Academy Terms and Conditions
Beautorium Training Academy Terms and Conditions
Beautorium Training Academy Cancellation Policy
At Beautorium Training Academy, we truly value your custom.
Our current policy is that all course deposits and fees are non-refundable and non-transferable, except where otherwise expressly approved by Academy management or where a learner has a statutory entitlement to a refund.
Course fees must be paid in full at the beginning of the first course date unless a payment plan has been prearranged and agreed by the Academy. Attendance is not permitted until payment has been received in full or an agreed payment arrangement/funding approval is in place. This includes proof and/or funding from various government schemes.
We have also had to implement a last-minute cancellation/rescheduling fee, in addition to course fees, where follow-on course days need to be rescheduled or where courses involve more than one day.
Our last-minute cancellation/rescheduling fee applies to:
Days cancelled or requested to be rescheduled less than 3 days before follow-on course days after the initial first day, e.g. Day 2, Day 3, Day 4 etc.
Cancellations or requests to reschedule made less than 14 days before a One-to-One course or training session.
Students who arrive later than 15 minutes after the scheduled course start time and, depending on the course, are therefore unable to join the class.
Students who fail to provide a model for a course where a model is required and are therefore unable to undertake the course or relevant practical element.
All of the above will incur a €150 rescheduling fee in addition to the original course fees.
Depending on the course, students may occasionally be permitted to continue with subsequent course days while omitting a missed day and catching up on appropriate content at home.
This does not apply to short courses or workshops and will only be considered for ITEC or longer-term courses where the content missed does not prevent safe or appropriate progression.
Any such arrangement is dependent on the content missed, the requirement for that content to progress through the course, and is at the discretion of the Academy Director and class tutor.
Course days missed on ITEC courses cannot be rescheduled to a different course day at the student's request.
Class days missed cannot ordinarily be repeated.
ITEC / VTCT Skills Examination Dates and Arrangements
ITEC examination dates will be confirmed after the course begins.
Learners should note that the examination day and date may be outside the control of Beautorium Training Academy and may be determined by the awarding organisation and/or examiner availability.
Examinations may take place a number of weeks after the completion of scheduled course classes.
Where a course leads to an ITEC / VTCT Skills qualification, Beautorium Training Academy is required to deliver and administer the qualification in accordance with the current qualification specification, assessment requirements, examination regulations and quality-assurance requirements of the awarding organisation.
Learners undertaking an ITEC / VTCT Skills qualification are therefore subject to both:
Beautorium Training Academy Terms & Conditions; and
the applicable rules, policies, procedures and assessment requirements of the awarding organisation.
Qualification specifications, assessment criteria, required learning and practical hours, case studies, portfolios, assignments, examinations, practical assessments and other evidence requirements are determined by the relevant qualification and/or awarding organisation.
Beautorium Training Academy cannot remove, reduce or alter a mandatory qualification or assessment requirement simply at the request of an individual learner.
Where examination dates or assessment arrangements are determined by the awarding organisation, these are outside the Academy's direct control.
The Academy cannot guarantee an alternative examination date to accommodate an individual learner's work, holidays, childcare, travel or other personal commitments.
All ITEC examinations arranged through Beautorium Training Academy take place through our Waterford centre unless otherwise specifically confirmed by the Academy.
ITEC theory examination papers/assessments are undertaken under appropriate invigilation/supervision and in accordance with the requirements of the awarding organisation.
Where the awarding organisation uses an electronic assessment platform, learners must comply with the rules and procedures applicable to that platform.
Examination / Class Models
It is the student's responsibility to source a suitable and reliable model for examinations and for courses where models are required.
Students may be required to work on each other during practical classes or arrange models for or with classmates where, for any reason, they cannot be worked on themselves.
Beautorium Training Academy does not take responsibility for sourcing or supplying models for courses or examinations.
Models are essential for some courses. If a suitable model is not supplied by the student, the student may not be able to complete the course or examination and the cancellation/rescheduling policy may apply.
The learner is responsible for ensuring that their model:
attends at the required time;
is suitable for the treatment or examination;
meets any criteria communicated by the Academy;
does not present with a contraindication that prevents treatment on the day.
The Academy will review proposed models at the student's request to help determine suitability; however, suitability may ultimately depend on the model's presentation, health, skin/nail/hair condition and other circumstances on the day.
