Payment Terms and Conditions & Refund Policy

Introduction and Scope

This Payment Terms and Conditions & Refund Policy governs all financial aspects of your enrolment with Nexsy Academy Ltd, a private training provider specialising in professional development education. This policy sets out our payment requirements, refund entitlements, and the circumstances under which course credits may be issued.

Please read this policy carefully alongside our Student Terms and Conditions and Privacy Policy before enrolling, as by completing your course booking and payment, you agree to be bound by all these terms. We understand that circumstances can change after enrolment, and this policy is designed to provide clarity about your financial obligations and rights whilst ensuring fairness for all students.

As a consumer, you have specific rights under UK consumer protection legislation, and this policy is designed to comply with the Consumer Rights Act 2015, Consumer Contracts Regulations 2013, and all other applicable consumer protection laws whilst supporting our educational mission and operational requirements.

Contact Information:

Email: finance@nexsy.co.uk
Address: 128 City Road, London EC1V 2NX
Telephone: +44 (0) 1268 533 827

Course Fees and What's Included

Comprehensive Fee Structure

Our published course fees represent excellent value and include all essential components required for your educational journey. Course fees encompass professional tuition delivered by qualified instructors through live interactive sessions, comprehensive learning and assessment materials provided through our Learning Management System, licensing fees for access to our advanced LMS platform powered by innovative educational technology and awarding organisation registration and certification fees where applicable to your chosen qualification.

Additional inclusions are access to recorded session materials where available, ongoing student support services throughout your course duration, technical support for platform-related queries, and career guidance and professional development advice to maximise the value of your newly acquired skills.

This comprehensive approach ensures transparency in pricing and eliminates unexpected additional costs during your studies, allowing you to focus entirely on your learning objectives and professional development.

Fee Variations and Special Programmes

Fees may vary between courses based on duration, complexity, level of qualification, and specific industry requirements. Some specialised programmes may include additional components such as industry software licenses, external examination fees, or professional membership requirements, which will be clearly specified in the course description and fee breakdown.

Early bird discounts may be available for advance bookings, and group discounts can be arranged for multiple enrolments from the same organisation. Corporate training packages are available with customised pricing structures to meet specific organisational requirements.

All fees are quoted in British Pounds Sterling and include VAT where applicable. International students may be subject to different pricing structures or additional charges related to currency conversion or international payment processing.

Payment Methods and Schedules

Accepted Payment Methods

We accept payment through bank transfers.

Corporate payments can be arranged through purchase orders and invoicing systems with agreed payment terms, typically 30 days from invoice date. Payment plans may be available for certain courses, allowing fees to be spread across multiple instalments throughout the course duration.

Cash payments are not accepted for security and record-keeping reasons. All payments must be made in British Pounds Sterling unless alternative arrangements have been specifically agreed for international students or corporate clients.

Payment Timing and Processing

Full payment is generally required at the time of enrolment unless alternative payment arrangements have been specifically agreed upon. Payment confirmation is required before access to course materials and live sessions is granted, ensuring all students have equal access to educational resources from their course start date.

Payment processing typically occurs within 3-5 working days for bank transfers. You will receive confirmation of successful payment via email, and this serves as your enrolment confirmation and receipt for accounting purposes.

If an instalment plan is agreed upon by us, all payments must be completed before the course completion date, and failure to maintain payment schedules may result in suspension of access to course materials and live sessions until accounts are brought current.

Consumer Rights and Cancellation Periods

Online Purchase Protection

If you purchase your course online through our website, you benefit from enhanced consumer protection under the Consumer Contracts Regulations 2013. You have the right to cancel your contract and receive a full refund within 14 days of your course purchase (the "cooling-off period") without providing any reason for cancellation.

This statutory cancellation right applies regardless of when your course is scheduled to commence, providing you with flexibility to reconsider your educational investment. To exercise this right, you must notify us of your intention to cancel before the expiry of the 14-day period, either through your online account or by contacting our student services team.

If you agree to commence your course during the cooling-off period, you acknowledge that you lose the right to cancel under the Consumer Contracts Regulations. However, you may still be entitled to course credits or refunds under other provisions of this policy, depending on timing and circumstances.

