Booking Terms

About these Booking Terms

These Booking Terms apply to Booking Requests submitted to Poseidon Training and to training and assessment delivered by Poseidon Training. They apply alongside the Booking Confirmation and any quotation, contract or written commercial terms expressly agreed with a Customer.

The version of these Booking Terms in force when a Booking Request is submitted applies to that Booking, subject to later expressly agreed written terms. Updates do not retrospectively alter an existing Booking unless required by law, required by applicable awarding-body requirements, or expressly agreed with the Customer.

Definitions

• Learner: the individual attending or undertaking the training or assessment.
• Customer: the individual or organisation purchasing, requesting or arranging the training or assessment. Where an individual books for themselves they may be both Customer and Learner.
• Booking Contact: the person who submits or manages a booking on behalf of the Customer or Learner.
• Corporate or account Customer: a Customer with agreed corporate, contractual or credit terms with Poseidon.
• Business Day: Monday to Friday, excluding public holidays officially observed in Thailand, unless expressly stated otherwise.
• Training or assessment: the programme, competence assessment or other service identified in the Booking Confirmation.
• Booking Request: a request submitted to Poseidon. A Booking Request does not confirm or secure a place.
• Booking Confirmation: written confirmation issued by Poseidon that a place has been accepted, setting out the applicable details.
• Booking: the confirmed arrangement after the applicable confirmation requirements have been satisfied.

How booking works

The website is request-first. Submitting a request does not confirm a place.

For individuals, Poseidon checks availability and may provisionally hold a place. There is no fixed universal provisional-hold period; Poseidon states the payment deadline in the relevant confirmation or invoice communication. The place is not fully confirmed until full payment is received by that deadline, and Poseidon may release a provisional place if payment is not received. Individuals must pay in full before commencement. Cleared funds, not a payment screenshot, constitute receipt of a bank transfer.

For corporate and account Customers, submitting a request does not itself confirm a place. Poseidon first checks availability. Where no purchase order, call-off or official ordering document is required, the Booking becomes confirmed when Poseidon issues written Booking Confirmation. Where such documentation is required, the Booking becomes confirmed only after Poseidon has received it and issued written confirmation. Payment then follows the applicable corporate terms.

A Customer purchase order, call-off or procurement document is accepted for administrative and payment-processing purposes only. Unilateral Customer boilerplate does not override Poseidon's terms unless Poseidon expressly agrees in writing. Separately agreed quotations, contracts, credit arrangements, non-disclosure agreements or other written commercial terms take precedence to the extent of any inconsistency.

Prices, payment and taxes

The price applicable to a Booking is the price quoted by Poseidon and accepted by the Customer when the Booking is confirmed. Later changes to published prices do not affect an already confirmed Booking.

Any accreditation, examination, certification or other third-party fee additional to the price is chargeable only where expressly identified in the quotation, Booking Confirmation or invoice. Unless identified as additional, the Customer may assume it is included.

Unless Poseidon expressly states otherwise, prices are exclusive of VAT and other legally applicable taxes, duties or statutory charges, which are added at the prevailing rate.

Payment methods currently accepted are bank transfer and cash.

Poseidon may accept or invoice in THB, USD, GBP, MYR, or another currency expressly agreed. The amount stated on the applicable quotation or invoice is payable in that stated currency. Where Poseidon converts an amount for quotation or invoice purposes, the amount is fixed when that document is issued and later exchange-rate movements do not change it.

A bank transfer is received only when cleared funds reach Poseidon's nominated account; a remittance slip or screenshot may help identify a payment but does not constitute receipt. Cash is received when accepted and receipted by Poseidon.

The Customer bears sending-bank and intermediary-bank charges and must ensure Poseidon receives the invoiced amount. Receiving-bank charges imposed directly on Poseidon are borne by Poseidon unless the quotation or invoice states otherwise.

Where lawful withholding tax applies, the Customer may deduct only the legally required amount, must provide the required certificate or evidence, and all amounts not lawfully withheld remain payable.