Students who do not attend a scheduled examination date or cancel at short notice for reasons not approved by ITEC/VTCT Skills or the Academy may incur a resit and/or late cancellation fee in order to reschedule examinations.
This also includes circumstances such as:
not providing a suitable model;
a model failing to attend;
a learner failing to source a model;
a model being unsuitable or contraindicated on the examination day where this prevents the required assessment from taking place.
Any applicable awarding-body and Academy administration/rescheduling fees will need to be paid before another examination can be arranged.
Examination and Assessment Conduct
Learners must comply with all examination and assessment instructions issued by Beautorium Training Academy, tutors, assessors, invigilators, examiners and the awarding organisation.
During examinations or controlled assessments, learners must not access or use any unauthorised material or assistance.
This may include, where prohibited:
mobile phones;
smart watches;
notes;
books;
internet searches;
messaging applications;
translation applications;
Artificial Intelligence tools;
communication with another learner or third party;
photographs/screenshots of assessment material;
any other unauthorised aid.
Learners must follow all instructions given by the invigilator or examiner.
Failure to comply with examination regulations may constitute malpractice and may result in the assessment being stopped, evidence being rejected, results being withheld, the matter being reported to the awarding organisation and/or other sanctions being applied.
Beautorium Training Academy cannot override examination regulations set by the awarding organisation.
Where an examination or assessment is postponed, disrupted or otherwise affected by circumstances outside Beautorium Training Academy's reasonable control, including examiner availability, awarding-body decisions, assessment-platform problems or other unforeseen circumstances, the Academy will follow the applicable awarding-organisation procedure and arrange the next appropriate step where possible.
Course Rescheduling by the Academy
Should a course date need to be rescheduled by Beautorium Training Academy for any reason, the learner's place and any applicable payments will be transferred to the next available course date.
Course dates are dependent on minimum numbers.
Where the Academy needs to reschedule a course because minimum numbers have not been reached or for another operational reason, we will endeavour to provide as much notice as reasonably possible and transfer the booking to the next available course date.
Course Kits
Kits ordered for students cannot be issued until the relevant course is undertaken and paid for in full.
This is because products, equipment and tools contained within kits may be for professional use only.
Why Notice of Cancellation Is Required
By providing sufficient notice when you need to change or cancel a course or examination, you allow the Academy time to:
inform standby students of availability;
offer a place to another learner;
avoid unnecessary ordering or preparation of course kits;
manage tutor and staff scheduling;
manage room and equipment availability;
maintain scheduled course numbers.
Places on our courses are limited and courses are planned based on confirmed bookings. A late cancellation can therefore result in a place being left unused that could otherwise have been offered to another learner.
Withdrawal After a Course Has Commenced
Learners who withdraw from a course after access to online modules has been issued or after in-person classes have begun remain liable for any unpaid course fees.
The complete outstanding balance must be arranged for payment within 14 days of ceasing the course.
Access to online modules may be restricted automatically where payments are not up to date within this timeframe.
Once a course has commenced and access to online modules has been issued, the learner remains liable for the full course fee whether or not they subsequently complete the programme, subject always to any statutory rights that may apply.
Course fees must be paid in full a minimum of 12 weeks before examinations, unless another arrangement has been expressly agreed by Academy management.
Refunds
Course deposits and fees are non-refundable and non-transferable except where a refund is specifically approved by Beautorium Training Academy or where a learner has a statutory entitlement to a refund.
Management reserves the right to review exceptional circumstances on an individual basis.
Any decision to approve a refund outside the normal cancellation policy is discretionary and relates solely to that particular case. Approval in one case does not create an entitlement, precedent or expectation that a refund will be approved in another case.
Where a refund is approved, it can only be issued by:
bank transfer to an appropriate nominated account; or
reversal/refund of the payment through the website/original online payment method, where technically available.
Refunds will not be issued in cash or through informal or alternative payment methods.
Where a payment was made through government funding, an employer, grant scheme, Skillnet or another third-party funding organisation, any refund or financial adjustment will be dealt with directly with the organisation that issued the funding where appropriate.
Under no circumstances can government funding be refunded directly to a student unless expressly authorised by the organisation that provided the funding.