Standard Cancellation Terms

For courses purchased more than 14 days before the course start date, we offer flexible cancellation terms that exceed statutory requirements. You may cancel your enrolment and receive a full refund provided we receive your cancellation request at least 14 calendar days before your scheduled course commencement date.

This policy recognises that educational planning often occurs well in advance and provides security for students who may experience changes in circumstances, employment status, or educational priorities between booking and course commencement.

Cancellation requests must be submitted in writing through your online account, by email, or by contacting our student services team. Cancellations are effective from the date we receive your formal notification, not from the date you make your initial decision to cancel.

Late Booking Cancellation Rights

If you purchase your course less than 14 days before the start date, your cancellation rights depend on the method of purchase. Online purchases continue to benefit from the 14-day statutory cancellation period under the Consumer Contracts Regulations, providing refund entitlement up to the course start date.

For telephone or in-person bookings made less than 14 days before course commencement, cancellation may result in the provision of Academy Credit rather than a monetary refund, though this does not affect your statutory rights where applicable.

We strive to accommodate last-minute changes where possible and will work with you to find suitable alternatives, including transferring to future course dates or alternative programmes that better meet your revised circumstances.

Academy Credit System

Academy Credit Overview

Academy Credit provides a flexible alternative to monetary refunds in certain circumstances, allowing you to apply the value of your original course fees towards future educational opportunities with Nexsy Academy Ltd. This system recognises that career development is an ongoing journey and provides continuity for students whose circumstances change.

Academy Credit retains the full monetary value of your original course fees and can be applied to any current or future course offerings, regardless of price differences. If your new course costs less than your credit value, the balance is retained for future use. If the new course costs more, you pay only the difference.

This system particularly benefits students who experience temporary changes in circumstances but wish to continue their professional development when conditions permit, maintaining their investment in education whilst providing necessary flexibility.

Academy Credit Terms and Conditions

Academy Credit must be used to book a new course within 12 months of being issued, with the new course permitted to commence at any time before, on, or after the credit expiry date, provided booking occurs within the valid period. This extended timeframe accommodates both immediate rescheduling needs and longer-term career planning considerations.

Credits are personal to the original student and cannot be transferred to other individuals, exchanged for cash, or used for non-educational purposes. Each credit can only be used once, though partial usage retains the remaining balance for future educational investments.

Academy Credit can be combined with new payments to access more expensive courses or programmes and can be used in conjunction with any available discounts or promotional offers for maximum value and flexibility.

Academy Credit Issuance Circumstances

Academy Credit is issued in various circumstances including voluntary course changes requested before the third session of your original course, course level adjustments where we determine your enrolled course is inappropriate for your skill level, circumstances where course cancellation would normally result in partial refund, and situations where monetary refunds are not legally required but we wish to maintain our commitment to customer service excellence.

Academy Credit may also be provided as an alternative resolution for certain complaints or service issues, demonstrating our commitment to maintaining positive student relationships and continued engagement with professional development education.

Refund Entitlements and Procedures

Full Refund Circumstances

You are entitled to a full monetary refund in several clearly defined circumstances. These include exercising your statutory cancellation rights within 14 days of online purchase, requesting cancellation at least 14 days before your course start date (regardless of when purchased), courses cancelled by Nexsy Academy Ltd where no suitable alternative is available, and situations where we make substantial changes to course content, timing, or delivery method that materially affect your educational experience.

Full refunds are also provided where we determine during the enrolment process that you do not meet course prerequisites or where we are unable to provide reasonable adjustments required for your participation despite our best efforts to accommodate your needs.

In cases involving our failure to deliver promised educational services or significant breaches of our obligations under the Student Terms and Conditions, full refunds may be provided at our discretion or as determined through our complaints resolution procedures.

Partial Refund Circumstances

Partial refunds are calculated on a pro-rata basis, reflecting the educational value you have received and our costs in providing services to that point. If you withdraw after your course has commenced but before completing 30% of the total scheduled sessions, you may be entitled to a partial refund for the unutilised portion.

