1. Scope

This policy applies to all VTCT and VTCT-related courses, training programmes, theory access, learner registration, assessments, examination bookings, practical training dates and associated services provided by KClinics Academy.

2. Booking Stages

For clarity, the booking process may involve more than one stage: a) Application / Administration / Enrolment Preparation Stage
This includes, where applicable, initial advice, eligibility review, document checks, suitability discussions, administrative processing, provisional planning, learner onboarding preparation, theory setup preparation, registration preparation, scheduling and related administration. b) Enrolment / Registration / Course Delivery Stage
This includes formal enrolment onto the course, learner registration, release of theory materials or platform access, allocation of training dates, booking of assessments, booking of examinations, and delivery of training and related services.

3. Application / Administration Fee

An Application / Administration Fee of £500 per Course applies to all bookings and is non-refundable in all circumstances.

This fee covers administrative and preparatory work carried out by KClinics Academy in connection with the learner’s application, onboarding, document handling, planning, scheduling, learner file preparation, communications and course preparation.

The Application / Administration Fee may either be charged separately or included within the total Course Fee shown on the invoice or offer. Where it is included within the Course Fee, £500 of the total Course Fee shall be treated as the non-refundable Application / Administration Fee.

Unless expressly agreed otherwise in writing, the Application / Administration Fee is non-refundable, including where the learner cancels, withdraws, fails to attend, changes their mind or does not proceed with the Course.

4. Cancellation Before Enrolment

If the learner decides not to proceed before formal enrolment has been completed, the course place may be cancelled; however, the £500 Application / Administration Fee will be retained and is non-refundable. This is because KClinics Academy incurs administration, staffing, planning and preparatory costs from the point at which the learner instructs us to begin processing the booking.

5. Enrolment and Start of Services

Enrolment is treated as having taken place once one or more of the following has occurred: 

the learner has been formally enrolled or registered onto the course; 

theory access, online learning access, portal access or course materials have been released or activated; 

training dates have been reserved or confirmed; 

assessments or examinations have been booked or arranged;

the Academy has commenced course-related services at the learner’s request.

Once enrolment has taken place, the Academy commits resources, staffing, scheduling, learner administration and delivery capacity specifically to that learner.

6. Consumer Cancellation Rights

Where a booking is made online, by email, by telephone or otherwise at a distance, the learner may have statutory cancellation rights under the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013. Where those Regulations apply, KClinics Academy will provide the learner with the required pre-contract information, including information about cancellation rights where applicable. If the learner requests that KClinics Academy begin providing services during any applicable cancellation period, the learner expressly requests immediate performance of those services.

The learner also acknowledges that: 

if services are supplied during any applicable cancellation period, the learner may be required to pay for the proportion of services supplied up to the date of cancellation; 

if the relevant service has been fully performed after the learner’s express request, the statutory right to cancel may be lost; 

if digital content or online theory access is supplied immediately, and the learner has expressly consented to immediate supply and acknowledged the consequences, the statutory right to cancel that digital content may be lost once supply begins.

Nothing in this policy removes any cancellation right that cannot lawfully be excluded.

Where online theory access, platform access, learner portal access, digital materials, videos, manuals, downloads or other digital content is provided immediately, the learner expressly consents to immediate supply and acknowledges that, once access has been granted, any statutory right to cancel that part of the service may be lost in accordance with the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013.

7. Position After Enrolment

Once enrolment, learner registration, theory release, scheduling, assessment booking, examination booking or course delivery has begun, refunds are not normally available except where required by law. This is because the Academy will already have incurred costs and committed resources in reliance on the learner’s booking. Where the learner is legally entitled to cancel, any refund will be reduced to reflect: 

the £500 Application / Administration Fee where applicable; 

the value of services already supplied;

learner registration or awarding-body-related costs already incurred; 

theory, platform or digital learning access already provided; 

staffing, scheduling, assessor, IQA, examination or other third-party costs already committed, where lawfully chargeable.

8. Non-Attendance, Withdrawal and Change of Mind

No refund will normally be given where the learner: 

fails to attend; 

arrives late and misses training; 

withdraws from the course after enrolment; 

changes their mind after enrolment;

fails to complete required coursework, case studies, assessments or examinations; 

is unable to continue because they did not meet course requirements, entry requirements, assessment requirements or awarding-body requirements; 

does not respond to reasonable requests needed to progress the course.

9. Deferrals, Transfers and Completion at a Later Date KClinics Academy may, at its sole discretion, offer a deferral, transfer or later completion option where there are genuine exceptional circumstances. Exceptional circumstances may include serious illness, serious family emergency, or other significant circumstances supported by satisfactory evidence.

Any deferral, transfer, reassessment, rebooking, later completion or reactivation of training may be subject to: 

administration fees;

new course fees or fee differences;

assessor fees; 

IQA fees;

examination fees;

awarding body fees; 

updated pricing in force at the time of rebooking.

A discretionary transfer or deferral is not a refund and does not create any automatic entitlement to future training unless confirmed in writing by the Academy.

10. Missed Dates

Missed practical dates, assessments, exams, observations, submissions or deadlines may require rebooking and may incur additional charges. The Academy is not obliged to repeat training, assessment time or booked sessions free of charge where absence or delay is caused by the learner.

11. Academy Cancellation or Rescheduling

If KClinics Academy needs to postpone, reschedule or amend dates due to tutor availability, illness, operational reasons, insufficient learner numbers, venue issues, awarding-body requirements or other circumstances beyond reasonable control, the Academy may offer an alternative date or alternative arrangement. If the Academy cancels a course and is unable to offer a reasonable alternative, the learner will be entitled to a refund of sums paid for the undelivered part of the course only. The Academy will not be liable for consequential or indirect losses, including travel, accommodation, childcare, loss of earnings or similar expenses, except where liability cannot lawfully be excluded.

12. Fair Use of Terms

All fees, cancellation positions, non-refundable elements and any learner liabilities are intended to reflect the Academy’s real administrative, staffing, scheduling, delivery and third-party costs, together with the resources committed to each booking. If any provision of this policy is found unenforceable, the remainder of the policy shall continue to apply to the fullest extent permitted by law.

13. Governing Rights

Nothing in this policy affects the learner’s statutory rights under applicable law, including the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013 and the Consumer Rights Act 2015. 14. Acceptance By paying any invoice, deposit, application fee, administration fee or course fee, and/or by asking the Academy to begin any application, enrolment, registration, theory access, scheduling or course-related service, the learner confirms that they have read, understood and accepted this policy and the Academy’s Terms and Conditions. ​

14. Complaints Procedure

If you have any concerns regarding this policy or its application:

Send an email to support@kclinics.co.uk with the specifics of your issue.

A clinic manager will analyze your complaint and work to find a quick solution.

15. Policy Updates

We reserve the right to update this policy as needed. Information about updates will be posted on our website or in our clinics. The last update was made on 10.04.2026.

16. Contact Information

For inquiries or assistance, please contact us: 

Email: support@kclinics.co.uk

Phone: 075 00 075 775

Address: 4 Charterhouse Bldgs, Goswell Rd., London EC1M 7AN