Approval of a refund does not automatically remove any separate outstanding course balance, rescheduling fee, kit/product charge, awarding-body fee, administration fee or other amount legitimately due under these Terms & Conditions.
Government and Third-Party Funding
Under no circumstances can government funding be refunded directly to students. Beautorium Training Academy will liaise directly with the relevant agency that issued the funding.
Government funding is not transferable between courses unless expressly approved by Academy management.
Approval will only be provided in circumstances agreed between the student and Academy.
Once an approved funding transfer has been made to another course, the change cannot automatically be reversed again.
Government funding must normally be used within 3 months of the Academy receiving approval or payment, unless a later start date or alternative arrangement has been agreed with management.
Funding approved and paid on behalf of a learner may be lost if it is not redeemed within this timeframe and no alternative arrangement has been agreed.
Learners remain responsible for providing any documentation, confirmation or information required to process their funding.
Beautorium Training Academy General Policy
Students are required to have a minimum of 85% attendance on courses where this is required in order to be considered for examinations.
Students undertaking ITEC qualifications are required to complete additional hours of home study and practice on models, including required evidence of treatments, in order to meet applicable ITEC qualification hours and assessment requirements.
Failure to complete required hours and/or evidence may result in the learner being unable to sit examinations.
Learners are responsible for completing all required coursework, assignments, case studies, treatment evidence, portfolios, practical requirements, home study and other qualification requirements within the deadlines communicated by the Academy.
The Academy reserves the right not to enter a learner for an examination where required:
attendance;
coursework;
case studies;
treatment evidence;
practical competence;
required hours;
assessment requirements;
fees; or
other mandatory qualification requirements
have not been satisfactorily completed.
Missed Classes
Class days missed cannot ordinarily be repeated.
Depending on the course, the Academy may permit a learner to continue while catching up on appropriate missed content independently.
This is entirely dependent on the nature and amount of content missed, whether the learner can safely progress and the requirements of the qualification.
Short courses and workshops may require full attendance and may therefore need to be booked again where a learner misses the scheduled training.
For ITEC and longer-term programmes, decisions regarding progression following absence are made by the Academy Director and/or tutor according to the course requirements and learner's circumstances.
Two-Day and Multi-Day Courses
Where a learner is attending a two-day course, no more than 16 weeks should lapse between the two course days in order to ensure that the learner remains at the correct standard for progression.
Where the Academy considers that too much time has elapsed or the learner is no longer at the required standard, the learner may be required to repeat the complete course at an additional fee.
The same principle may apply to courses consisting of three or more days depending on the structure and content of the programme.
Learners should contact the Academy where they are uncertain about their progression requirements.
Coursework Deadlines
Late or incomplete coursework submitted after the required submission date may be subject to recorrection, administration and/or late submission fees.
The applicable fee may vary depending on the qualification, course and work involved.
Repeated correction or reassessment resulting from incomplete or inadequate submissions may also incur additional fees where applicable.
Reasonable Adjustments, Additional Support and Special Consideration
Additional assistance may be requested by ITEC learners for mentoring on course topics and/or reasonable adjustments relating to examinations or assessments.
Beautorium Training Academy endeavours to support learners wherever reasonably possible; however, we cannot guarantee that every requested adjustment can be provided.
Learners should inform the Academy of learning difficulties, disabilities or other relevant support requirements as early as possible, preferably at enrolment or as soon as the requirement becomes known.
Reasonable adjustments relating to regulated qualifications and examinations are subject to the current requirements, procedures and approval/notification processes of the relevant awarding organisation.
Beautorium Training Academy cannot independently guarantee or authorise an adjustment where awarding-organisation approval, notification or supporting evidence is required.
Supporting documentation or evidence may be required.
A reasonable adjustment must not compromise the integrity of the qualification or alter the knowledge, skills or competence that the assessment is intended to measure.
A learner's first language not being English does not automatically provide an entitlement to translation of an examination, use of a translator, translation software or alteration of the assessment.
Requests for translation or language-related assistance are subject to the applicable awarding-organisation rules.
Requests made shortly before an examination may not be capable of being accommodated. Learners should therefore raise requirements at the earliest possible opportunity.
Special consideration following temporary illness, injury, bereavement or other circumstances affecting an assessment is also subject to applicable awarding-organisation criteria and evidence requirements.