Partial refunds are considered based on factors including live sessions attended, access to course materials and recordings, assessment feedback received, and instructor time allocated to your educational progress. Administrative costs, including LMS setup, awarding organisation registration fees, and initial material preparation, are typically non-refundable.

The specific calculation method for partial refunds varies by course length and structure, with detailed explanations provided when you request withdrawal. We aim for transparency in all financial calculations and will explain the basis for any partial refund determination.

Exceptional Circumstances Refunds

We recognise that unforeseen circumstances can significantly impact your ability to complete your chosen course and provide compassionate consideration for exceptional situations. If you cannot continue your course due to a serious illness, medical condition, or injury that prevents participation in educational activities, we may provide full or partial refunds, course transfers, or Academy Credit depending on individual circumstances.

Similar consideration applies if you are unable to attend due to caring responsibilities for a family member with serious illness or disability, bereavement that significantly affects your ability to engage with studies, or employment-related circumstances beyond your control that fundamentally change your educational needs.

Exceptional circumstances require appropriate documentation, and decisions are made on a case-by-case basis, considering the specific impact on your educational goals and our ability to accommodate alternative arrangements. We aim to balance compassion with operational sustainability to ensure continued service availability for all students.

Course Level and Content Adjustments

Inappropriate Course Level

If you find your enrolled course level too challenging or too basic for your current skill level, please discuss this with your instructor as soon as possible. Early identification of level mismatches allows for the most effective resolution with minimal disruption to your learning journey.

Where we agree that your course level is inappropriate following assessment of your performance and needs, we will attempt to transfer you to a more suitable course at the same or a different level. If a successful transfer occurs to a course with lower fees, we will refund the difference according to our standard refund procedures.

If transfer to a higher-cost course is more appropriate, you will be charged only the difference in fees, and your previous course participation will be credited towards the new programme where educationally relevant and beneficial.

Course Content or Delivery Changes

We reserve the right to make reasonable modifications to course content, delivery methods, or schedules to maintain educational quality, comply with regulatory requirements, or respond to technological advances in your field of study. Minor adjustments that do not substantially affect your educational experience are considered part of our commitment to providing current, relevant education.

If we make substantial changes that significantly alter the nature, content, or delivery method of your course, you will be notified as soon as possible and offered the choice to continue with the modified programme, transfer to an alternative course, or receive an appropriate refund or Academy Credit.

Changes in instructors, whilst regrettable, do not constitute grounds for a refund or credit, as we ensure all teaching staff meet equivalent professional and educational standards. Our recruitment and training processes ensure consistent educational quality, regardless of the specific instructor assigned.

Academy-Initiated Course Changes and Cancellations

Course Cancellation by Nexsy Academy Ltd

We only cancel courses as a last resort when circumstances make it impossible to deliver the promised educational experience. Reasons for cancellation may include insufficient enrolment numbers to ensure viable group learning dynamics, unavailability of qualified instructors due to unforeseen circumstances, technical issues that cannot be resolved within reasonable timeframes, or regulatory changes that affect course delivery requirements.

When course cancellation becomes necessary, we will contact you immediately and offer suitable alternatives, including transfer to the next available similar course at no additional cost, transfer to an alternative course that meets your educational objectives with any fee differences handled appropriately, or a full refund processed within 10 working days.

We aim to provide at least 7 days' notice of cancellation where possible, though emergency cancellations may occur with shorter notice in exceptional circumstances beyond our control.

Individual Session Cancellations

Occasionally, individual live sessions may need to be cancelled due to instructor illness, technical difficulties, or other unforeseen circumstances. We will always attempt to provide replacement sessions or alternative educational activities to ensure you receive full value from your course investment.

Where replacement sessions cannot be arranged or you cannot attend rescheduled sessions due to the change, you will be entitled to Academy Credit for the proportional value of the cancelled session. This ensures you are not financially disadvantaged by changes beyond your control.

Session recordings may be provided where available and appropriate as partial mitigation for cancelled live sessions, though we recognise this cannot fully replace interactive participation and will adjust credit calculations accordingly.

