Bookings and Cancellations Policy
All bookings and payments for HEPA training events must be made online via our website using a credit or debit card. All bookings are accepted on the understanding that a training event will only be delivered if it attracts the required minimum number of delegates to ensure viability. Where a training event is cancelled due to insufficient numbers we will notify you by email at least 5 clear working days before the date the training event was intended to take place and will refund all fees paid, direct to the relevant credit or debit card, within two working days.
To help ensure effective delivery, all our training events are subject to a limit on the maximum number of delegates. Once that number is reached, your booking will be declined, but you will be offered the opportunity either to go onto a reserve list and/or be notified by email if we decide to re-run the training event at a future date in the original location.
If after booking you wish to cancel we operate a graduated refund policy depending how much notice of cancellation you give. Where you cancel more than 30 clear days before the date on which the training event is to take place, we will refund the fee you have paid less an administration fee of £30. Where you give less than 30 but more than 15 clear days notice, we will refund 50% of the fee you have paid. No refunds will be given where less than 15 clear days notice is given or in the case of “no shows” on the day, regardless of the reason.
HEPA has a reputation for delivering high quality training events which we are anxious to retain. At the conclusion of each training event we ask delegates to complete a training evaluation form. This helps us to monitor and refine standards of delivery. However, even the best organisations occasionally get things wrong, often because of circumstances beyond their control. If you believe a training event has fallen significantly below the standard expected, you should state this clearly on the training event evaluation form and also raise your concern in person with the Learning and Development Manager by midnight on the day following the training event. In this you should specify the areas in the Training Event Specification against which you feel that delivery or content was deficient and provide a succinct explanation of the way(s) in which this deficiency manifested itself. We undertake to consider your application for a refund and make a decision within 7 working days. If we feel your complaint is valid we will refund the training event fee to the credit or debit card on which it was originally paid. Please note that in reaching a decision we may contact other delegates to benchmark delivery in areas about which you have complained.
In all cases our Training Event Specification includes a section detailing the target audience for a particular training event specifying their level and/or their specific responsibilities within their organisation. This is to help individuals assess, before booking, whether a training event is relevant to their particular needs. We will not entertain requests for refunds from delegates whose role or responsibilities fall outside those set out in the Training Event Specification.
Free of Charge events – please note that where training events are provided on a free of charge basis, HEPA reserve the right to levy a cancellation charge for non-attendance on the day to cover venue, catering and processing costs.
Snow and Bad Weather Charter
In the event of bad weather, HEPA will make every effort to honour its commitments and run scheduled training courses. Where participants are unable to attend a HEPA course, or the presenters are unable to access the venue, due to bad weather, HEPA will make every effort to re-run the event on an alternative date and to offer a place to the delegate at no extra charge. Where this is not possible, HEPA will at its discretion refund any amounts paid net of HEPA’s transaction processing costs and venue cancellation charges.
No refund will be made where participants are able to claim on an insurance policy.
HEPA will not, under any circumstances, refund aborted travel costs associated with any of our training events; we recommend that you insure against any such losses.
The information contained on this site is for general guidance only. You should neither act, nor refrain from action, on the basis of any such information. You should take appropriate professional advice on your particular circumstances because the application of laws and regulations will vary depending on particular circumstances and because tax and benefit laws and regulations undergo frequent change.
Whilst HEPA will do the best it can to ensure that the information on this site is correct, HEPA shall not be liable for any loss or damages (including, without limitation, damages for loss of income or business or increased liabilities) arising in contract, tort or otherwise from the use of or inability to use this site, or any information contained in it, or from any action or decision taken as a result of using this site or any such information.
As a member of HEPA, each member institution shall be deemed to have accepted these terms in full.
HEPA does not take any legal responsibility for advice given to representatives of, or, its member institutions in response to a request for help or information. HEPA is not an advice agency but will, from time to time on a discretionary basis, offer assistance to its member institutions or their representatives, in particular to assist them in working effectively with their professional advisers. Any member institution or their representative accepting that assistance is deemed to accept that HEPA does not accept responsibility for anything which may be wrong, and members should always consider whether to engage professional advisers accordingly.