Approval cannot be guaranteed by Beautorium Training Academy.
Additional mentoring or tuition outside the support ordinarily included with the course may incur an additional fee.
Examination Results and Resits
Students who are unsuccessful in examinations will be required to pay applicable awarding-body and Academy/college administration fees in order to resit an examination.
Beautorium Training Academy can ordinarily only facilitate practical resits during scheduled examination periods, which may include Spring, late Summer or Autumn, depending on examiner availability and Academy schedules.
An immediate or individually selected resit date cannot be guaranteed.
All examinations arranged through Beautorium Training Academy take place through our Waterford centre unless otherwise expressly agreed.
Academic Integrity, Authenticity and Use of Artificial Intelligence (AI)
Beautorium Training Academy is committed to maintaining high standards of academic integrity and professional practice.
Learners are expected to submit work that is their own.
The use of Artificial Intelligence (AI) tools to generate, rewrite, paraphrase, translate or edit assessed work is not permitted unless explicitly authorised by the tutor and must always be declared where required.
AI may be used as a learning-support tool only within clearly defined boundaries.
Permission to use AI to support learning does not mean that AI may be used to complete assessed work on behalf of a learner.
All assessment decisions are based on the learner's authenticity, understanding, knowledge and professional competence.
Learners remain responsible for understanding any material obtained with the assistance of AI and for ensuring that assessment evidence genuinely represents their own knowledge and competence.
AI tools must not be accessed or used during examinations or controlled assessments unless their use has been expressly authorised under the applicable assessment arrangements.
Full AI and Academic Integrity policies are provided to learners and tutors upon enrolment.
Plagiarism, Collusion and Malpractice
Assessment malpractice may include, but is not limited to:
plagiarism;
copying another learner's work;
collusion;
cheating;
unauthorised assistance;
submitting work completed by another person;
inappropriate or undeclared use of AI;
use of prohibited notes, websites, devices or resources during an examination or assessment;
falsifying signatures;
falsifying treatment records;
falsifying case studies;
falsifying client/model information;
falsifying photographs or other treatment evidence;
falsifying practical, placement or home-study hours;
presenting another person's evidence as the learner's own;
providing false information in connection with an assessment or qualification;
assisting another learner to commit malpractice.
Where there are concerns regarding the authenticity of submitted work, the Academy may discuss or question the work with the learner and, where permitted under the applicable assessment requirements, may require additional evidence demonstrating the learner's own knowledge or competence.
Suspected or confirmed malpractice may be investigated and may be reported to the awarding organisation where required.
Consequences may include assessment evidence being rejected, results being withheld, reassessment being required, disqualification and/or other sanctions permitted by the relevant awarding organisation.
Learner Authenticity During Practical Assessments
Tutors may teach, demonstrate, coach and prepare learners before assessment.
During controlled or externally assessed examinations, however, learners are required to demonstrate their own knowledge and practical competence without unauthorised prompting, coaching or assistance.
Learners should therefore ensure that they are sufficiently prepared to independently demonstrate all required practical skills, consultation, health and safety, professional practice and underpinning knowledge required by their assessment.
Models and Student Treatments
Beautorium Training Academy does not provide models for students or examinations.
It is the student's responsibility to source suitable models for classes and/or examinations and ensure relevent patch testing orpreparation is done prior to treatment.
If a model is unsuitable, the student may not be eligible to participate in the practical class or sit the relevant examination.
The Academy will review proposed models at the student's request to assist in determining suitability.
Models attending the Academy are allowing students to practise their skills, undertake assessments/examinations and learn or perfect treatment techniques.
Treatments performed by learners are training treatments and are not guaranteed to be of the same standard as treatments performed by an experienced qualified therapist.
Treatments may be provided at minimal or no charge because they are being performed by a student who is learning, practising or perfecting their skills.
Models cannot be guaranteed a particular treatment outcome.
Beautorium Training Academy cannot undertake to repair, correct or provide financial compensation in relation to the standard or outcome of a treatment performed by a learner during training, subject always to any rights or obligations that cannot lawfully be excluded.
Where any small model charge applies, payment of that charge does not convert the treatment into a treatment performed by an experienced qualified therapist.
