Terms and Conditions
Provisional bookings can be accepted by telephone, email or direct through our website. However, a booking can only be regarded as confirmed when:
- A Course Booking Form has been returned, signed by an approved Sentinel Coordinator for the sponsor;
- Joining Instructions have been issued to the sponsor and the candidate.
Note: Our company policy is to send a copy of the Joining Instructions to the sponsor to forward on to the candidate.
Confirmed Bookings – All provisional bookings must be confirmed within 72 hours prior to the course start date with either an official purchase order number, debit/credit card payment or BACS payment for the full balance amount made payable to Doctore On Track Training Services Ltd. After this time, we reserve the right to offer the place to other parties.
Purchase order numbers must be quoted on the Course OTP Booking Form and a copy of the purchase order must also be supplied at the time of returning the Course Booking Form, unless otherwise agreed. The full amount will be invoiced due at time of Sentinel notification of candidate’s results.
Upon receipt of the signed booking form and PO, the agreement is then deemed in place with Doctore On Track Training Services Ltd. Cancellation from this point will incur a £15 + VAT administration charge per cancelled individual (if outside of the cancellation period)
It is the responsibility of the client to ensure that all personnel attending a training course comply with the course pre-requisites in accordance with our course joining instructions, including being able to demonstrate their spoken English. If they do not comply, Doctore On Track Training Services Ltd are entitled to turn the candidate away from the training course and you will still be charged in full.
Course Costs and Fees
All courses are subject to sentinel fees of £5 per competency and an administration fee of £30 for an individual booking and £50 per group booking. All prices quoted are excluding VAT.
The course fee per candidate will be the fee published in the literature of the company on the date the booking is made. Any fees published on the website are quoted inclusive of VAT, which will be charged at the current rate. Our VAT registration number is 335773677.
30 Day Credit Terms
Companies who wish to create a credit account with Doctore On Track Training Services Ltd must complete a B2B On-boarding Form. By opening a credit account, the company is agreeing to the terms and conditions and are bound to the credit terms set out.
Credit will only be offered if companies meet the set criteria and they will be subject to search on Credit Safe. If they fall outside the criteria, we reserve the right to refuse or withdraw credit by written notice.
Companies who hold a credit account with Doctore On Track Training Services Ltd must settle any outstanding payments within 30 days from the DATE OF THE INVOICE. We reserve the right to charge interest on late payments of 8% plus the Bank of England base rate for business-to-business transactions plus Statutory Compensation on each late invoice. Your late payment will also be logged on Credit Safe against your company.
Those who do not have an open credit account with Doctore On Track Training Services Ltd must pay the balance by Credit /Debit Card, via the website or by BACS transfer at the time of booking.
A sponsor who books a course for a third party must provide Doctore On Track Training Services Ltd with the third-party contact details so that payment can be received no later than seven days prior to the course start date.
Doctore On Track Training Services Ltd reserve the right to cancel or refuse course bookings if any outstanding payments are overdue.
Course Cancellations and Refunds
The following charges will apply to training booking cancellations:
- Should DOTTS cancel the course an alternative date, as early as possible, will be offered.
- Any refunds generated as the result of a course cancellation by the client will generate a £35 + VAT administration charge
- Any cancellation of courses or by the client will generate a £15 +VAT administration charge per candidate if a signed booking form and PO has been received. (Outside of 14 days listed below)
- Any name change by the client will generate a £15 +VAT administration charge per candidate if a signed booking form and PO has been received.
- Should the client cancel the booking within 7 days prior to the training date, the full fee will remain payable.
- Should the client cancel the booking over 7 days but within 10 days, 75% of the fee remains payable
- Should the client cancel the booking over 10 days but within 14 days, 50% of the fee remains payable
- Should the candidate fail to provide the necessary pre-requisites in accordance with our course joining instructions (required documentation, logbooks, equipment, etc.) the full fee remains payable.
- Should the candidate fail to successfully achieve any pre-learning courses, i.e. OTP CORE E-learning, the full fee remains payable.
- Should the candidate fail to attend on the training date(s), for whatever reason and no notification has been received, the full fee remains payable.
