THE HALCYON CLUB LIMITED (THCL) TERMS AND CONDITIONS
Training Course Agreement
Part A – NEC4 ECC Accreditation Courses
1. The Agreement
This Agreement is made between The Halcyon Club Limited (THCL) and the Client. These terms and conditions supersede any prior discussions, representations, negotiations, or any other terms and conditions provided by the Client.
Data is processed using IT systems and organisational measures strictly related to the purposes outlined. In some cases, data may be accessed by individuals responsible for operation or external parties such as service providers, hosting providers, or communications agencies appointed as data processors. An up-to-date list of such parties can be requested from the owner.
2. Confirmation of Booking and Payment
A tailored quotation will be provided to the Client for their acceptance, including course details, programme, dates, location and delegate numbers. To confirm the booking, the Client shall pay THCL the total agreed price within 7 days of date of invoice, and in any event prior to being given access to the pre-requisite course materials. All payments shall be made in Pounds Sterling (£), payable to THCL by BACS.
3. Cancellation/Substitution by Client
If the Client needs to cancel a course or replace a delegate before it commences, they must let THCL know in writing. The course is deemed to commence when delegates are provided with access to the pre-requisite course materials (i.e.28 days prior to the 4 day face to face course period). The following conditions apply:
If the Client cancels the booking, a cancellation fee will apply, calculated as a percentage of the agreed price. The fee is based on how far in advance the cancellation is made, according to the following schedule:
- More than 29 days before the course commencement: No cancellation fee (0% of the agreed price)
- Between 15 and 28 days before the course commencement: 50% cancellation fee
- Less than 14 days before the course commencement: 100% cancellation fee
If the Client wants to substitute another person for the course, this is only allowed if the change is made more than 29 days before the course date, and there will be no extra charge for this substitution.
4. Intellectual Property
As between Client, THCL and NEC, all Intellectual Property Rights in or arising out of or in connection with the course and course materials shall be and remain vested in NEC. Client shall not modify or remove any Intellectual Property Rights notices contained on the course materials. Delegates may use the course materials for their own personal development purposes but not for any other purpose and Client shall not copy, duplicate, redistribute, re-publish or in any way use any part of the course materials or prepare derivative works or incorporate the course materials in any other work for commercial use or exploitation without NEC‘s prior written consent.
5. Data Protection and Privacy Policy
At THCL, we understand the importance of protecting your privacy and ensuring that your personal information is kept secure. As part of the booking process, we collect certain information, such as names, company email addresses, and business contact details for delegates assigned to the programme by the Client. This information will be passed on to NEC to allow access to their online resources and training materials, which are required for accreditation. By proceeding with your booking, you consent to us sharing the necessary contact details with NEC for the sole purpose of providing access to training and accreditation materials, weblinks and final online assessment. In accordance with the UK Data Protection Act, NEC follow strict procedures to store and manage personal information securely. The data shared will be used exclusively to facilitate NEC access and may be subject to further data processing by NEC for their own purposes, in line with their privacy policy.
We may use the contact details provided to reach out to delegates or the company for matters directly related to the course, including changes to the programme, timings or the need for additional information to complete the accreditation process, gather feedback and/or supply further course information and resources.
For more information on how NEC handles your data, please refer to their Data Protection Policy available on their website at ICE Data Protection Policy. If you have any concerns or require further clarification regarding the data shared, please contact them via email at dataprotection@ice.org.uk.
6. Liability of THCL
This course is provided within the guidelines and protocols supplied by NEC and may be subject to change or update at any time.
THCL will not be responsible for any indirect or consequential loss or damage, however it arises. THCL’s total liability to the Client for any claim, whether in contract, negligence or otherwise, will not exceed the amount paid by the Client for the course.
If THCL is forced to cancel the course — either before it begins or during its delivery — due to circumstances beyond its control, we will use our best endeavours to reschedule the course to an alternative suitable date or venue; or provide a full or partial refund, depending on when the cancellation occurs.
Circumstances beyond our control may include (but are not limited to):
- A particular tutor who is named to deliver the course becomes ill or unavailable for any reason, and an alternative course tutor cannot be substituted;
- mechanical, electrical or water supply failures at THCL;
- illness or unavailability of essential staff or speakers/tutors at THCL;
- fire, flood or other natural disasters;
- government restrictions or regulations;
- failure of energy supply, transport, internet or other utilities;
- breakdown of equipment or supply chain disruptions.
This clause does not relieve the Client of any obligation to pay fees owed under this Agreement. THCL do not accept any liability for loss or damage to any property or items brought onto the site by the Client or their delegates.
Part B – The Halcyon Club
7. Food and Accommodation
If confirmed and included in the quotation, THCL will provide food and accommodation at The Halcyon Club on the basis stated.
8. Health and Safety
The Client must fully comply (and ensure the full compliance of its sub-contractors, employees and guests) with The THCL’s health and safety policy, a copy of which is available on request from THCL.
For reasons of security, THCL may need to search guests or third-party suppliers’ belongings and equipment. The Client shall ensure co-operation with any such searches undertaken by THCL.
No wines, spirits, food or beverage may be brought into THCL grounds by or on behalf of the Client or any guests for consumption on THCL premises unless the prior consent of The THCL has been obtained, for which a charge will be made.
9. Damage
The Client shall be responsible to THCL for any damage caused to the allocated rooms or the furnishings, utensils, and equipment therein or to THCL generally by any act, default, or neglect of the Client or any sub-contractor, employee, or guest of the Client and shall pay to THCL on demand the amount required to make good or remedy such damage.
10. General
- Third Party Assignment: The Client cannot assign the booking to any third party or utilise the reservation without THCL’s prior written consent.
- Governing Law and Jurisdiction: The Agreement shall be governed by and construed in accordance with the laws of England and Wales.
- Intellectual Property: The Client shall not use any of THCL’s trademarks or intellectual property without prior written consent.
- Entire Agreement: This Agreement constitutes the entire agreement between the Client and THCL and supersedes all prior agreements, understandings, or communications.
- Waiver: No waiver by THCL of any breach of this Agreement by the Client shall prevent the subsequent enforcement of the Agreement.
- Validity: If any part of these Terms and Conditions is deemed unenforceable, the remaining provisions shall continue in full force and effect.
- Displays/Advertising: Clients may not affix or display anything on or outside the facility without prior permission from THCL.
- Smoking / Vaping: Smoking and vaping are not permitted anywhere inside or outside on the premises.
Disclaimer: THCL are not providers of legal services. We provide do not purport constitute legal advice and you must not rely on it as such. Clients require legal advice it should be from a recognised legal firm. We shall not reliable for any losses or damages whatsoever, whether in contract or including negligence or otherwise.
Last Updated: 23 March 2026