Please note that our sister salon/clinic is a separate service and is not responsible or liable for treatments performed by students within Beautorium Training Academy.
Additional Workshops, Courses and Package Offers
Any additional workshops or courses that form part of a qualification package, promotional package or special offer must be undertaken no later than 6 months after the main course finishes, unless otherwise expressly agreed by management.
It is the student's responsibility to book these additional courses from the dates advertised by the Academy.
Where an included additional course or workshop is not used within the applicable timeframe, it will no longer remain valid as part of the offer.
Certificates
Certificates sent by post are the responsibility of the relevant postal service/delivery company once they have been dispatched and proof of postage has been obtained.
Replacement certificates may incur a reprint, administration and/or postage fee.
We encourage learners to collect certificates in person where possible.
Learner Communications and Responsibility
Learners are responsible for familiarising themselves with:
course requirements;
course dates;
attendance requirements;
coursework and submission dates;
examination arrangements;
model requirements;
payment requirements;
qualification requirements;
online learning requirements;
communications issued by the Academy.
Learners should ensure that the Academy has current contact information for them and should regularly check communications relating to their course.
Failure to read an email, message, online learning notice, course document or other communication sent to the contact information provided by the learner does not automatically exempt the learner from a requirement, deadline or arrangement contained within that communication.
Complaints, Assessment Decisions and Appeals
Beautorium Training Academy takes learner concerns seriously and will endeavour to deal with complaints fairly and professionally.
Where a complaint relates directly to a service, course administration or decision within Beautorium Training Academy's control, the learner should raise the matter with the Academy in the first instance.
Where a matter relates to an awarding-organisation assessment decision, examination result, reasonable adjustment, malpractice decision or another matter governed by ITEC / VTCT Skills, the applicable awarding-organisation procedure may apply.
Learners may be required to complete the Academy's internal complaints, assessment or appeals process before a matter can be escalated externally.
Beautorium Training Academy cannot independently overturn a decision that falls within the authority of an awarding organisation.
Changes to Qualification or Awarding-Organisation Requirements
Awarding organisations may amend qualification specifications, assessment requirements, examination procedures, assessment systems, policies, documentation or regulatory requirements.
Where this occurs, Beautorium Training Academy reserves the right to make changes reasonably necessary to course delivery, assessment arrangements, examination procedures, documentation or learner requirements in order to remain compliant.
Where such a change is required by an awarding organisation or regulatory requirement, it will not in itself constitute a failure by Beautorium Training Academy to provide the programme originally booked.
Where there is a conflict between an older Academy document and a mandatory current awarding-organisation requirement, the applicable current awarding-organisation requirement will take precedence.
Employment and Industry Opportunities
Our students are highly sought after, and we regularly have contact from businesses from various parts of the beauty sector seeking qualified therapists.
We have an extensive network of industry contacts and strong business relationships, and we use this to our students' advantage to provide information regarding training opportunities, work experience and potential employment opportunities.
Any employment or work-experience opportunity will remain subject to the requirements and decisions of the relevant employer/business and is not guaranteed by Beautorium Training Academy.
Online Orders for Physical Products
We use tracked services for both Standard and Express delivery.
Once tracking confirms that an order has been delivered to the address provided by the customer, we consider the delivery complete.
If you believe your order has not been received despite tracking showing "delivered", please contact us within 7 days.
We may also advise you to contact An Post or the relevant delivery company directly for further information.
While Beautorium Training Academy is not liable for parcels that tracking records show as delivered but which are subsequently reported missing, we may, at our sole discretion and without obligation, review the circumstances and consider alternative options.
Management Discretion
The Academy Director reserves the right to review the cancellation policy and individual circumstances on a case-by-case basis at their discretion.
The exercise of discretion or goodwill in one case does not create a precedent or obligation to provide the same outcome in another case.
Management reserves the right to update or modify Academy policies and Terms & Conditions where reasonably necessary, including to reflect operational, legal, regulatory or awarding-organisation requirements.
Where a matter falls within the Academy's discretion, management's decision will be final, subject always to applicable statutory rights and any relevant awarding-organisation complaints or appeals procedure.
Nothing within these Terms & Conditions is intended to remove or restrict any consumer or other statutory rights that cannot legally be excluded.
Thank you for understanding and for choosing Beautorium Training Academy.