Fair Commute & Complimentary Accommodation Policy

At The Security Tutor, we recognise that travelling long distances to attend training can be expensive, tiring and inconvenient.

We believe learners should be able to concentrate on their training without the additional pressure of excessive daily travel.

Our Fair Commute & Complimentary Accommodation Policy has been introduced to support eligible learners attending our Close Protection Refresher training courses by providing accommodation at no additional cost, subject to the eligibility criteria and conditions outlined below.

The policy also ensures accommodation is provided fairly, consistently and sustainably.

This policy applies to learners booking courses directly through The Security Tutor that advertise accommodation included.

Complimentary accommodation is included within the advertised course price for learners who meet the eligibility requirements.

The policy does not automatically apply to other training courses, private group bookings, corporate contracts or courses delivered by third-party partners unless specifically agreed in writing.

Complimentary accommodation is available to learners who satisfy at least one of the following criteria:

3.1 Distance Criteria

The learner's normal residential address is more than 60 miles by road from the designated training venue.

The learner needs to provide proof of address which will need to be the address they live at.

3.2 Journey Time Criteria

The learner's normal one-way journey from their residential address to the designated training venue is expected to exceed 90 minutes under typical travel conditions.

Meeting either criterion is sufficient to qualify, subject to the remaining conditions of this policy.

Eligibility will be determined using a recognised online route-planning service, such as Google Maps or an equivalent platform.

The Security Tutor will assess:

• The learner's normal residential postcode.
• The location of the designated training venue.
• The most practical driving route.
• Typical journey times at the required course arrival time.
• Any known or significant travel restrictions.

Distances will be calculated using practical road routes rather than straight-line measurements.

Learners travelling by public transport may request an assessment based on reasonable public transport journey times.

The assessment will normally be conducted before booking confirmation. Learners should not assume accommodation has been reserved until they receive written confirmation.

Where a learner meets the eligibility requirements, The Security Tutor will arrange and pay for suitable accommodation.

Accommodation will normally include:

• A hotel, guesthouse or other suitable serviced accommodation.
• A separate bed for each learner.
• Access to appropriate washing and toilet facilities.
• A location within reasonable commuting distance of the training venue.
• Overnight stays necessary to attend the scheduled course.

Accommodation will normally commence on the evening before the first training day and end with checkout on the final training day.

Additional nights may be approved where course schedules or exceptional travel circumstances make them reasonably necessary.

The Security Tutor reserves the right to select the accommodation provider, room type and location.

To ensure our complimentary accommodation offer remains sustainable, accommodation will normally be provided on a twin-room, shared-occupancy same gender basis.

Where shared accommodation is arranged:

• Each learner will be allocated their own individual bed.
• Learners will not be expected to share a double bed.
• Proposed room-sharing arrangements will be explained before confirmation.
• Learners will have an opportunity to raise privacy, welfare or other relevant concerns.
• Learners may nominate another course attendee with whom they would prefer to share, subject to mutual agreement and availability.
• The Security Tutor will consider appropriate room allocations and the needs of individual learners.

Learners will not be required to share accommodation where doing so would be inappropriate because of disability-related requirements, safeguarding concerns or other circumstances requiring individual consideration.

The Security Tutor will not disclose sensitive personal information about one learner to another when making room allocations.

Learners who prefer not to share accommodation may request a single-occupancy room.

Where a single room is requested for personal preference rather than an identified adjustment or welfare requirement, an additional supplement may apply.

Any supplement will be communicated clearly and agreed before the booking is confirmed.

Where single-occupancy accommodation is required as a reasonable adjustment for a disabled learner, no additional charge will be made for that adjustment.

Other requests relating to privacy, dignity, safeguarding or personal circumstances will be assessed individually and sensitively.

The Security Tutor is committed to providing fair access to training and associated accommodation arrangements.

In accordance with applicable equality legislation, including the Equality Act 2010, we will consider reasonable adjustments and individual accessibility requirements.

Learners are encouraged to advise us of any relevant accommodation needs as early as possible.

These may include:

• Accessible bedrooms or facilities.
• Mobility-related access requirements.
• Disability-related single-room requirements.
• Medical equipment or facilities.
• Other reasonable adjustments necessary to access the training and accommodation safely.

Learners will not be asked to disclose unnecessary medical information. Information supplied will be treated confidentially and used only where necessary to arrange appropriate support.

Learners requesting complimentary accommodation must provide the necessary information during the course booking process.

The Security Tutor will assess eligibility and confirm the accommodation arrangements in writing.