Refund Processing and Timeframes

Standard Processing Times

We process refunds as efficiently as possible while ensuring proper verification and compliance with financial regulations. Refunds for course cancellations initiated by Nexsy Academy Ltd are processed within 5-10 working days to minimise disruption to your financial planning and educational timeline.

Student-initiated refunds that comply with this policy are typically processed within 15 working days of receiving your formal request and any required documentation. Complex cases requiring detailed review may take up to 30 days, and we will keep you informed of progress throughout the process.

Academy Credit is issued more quickly than monetary refunds, typically within 3-5 working days, as these do not require external payment processing and can be applied immediately to future course bookings through our internal systems.

Refund Methods and Limitations

We aim to refund payments using the original payment account whenever possible to ensure security and facilitate reconciliation with your financial records.

Bank transfer refunds may take 7-10 working days to appear in your account, depending on banking systems and verification requirements.

In exceptional circumstances where original payment method refunds are not possible due to technical limitations or account changes, we may issue refunds via cheque with appropriate verification of your identity and account ownership.

Refund Documentation and Records

All refunds are accompanied by comprehensive documentation, including refund confirmation emails detailing the amount, reason, and expected timeframe for completion, updated receipts showing the adjusted course fees after refund processing, and clear transaction references for your accounting and record-keeping purposes.

We maintain detailed records of all refund transactions for regulatory compliance and to support any queries or disputes that may arise. These records are available upon request and form part of our commitment to transparent financial administration.

Force Majeure and Exceptional Circumstances

Service Disruption Beyond Our Control

Neither Nexsy Academy Ltd nor students shall be liable for delays or failures in performance resulting from circumstances beyond reasonable control. These may include natural disasters, government restrictions, pandemics that affect educational delivery, significant technological failures affecting essential systems, or other events that make normal course delivery impossible or impracticable.

In such circumstances, we will make reasonable efforts to continue course delivery through alternative methods, adjust schedules to accommodate disruptions, communicate regularly about service impacts and expected resolutions, and minimise effects on your educational progress and professional development timeline.

Extended force majeure events that substantially prevent course delivery may result in course postponement to a more suitable time, transfer to alternative delivery methods such as enhanced online learning, or, in exceptional cases, refunds or Academy Credit as determined by the specific circumstances and impact on educational objectives.

Pandemic and Public Health Considerations

Recent global events have highlighted the importance of flexible educational delivery methods, and we have invested significantly in technology and processes that allow continued high-quality education during public health emergencies. Our primary response to such situations is enhanced online delivery rather than course cancellation.

If public health restrictions prevent normal course delivery but allow alternative methods, courses will continue with appropriate adjustments to assessment methods, extended access to materials, additional support for students adapting to new delivery methods, and flexible deadline arrangements where appropriate.

Refunds due to public health circumstances are assessed based on our ability to provide alternative educational delivery rather than automatic entitlement, recognising our investment in maintaining service continuity for student benefit.

Complaints and Dispute Resolution

Financial Dispute Procedures

If you disagree with any financial decision, including refund determinations, credit calculations, or fee assessments, you should first contact our student services team to discuss your concerns informally. Many disputes can be resolved quickly through the explanation of our policies and the consideration of individual circumstances.

Formal complaints about financial matters should be submitted in writing, detailing the specific issue, relevant dates and amounts, supporting documentation, and the resolution you are seeking. We will investigate all financial complaints thoroughly and respond within 15 working days with our findings and proposed resolution.

Financial disputes may be escalated through our standard complaints procedure with final review by senior management for complex or high-value matters. We are committed to fair and transparent resolution of all financial concerns.

External Dispute Resolution

If you remain dissatisfied with our internal complaints resolution, you may have recourse to external bodies depending on the nature of your course and the specific dispute. These may include relevant awarding organisations for qualification-related matters, the Office of the Independent Adjudicator for Higher Education, where applicable, or consumer protection agencies for consumer law matters.

