Terms and Conditions – Optimal First Aid Ltd
Effective Date: 13th June 2025
1. Company Details
All activities advertised on our website are operated by Optimal First Aid Ltd, a company registered in England and Wales (Company Number: 13293924). By booking with us, you agree to be bound by the terms and conditions outlined below.
2. Booking Notice & Payment – Open Courses
Full payment must be made at the time of booking for open courses.
Bookings are not confirmed and remain open to others until full payment is received.
Clients must ensure they are available to attend on the date booked. Bookings are not transferable.
If you arrive late or miss a session, we reserve the right to refuse admission. No refund will be given.
It is your responsibility to ensure all information entered at the time of booking is accurate.
Should you request any changes after booking, an administration charge of £30 will apply.
Cancellation by You:
Cancellations made more than 4 weeks (over 20 working days) before the course start date will receive a full refund minus a £30 administration charge.
Cancellations made 2 weeks (10 working days) or less before the start date will be charged 50% of the total amount due.
Cancellations made 1 week (5 working days) or less before the start date will be charged 100% of the total amount due.
These cancellation terms are non-negotiable.
3. Booking Notice & Payment – Private Courses
Private courses are invoiced after we receive a completed booking form and a valid purchase order.
If you book more than 4 weeks in advance, a 50% deposit is required to secure your booking. The full balance must be paid no later than 10 working days before the course start date.
If you book within 4 weeks of the course date, full payment is required upfront.
Bookings are only confirmed once the required payment (deposit or full) is received.
If the deposit is not paid, Optimal First Aid reserves the right to cancel your booking without notice.
Cancellation by You:
Cancellations made more than 4 weeks (over 20 working days) before the course start date will result in loss of deposit.
Cancellations made 2 weeks (10 working days) or less before the start date will be charged 50% of the total amount due.
Cancellations made 1 week (5 working days) or less before the start date will be charged 100% of the total amount due.
These cancellation terms are non-negotiable.
All cancellations must be made in writing to: info@optimalfirstaid.co.uk
Why We Have This Cancellation Policy
We understand plans can change, but private courses require time, preparation, and resource commitment. Cancelling well in advance means we’ve reserved instructors and materials specifically for you, and the deposit helps cover these costs. As the course date gets closer, it becomes harder to rebook your slot, so cancellation fees increase accordingly. At very short notice, refunds aren’t possible because your booking is fully allocated and prepared.
5. Force Majeure (Including Illness, Bereavement & Emergencies)
Optimal First Aid Ltd is not liable for cancellations or disruptions caused by events beyond our control, including but not limited to:
Severe weather, fire, flood, or natural disasters
Illness, injury, medical emergencies
Death or bereavement (participant or immediate family)
Pandemics or public health emergencies
Transport disruption or accidents
Industrial action or strikes
Acts of terrorism, war, civil unrest
Government restrictions or lockdowns
No refunds or transfers will be provided for cancellations due to Force Majeure.
6. Cancellation by Optimal First Aid
While we strive to deliver all courses as scheduled, Optimal First Aid Ltd reserves the right to cancel or reschedule a course due to unforeseen circumstances, including but not limited to instructor illness, venue issues, or other operational problems.
In the event of cancellation by Optimal First Aid Ltd:
We will notify clients as soon as possible.
We will make every reasonable effort to rearrange the course at a mutually convenient date.
If rescheduling is not possible, we will offer alternative dates for you to choose from.
If none of the offered dates are suitable, a full refund of any fees paid will be issued.
Optimal First Aid Ltd is not liable for any additional costs incurred by clients (e.g., travel, accommodation).
a) Insufficient Bookings:
Notification will be given at least 7 days in advance.
Clients may choose a full refund or an alternative course/date.
b) Force Majeure:
No liability or compensation will be paid.
We will attempt to reschedule where possible.
c) Instructor or Venue Unavailability:
We will attempt to reschedule.
If rescheduling isn’t possible or suitable, a full refund will be offered.
All equipment and training materials remain property of Optimal First Aid Ltd unless otherwise stated.
No copying or publishing of course materials is allowed without written permission.
13. Training Venue Requirements
The training room must be well-lit and well-ventilated.
The venue must be used solely for the training activity, without interruptions from other staff or activities.
For First Aid training, venues must have sufficient space to comfortably accommodate seated learners, with additional clear space for practical activities.
The recommended minimum room size is 25ft x 18ft, suitable for up to 12 learners.
Any furniture, such as conference tables, must be arranged or moved to ensure adequate floor space for practical exercises.
Clients are responsible for ensuring that the venue meets all relevant Health and Safety Executive (HSE) requirements. Venue details, including room size, will be requested before booking confirmation.
Our instructors will conduct a venue-specific risk assessment prior to the start of training.
Delegates will be informed of any identified hazards and the appropriate measures to mitigate them.
Optimal First Aid are not responsible for securing, setting up, or cleaning the training venue.
Lunch and refreshments are not provided unless agreed in advance.
E-certificates are issued 1–2 weeks after course completion, subject to QA checks.
16. Health, Fitness & Behaviour
Any health conditions or disabilities must be declared at the time of booking.
Learners must be physically able to perform 2 minutes of CPR at floor level.
Attendees are expected to actively participate — this is a practical training course, not a passive attendance session.
Learners must be suitable to be certified as a first aider. If a learner’s health, behaviour, or ability compromises safety or the learning environment, they may be asked to leave without refund or compensation.
This includes, but is not limited to, issues such as learning difficulties, mobility limitations, or discomfort with typical first aid scenarios (e.g., exposure to blood, vomit, or other bodily fluids).
