Terms & Conditions

Introduction

These Terms and Conditions (“T&Cs”) apply to all bookings made with Black Onyx Academy Ltd. By enrolling on a course, the learner (“Participant”) agrees to comply with the terms set out below.

1. Course Bookings and Timelines

1.1 Course places are offered on a first-come, first-served basis and are only confirmed once the required deposit/ELCAS number has been received.

1.2 Bookings should be made as early as possible to secure a place. Provisional bookings will only be held for 5 business days (for non ELCAS participants) pending receipt of the deposit.

1.3 Full payment of all course fees must be received no later than 14 calendar days prior to the course start date, unless otherwise agreed in writing.

1.4 Failure to make payment within the stated timelines may result in the booking being cancelled and the deposit forfeited.

2. Deposits and Payments

2.1 A deposit is required to secure all course bookings. The deposit will be offset against the total course fee.

2.2 Payment details: Deposits and balances should be paid to:
Black Onyx Academy – Account Number: 23942163 | Sort Code: 20-08-64 | Ref: Full Name

2.3 Deposit requirements are as follows:

Where ELCAS and IRTC Funding Are Used:
The Participant’s personal contribution amount, as specified by ELCAS, will be required as the deposit.

Where No ELCAS Funding Is Used:
A deposit equal to 50% of the total course fee is required at the time of booking.

2.4 The remaining balance (after deposit) must be settled no later than 14 days prior to the course commencement date.

3. Cancellations, Transfers, and Deposit Policy

3.1 All deposits are non-refundable under any circumstances.

3.2 If a Participant is unable to attend their chosen course, they will be offered the opportunity to transfer to an alternative course of equal value within a 12-month period from the original booking date. If, however, notice of non-attendance must be given no later than 10 business days prior to course scheduled start date & time. Failure to comply will result in the loss of all deposit and individual’s course total amount.

3.3 Course transfers are subject to availability and must be arranged in writing.

3.4 If a Participant fails to attend a course without providing written notice, all fees paid (including deposits) will be forfeited.

3.5 In the event Black Onyx Academy cancels or reschedules a course (NLT than 10 business days), Participants will be offered either:

• A transfer to another course date of equal value, or
• A full refund of fees paid (excluding non-refundable deposits if cancellation is due to Participant fault).

4. Use of ELCAS/IRTC Funding – Provider ID 13109

4.1 Where ELCAS/IRTC funding is being used, it is the responsibility of the Participant to ensure all applications, approvals, and documentation are completed in accordance with ELCAS timelines.

4.2 Black Onyx Academy cannot guarantee a place on the course if ELCAS/IRTC paperwork has not been processed by the required deadlines.

4.3 Any shortfall not covered by ELCAS/IRTC funding must be paid by the Participant directly, with the required deposit submitted as per Section 2.

5. General Terms

5.1 Participants are expected to conduct themselves professionally and in accordance with Academy policies.

5.2 Failure to meet behavioural, attendance, or course requirements may result in removal from the course without refund.

5.3 Black Onyx Academy reserves the right to amend course dates, times, or locations as necessary. Any significant changes will be communicated to Participants in advance.

5.4 By making a booking, the Participant acknowledges and agrees to these Terms and Conditions in full.

6. Contact Information

For queries regarding bookings, deposits, or transfers, please contact:
Black Onyx Academy
Email: Matthew@blackonyxacademy.com

7. Facilities and On-Site Information

7.1 Parking: Free on-site parking at Black Onyx Academy is available for all course participants throughout the duration of their CP training. Those undertaking training at Black Onyx Academy must park at the adjacent carpark south of the facility (no parking is permitted in front of the Academy). Guidance with regards to this will be given on arrival and during course induction. Vehicles are parked at the owner’s risk, and Black Onyx Academy accepts no responsibility for loss or damage to personal property left in vehicles or on Academy premises.

7.2 Accommodation: At present, no on-site accommodation is available. Participants requiring overnight stays are encouraged to make independent arrangements at local hotels or guest houses. A list of nearby accommodation options can be provided upon request to assist with planning. Those within resettlement will be entitled to accommodation under the direction of their independent UPO/Clarks.

8. Facilities and Welfare

8.1 Meals & Refreshments. Water, tea and coffee making facilities are available throughout the day within the training facility. Learners are encouraged to make use of the refreshment areas during scheduled breaks.

8.2 Pre-Course Self-Study. All learners are required to complete pre-course self-study in at stipulated within the joining instructions. This will need completing before attending the first training day. This self-study component provides essential foundational knowledge of the key responsibilities, legislation, and professional standards expected of door supervisors within the Close Protection sector. Completion of this module is mandatory and forms part of the assessed learning requirement.

8.3 Reasonable Adjustments Policy (RPL). Black Onyx Academy is committed to supporting all learners through a comprehensive Reasonable Adjustments Policy. We recognise that individuals may have different needs and are dedicated to creating an inclusive environment that removes barriers and promotes equality. Reasonable adjustments are made to ensure that learners with disabilities, medical conditions, or other specific requirements can fully participate and achieve success. By working closely with learners to identify and address individual needs, the Academy ensures fairness, dignity, and accessibility across all training programmes.

8.4 Equality and Diversity (E&D). Black Onyx Academy values diversity and is committed to fostering an inclusive environment where all individuals have equal opportunities to learn and progress. Our Equality and Diversity Policy ensures that every learner, regardless of background or circumstance, is treated with respect and fairness. Through inclusive practices, we aim to eliminate discrimination, celebrate diversity, and empower learners to reach their full potential in a supportive learning community.

