AETS – Sofema / Sofema Aviation Services Training Delivery Terms and Conditions

In all cases in the following text where appropriate SAS Terms are also applicable to AETS – Sofema.

1/ Bookings

a) Bookings may be made by email or signed contract. Please note for accounting purposes it is required to sign a formal contract.

b) Once acknowledged and accepted by SAS your booking becomes a “Valid Booking” for organisational and charging purposes.

c) Unless formally cancelled by you “the client” and acknowledged by Sofema Aviation Services, any course or service booking received by email is subject to course cancellation policy as described below.

2/ Cancellations

a) Once the contract is signed between SAS and the client – steps are taken to review and prepare the material, allocate instructors, buy tickets, and arrange hotac, training facilities and catering as required to meet our obligations in accordance with the contract.

b) In order to effectively plan our business continuity, as well as to manage our commitments and meet our obligations to our Instructors it is necessary to set a 14 day cut off date, after which the client is fully responsible for 100% of the charges in respect of the signed contract.

c) It is SAS Policy that whilst any payment received for training courses which are cancelled more than 14 days from delivery are refundable, all actual costs (printing, air fares, administration incurred by SAS will be invoiced and shall be reimbursable in full. This includes the visa invitation letters preparation fee (60 Euro) which will be initiated once the client expenditure authorization form is signed by the client. SAS is very sympathetic to the customer’s situation and ask for reciprocal recognition of business commitments and objectives.

d) Courses cancelled within 14 days are fully chargeable, however SAS will endeavour to provide favourable terms to support a “replacement course” (essentially a replacement course will be delivered at half the price of the original cancelled training – Plus direct costs!) To be delivered at a time and place which is mutually acceptable to both parties.- plus additional transport/ hotac & accommodation charges will be rechargeable at actual cost.

e) The replacement course shall normally be planned and delivered within a 3 month period from signing of the contract. Such contract to secure the 50 pct discount must be signed within 12 months following the cancellation.

f) SAS will not be liable for any direct or indirect loss arising out of the delivery of the training, its non-delivery, your reliance on the course material your attendance at the course or any other loss connected with your booking onto a course with us, unless such liability cannot be excluded by law.

g) Once agreed that a course is running it is not our policy that courses will be cancelled by us (SAS), however from time to time this is an unavoidable situation. The policy is to rebook the course at a mutually convenient time. However, if this is not possible course fees only will be refunded.

h) SAS cannot be held responsible for any direct or indirect loss suffered by you due to a course being cancelled.

i) SAS Open training confirmations accepted by email and acknowledged are valid and binding on the client – please note to avoid costs notification of non-attendance to a book training must be received a minimum of 14 days from delivery.

j) Failure to notify proposed non-attendance with 14 days’ notice, or, failure to attend the actual event will result in a full charge being invoiced to the client.

k) It is SAS policy in the event of non-attendance through unforeseen circumstances that a free of charge place will be provided on future training concerning the same or similar subject matter.

l) Please note that SAS discount policy is conditional on timely payment of all due amounts, any payment delay past the invoice date will result in normal prices applying.

3/Course Attendance Required to Qualify for a Certificate

SAS understands that Accountable Executives and Senior Managers are often called away at short notice and this may cause a problem to satisfy the attendance requirements to qualify for a full certificate.

Following a reduction of attendance hours by 1 or more delegates, the Instructor will review the actual delivery of subject matter and will determine whether.

a) The Delegate has attended sufficient hours to qualify for a full certificate

b) The Delegate has not covered the full syllabus and shall be eligible to receive a “partial” certificate. This special certificate will be produced in conjunction with the Instructor. (This document will be provided without additional cost)

c) In addition to the above, any person who misses a full training will be allowed to attend the same or similar in the future (without additional cost). Please note this option is not transferable.

