Terms and Conditions
1.1 ‘AoEC’ means the Academy of Executive Coaching Ltd.
1.2 ‘Applicant’ means an individual or company who wishes to enrol in an AoEC Event.
1.3 ‘Participant’ means an individual or company who has submitted an Application, whose payment has been received (where relevant) and who has been accepted onto the Event.
1.4 ‘Course’ and ‘Programme’ are used interchangeably and mean the entire training Programme for which a single fee is charged and to which an Applicant commits.
1.5 “Data Protection Legislation” means UK GDPR and the Data Protection Act 2018.
1.6 ‘Module’means one or more consecutive training days that make up a series of non-consecutive training Events to form a single Course or Programme.
1.7 ‘Start of Programme’ means the calendar day of the first day of the Programme or Course.
1.8 ‘Start of Advanced Programme’ is the Orientation Module.
1.9 ‘Event’ means any time the AoEC sponsors an in-person opportunity for others for free or for a fee.
1.10 ‘Workshop’ means a stand-alone training Course or Programme.
2.1 Fees are correct at time of publishing. However, AoEC reserves the right to adjust these prices in order to meet their true cost.
3. Payment Terms
3.1 All payments must be made in advance of the start of the Programme, with the exception of late Applicants.
3.2 Without payment, Applicant is not booked onto the Course and cannot attend.
3.3 It is the responsibility of the Applicant to confirm his/her place by forwarding payment.
3.4 A place on a Programme is not confirmed until full payment has been received, unless otherwise stated in the offer letter/email or Invoice.
3.5 Full payment is due within 30 days from the date of the Invoice or at least 30 days prior to the start of a Course, whichever is the sooner.
3.5.1 Exception: For all Modular Programmes, part of the payment may be made by Standing Order subject to a signed written agreement and confirmation by the AoEC.
3.6 Payment can be made by cheque, credit/debit card or bank transfer.
3.7 Interest will be charged at the rate of 8% above Bank of England Base Rate for late payment.
3.8 To qualify for Early Bird pricing incentives, payment in full must be received by the specified Early Bird date. The full published Programme price will become payable if payment is not received by this specified date.
3.9 The full sterling price as detailed on the Invoice is payable in order to secure a place. Due account should be taken when making payment to ensure that any bank transfer charges are added to the payment and sufficient local currency should be made available to ensure the full sterling amount is received by the AoEC when calculating the exchange rate at the date of transfer.
4.1 Should Participant wish to transfer to a later Programme, the AoEC has a policy to apply charges depending on the length of notification given in writing.
4.2 Written notification (by email or post) must be received within normal office working hours and receipt acknowledged by AoEC. Oral notification will not be accepted.
4.3 The transfer option only applies to Participants who are transferring to a different date for the same type of Programme.
4.4 Participants must specify their choice of transfer date at the time of transfer.
4.5 The option to transfer can only be used once, after which non-attendance will be treated as a cancellation and all payments to AoEC will be due.
4.6 If a Participant uses the transfer option, the original Programme Invoice and the transfer Invoice remain due, if the transfer reservation is subsequently cancelled the standard AoEC cancellation penalties will apply.
4.7 Participants may not transfer to a Module on a later Programme. Attendance at each scheduled Module for the Programme booked and the Assessment Day(s) are required in order to successfully complete the Programme. Exceptions will be handled on an individual basis, be subject to availability, carry an additional charge to cover the administrative costs incurred and are at the sole discretion of the AoEC & faculty. If a deferment is agreed all payment instalments will be due as stated on original Invoice. Completion of the Programme must be within 6 months of deferment date. If the Programme is not completed within this time frame the Participant will be required to pay the full fee to start the Programme from Module 1.
4.8 Programme transfer requests received:
4.8.1 more than 30 days in advance of the start of the Programme -- no charge
4.8.2 15 to 30 days in advance of the start of the Programme -- 25% transfer charge of full Programme fee
4.8.3 less than 15 days in advance of the start of the Programme -- 50% transfer charge of full Programme fee.