8.5 Complaints Policy. Black Onyx Academy operates a clear and transparent Complaints Procedure designed to ensure any concerns or grievances are addressed promptly and fairly. All learners, staff, and stakeholders are encouraged to raise issues constructively, with the assurance that every complaint will be handled confidentially and respectfully. Feedback is valued as an opportunity for continuous improvement and plays a vital role in maintaining the Academy’s high standards of professionalism and accountability.

8.6 Standards of Behaviour. All staff, instructors, and learners are expected to uphold the highest professional standards throughout their engagement with Black Onyx Academy. The following behaviours are expected:

Professional Conduct

• Punctuality: Arrive on time for all sessions and activities.
• Preparedness: Bring required materials and maintain a positive attitude.
• Dress Code: Comply with Academy dress regulations for all training and assessment sessions.
• Focus: Participate fully in all training activities and avoid distractions such as mobile phone use.

Respect and Inclusivity

• Respect the backgrounds, beliefs, and experiences of all individuals.
• Communicate in a polite, constructive, and professional manner.
• Maintain a harassment-free environment – bullying, discrimination, or harassment will not be tolerated.

Health and Safety

• Follow all health and safety guidance provided during inductions and sessions.
• Report hazards, injuries, or unsafe practices immediately to an instructor or staff member.
• Inform the Academy of any health issues that may affect participation.

Integrity and Accountability

• Act honestly in all assessments, activities, and communications.
• Take responsibility for personal behaviour and professional development.
• Maintain confidentiality where appropriate.

Commitment to Learning

• Engage fully with all training activities and assessments.
• Support peers and foster a positive learning atmosphere.
• Be open to feedback and committed to continuous improvement.

Use of Facilities

• Treat Academy property, equipment, and learning spaces with respect.
• Maintain cleanliness and report any damage or issues promptly.

Drugs and Alcohol

Anyone found to be under the influence of drugs or alcohol during the course will be immediately removed from the training. This policy is in place to safeguard the learning experience for all participants and to maintain a safe and respectful environment.

Physical Intervention

As you will undergo a physical intervention assessment, it is essential that you always maintain safety throughout the process. This includes following all instructions carefully, using appropriate techniques, and ensuring that your actions do not pose a risk to yourself or others. Your safety is paramount, and it is important to demonstrate a clear understanding of the physical intervention skills while being mindful of the environment and the well-being of fellow participants. By adhering to safety protocols and demonstrating control and professionalism, you contribute to a safe and effective training experience for everyone involved.

All students will be required to complete a comprehensive health questionnaire prior to undertaking any physical intervention training. This measure ensures that instructors are aware of any pre-existing medical conditions, injuries, or other health concerns that may affect the student’s ability to safely participate in the training. The questionnaire will also help identify individuals who may require additional support or adjustments to their training to minimise the risk of injury or adverse effects. By prioritising health and safety, this process safeguards the well-being of all participants while maintaining the high standards of the training program.

Dress Code

For the Level 3 Close Protection Course, the dress code is smart casual. Learners are expected to present themselves in a professional manner. Trainers, flip-flops, and overly casual attire are not permitted. Suitable options include collared shirts, polo shirts, trousers, and appropriate footwear. This ensures that all participants maintain a standard of appearance that reflects the professionalism required in the security industry.

Physical Intervention – Clothing

• Loose Comfortable Clothing: It is advised to wear loose and comfortable clothing during the Physical Intervention unit. While sports kit is not required, clothing that allows for ease of movement is recommended.
• Closed-In Footwear: All participants must wear closed-in footwear. Sandals or sliders are not allowed for safety reasons.
• Jewellery and Watches: For safety purposes, participants are required to remove all jewellery and watches during the training. This helps prevent any potential injuries during physical activities.
• Personal Responsibility for Items: The training centre will not be responsible for any items left in the classroom. Participants are advised to keep track of their belongings and not leave valuable items unattended.
• Respectful Clothing: Participants should avoid wearing clothing that may cause offense to others. It is important to create a respectful and inclusive environment during the training.

9. Identification

At least one document must show the learner’s current address.
At least one document must show their date of birth.

Group A Documents

• A passport that is signed, current, and valid
• A driving licence photocard issued by the Driver and Vehicle Licensing Agency (DVLA) in the UK
• A driving licence photocard and its paper counterpart issued by the Driver and Vehicle Agency (DVA) in Northern Ireland
• A UK original birth certificate issued within 12 months of birth
• A UK biometric residence permit card

Group B Documents – Documents that confirm your identity and your address

• A bank or building society statement from the last 3 months (we will accept 2 statements, but only if they are from different banks or building societies)
• A utility bill (for example: gas, electric, telephone, water, satellite TV or cable TV) from the last 3 months
• A credit card statement from the last 3 months (we will accept 2 statements, but only if they are from different credit-card providers)
• A council tax statement from the last 12 months
• A mortgage statement from the last 12 months
• A letter from the last 3 months from any of the following: HM Revenue and Customs; the Department of Work and Pensions; a Jobcentre Plus – or any other employment service; a local authority
• A P45 or P60 tax statement from the last 12 months
• A paper version of a current UK driving licence (not the paper counterpart to a photocard)
• A driving licence photocard issued by the DVA in Northern Ireland (not the paper counterpart)
• A pension, endowment or ISA statement from the last 12 months
• A valid UK firearms licence with photo

Unless stated otherwise, 2 forms of the same type of document will not be accepted. For example, we will not accept 2 council tax statements. We will only accept 1 council tax statement and 1 document of a different type.

In addition to the above you will be required to provide us with a photograph (passport style picture) and a picture of your signature. Further information will be discussed with you regarding this on the first day of the course.