4/ Hotel and Visa Support

a) SAS is not responsible for your Hotel booking or for the issuance of your VISA if required although every assistance will be given to support you to find suitable accommodation and to obtain your Visa.

b) Sofema Aviation Services Instructor & Consultants Policy & Guidance for Hotel Accommodation. Sofema Consultants / Instructors are visiting your organisation to provide training and support, they need to be able to work and rest. In general noisy, touristic or “family wedding venues” type of establishments are unlikely to be suitable. Accommodations with Multiple Floors (Higher floors are quieter and preferable) 24 Hour Security / Front Desk / Room Service and Multiple Restaurant Options are likely to meet acceptance criteria. The objective is to provide the highest level of comfort and security in addition to provide an environment where the consultant can work in an effective manner in support of the contract / engagement – this also requires strong & effective internet access.

c) Standard & Budget Considerations for hotel accommodation. Hotel Grading uses a Star * system however to note that this system is not based on a universally agreed criteria as such significant variations exist throughout the world where in some cities New York / Paris / London / Tokyo the cost of accommodation is a significant cost. As a general guide consider that a budget of 100 Euro/ Night or 3* which ever is higher should be consider as a baseline for a minimum acceptable standard. Please also note the more comfortable the accommodation, the more rested and therefore effective will be the consultancy support.

5/ Certificates

a) Course certificates will only be issued on payment of all outstanding invoices, and will normally be issued within 14 days of the clearance of the received payment.

b) Certificates carry a unique document control number and are issued as PDF to print or store electronically. The certificates are signed electronically. A hard copy of the certificates can be provided for 25 Euro / certificate plus Air Mail or Courier charges as the client wishes.

c) Any errors which are found in the certificates must be reported within 30 days of issue, such certificates will be replaced without charge regardless of the reason for the error.

d) Additional replacement of certificates and subsequent re-issues of previous certificates will be charged at a 25 Euro nominal fee to cover administration.

e) Hard Copies of Certificates are available on course completion individually at either 25 Euro each to cover administration and air mail or in batches at 15 Euro each plus “batch” Air Mail or courier at cost.

6/ Provided Materials

a) Unless otherwise agreed SAS material are for the use of the delegate only and must not be reproduced or redistributed in any way, SAS Material must not be used for any training purposes without explicit approval. Unauthorized use of SAS Regulatory Training Material in part of full will be charged at 200% of the standard Daily Charge applicable for use of the said material.

b) For open training courses SAS always produces the supporting training material for the student – from a learning point of view it is essential that the student has full access to all the material which is being delivered (anything else will compromise the integrity of the training).

c) For in company training the responsibility for this task (printing of training & support material) rests with the receiving organisation.

There are 2 options available for the receiving organisation.

– To print the material in a format as advised by SAS (2 slides per page – 6 slides per page is not readable, unfortunately)

– To provide a soft copy to the student and for the student to have a laptop available for the duration of the presentation

Please Note – If neither option a or b is adopted, then it is extremely difficult for an interactive dialogue to take place which compromises the training. As such it is not possible to consider the activity a training. In this circumstance, we consider the exercise a briefing only and no certificates will be provided to the attendees.

7/ Payment Details

a) When the transfer is made via bank transfer, all bank charges are at the client’s expense. If the payment is made via Credit Card, the transaction fees will be at SAS cost.

When the transfer is made via bank transfer, it is the client’s obligation to cover all the bank charges for all transmittal’s, in the event of underpayment or omission SAS retains the right to request payment of the shortfall or to add to future invoices. Client additional documentation requirements for example “company TAX status” will be recharged to the client at cost.

c) Sofema Aviation Services offers generous discounts to promote business and encourage early payment and to maintain business cash flow. Unless specifically agreed the discount offered within this contract is strictly conditional on the payment of the course fee and any other due amounts prior to commencement of the training.
Additional payment terms from those stated must be agreed upon by both parties.

d) SAS encourages clients to pay proforma invoices in a timely manner and any additional discounts offered as an inducement are conditional on timely payment of outstanding invoices.

e) The balance of the course fee is normally required to be paid before the completion of the course.

f) Sofema Aviation Services offers generous discounts to promote business and encourage early payment and to maintain business cash flow. Unless specifically agreed the discount offered within this contract is strictly conditional on the payment of the course fee and any other due amounts prior to commencement of the training.
Additional payment terms from those stated must be agreed between by both parties.
Failure to make the payment within the period proscribed within the contract terms will result in the re issue of the invoice with standard fees, without discount.
Payments which remain outstanding after 30 days will incur a penalty of 5% / month, re-occurring.

g) If due to the specific requirements of the national or organisation accountancy requirements a “full” invoice is essential prior to payment, please identify immediately on receipt of the Pro-forma invoice to enable timely support.