Poseidon issues quotations, invoices, tax invoices, receipts and tax invoice-receipts as applicable to the transaction, Thai law and Poseidon's tax-registration status. The Customer must provide accurate billing and tax details.

A reversed, dishonoured or successfully charged-back payment is treated as unpaid to the extent of the reversal, subject to statutory payment-dispute rights.

Corporate and account customers

Corporate and account Customers follow the payment terms stated in their quotation, contract, credit arrangement or invoice. Where no different corporate terms have been agreed, Poseidon's standard corporate payment term is 30 days from the invoice date.

Invoice disputes must be notified promptly in writing, identifying the disputed amount and the reason. Undisputed amounts remain due on time, and both parties use reasonable efforts to resolve the dispute promptly.

For overdue undisputed corporate debt, Poseidon may suspend further credit, refuse to confirm further Bookings, require payment in advance, or withhold applicable certificates or completion documentation where permitted.

Cancellations

Cancellation charges are calculated backwards from the scheduled start date and time stated in the Booking Confirmation, in the time zone stated there:

• More than 14 days before commencement: 0%
• More than 7 days and up to 14 days before commencement: 25%
• More than 72 hours but 7 days or less before commencement: 50%
• 72 hours or less before commencement: 100%
• No-show, or cancellation on the first day: 100%, plus applicable non-recoverable accommodation or transport costs already incurred by Poseidon

Cancellation is effective when the written cancellation email reaches Poseidon's email system. Cancellation, transfer and learner-substitution requests must be made in writing to booking@poseidontraining.com.

Transfers and substitutions

Transfers may be requested up to the day before commencement and are subject to availability. A transfer is to the same training or assessment product unless Poseidon expressly agrees otherwise, to a new date within three months of the original date, limited to one transfer per Booking or Learner place, and carries no transfer fee.

A transfer to a different product is not a routine transfer and is treated as a new Booking or a separately agreed arrangement; any price difference is payable or refundable.

A transfer does not reset cancellation entitlement. If a transferred Booking is later cancelled, the charge is calculated by reference to both the original and the transferred start dates, and the higher charge applies.

Substitutions are allowed on the same Booking up to the day before commencement. The substitute Learner must satisfy all prerequisites, eligibility, identification, medical and participation requirements. The agreed fee does not change solely because the named Learner changes. Additional third-party, accommodation or transport costs caused by a substitution may be charged where identified and agreed.

For group Bookings, partial cancellation is calculated per cancelled Learner place and remaining places are unaffected. If a cancellation changes an agreed group price, minimum-number arrangement or quoted commercial condition, Poseidon may notify the Customer of the resulting adjustment before it takes effect.

Refunds

Refunds are normally made using the same payment method and currency in which Poseidon received payment. Poseidon refunds the amount due under the applicable policy but is not responsible for exchange-rate differences arising after payment, or for charges imposed by the Customer's bank or payment provider. Cash refunds may be made by another appropriate method agreed with the Customer.

Where a refund is due, Poseidon processes it within 14 Business Days after refund entitlement has been confirmed. Settlement time after processing is outside Poseidon's control.

Attendance, no-shows and online delivery

A Learner who fails to attend at the scheduled start time without a valid cancellation or transfer is a no-show. For online delivery, failure to join at the required time is treated in the same way as failure to attend in a classroom. A no-show is charged at 100%, plus applicable non-recoverable accommodation or transport costs.

If late arrival means applicable OPITO attendance, training or assessment requirements can no longer be satisfied, Poseidon may refuse or discontinue participation and the full fee remains payable. If a Learner starts but leaves, withdraws or fails to complete required attendance or participation, the full fee remains payable. Certificate or result documentation is issued only in accordance with the actual outcome and applicable product requirements.

For online delivery of MEMIR, COWPA and AGT, if a Learner cannot participate or complete because of their own internet connection, hardware, software, audio-visual communications or required online training environment, it is treated as Learner non-attendance or non-completion and the full fee remains payable. If the failure is caused by Poseidon's systems or delivery arrangements, Poseidon arranges a suitable alternative or reschedules with no additional training charge.