Special Circumstances and Accommodations

Disability and Learning Difficulty Considerations

Students with disabilities or learning difficulties receive special consideration in our refund policy, recognising that accessibility barriers may emerge during course participation despite initial assessment and planning. If you cannot continue your course due to disability-related barriers that we cannot reasonably address, you may be entitled to pro-rata refunds for unutilised course components.

Similarly, if your role as a carer for someone with a disability or serious illness prevents course completion, we will consider appropriate refund or credit arrangements based on individual circumstances and the impact on your educational objectives.

We encourage early communication about any accessibility concerns to maximise our ability to provide effective reasonable adjustments before considering course withdrawal and refund options.

Employment and Career Change Considerations

We recognise that course enrolment often relates to career planning and employment objectives that may change due to circumstances beyond your control. Redundancy, significant changes in job role, or employer-initiated training requirements may affect your ability to benefit from your chosen course.

In such circumstances, we will consider transfer to more appropriate courses, extended course access to accommodate new schedules, Academy Credit for future use when circumstances stabilise, or other flexible arrangements that maintain the value of your educational investment.

Each case is assessed individually based on the specific impact on your educational goals and our ability to provide alternative solutions that serve your professional development needs.

Corporate and Group Booking Terms

Corporate Payment Arrangements

Corporate clients benefit from enhanced payment terms, including invoicing with 30-day payment periods, bulk booking discounts for multiple student enrolments, customised payment schedules aligned with corporate budget cycles, and centralised billing for simplified administration.

Corporate cancellations and refunds follow modified procedures that recognise the different decision-making processes and budget constraints of organisational clients whilst maintaining fairness for individual students enrolled through corporate programmes.

Corporate contracts may include specific terms regarding employee changes, project cancellations, or budget revisions that affect planned training programmes, with appropriate risk sharing between the organisation and Nexsy Academy Ltd.

Group Booking Modifications

Group bookings involving multiple students may allow for individual modifications without affecting the entire group arrangement. Individual students may withdraw with standard refund terms applying to their portion, whilst the group booking continues for the remaining participants.

Group discounts may be adjusted if the number of participants falls below the threshold required for the discount rate, with affected students given the option to pay the difference or withdraw with appropriate refund arrangements.

International Students and Currency Considerations

International Payment Processing

International students may face additional considerations, including currency conversion fees charged by banks or payment providers, extended processing times for international bank transfers, different statutory rights depending on the country of residence, and potential complications in refund processing due to international banking regulations.

We will work with international students to find the most efficient and cost-effective payment and refund methods available, though some additional costs or delays may be unavoidable due to international financial system requirements.

International students are encouraged to contact our student services team before enrolment to discuss payment options and understand any additional considerations that may apply to their specific circumstances.

Brexit and European Union Considerations

Following the UK's departure from the European Union, students from EU countries may face different payment processing arrangements, potential changes in consumer protection rights, modified VAT arrangements for educational services, and altered procedures for certain refund processes.

We monitor regulatory changes affecting EU students and will communicate any significant impacts on payment or refund procedures through appropriate channels and individual notification where necessary.

Policy Updates and Communication

Policy Amendment Procedures

These Payment Terms and Conditions & Refund Policy may be updated periodically to reflect changes in our services, legal requirements, payment processing capabilities, or enhanced student protection measures. Significant changes will be communicated with reasonable advance notice through email notification and platform announcements.

Policy changes affecting existing students will be implemented in a manner that protects their enrolled course terms unless changes are required by law or provide enhanced protection for student rights and interests.

We encourage regular review of this policy to stay informed about your rights and obligations regarding course payments and refunds.

Communication and Queries

For questions about this policy, payment processing, refund requests, or specific circumstances not clearly addressed herein, please contact our student services team at finance@nexsy.co.uk. Include "Payment Policy Query" in the subject line for faster processing.

Our team is trained to provide clear explanations of policy provisions and to work with students to find appropriate solutions for individual circumstances, whilst maintaining consistency and fairness across all student interactions.

We aim to respond to all payment and refund queries within 2 working days and provide regular updates on the progress of any refund processing or complex enquiries requiring detailed investigation.