TERMS AND CONDITIONS
Bookings
Provisional bookings can be accepted by telephone, email, or directly through our website.
A quote will then be generated with a breakdown of costs and suggested training dates.
Once the date and costs have been confirmed, a proposal will be emailed requesting a Purchase Order (PO) or payment.
All prices quoted are valid for 7 days from the date of issue. We cannot reserve a booking without a PO or payment.
Confirmed Bookings
A booking can only be regarded as confirmed when:
- A PO or payment has been received
- A course booking form has been returned, signed by an approved Sentinel Coordinator for the sponsor;
- Joining Instructions have been issued to the sponsor
Note: Our company policy is to send a copy of the Joining Instructions to the sponsor, who is responsible for forwarding them to the candidate.
All provisional bookings must be confirmed at least 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. 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 be supplied at the time of returning the form, unless otherwise agreed. The full amount will be invoiced two weeks before the date of the course.
It is the responsibility of the client to ensure that all personnel attending a training course comply with the course prerequisites, including demonstrating spoken English. If they do not comply, Doctore On Track Training Services Ltd reserves the right to refuse entry, and the full fee will remain payable.
30 Day Credit Terms
Companies wishing to open a credit account must complete a B2B Onboarding Form. By opening a credit account, the company agrees to these terms and conditions and is bound by the credit terms set out.
Credit will only be offered if the company meets the required criteria and will be subject to a Credit Safe check. If the criteria are not met, we reserve the right to refuse or withdraw credit by written notice.
Companies with a credit account must settle all invoices within 30 days from the invoice date. We reserve the right to charge interest on late payments at 8% plus the Bank of England base rate, plus statutory compensation per invoice. Late payments will also be logged on Credit Safe.
Companies without a credit account must pay by credit/debit card or BACS at the time of booking.
Sponsors booking on behalf of a third party must provide third party contact details so that payment can be received no later than seven days prior to the course start date.
We reserve the right to cancel or refuse course bookings if any outstanding payments are overdue.
Self-Funding Individuals (Rail)
A sponsored individual may self-fund a training course for personal development if they will not use the competence while working for their primary or subsponsor.
The primary or subsponsor must still book the course, even when the individual is paying.
Individuals must not self-fund mandatory training such as PTS.
Self-funded competences cannot be used on the railway without the required learning support and assessments.
We may take payment from the delegate as long as the sponsor books the course and confirms that the competence is not required for their role.
Self-Funding Individuals (Construction)
- A 25% deposit is required to reserve a space if booking more than two weeks before the course start date.
- The balance is due 14 days before the course start date.
- Full payment is required if booking within two weeks of the course start date.
- If the individual cancels up to 14 days prior to the course, the deposit is nonrefundable.
- Each NPORS or CPCS booking is subject to a £45 admin and card fee, shown on the quote.
Weather Cancellations
We cannot take responsibility for lack of seat time due to severe weather, particularly in offseason periods.
If we cancel a course due to weather or other extenuating circumstances, alternative dates will be offered.
We do not accept liability for consequential costs such as travel, accommodation, or loss of earnings.
Course Costs and Fees
- Sentinel fees: £6 per competency
- Administration fee: £40 per individual or £120 per full group
- All prices exclude VAT unless stated otherwise
- Website prices include VAT at the current rate
- VAT Registration Number: 335773677
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
- 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) at the specified start times as indicated on their course joining instructions, for whatever reason, and no notification has been received, the full fee remains payable.
Rail Initial Training, Recertifications, Assessments, PMAs
- 0–14 days before: 100% payable
- 14–21 days before: 75% payable
- 21–28 days before: 50% payable
- 28+ days before: free cancellation
All cancellations must be made in writing via email to [email protected].
Cancellations cannot be accepted by telephone or messenger services.
If unforeseen circumstances arise during the course (e.g., illness or emergency), charges will be applied at our discretion.
We reserve the right to cancel or reschedule courses and accept no consequential liability.
Transfer of Candidates
A substitute candidate may be nominated up to 48 hours before the course, provided they meet all prerequisites.
One candidate change per booking is included within the administration fee. Additional changes incur a £15 + VAT fee.
Attendance of Course
Candidates must arrive in good time. If running late, they must inform us as soon as possible.
We may refuse entry if late arrival would unreasonably delay the course or impact other learners.
Full fees remain payable in all such circumstances.
Medical and Drug & Alcohol Requirements
Candidates must meet the minimum Network Rail Medical Fitness Standards (NR/L2/OHS/00124) and Drugs & Alcohol Policy (NR/L1/OHS/051).
Results must be uploaded to Sentinel by an approved provider before the course start date.
Personal Identification
Candidates must bring:
- Valid photo ID (e.g., driving licence or passport)
- Current Sentinel card
Copies will be taken for the course pack and retained.
Right to Work in the UK
Non UK nationals must provide evidence of their right to work in the UK at the time of booking.
Replacement of Competence Cards & Certificates
Duplicates can be issued at £25 + VAT, provided we receive:
- Explanation of loss or damage
- Written approval from the line manager (signed and dated)
On-site Training and Assessments
We can deliver training at the client’s site if facilities and equipment meet requirements. Two weeks’ notice is required.
The client must ensure all necessary arrangements are in place, including track access, facilities, equipment, SSOW, and any other requirements. Failure to do so may result in full fees being charged.
Social Media
Taking or sharing images during the course is not permitted unless authorised by the trainer/assessor, who must ensure no terms or agreements are breached.
Privacy
We will only use personal information for the purpose of delivering the training course and will not share it with external organisations except governing or authorising bodies, with the candidate’s knowledge.
We ensure safe and proper storage of all information in accordance with policies DOTTS_PO_011 and DOTTS_PO_01
IMPORTANT NOTE FOR PRIMARY SPONSORS (Sentinel Training)
All candidates must be registered on Sentinel before the training date, and medical and D&A results must be uploaded. Failure to comply may result in refusal of entry, with full fees still payable.
Terms and Conditions Last updated 01/01/2026