Learners must meet the reasonable technical requirements stated in joining instructions and should test equipment and connectivity beforehand.

Online links, accounts, credentials and access information are personal to the authorised user and must not be shared without permission. Users must protect their credentials and notify Poseidon of any compromise, and Poseidon may suspend or replace access where reasonably required for system or security integrity. Users must not bypass access controls, gain unauthorised access, interfere with delivery, introduce malicious material or misuse Poseidon systems.

Learner eligibility and responsibilities

Required prerequisite, identification, certification, medical, eligibility and supporting information must be supplied by the person or organisation responsible under the applicable product requirements. If required information is not supplied by Poseidon's stated deadline and compliant participation cannot proceed, Poseidon may refuse or defer participation, and where this is attributable to the Customer, employer, Duty Holder or Learner the full fee remains payable.

The Customer, Booking Contact, Learner, employer and Duty Holder, as applicable, must ensure that information and evidence supplied is accurate, complete and not misleading. Poseidon may seek clarification or evidence. If materially inaccurate, incomplete or misleading information prevents compliant participation, Poseidon may refuse, defer or discontinue participation, and where this is attributable to the supplying party the full fee remains payable.

Poseidon may refuse, defer, discontinue or cancel where it reasonably believes any certificate, identification, medical evidence, employer or Duty Holder declaration, prerequisite evidence or supporting document has been falsified, altered, fraudulently obtained or is not authentic, and may take any action required by OPITO, an awarding or accrediting body, or by law.

The Learner or Customer is responsible for passports, visas, immigration permission, travel authorisation, insurance and other required travel documentation. Poseidon may provide reasonable supporting booking documentation but does not guarantee the grant of visas or permissions. Failure to attend because required travel or immigration documentation was not obtained is treated under the cancellation and no-show rules.

OIMCE and CROER employer and Duty Holder information

For the OIMCE and CROER assessments, the required employer or Duty Holder information, confirmation and supporting evidence remains the responsibility of that employer or Duty Holder as applicable. The Learner remains responsible for personal identification and for evidence required directly from them.

Medical, safety and conduct

Learners must have sufficient ability in the language of delivery to understand instruction, participate effectively, communicate in practical or simulated activity and meet applicable assessment requirements. Poseidon may refuse or discontinue participation where language ability is insufficient for safe or compliant delivery, and the full fee remains payable where applicable.

Learners must meet the medical, fitness and participation requirements of the relevant product. Required certificates, screening or evidence follow the product requirements and joining instructions, and Learners should inform Poseidon before participation, where reasonably possible, of any condition affecting safe participation. Poseidon may refuse, restrict or discontinue participation where there is a reasonable safety risk or an applicable requirement is not met, and where this is caused by a failure of the Learner or Customer to meet an applicable requirement the full fee remains payable.

Learners must comply with Poseidon safety instructions, site rules and PPE requirements. Customer or Learner-supplied PPE requirements are stated in joining instructions, and such PPE must be suitable, serviceable and fit for purpose. Poseidon may refuse entry, suspend or discontinue participation, or require a Learner to leave, where reasonably necessary for the safety of people, property, equipment or the training environment.

Learners must act professionally. Abusive, threatening, discriminatory, harassing, materially disruptive or otherwise inappropriate conduct is prohibited. Poseidon may refuse entry, suspend or discontinue participation or require a Learner to leave where reasonably necessary to protect the safety, dignity or reasonable welfare of others or the proper training or assessment environment. Where participation is discontinued because of Learner conduct, the full fee remains payable.

Learners should notify Poseidon as early as reasonably possible of any required adjustments. Poseidon will consider reasonable adjustments while preserving safety, applicable OPITO and product requirements, and the integrity of formal assessment.

Completion, assessment, certification and appeals

Certificate or successful-completion documentation depends on completion of all required elements and on meeting applicable OPITO and product requirements. Payment does not guarantee a successful outcome or a certificate. Where a Learner is unsuccessful, Poseidon provides the appropriate result or non-attainment documentation required by the applicable product or awarding body, and the full fee remains payable.

