a consumer, you may have a statutory right to cancel your booking within 14 days without giving a reason.

The cancellation period normally ends 14 days after the day on which the booking contract is entered into.

Some bookings and services are excluded from the statutory cooling-off provisions. These rights also do not normally apply where a booking is made principally for purposes connected with the customer’s trade, business, craft or profession.

Where a statutory cancellation right applies, it takes priority over COYAMA’s standard cancellation policy below.

2. Cancelling During an Applicable Cooling-Off Period

To exercise an applicable cooling-off right, you must inform COYAMA clearly that you wish to cancel before the cancellation period expires.

You can contact us by email at:

calm@coyama.live

You may use the model cancellation form at the end of this policy, but you are not required to use it.

If you cancel within an applicable cooling-off period before any part of the service or digital content has been supplied, COYAMA will refund all payments received for the cancelled booking.

The reason for cancellation does not affect this statutory right.

Any refund due under this section will be made without undue delay and normally within 14 days of COYAMA receiving your cancellation notice. Unless agreed otherwise, the refund will be made using the original payment method.

3. Training Beginning During the Cooling-Off Period

If any part of the booked training is due to begin within the 14-day cancellation period, you may be asked to expressly request that COYAMA begins supplying the service during that period.

This refers only to delivery of the course, pre-course tuition or another agreed part of the service on the dates and in the manner described when you booked. It does not give the customer the right to require COYAMA to provide the training on a different date or on an individual basis.

If you make the required request and subsequently cancel after part of the service has been supplied, COYAMA may deduct a reasonable amount reflecting the proportion of the service supplied before cancellation.

Once the service has been performed in full, your statutory right to cancel may end, provided you expressly requested early performance and acknowledged beforehand that the cancellation right would be lost following full performance.

4. Digital Manuals and Course Materials

Where downloadable manuals, videos or other digital course materials are supplied immediately, you may be asked to:

  • expressly consent to receiving the digital content during the cancellation period; and

  • acknowledge that beginning the supply of that digital content may cause you to lose the applicable cancellation right relating to that content.

Any consent concerning digital content does not automatically remove a cancellation right that may apply separately to an undelivered in-person training service.

Printed materials and other physical products may be subject to different statutory cancellation provisions.

5. COYAMA’s Standard Cancellation Policy

This section applies:

  • after any applicable statutory cooling-off period has expired;

  • where no statutory cooling-off right applies; or

  • where the booking is made principally for purposes connected with a trade, business, craft or profession.

Training places are reserved for a specific course, date and location. Venue hire, pool access, staffing, equipment and preparation commitments are made according to the number of confirmed bookings.

Bookings are therefore non-refundable under COYAMA’s standard cancellation policy unless the cancelled place can be reallocated as described below.

6. Reallocation From the Waiting List

The reason for cancellation has no bearing on whether a reallocation and refund are possible. Reallocation depends solely on:

  • there being a waiting list or another eligible person wishing to book;

  • that person being suitable for the course;

  • the replacement completing the booking; and

  • COYAMA receiving payment for the vacated place.

Notifying COYAMA that you cannot attend does not automatically cancel your financial commitment or guarantee that your place can be reallocated.

If COYAMA successfully resells your place, payments received from you will be refunded, less any reasonable and nonrecoverable costs directly resulting from your booking or cancellation. Any deduction will be explained when the refund is processed.

COYAMA cannot guarantee that a replacement will be found, even where notice is provided well in advance.

7. Transfers to Another Training Date

A booking is made for the specific training date selected at the time of purchase.

Bookings cannot automatically be transferred to another date. COYAMA may agree to a transfer at its discretion where:

  • sufficient notice has been provided;

  • an appropriate alternative date is available;

  • the original place can be reallocated; and

  • the transfer does not cause COYAMA an additional loss.

A request for a transfer does not guarantee that a transfer will be approved.

If a transfer is approved, the booking may remain subject to the price, eligibility requirements and terms applicable to the original or replacement course, as confirmed by COYAMA.

8. Substituting Another Attendee

If you cannot attend, you may ask to transfer your place to another person for the same training date.

Any substitute must:

  • meet the course’s entry requirements;

  • provide the required booking and participant information;

  • agree to the applicable terms; and

  • be approved by COYAMA before attending.

A substitution is not confirmed until COYAMA has approved it in writing. COYAMA may refuse a proposed substitute where the course requirements are not met or there is insufficient time to complete the necessary arrangements.

9. Deposits and Outstanding Balances

A deposit reserves a place and forms part of the total training fee. Describing a payment as a deposit does not affect any statutory cancellation and refund rights that apply.

Where a statutory refund is due, the relevant deposit and any additional payments will be refunded in accordance with those rights.

Once any applicable cooling-off period has expired—or where no cooling-off right applies—payments will be dealt with under COYAMA’s standard cancellation, transfer and reallocation provisions.

Any outstanding balance must be paid by the deadline stated during booking or in the booking confirmation. Failure to pay by that date may result in the booking being cancelled and payments already made being retained only to the extent permitted by the contract and applicable law.

10. Illness and Personal Circumstances

If you become ill or your circumstances change, please notify COYAMA as soon as possible.

Illness, travel disruption, work commitments, family circumstances and other personal reasons do not automatically create a right to a refund or transfer after any applicable statutory cancellation period has expired.

The reason for cancellation will not determine whether COYAMA can reallocate a place. Reallocation depends solely on whether an eligible replacement completes the booking and pays for the place.

You may wish to consider suitable cancellation or travel insurance if your personal circumstances could prevent attendance.

11. Cancellation or Rescheduling by COYAMA

COYAMA may need to cancel, postpone or materially change a course because of venue availability, pool closure, facilitator illness, safety concerns or circumstances beyond its reasonable control.

If COYAMA cancels the training and does not provide it, you will be offered:

  • a transfer to an available alternative date; or

  • a full refund of the training fees paid to COYAMA.

If COYAMA reschedules the training and you cannot attend the replacement date, you may request a refund of the training fees paid to COYAMA.

COYAMA is not responsible for independently arranged travel, accommodation, loss of earnings or other consequential expenses. Participants are advised to make refundable or changeable arrangements wherever possible.

12. How to Contact COYAMA

Cancellation, transfer and substitution requests should be sent to:

Email: calm@coyama.live
Business name:HAPPINESS RESTS INSIDE LTD
Address: 2-6 Lothian Street, Hawick, TD9 9HB

Please include:

  • the name used for the booking;

  • the booked training and date;

  • the booking reference, if available; and

  • a clear explanation of whether you are cancelling, requesting a transfer or proposing a substitute.

Model Cancellation Form

Complete and return this form only if you wish to exercise an applicable statutory cancellation right. You do not have to use this form and may instead send another clear statement of cancellation.

To:

Business name:HAPPINESS RESTS INSIDE LTD
Address: 2-6 Lothian Street, Hawick, TD9 9HB
calm@coyama.live

I hereby give notice that I cancel my contract for the following training:

Training name:

Training date:

Booking reference:

Booked on:

Customer name:

Customer address:

Customer email address:

Signature, if submitted on paper:

Date:

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