All rights in the design, text, graphics and other material on this site, including the arrangement, is copyright of the British Universities Finance Directors Group or other third parties. Users may read, download and/or copy the information in whole or in part for the user's own use in research and education, or other non-commercial purposes. Ownership of the materials rests with the copyright owner.
It is strictly prohibited to use the materials on our website for any purpose other than those listed above without obtaining our prior written permission. Should you require such permission, please contact the Resources Manager of the British Universities Finance Directors Group.
The British Universities Finance Directors Group welcomes appropriate and relevant links to our homepage: http://www.hepa.ac.uk . For permission to use our logo, please contact us.
When you visit our website, we do not collect information about you unless you choose to provide this information to us, or unless the information is stored automatically. Here is how we handle information about your visit to our website.
If you do nothing during your visit but browse through the website, read pages, or download information, we will gather and store certain information about your visit automatically. We automatically collect and store only the following information about your visit:
1. The Internet domain and IP address from which you access our website.
2. The type of browser and operating system used to access our site.
3. The date and time you access our site.
4. The pages you visit.
5. If you linked to our website from another website, the address of that website.
We note that this information does not identify our users personally, and is used to count the number and type of visitors to the different pages on our site, and to help us make our site more useful and relevant to users.
In order to book a place on a British Universities Finance Directors Group training event we will ask you for various items of personal information. By “personal information”, we mean the personal and financial information you supply to us when booking a training event using our website. By entering personal information into our website, you consent to us processing and using that information in accordance with this policy statement, and you consent to us providing information to you about any training event(s) you have booked using email or other electronic means. You also acknowledge and agree that the internet, email and other electronic means of communication cannot be guaranteed to be 100% secure at all times. We shall not therefore be liable for any damages you or others may suffer as a result of the loss of confidentiality of information sent by you to us or, by us to you, using such means of communication, unless caused by our negligence.
We are committed to preserving the confidentiality of your personal information. In collaboration with the company hosting our website we operate appropriate and proportionate security measures to prevent unauthorised access to your personal data.
Access to your personal information is restricted to authorised employees of the British Universities Finance Directors Group. All such access is controlled by passwords.
Summarised information about training events and attendances at them will, from time to time, be made available to members of the British Universities Finance Directors Group Executive Committee and HEPA Training & Development. This is to enable those bodies to plan and monitor the delivery, range, quality and viability of training events. It will not be possible to identify you from such summarised information and none of your personal data will be included in such summaries.
We shall use your personal information:
1. to administer the training events we provide, either directly or in collaboration with other providers, to maintain our financial and other records.
2. to understand more about you and your perceived training needs, to enable us to develop and improve our portfolio of training events and other training activities.
3. to undertake statistical analyses to understand more about the perception of our training events and venues by delegates.
4. to assess the demand for training within the higher education finance sector generally.
5. for systems testing.
On the basis that it is kept confidential we may from time to time give your information to:
1. any organisation with whom we collaborate in providing training events.
2. any such provision will be on the strict understanding that the information may only be used for the purposes of administering the specific training event for which you have enrolled and, if in physical format must be destroyed, or if in electronic format, irrecoverably deleted from any computer based system within 28 days of the date of the training event to which it relates.
3. any professional body to which you belong which has recognised attendance at a training event organised by us as counting towards continuing professional development requirements. If you claim credit for your attendance at such an event, we will confirm only the fact that you did or did not attend the event in question.
4. any organisation where we are required by law to disclose information for regulatory or investigative purposes.
The British Universities Finance Directors Group makes every effort to check and test material at all stages of production. It is always wise for users to run an anti-virus program on all material downloaded from the internet.
The British Universities Finance Directors Group cannot accept any responsibility for any loss, disruption or damage to your data or your computer system which may occur whilst using material from this website.
The British Universities Finance Directors Group can change this Legal Information at any time by posting changes online under this section. Your continued use of this site after changes have been posted constitutes acceptance of the modified terms.