Further training, reassessment, repeat attempts or additional attendance are subject to product rules, availability and an additional fee quoted by Poseidon, unless product requirements or a separately agreed written arrangement say otherwise.

Where a formal assessment decision is challenged, the Learner may use Poseidon's applicable assessment appeals process and any appeal right required by OPITO or another relevant body. The applicable submission process and time limit are communicated as required. An appeal does not automatically guarantee a changed outcome, reassessment or refund, and any resulting action follows the applicable appeals procedure and product requirements.

Poseidon completes and submits required learner and outcome records to the applicable awarding or accrediting body in accordance with product requirements. Where certificate issue, registration or availability depends on OPITO or another third party, Poseidon is not responsible for delay caused solely by that third party or system, gives reasonable assistance, and corrects Poseidon-caused errors or delays reasonably promptly.

Where training or assessment is arranged or paid for by an employer, Duty Holder or organisational Customer, Poseidon may provide appropriate attendance, completion status, assessment outcome and training or assessment records where necessary for administration, competence management, contractual reporting or applicable OPITO requirements. Disclosure of personal data remains subject to the Privacy Policy and applicable law.

Where amounts due for the relevant Learner or Booking remain unpaid, Poseidon may withhold the applicable certificate or completion documentation until payment is made in full, subject to any overriding requirement of OPITO or the awarding or accrediting body.

Changes, rescheduling and circumstances outside our control

If Poseidon cancels, the Customer may accept an alternative date or receive a refund of the affected training or assessment fees paid. If Poseidon reschedules and the replacement date is unsuitable, the Customer may request a refund of the affected fees. Poseidon is not responsible for flights, independently booked accommodation, visas, ground transport or other travel or consequential costs, except where a service was specifically purchased from Poseidon and its quoted terms provide otherwise.

Poseidon may postpone, reschedule or cancel if minimum Learner numbers are not met, and the Customer may accept an alternative or receive the applicable refund.

Poseidon may postpone, suspend, reschedule or cancel where prevented or materially affected by circumstances beyond its reasonable control. Poseidon uses reasonable efforts to offer an alternative and refunds affected fees paid where no suitable alternative can be agreed. The travel and consequential-cost position above applies.

Poseidon may make reasonable non-material changes to instructors, assessors, facilities, rooms, timetables, equipment and operational delivery arrangements, provided the purchased training or assessment is not materially changed and applicable product requirements continue to be met. Such changes do not themselves create a cancellation or refund entitlement. If the product, date, delivery mode or location is materially altered, the applicable cancellation and rescheduling protections apply.

Training and assessment must comply with applicable OPITO or other awarding-body requirements in force at the time of delivery. Poseidon may change content, prerequisites, evidence requirements, assessment arrangements or other affected requirements where the awarding or accrediting body changes its requirements, notifying Customers of material changes as soon as reasonably practicable. If a post-Booking requirement change makes a Learner unable to participate or ineligible through no fault of the Learner or Customer, Poseidon offers a suitable transfer or a refund of the affected fee.

Poseidon may correct an obvious clerical, typographical, calculation or administrative error in a quotation, invoice, Booking Confirmation or booking document, notifying the Customer promptly. If the correction materially increases the price or materially alters the confirmed Booking, the Customer may accept the corrected terms or cancel the affected Booking and receive a refund of affected fees paid.

Client-site delivery and additional services

Where delivery is at a Customer or third-party site, the Customer is responsible for the agreed facilities, access, utilities, equipment, site permissions, safety arrangements, resources, site induction, security and permits, except for items Poseidon expressly agreed to provide. If delivery is prevented, delayed or materially disrupted because the Customer failed to provide an agreed site requirement, fees and applicable non-recoverable costs remain payable.

Where client-site delivery requires Poseidon travel, accommodation, visas, local transport, freight, equipment shipment or similar expenses, those costs are charged only if identified in the quotation or otherwise agreed. If the Customer cancels, postpones or materially changes arrangements after Poseidon has incurred non-recoverable costs, those costs remain payable.