Confirmation will normally specify:

• Accommodation provider and location.
• Check-in and checkout dates.
• Room-sharing or single-occupancy arrangements.
• Any agreed additional charges.
• Relevant arrival and departure instructions.

Learners must not independently book accommodation and expect reimbursement without prior written authorisation.

Accommodation is subject to availability. Where the usual accommodation arrangements are unavailable, The Security Tutor will seek a suitable alternative for learners whose accommodation entitlement has been confirmed.

Any proposed alternative or additional charge must be discussed with the learner before confirmation.

Included for eligible learners:

• The agreed accommodation for the approved course period.
• The room and standard accommodation facilities.
• Any accommodation arrangements expressly confirmed as included in writing.

Not included unless specifically stated:

• Travel to and from the training venue.
• Fuel, vehicle expenses, taxis and parking.
• Additional nights requested for personal convenience.
• Room service, minibar purchases and personal expenses.
• Meals or refreshments provided by the accommodation provider.
• Costs incurred by accompanying friends or family members.
• Charges arising from damage, misuse or breaches of accommodation rules.

Where buffet meals or refreshments are included within the training course, these will be provided separately in accordance with the course booking information.

Learners receiving complimentary accommodation are expected to:

• Treat accommodation staff, other guests and fellow learners respectfully.
• Follow reasonable accommodation provider rules and policies.
• Maintain appropriate standards of cleanliness and conduct.
• Respect the privacy and personal belongings of anyone sharing accommodation.
• Report problems promptly to The Security Tutor or the accommodation provider.
• Avoid behaviour that could compromise the safety or welfare of others.
• Pay for personal purchases and any additional services not included within the booking.

Learners may be held responsible for damage or additional charges directly resulting from their actions, where responsibility is established and recovery of those costs is lawful and reasonable.

Serious misconduct may result in appropriate action, including alternative accommodation arrangements or removal from the accommodation where justified.

Learners must notify The Security Tutor as soon as possible if they are unable to attend the course or require changes to their accommodation.

Where accommodation has already been booked, The Security Tutor will endeavour to amend or cancel the reservation.

Any proposed recovery of avoidable costs resulting from late cancellation, non-attendance or failure to provide reasonable notice will be subject to the booking terms accepted by the learner and their applicable statutory rights.

The Security Tutor will not automatically charge learners for accommodation cancelled because of circumstances outside their reasonable control.

Where a course is cancelled or rescheduled by The Security Tutor, appropriate accommodation arrangements will be made for the revised course dates where necessary, without additional accommodation charges arising solely from our cancellation or rescheduling.

We understand that a standard distance or journey-time threshold cannot account for every learner's circumstances.

Learners who do not meet the usual eligibility criteria may request individual consideration.

Examples include:

• Significant temporary road closures.
• Limited public transport availability.
• Unusually early course start times.
• Accessibility or disability-related requirements.
• Exceptional personal or welfare circumstances.

Requests will be considered fairly and individually, taking account of safety, reasonableness and the available arrangements.

Discretionary accommodation outside the published eligibility criteria is not guaranteed, but reasonable adjustments required by law will be considered separately from discretionary decisions.

The Security Tutor will process learner information in accordance with applicable UK data protection legislation, including the UK GDPR and Data Protection Act 2018.

Information collected to arrange accommodation may include the learner's name, contact details, residential postcode, booking dates and relevant accessibility requirements.

We will:

• Collect only information reasonably necessary to administer accommodation.
• Share relevant booking information with accommodation providers where required.
• Protect personal and sensitive information appropriately.
• Restrict access to information to authorised personnel.
• Retain information only for as long as necessary in accordance with our applicable retention arrangements and privacy notice.

Learners who are dissatisfied with an accommodation eligibility decision or the arrangements provided should contact The Security Tutor.

We will review concerns fairly and respond within a reasonable period.

Where possible, accommodation concerns raised before a course begins will be prioritised so they can be resolved before the learner travels.

The Security Tutor reserves the right to review and amend this policy to reflect operational requirements, accommodation costs, learner feedback and changes in relevant legislation.

Changes will not retrospectively remove accommodation entitlements already confirmed as part of an accepted course booking without the learner's agreement or another lawful basis.

For accommodation enquiries, eligibility assessments or requests for reasonable adjustments, please contact:

The Security Tutor, James Consulting Training Ltd

Email: contact@thesecuritytutor.com · Website: www.thesecuritytutor.com

Learners should raise accommodation requests before finalising their course booking wherever possible.