5. Cancellation by Participant
5.1 Notice of cancellation from a Programme must be in writing (by email or post) and must be received within normal business hours with receipt acknowledged by AoEC.
5.2 Oral notification will not be accepted.
5.3 Cancellations received:
5.3.1 more than 60 days in advance of the start of the Programme -- no cancellation penalty
5.3.2 30 to 60 days in advance of the start of the Programme -- 25% cancellation penalty
5.3.3 15 to 30 days in advance of the start of the Programme -- 50% cancellation penalty
5.3.4 14 to 7 days in advance of the start of the Programme -- 75% cancellation penalty
5.3.5 less than 7 working days in advance of the start of the Programme -- 100% cancellation penalty
5.4 Exceptions for the Advanced Programme:
5.4.1 The £1,000 Advanced Programme Deposit is non-refundable.
5.4.2 If after the Orientation Module the AoEC believes it is in the Participant’s best interest to withdraw from the Advanced Programme, all fees will be refunded except the non-refundable £1000.00 deposit, less £500.00 + vat.
5.4.3 Should a Participant leave or withdraw after the start of the Advanced Programme, all fees for the Programme will be payable in full and the Cancellations Penalties set out in the AoEC Terms and Conditions will apply to the Total less the unused Residential Accommodation Fees.
5.4.4 Should a Participant leave before completion of one of the Modules, the fees associated with that Module will still be payable in full (e.g. Residential Accommodation Fees).
5.4.5 AoEC retains the right to make changes to the Advanced Programme as shown in the interests of Programme integrity.
5.5 Exceptions for the Systemic Team Coaching Diploma:
5.5.1 The Systemic Team Coaching Certificate is a Programme in its own right and once attended payment is non-refundable.
5.5.2 If after the Systemic Team Coaching Certificate the AoEC believes it is in the Participant’s best interest to withdraw from the Systemic Team Coaching Diploma Programme, all fees will be refunded except the cost of the Systemic Team Coaching Certificate Course.
5.5.3 Should a Participant leave or withdraw after the start of the Systemic Team Coaching Diploma, all fees for the Programme will be payable in full.
5.5.4 AoEC retains the right to make changes to the Systemic Team Coaching Diploma in the interests of Programme integrity.
5.6 Inability to attend a pre-booked and paid for Module due to unforeseen circumstances constitutes cancellation and the above conditions will apply to the individual Module.
5.6.1 Exception for Assessed Programmes:
Attendance at each scheduled Module and at the Assessment Day(s) for your Assessed Programme is required in order to successfully complete the Programme. Exceptions will be handled on an individual basis at the discretion of the AoEC and faculty.
If for any reason the Participant is unable to attend a Module, notice must be in writing (by email or post) and must be received at least one month in advance within normal business hours and receipt acknowledged by AoEC, (oral notification will not be accepted), otherwise the full fee for accommodation and catering will be due.
5.7 Tutorials (Practitioner Diploma programme)
If for any reason a Participant needs to cancel or re-schedule a tutorial, with less than 24 hours notice, a £150 + vat charge will be applied. Please note you must attend both tutorials in order to pass the Diploma.
6. Cancellation or Changes by AoEC
6.1 The AoEC reserves the right to cancel Events, Programmes or Workshops, as necessary. If an Event, Programme or Workshop has to be cancelled, the AoEC will make every reasonable effort to reschedule to an alternative date and will automatically move confirmed bookings to the alternative date. The AoEC will provide the Applicant with as much notice as is possible given the circumstances for the date change. Notice will be given in writing (email or post).
6.2 If a Participant is unable to attend the alternative date, the AoEC will provide a full refund for the amount paid for the Event, Programme or Workshop.
6.3 The AoEC reserves the right to cancel Events, Programmes or Workshops, revise dates, times and fees or substitute facilitators or attending faculty, as necessary.