Accommodation, accommodation packages, transport arrangements and yacht charters are subject to the quotation or booking terms issued for those services and are not automatically part of the OPITO product. Where Poseidon incurs third-party or non-recoverable costs, those costs remain payable and may be deducted from an applicable refund.

Poseidon may use suitably qualified instructors, assessors, contractors and service providers, provided all applicable OPITO, awarding-body and regulatory requirements remain satisfied, and remains responsible to the Customer for proper performance of the services it agreed to provide. There is no entitlement to a particular named instructor or assessor unless expressly agreed in writing.

Nothing in these Booking Terms implies a guarantee of a named instructor or assessor, a successful result, a certificate, a visa, third-party processing time, or uninterrupted third-party technology where these are outside Poseidon's control. This does not reduce Poseidon's obligation to perform its own services properly.

Property and loaned equipment

Temporary items supplied by Poseidon remain Poseidon property and must be returned when requested or at completion.

The Customer or Learner may be responsible for the reasonable repair or replacement cost of Poseidon property or equipment damaged through deliberate acts, misuse, negligence or failure to follow reasonable instructions. Fair wear and tear, equipment failure, and damage not attributable to the Customer or Learner are excluded. Any amount claimed must reflect reasonable actual loss.

Intellectual property and confidentiality

Poseidon retains intellectual property in materials, content, scenarios, exercises, documents, designs, software, simulator content and resources created or owned by Poseidon. OPITO and other third-party intellectual property remains with its owner. No ownership transfers to the Customer or Learner.

Materials expressly issued to a Learner may be kept for personal reference unless stated otherwise, and must not be copied, reproduced, published, distributed, shared with third parties, commercially exploited or used to reproduce Poseidon training or assessment without prior written permission, except where the rights holder expressly permits.

Learners and Customers must not, without prior written permission, photograph, film, audio-record, screen-record, screenshot, copy, transmit or otherwise capture training, assessments, simulator sessions, scenarios, exercises or Poseidon materials. Poseidon may require unauthorised copies or recordings to be deleted and may discontinue participation for a material breach.

The Customer confirms it has the rights or authority to supply any content, material, data or branding it provides, and gives Poseidon a limited non-exclusive right to use it only as reasonably needed to prepare, administer and deliver the agreed services. Ownership remains with the Customer or relevant rights holder.

Unless expressly agreed otherwise, Poseidon retains intellectual property in bespoke materials, scenarios, reports, exercises, templates, documents and deliverables. After the applicable fees are paid in full, the Customer receives a non-exclusive, non-transferable licence to use final deliverables internally for its own business and training purposes. The Customer may not, without permission, sell, sublicense or commercially exploit them, reproduce Poseidon methodology, or use deliverables to create or deliver competing training or assessment services. Customer-owned embedded materials remain the property of the Customer or relevant rights holder.

Each party keeps confidential non-public commercial, technical, operational and organisational information received from the other in connection with a Booking, and uses it only for the purpose for which it was supplied. This does not apply to information that is lawfully public, lawfully already known, independently developed, or required to be disclosed by law or a competent authority. Poseidon may disclose to personnel, contractors and service providers who reasonably need the information and are subject to appropriate confidentiality. A separately agreed non-disclosure or confidentiality agreement takes precedence where inconsistent.

Neither party may use the other's name, logo, trade mark or branding in advertising, promotion, case studies, testimonials, customer lists or public announcements without prior permission, except where legally required or expressly authorised in writing.

Privacy

Poseidon processes personal information provided in connection with bookings, training and assessment in accordance with its Privacy Policy. Customers who provide personal information about Learners or other individuals are responsible for ensuring that they are authorised to provide that information to Poseidon and that the individuals concerned are appropriately informed.

Privacy Policy

Liability

To the fullest extent permitted by applicable law, Poseidon will not be liable for indirect, incidental, special or consequential loss, including loss of profit, revenue, business, opportunity or business interruption, arising from or connected with a Booking, training or assessment service.

