The agreement between Train Aid Solutions and the training businesses that use it.
1. Who this agreement is between
These terms are a business-to-business agreement between Train Aid Solutions ("TAS",
"we") and the training business that opens an account ("you"). By creating an account or
subscribing you accept these terms.
Learners are not TAS customers. A learner's relationship - booking, payment, tuition,
complaints - is with the training business that trained them. TAS processes learner information on your
behalf as described in our privacy policy.
2. What TAS is - and what it is not
TAS is learner-management software: registers, assessment records, certificate
generation and verification, feedback collection, and renewal reminders for classroom-based training.
TAS is not a training provider. We do not deliver, supervise, accredit or quality-assure
any training. Responsibility for the training itself rests entirely with you, including:
- the content, delivery and quality of your courses, and your instructors' competence;
- your accreditations and awarding-body relationships (e.g. FAIB) and any claims made about them;
- assessment decisions - the platform records the outcome you enter; it does not judge competence;
- compliance of your training with any law, regulation or standard that applies to it.
Certificates are issued by you, in your name and branding; the platform is the pen, not
the signatory. A certificate evidences that you recorded a learner's result - it is not a representation
by TAS about the learner or the training.
3. Your account and responsibilities
- Keep the information you enter accurate - certificates and reminders are only as correct as the register behind them.
- Keep login credentials confidential; you are responsible for activity under your accounts, and for deactivating staff who leave.
- Only enter learner data you are entitled to use, and honour the platform's under-16 rules (organiser contact instead of the minor's own details).
- Use the service lawfully; do not resell access, probe our security, or use the platform to send anything other than its built-in transactional email.
4. Subscriptions, seats and payment
- Every plan includes every feature; plans differ only in the monthly learner-seat allowance. A seat is used when you add learner capacity to a course date; cancelling a course date returns its unused seats. Unused allowance does not roll over.
- Monthly plans bill each month; annual plans bill once for twelve months at ten times the monthly price. Prices exclude VAT.
- Card payments are processed by Stripe; annual plans can alternatively be paid by invoice/purchase order, activating when the invoice is paid.
- Price changes never affect a running subscription mid-term: you keep the rate you signed up on until your plan renews, and we will give at least 30 days' notice of any change that would apply at renewal.
- If a renewal payment fails we retry and email you; the subscription (and its seat allowance and reminders) stops if payment cannot be collected after the grace period.
5. Cancellation and refunds
- You can cancel (close your account) at any time from your Billing page. Cancellation takes effect at the end of the period you have paid for - monthly or annual - and everything keeps working until then.
- We do not refund part-used periods. If you cancel an annual plan mid-term, the service runs to the end of the paid year and no further payment is taken; the unused months are not refunded. This is a business-to-business service and statutory consumer cancellation rights do not apply.
- If we materially fail to provide the service and cannot put it right within a reasonable time of you telling us, you may cancel and we will refund the unused portion of any pre-paid period - your money should never be stranded by a fault of ours.
- Closing your account never affects issued certificates: see section 6.
6. Account closure, your data, and certificates
- When a closure takes effect the portal locks, but your data is retained securely and reactivating restores everything exactly as you left it - choose a plan again at any time.
- Every certificate you issued remains publicly verifiable, free, indefinitely - closing your account never invalidates a learner's certificate.
- Automated renewal reminders are part of an active subscription. On closure you may keep just the reminders running with the low-cost reminders-only plan offered in the closure flow.
- Data deletion requests are honoured as described in the privacy policy.
7. Service, support and availability
- We aim to keep the service available at all times but do not guarantee uninterrupted availability; maintenance is done at quiet hours wherever possible.
- Your data is backed up daily with point-in-time recovery, and files are stored redundantly.
- Support is by email at [email protected]; we respond as quickly as we can on UK working days.
- We improve the platform continuously; we will not remove core functionality your subscription depends on without reasonable notice.
8. Intellectual property
The platform, its code and design remain ours. Your data remains yours - learner records,
branding, certificate designs you upload - and you grant us only the licence needed to host and process it
to provide the service. On request we will export your data in a standard format.
9. Liability
- Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot lawfully be limited.
- Subject to that, our total liability arising out of the service in any 12-month period is capped at the fees you paid us in that period.
- We are not liable for indirect or consequential loss, loss of profit, or claims arising from the training you deliver, from assessment decisions you record, or from inaccurate information entered into the platform.
- You are responsible for claims made against you by learners or third parties in connection with your training, and for your own regulatory compliance.
10. Ending or suspending service
We may suspend or terminate an account for material breach of these terms (including non-payment beyond
the grace period or unlawful use), giving notice and a chance to remedy where reasonable. Sections 6, 8
and 9 survive termination - in particular, issued certificates remain verifiable.
11. Changes and general
- We may update these terms; material changes will be notified by email at least 30 days before they take effect. Continued use after that is acceptance.
- If any part of these terms is found unenforceable, the rest still stands. These terms are the whole agreement about the service.
- This agreement is governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.
