Registered Office: Courtyard Offices, Apsley House, Waterloo Lane, Chelmsford, CM1 1BD
Website: https://whitefiretechnologies.com
1. Purpose of This Policy
The purpose of this Refund Policy is to clearly explain:
- When students and participants are eligible for refunds
- The process for requesting and receiving a refund
- Circumstances under which refunds may be denied
- How UK consumer rights apply to digital and educational services
This Policy is part of our wider Terms & Conditions and should be read in conjunction with our Privacy Policy and GDPR & Data Protection Policy.
2. Legal Framework
This Refund Policy complies with:
- Consumer Rights Act 2015 – establishes consumer rights for goods, services, and digital content.
- Consumer Contracts Regulations 2013 – governs cancellation rights for distance/online sales.
- Digital Content Rules (UK/EU law) – governs refunds for digital products like e-learning modules.
- UK GDPR and Data Protection Act 2018 – for handling customer data during refund processes.
3. Scope of Refund Policy
This Policy applies to all Services offered by White Fire Technologies, including:
- Online courses (self-paced, instructor-led, or hybrid).
- In-person training programmes delivered at our premises or partner sites.
- Internship and career support programmes.
- Digital resources such as downloadable materials, recorded lectures, templates, or assessments.
- Certification programmes issued directly by us or in partnership with other institutions.
4. General Refund Principles
4.1 Fairness and Transparency
We aim to provide fair, transparent, and consistent refund terms.
4.2 Proof of Purchase
Refund requests must be supported by proof of purchase (invoice, payment receipt, or confirmation email).
4.3 Refund Method
All refunds will be processed via the original method of payment unless otherwise agreed.
4.4 Processing Time
Refunds are typically processed within 14 business days of approval.
5. Eligibility for Refunds
5.1 Cooling-Off Period (Distance Learning Purchases)
- Under the Consumer Contracts Regulations 2013, you have a 7-day cooling-off period from the date of purchase for Services bought online.
- However, if you access digital course materials immediately after purchase, you waive the right to a refund for those digital elements once access has begun.
5.2 Online Courses (Digital Learning)
- Refunds are available if requested within 14 days of purchase and the course has not been accessed or downloaded.
- Partial refunds may apply if only a portion of the course has been accessed.
- No refunds will be issued once more than 25% of course content has been accessed, as the value of the digital content is deemed delivered.
5.3 In-Person Training Programmes
- If you cancel at least 14 days before the training start date, a full refund will be issued.
- If you cancel between 7–13 days before, a 50% refund will be issued.
- If you cancel less than 7 days before, no refund will be provided, unless exceptional circumstances apply (see Section 8).
5.4 Internships & Career Support Programmes
- Due to the structured and resource-intensive nature of internship placements, refunds are limited.
- Full refund if cancellation is made within 14 days of purchase and before programme commencement.
- Partial refund (50%) may be considered if withdrawal occurs within the first 2 weeks of the programme.
- No refunds will be issued after the first 2 weeks of active participation.
5.5 Certification Programmes
- Certification fees are non-refundable once exams, assessments, or certifications have been attempted.
If technical or administrative errors prevent access, we will provide either:
- Free re-enrolment, or
- Full refund if the issue cannot be resolved.
6. Exceptions
Refunds will not be provided in the following cases:
- Where course content has been substantially accessed or completed.
- Where downloadable digital resources (e.g., eBooks, recorded lectures) have been accessed.
- Where the participant has been removed for breach of Terms & Conditions, academic misconduct, or inappropriate behaviour.
- Where non-attendance is due to the participant’s own scheduling conflicts without prior cancellation.
7. Technical Failures & Service Disruption
If our platform experiences significant technical failure preventing you from accessing the course, we will offer:
- An extension of access at no extra cost, or
- A partial/full refund, depending on the severity and duration of the disruption.
8. Exceptional Circumstances
We may consider refunds outside normal policy in exceptional cases such as:
- Serious illness or medical emergency (supporting documentation required).
- Bereavement of a close family member.
- Force majeure events (natural disasters, government restrictions).
Such refunds are issued at our discretion and handled sensitively.
9. How to Request a Refund
9.1 Step-by-Step Process
- Submit a refund request in writing to [info@whitefiretechnologies.com].
- Include proof of purchase, course details, and reason for the refund request.
- Our team will acknowledge receipt within 5 business days.
- The request will be assessed in line with this Policy.
- You will receive a written decision and, if approved, a refund will be issued within 14 business days.
9.2 Evidence Required
Depending on circumstances, you may be asked to provide:
- Proof of purchase
- Evidence of non-access to course materials
- Supporting documents (e.g., medical note for exceptional refunds)
10. Refund Amounts & Deductions
- Refunds may be subject to administrative deductions (e.g., payment processing fees).
- Any bonus materials (e.g., free eBooks, toolkits) must be returned or their value deducted from refunds.
11. Your Statutory Rights
Nothing in this Policy affects your statutory rights under UK law. If there is any conflict, your statutory rights prevail.
12. Contact Information
For refund enquiries, please contact:
Refunds Department
White Fire Technologies
Courtyard Offices, Apsley House, Waterloo Lane, Chelmsford, CM1 1BD
Email: info@whitefiretechnologies.com
If you remain dissatisfied after contacting us, you may escalate to:
- Citizens Advice Consumer Helpline
- Alternative Dispute Resolution (ADR) schemes recognised in the UK
- Small Claims Court (if applicable under UK law)