h) Open training is provided for individual delegates with additional discounts available for multiple attendances and multiple delegates from the same company, the delegate, however, remains responsible to pay for the training in the event of non-payment by the company.

i) In respect of SAS Training Services the “Withholding Tax” depends on the country in which the training is performed. Double Taxation agreements exist between Bulgaria (SAS is a Bulgaria-registered entity registered for VAT in Bulgaria) and a number of Countries. The current business tax rate in Bulgaria is 10%. In accordance with this, any amount above a rate of 10% which may be withheld as additional tax by the customer (withholding tax) will not be recoverable by SAS. Such amounts therefore shall be at the cost and liability of the customer either through prepayment or additional invoice.

j) Sofema Aviation Services a BG Registered Company provides through its associated website – Sofema Online (SOL) provides online training with both administration and servers located within the Republic of Bulgaria. Therefore for taxation purposes, Sofema Online should not be treated as a business that is carried out in the client’s country.

k) For training below 750 Euro in value any additional requirements involving the Bulgarian Tax Authorities and tax Residence Certificates will incur a charge of 50 Euro to cover additional administration services.

l) Concerning Accountancy Queries and Retrospective Support to Clients

Sofema Aviation Services provides a Pro forma Invoice and on receipt of payment for a Full VAT Invoice. The discharges our fiduciary responsibility in accordance with European Accounting Requirements.
When a client has a special request to provide a formal invoice to enable payment – SAS will endeavor to support the final invoice which should show the actual amount received to avoid accounting errors.

Important Note: Any discrepancies regarding actual funds received will require SAS to re-issue the final invoice – which may require the client to update their accounts

Should a Client require additional support to investigate anomalies please note the following
· within 6 months of issuing an invoice we will re-issue as requested without charge
· From 6 months to 1 year, there is a service charge of 50 Euro for accountancy support per single event
· After 1 year the fee for financial accountancy support is 100 Euros for a single event
· In the event that a detailed analysis is required we need to involve our external accountants and in this case the charge per event is 200 euros (min )per request, The fee may increase when we are required to go back to review archived data.
· All fees to be agreed to and paid before commencement of support activity.

j)  Sofema issues registered invoices against all payments. Funds sent by Bank Transfer or Credit Card do not arrive instantly and can take up to 7 Days to arrive in Sofema Accounts. The invoice can only be issued when funds have been received into SAS. We, therefore, ask for your understanding and to expect your invoice up to 10 business days following your payment to allow time for processing.

8/Delegate Attendance

SAS offers open and in-company training possibilities.

a) For open training we gather delegates from the industry and charge a delegate rate (with multiple delegate discount applicable)

b) For in-company training a special price is offered to a single organisation which means for approx 6 delegates and above there are significant savings.

Please Note it is not an acceptable practice to gather delegates from outside the company, as this in fact compromises and undermines our business model. (effectively taking potential SAS Clients) We have very carefully adjusted our prices so they are around 60% of our competitor for open training and less than 50% for in-company training, so we ask you to respect this condition.

c) We are happy to invite a member of the Regulatory Authority Free of Charge to attend the training – Additional regulatory authority delegates are charged at 50% of the normal fee (revenue treated as below for inclusion of external delegates 50/50).

d) Option for including External Delegates
It is possible to include external delegates by charging SAS open delegate rate and profit sharing 50/50 with the host (this does not impact your delegate count) External Delegates are considered supernumerary to the basic delegate count. If you would like to include external delegates please advise SAS Admin Manager so additional invoices may be prepared.
Please also note that your share of any additional delegate fee can be refunded to the delegate or we can calculate and provide a reduced price and invoice the extra delegate. (both options are possible)

9/ Terms and Conditions for Online Payments

These Terms and Conditions regulate the relationships between SAS and the USER (client), who use sassofia.com for purchasing training courses. By selecting an object, picture, link (different from those of the Terms and Conditions), or button, which are located on sassofia.com it is considered that you are familiar with and agree to the Terms and Conditions described below. The current Terms and Conditions are consistent with the requirements of the Law on Consumer Protection as well as the other regulations acting in the Republic of Bulgaria.