Subject to any liability that cannot lawfully be limited, Poseidon's total aggregate liability arising out of or in connection with a particular Booking will not exceed the total fees actually paid or payable to Poseidon for that Booking.

Nothing in these Booking Terms excludes or limits Poseidon's liability for death, personal injury or any other liability to the extent that such liability cannot lawfully be excluded or limited.

Statutory rights

Nothing in these Booking Terms excludes, restricts or limits any statutory or consumer right that cannot lawfully be excluded, restricted or limited.

Governing law

These Booking Terms and any dispute or claim arising out of or in connection with them are governed by the laws of the Kingdom of Thailand. Subject to any rights or remedies that cannot lawfully be excluded, the courts of Thailand will have jurisdiction over any dispute arising from or connected with these Booking Terms.

Complaints

Formal complaints should be sent to info@poseidontraining.com with sufficient information for investigation. Poseidon and the Customer use reasonable efforts to resolve complaints and disputes directly and in good faith before formal proceedings where appropriate, without preventing urgent legal relief or non-excludable rights.

Booking changes, cancellations and transfers remain at booking@poseidontraining.com.

Communications, notices and booking documents

Poseidon may issue Booking Confirmations, joining instructions, quotations, invoices, receipts, notices and booking documents electronically. Where writing is required, email is sufficient unless the law requires otherwise. The Customer is responsible for providing an accurate email address and for monitoring their inbox and spam folder.

Formal notices relating to termination, legal rights or material contractual matters must be sent to the contact details stated in the applicable Booking Confirmation, quotation or contract, or to another expressly notified address. Email notice is treated as received when it reaches the recipient's email system, provided no delivery-failure notice is received. The cancellation-specific rule above remains receipt into Poseidon's email system.

The Customer and Learner must review the Booking Confirmation and joining instructions promptly and are responsible for checking the Learner name, the training or assessment, the date, the mode and the supplied booking details, notifying Poseidon promptly of any errors. Requested changes remain subject to availability, the cancellation and transfer terms, and product requirements.

A person submitting a request for a Learner, company or customer confirms that they are authorised to provide the booking information and make the request on that party's behalf. The Customer is responsible for ensuring the Learner receives the Booking Confirmation, joining instructions, Booking Terms and other supplied information. Submitting a request on behalf of a company does not make an employee or Booking Contact personally liable for the company invoice merely because they submitted it.

Termination, entire agreement and document precedence

Poseidon may terminate a confirmed Booking or agreement where the Customer materially breaches applicable terms and, where the breach is remediable, fails to remedy it within a reasonable period specified by Poseidon in writing. Termination does not affect accrued rights or amounts. Fees and refunds for undelivered training or assessment follow the applicable cancellation provisions and any separately agreed corporate terms.

The Booking Confirmation, these Booking Terms and any quotation, contract or written terms expressly incorporated constitute the agreement for the Booking. The Customer should not rely on verbal or informal statements, or on inconsistent website content, unless Poseidon confirms a change in writing. Separately negotiated agreements take precedence in the hierarchy, and Customer purchase-order boilerplate does not override these terms unless expressly accepted by Poseidon.

General contractual provisions

• Assignment: the Customer may not assign, transfer or novate Booking rights or obligations without Poseidon's prior written consent. Poseidon may assign or transfer as part of a lawful restructuring or business transfer where Customer rights are not materially prejudiced.
• Third-party rights: except where expressly stated, a person who is not a party has no right to enforce these terms, without affecting rights under applicable law.
• Waiver: delay or failure to exercise a right is not a waiver; a waiver is effective only if expressly given in writing for the specific circumstances.
• Severability: an invalid, unlawful or unenforceable provision is modified minimally where possible, or deleted if necessary, and the remainder survives.
• Survival: provisions which by their nature should continue after completion or termination continue, including payment obligations, confidentiality, intellectual property, liability and restrictions on use.
• Language of terms: Poseidon may provide translations for convenience. Unless applicable law requires otherwise or Poseidon expressly agrees otherwise in writing, the English-language version prevails where translations conflict.