6.4 If the AoEC changes the venue of an Event, Programme or Workshop, even at short notice, the AoEC will not reimburse travel or accommodation costs, associated with changes.
7.1 Depending on the circumstances, the AoEC may agree to switch a Participant who is booked onto a Programme or Workshop with another Participant from the same organisation or company. A fee of 10% of the total cost of the Programme or Workshop will be charged to make the changes.
8. Not Happy with the Event, Programme or Workshop
8.1 If Participant is unhappy with the Event and feels that it does not meet the description given on the AoEC website and Participant notifies the facilitator by end of first day of the Programme or Workshop, a discretionary refund may be given for the Programme or Workshop. The reasons for dissatisfaction will be noted and if deemed reasonable by the AoEC, a full refund will be given for the total amount paid for the Programme or Workshop.
8.2 Non-attendance at the Event disqualifies a Participant from any refund.
8.3 In no circumstances shall AoEC’s liability (if any) under these Terms and Conditions exceed the amount paid by the appropriate Participant.
9. How we use your personal information (Data Protection)
9.1 All personal data that We may use will be collected, processed, and held in accordance with the provisions of the Data Protection Legislation and Participant’s rights thereunder.
9.3 AoEC will not share any of Participant’s personal data with any third parties for any purposes, subject to the following exceptions contained in the Privacy Notice and the following for Participants of the Practitioner Diploma in Executive Coaching programme:
Activity Carried Out
Hoolr Education Limited (“Hoolr”) (Date Processor)
Online platform for Participants to arrange coaching sessions, log coaching, coach training and reflections.
10. Codes of Conduct
10.1 The AoEC holds a policy for the code of conduct for Participants and for Facilitators. Should this code of conduct be broken, or monies be due and owing to the AoEC, the AoEC reserves the right to withdraw facilities from, withhold academic awards and terminate a place on the relevant Programme or Workshop.
11. Governing Law
11.1 These Terms and Conditions are governed by English law.
Things to be aware of:
The AoEC is committed to protecting and respecting your privacy and we will only use your information to administer your enquiry and provide the products and services you requested from us. This document explains with whom and why we would need to share your information.
A number of our core programmes have been recognised by the ICF (International Coaching Federation), the EMCC (European Mentoring and Coaching Council) and the AC (Association for Coaching). As part of the accreditation process cohort data, including names and contact details, may be required by the accrediting bodies. The EMCC requires the return of participant data for the EMCC Global Individual Accreditation (EIA) and Individual Team Coach Accreditation (ITCA) awards. Access to participant records, including written feedback and assessment materials, is also required by the accrediting bodies and our external verifier to perform audits of AoEC standards. You may be contacted by one of our accrediting bodies to take part in a programme evaluation process.
A further part of the accreditation process is the requirement to video/audio record practice sessions within some programmes, including group sessions, small group work and at times, the final assessment.
All participant records and copies of video/audio recordings will be treated in complete confidence by the ICF, EMCC and AC. These will not be passed to any other body or person without express authority.
In addition to sharing information with the accrediting bodies, a requirement of some of our programmes is to share the following with other participants of your cohort and the programme faculty:
- email address
- contact number
- video/audio recordings of coaching sessions
- assessment material for calibration or anonymised guidance for future participants (faculty only)
All participants will maintain the confidentiality of the shared recording sessions during the programme and will not disclose the same to any third party without express consent in writing from the individuals concerned and from the AoEC. All participants must agree to not duplicate or reproduce such confidential information.
No person will directly or indirectly use such confidential information for its own purposes either for or in relation to any products or in connection with any contracts, business dealings or arrangements with third parties, but shall in all respects, use such confidential information only within the frame of the purpose.
By pressing submit at the end of the form you are confirming your consent and agreement to all of the above.
Please also note: One of the requirements of our programmes in the UK is to coach in English and to be coached in English – please discuss with us if you have any concerns around this.