Note: All notification of cancellations must be made in writing (email accepted) to Doctore On Track Training Services Ltd via email to [email protected] Cancellations cannot be confirmed by telephone or messenger services.
If unforeseen circumstances arise during the course with candidates i.e illness or emergency, then it is at the discretion of Doctore On Track Training Services Ltd as to whether the course shall be charged in full.
Doctore On Track Training Services Ltd will endeavour to run all published courses. However, any changes will be notified at the earliest convenience. We reserve the right to cancel or reschedule courses and accept no consequential liability or any other claim irrespective of notice given for any changes made by Doctore On Track Training Services Ltd.
Occasionally, there will be circumstances beyond Doctore On Track Training Services Ltd control which may necessitate the rescheduling or cancellation of courses or assessments. In such circumstances Doctore On Track Training Services Ltd will give the customer as much notice as possible and a transfer to an alternative date will be arranged at the client’s convenience (in some circumstances a refund of any fees paid may be offered). Doctore On Track Training Services Ltd will not accept any consequential liability or cost incurred irrespective of notice given.
Transfer of Candidates
Where a candidate is unable to attend a substitute may be nominated, however Doctore On Track Training Services Ltd must be informed of any such changes and the substitute must comply with the requirements of our joining instructions, no later than 48 hours before the booked course. There is an allowance to change one candidate per booking within the course administration fee, any additional transfers or individual cancellations thereafter will incur a £15 + VAT fee.
Attendance of Course
Candidates should arrive in good time prior to the start of the course. Where candidates are likely to be late, they must ensure that they inform Doctore On Track Training Services Ltd of the circumstances. Doctore On Track Training Services Ltd will, within reason, try to accommodate the candidate subject to being kept informed, however, Doctore On Track Training Services Ltd reserve the right to refuse the candidate entry to the course where it would be considered unreasonable to delay the start of the course or assessment. and impact other learners.
In all of the above circumstances the full course fees will remain payable.
Medical and Drug & Alcohol Requirements
The minimum Network Rail Medical Fitness Standards (NR/L2/OHS/00124) and Drugs and Alcohol Policy (NR/L1/OHS/051) must be met prior to attending the course booked. The Medical and Drug & Alcohol results must be registered on the Sentinel website by the approved provider prior to the course start date.
When attending a course all candidates will be asked to produce photo ID (e.g. a Driving Licence or a UK Passport) as well their current Sentinel Card. The trainer/assessor will take copies of these documents to keep in the course pack.
Replacement of Competence Cards & Certificates
Duplicates of any Competence Cards or Certificates issued by Doctore On Track Training Services Ltd can be re-printed and re-issued to replace any lost or damaged ones at a charge of £10 + VAT, provided we have the following information from the sponsor:
- How the loss or damage occurred
- Written approval from the line manager requesting the replacement (signed and dated)
On-site Training and Assessments
Doctore On Track Training Services Ltd can provide services at the client’s site provided that the accommodation facilities and equipment conform to requirements. This is subject to two weeks’ notice from the customer.
It is the responsibility of the client to ensure all necessary requirements are in place and available, such as track access, facilities and relevant equipment and correct paperwork i.e. SSOW and any other requirement outlined in the booking process. Failure to provide this may result in the event not taking place and the full course fees will still remain payable.
The taking and sharing of images during the course is not permitted. In certain instances, permission can be sought from the trainer/assessor to authorise images to be taken and shared. The trainer/assessor must review and determine that the images do not breach any terms or agreements that are currently in place.
Doctore On Track Training Services Ltd will only use personal information in relation to the training course being booked and will not pass this information on to any external organisations other than Governing or Authorising bodies without the knowledge and agreement of the candidate. For further information refer to policy DOTTS_PO_011.
Doctore On Track Training Services Ltd commits to ensuring the safe and proper storage of all such information both hard copy and computerised provided to the company. For further information refer to policy DOTTS_PO_017
Important Note for Primary Sponsors (Sentinel Training)
Please ensure that all candidates have been registered with Sentinel records before the date of training and both medical/D&A results have been uploaded. This responsibility lies with the Primary Sponsor and failure to comply with this may result in your candidates being turned away from the course / assessment and the full fees will still be payable.
Terms and Conditions Last updated: 09/01/2024