Terms and Conditions

THE BLACK BOX APPROACH LIMITED SERVICES TERMS AND CONDITIONS 

The following terms and conditions apply to any services or a series of services (“services”) organised or provided by The Black Box Approach Limited (“we” or “us”). Please ensure you have read and understood the following: 

1. Definition of Services Our services include:

• Training – Structured educational sessions designed to develop skills and knowledge. 

• Facilitation – Guided discussions, workshops, and collaborative processes to enhance team performance and decision-making. 

• Keynote Speeches – Engaging and insightful presentations delivered at conferences, events, and corporate gatherings. 

2. Acceptance of Terms and Conditions
   By accepting our proposal or quotation for services in writing, you agree to these Terms, which will take precedence over any other competing terms. Only signed agreements, digital signatures, or email confirmations will be considered valid forms of acceptance. Verbal acceptance will not be considered binding. You will ensure that all participants comply with these Terms. The Contract is formed once we send a booking confirmation.
3. Payment

Choose from two payment options: 

• Full payment upfront, payable before training commencement. 

• 50% deposit payable upon confirmation of dates, with the remaining 50% (plus additional charges and expenses) payable within 7 days of course completion. 

3. Cancellation and Substitutions

• 7 days or less notice: 100% of total cost payable. 

• 8-20 days’ notice: 50% of total cost payable. 

• 21 days or more notice: No additional charge; deposit retained. Deposits are non-refundable unless cancellation is made within 48 hours of booking, provided the scheduled service date is at least 21 days away. Refunds for cancellations by The Black Box Approach Limited will be processed within 30 days of cancellation. 

4. Postponement

• Training dates may be rescheduled once within 3 months, retaining the original deposit. 

• Further postponements will be treated as cancellations, with the fees outlined above applied. 

• Minimum Participant Numbers: We reserve the right to cancel or reschedule the services if the minimum number of participants is not met. A full refund or alternative date will be offered. 

5. Late Payments

Payments overdue beyond agreed terms will incur interest at the statutory interest rate under the Late Payment of Commercial Debts (Interest) Act 1998 (currently 8% above the Bank of England base rate). Interest will begin accruing automatically unless a formal written notice of overdue payment is issued via email or registered post, in which case interest will accrue from the date of the notice. A grace period of 7 calendar days will apply before interest begins accruing. This interest is not a penalty but a genuine pre-estimate of loss incurred due to late payment. 

6. Expenses

• Expenses will be invoiced monthly and are payable within 30 calendar days of the invoice date. 

7. Additional Charges

• Facilitated Sessions: £1,750 per day / £850 per half day. 

• Session Design: £850 per day. 

• Travel Expenses: Standard train fare; mileage at 45p per mile. 

• Hotel Expenses: Charged in line with company policy and must be reasonable. 

• All prices exclude VAT. 

8. Liability and Third-Party Services
   Our liability in the event of cancellation or postponement is limited to the amount paid for the services. We are not liable for any indirect, incidental, or consequential losses, including but not limited to loss of profits, business interruption, or reputational damage. However, this exclusion does not apply in cases of gross negligence or willful misconduct. ‘Gross negligence’ refers to a severe lack of due care that demonstrates a reckless disregard for the consequences. ‘Willful misconduct’ means intentional wrongdoing or a deliberate act that disregards legal or contractual obligations. We also bear no responsibility for third-party goods or services recommended during the services. Any engagement with third-party providers is at the client’s own risk, and we do not provide warranties or guarantees regarding third-party service quality or suitability.

Indemnity: 
You agree to indemnify and hold us harmless against any claims, liabilities, damages, or expenses arising solely from your or your participants’ negligence, misconduct, or breach of contract during the services. 

We shall not be liable for any failure or delay in performing our obligations under these Terms due to circumstances beyond our reasonable control, including but not limited to natural disasters, pandemics, war, terrorism, or government restrictions. 

9. Your Obligations
   Participants must conduct themselves professionally. Any behaviour that is disruptive, abusive, discriminatory, or that significantly interferes with the learning environment—such as persistent interruptions, harassment, or failure to follow reasonable instructions—will result in removal from the services without a refund, at our sole discretion. Participants are expected to engage respectfully and contribute positively to the learning environment. Failure to comply may also result in exclusion from future services.

You are responsible for ensuring all necessary facilities are provided and for compliance with Health & Safety laws. You will be liable for any damage caused by your attendees. 

Health & Safety Compliance: 
You must notify us of any health and safety hazards at your venue at least 7 days in advance. We reserve the right to refuse to deliver the services if we determine the venue is unsafe. 

10. Promotional Materials and Service Content
    We are not liable for errors in promotional materials. We reserve the right to change the services programme or content as necessary. With your consent, we may refer to the services in marketing materials.
11. Intellectual Property Rights and Licensing
    We retain ownership of all Intellectual Property Rights in the services materials. Clients and participants may refer to the materials for personal use only and may not use them for internal training, redistribution, or commercial purposes. Any modification, resale, or reproduction of the materials without prior written consent is strictly prohibited. They may not copy, share, or modify the content without prior written consent. We may record sessions for internal or promotional use. Participants will be notified before any recording begins and will have the option to opt out of being recorded where feasible. Any unauthorised use of services materials may result in legal action.

Confidentiality Clause: 
Participants must not disclose confidential business discussions, case studies, or proprietary methods shared during the services for a period of five (5) years following the services. 

12. Data Protection
    We will process participants’ personal data according to our Privacy Notice, available here.
13. Travel, Accommodation, and Refreshments

Participants are responsible for their own travel and accommodation. We will not provide a refund for late arrivals. Where applicable (e.g., training sessions), we may offer access to session recordings or alternative arrangements if feasible, at our discretion. Repeated late arrivals may affect eligibility for future services. 

If the services are held at your venue, you must provide all required facilities relevant to the service, such as AV equipment, seating, and WiFi (if required). Any failure to do so may impact service delivery, for which we accept no liability. 

14. Disability, Medical Conditions, and Learning Requirements
    If a participant has special requirements, please inform us at least 7 days before the services.
15. Limitations of Liability
    We do not guarantee specific results or business improvements from the services; however, our services are designed to meet specified learning objectives and deliver value to participants. Training is provided ‘as is’ without warranties of any kind, except as required by law.

While we take reasonable precautions to ensure security, we accept no liability for any loss or damage. Our liability is limited to the services fee paid. 

16. Governing Law and Termination Clause
    We reserve the right to terminate this contract if you breach any of these Terms. No refunds will be provided in such cases.

These Terms are governed by English Law, with jurisdiction in the High Court of England and Wales. In the event of a dispute, both parties agree to attempt resolution through mediation or arbitration before pursuing legal action. Mediation shall be mandatory. If arbitration is chosen, it shall be binding upon both parties once agreed in writing, following the rules of an agreed arbitration body. The costs of mediation or arbitration shall be shared equally unless otherwise agreed.