REFUND & CANCELLATION POLICY

1. Introduction

1.1 The British Wheel of Yoga Limited, is a charity registered in England and Wales, (no 1136674) and a Company limited by guarantee, registered in England (no 07030679). It will be referred to throughout this document as BWY.

1.2 BWY is recognised by Sport England and Sport Wales as the National Governing Body for Yoga.

1.3 Its stated objective is to advance the education of the public in yoga. BWY has a duty to protect funds and ensure that all payments are made to support and promote the main objectives and purposes of the organisation. BWY are answerable to the Charity Commission for their actions, lack of action and decisions they make.

1.4 Related policies, procedures, guidance and information support this Policy and will be updated regularly.

1.5 This Policy will be made available on BWY’s website.

 

2. Purpose of this Policy

2.1 The purpose of this policy is to set out our terms and conditions regarding the partial or full refund of payments made to the BWY if someone cancels.

2.2 This policy covers all income received by BWY including regional events.

 

3. Policy Statement

3.1 BWY are committed to ensuring consistency regarding cancellations and refunds for all income received.

3.2 BWY has a duty to safeguard funds and all requests for refunds must be made in accordance with this policy and the refunds procedure.

 

4. Scope

4.1 This policy covers all members/non-members who pay for events, training courses or membership with the BWY.

4.2 All cancellations must be requested in the manner stated in the policy.

 

5. Context

5.1 In drafting this policy the relevant legislation and guidance for England and Wales have been considered.

5.2 Supporting policies, procedures, guidance and training will also consider the differences between England and Wales

 

6. Principles

6.1 We are committed to creating and maintaining a fair and inclusive environment for all students and no one will be discriminated against for claiming a refund that is due.

 

7. Commitments

We are committed to ensuring our principles and policy will be put into practice by:

7.1 Ensuring our procedures are accessible to all.

7.2 Ensuring consistency for cancellations and refunds.

 

8. Supporting Policies, Procedures and Guidance

Other policies, procedures, guidance and information will support this policy and be aligned to it. These include:

• Conflict of Interest
• Complaints process
• Code of Conduct

Part 2: Appendix 1

Cancellation and Refund Procedure

The Cancellation and Refund Policy covers all receipts for Membership, Regional and National Events, Training Courses and Course Registration Fees.

For any courses or events cancelled by the BWY a full refund will be given unless another date can be arranged which the member is able to attend and wishes to do so.

If accommodation fees are part of a course or an event a non-refundable deposit will be taken upon booking. The balance of the accommodation fee, once paid, will only be refunded if the costs can be recovered from the hotel by the BWY or the accommodation can be transferred to another person.

All requests for refunds must be made in writing (by email) to [email protected] or in the case of regional events to the relevant event organiser.

Membership

Annual Payments

For membership fees there is a 14-day period where refunds will be made unconditionally. The 14-day period begins on the day BWY receives the payment to their bank account.

Membership is entered into as an annual contract and no refunds will be given beyond the 14-day period.

Any members paying in instalments (only permitted for membership renewals) are liable to pay the full fee for the 12 months subscription. If a monthly payment is missed, the balance remaining will be immediately due in full.

Regional Events

If a person is unable to attend a regional event, they should apply for a refund to the regional event organiser via email. Refunds will be given as follows:

• Cancellation up to 60 days prior to the event date – full refund.
• Cancellation between 59 days and 15 days prior to the event – 50% of the fee.
• Cancellation between 14 days and the day of the event – no refund will be given.

If a place can be filled from a waiting list, a refund less an administration fee of £10, may be offered.

Transfers to another event will only be allowed within the same region and for an event that is to be held within the following six months. Only one transfer is allowed per payment (i.e. if the replacement booking is not attended, no refund is payable and no further transfers may be made.) If the event is more expensive, the additional amount will be payable before the transfer is made. If the event is cheaper, no refund of the difference will be paid.

National Events

If a person is unable to attend a National Event they must notify the BWY by email to [email protected]. Refunds will be given as below.

NB: The event start date is the first day of an event if it is held over more than one day which may not necessarily be the date of attendance.

• Cancellation up to 60 days prior to the event start date – full refund minus non-refundable fees for accommodation.
• Cancellation between 59 days and 15 days prior to the event start date – a refund of 50% of the payment minus non-refundable fees for accommodation.
• Cancellation between 14 days and the event start date – no refund will be given.

Training Courses

Cancellation requests must be made in writing to [email protected].

FCTT/DCTT/GYY/Integration Courses

Non-refundable deposits will not be refunded for any reason, even if the student does not commence the course. If the cost of the course includes an accommodation fee, this will only be refunded, no matter when the cancellation occurs, if the costs can be recovered from the hotel by the BWY or the accommodation be transferred to another person.

The cut-off dates for refunds for the courses are stated in the relevant course handbooks. These cut off dates are final, and no refunds will be available after these dates unless the course is cancelled by BWY.

If a student leaves part way through a course and is paying in instalments, no refunds will be made, however no outstanding fees will be due either.

In exceptional circumstances a student may be permitted to transfer to the same course being run by a different tutor. In the first instance, the student should contact the office on [email protected] to request a transfer form and outline the reasons for their request. This will be considered and a decision advised to the student as soon as possible. A transfer administration fee of £50 will be payable.

Course Registration Fees

Course registration fees, and where applicable Guest Membership fees, are paid by a tutor or ATO on behalf of their students and are payable 14 days before the start of the course. A registration fee or Guest membership fee will only be refunded if there is more than 14 days remaining prior to the course start date.

The individual tutor or ATO may allow students to transfer between courses. This must be notified to the office and an additional fee of 50% of the registration fee will be payable in respect of the new course. A Guest Membership payment may be carried over with no further payment due.

Assessment of Tutor Providing Course Module

The fee paid for a course module assessment is non-refundable.

Please note:

We are under no obligation to accept cancellations and offer any refund outside of the cancellation period. Once the cancellation period has expired, there is no longer an automatic right to cancel and receive a refund. If a refund is due, the person may be required to confirm payment details for the refund to be issued. If the details are not provided within 30 days of the cancellation request the request for cancellation will be denied.