9.1/ Definitions

“SAS” is a tradesman, who markets its goods and services through sassofia.com. SAS is the company, with whom the User concludes a contract for the sale of training courses from distance in the website.
“USER” is the legally capable person, who agreed with the Terms and Conditions in connection with the request and purchase of the offered products by the website.
“Website” is the Internet web page sassofia.com, which serves as a virtual platform for supplying goods and services, marketing, and reaching an agreement between the SAS and the USER for the sale and purchase of a certain item or service.
“SAS” is the company Sofema Aviation Services EOOD, based in Sofia, postcode 1497, Banat Str. No 3, which creates and maintains the website and defines the current Terms and Conditions, under which are the trainings sold. Sofema Aviation Services EOOD has the full right to unilaterally change the content of the website as well as the ways to access it.
“ORDER” is the request made by the USER for the purchase of one or more trainings through the website. The order may have the status “APPROVED”, when it is finally confirmed by e-mail or telephone by the USER. The order may have the status “UNAPPROVED” if it is received by SAS by e-mail but is not finally confirmed.
“CONTRACT FOR SALE” is the concluded contract between SAS and USER from distance through email between SAS administrator and USER for the sale and purchase of trainings.

9.2/ Conditions for Using the E-store

9.2.1 The browsing of SAS website www.sassofia.com is completely free and accessible from any point of the world.
9.2.2 To be able to buy from sassofia.com a registration is needed with the e-mail, name, address of the user, and telephone number.
Registration is completely free and is done by fulfilling the registration form. The registration needs to be done for each of the training which will be purchased by the USER.
9.2.3 The USER must state e-mail, personal name or company name, and an address.
9.2.4 ”SAS” has the right to gather, process, and use the personal data of its USERs in view of the needs of the website, at the same time the company has the obligation to protect the personal data and to not use it for other purposes or to show it to third parties except the SAS.
9.2.5 On the website for every item there is a price, main characteristics, and additional information aimed to help the USER make an informed choice for purchasing a certain product.
9.2.6 All of the prices are in Euro (EUR.) without VAT.
9.2.7 On the page to the left there is a button “Register”. By pressing this button you start the process of purchase of training.

9.3/ Ordering the Training

9.3.1 To be able to make an order to the website the USER must state:
9.3.1.1 Valid e-mail address.
9.3.1.2 Correctly completed billing address.
9.3.1.3 Correctly completed Personal name or Company name with tax details.
9.3.2 If an order has been made, the USER gets confirmation to his stated e-mail address.
9.3.3 In case the requested item is not available the consultant informs the USER. If the USER does not agree with the order to refer to another training (analogous model,) it can be annulled.
9.3.4 Orders in the sassofia.com e-store are accepted 24/7.
9.3.5 The USER can reject an already made offer without needing to state reasons for the rejection.
9.3.6 The rejection can be made by phone call or e-mail to the stated e-mail: team@sassofia.com . For the rejection to be valid the USER must state again the names used for registration, his email, the cost of the order, and the number of that same order.

9.4/ Delivery of Ordered Training

9.4.1 After an order is made by a USER and it gets to sassofia.com, the website sends an e-mail to the USER for a successfully received order.
9.4.2 The courses will be delivered on the stated dates and places.
9.4.3 SAS keeps its right to cancel or postpone a particular training 7 days prior to the date. The policy is to rebook the course
at a mutually convenient time. However, if this is not possible course fees only will be refunded. SAS can not be held responsible for any direct or indirect loss suffered by you due to a course being cancelled.

9.5/ Payment

9.5.1 The payment of the ordered training can be done in two ways and whichever way you chose.
9.5.1.1 With “Bank Transfer”
9.5.1.2 With credit card
9.5.2. In case when the payment is made via credit card, any applicable refund will be made to the same card from which the payment has been made. The appropriate refund will typically be made in 3 business days from the date when the service/goods are canceled.

9.6/ Withdrawal of the Contract. Reclamation

9.6.1 For cancellations made within 14 days of the date of the training full payment
remains due, substitutions may be made.
9.6.2 Cancellation may be brought” on the stated e-mail team@sassofia.com
9.6.3 In the event that legal action is required in respect of legitimate recovery the following will apply
9.6.3.1 All “reasonable” legal charges necessary for recovery, will be accounted for and included in the final invoice
9.6.3.2 Reasonable is interpreted as meaning fair-minded, just, and equitable.

9.7/ Terms of Copying Information

9.7.1 All the information on sassofia.com is the property of “SAS” (pictures, items, description).
9.7.2 It is forbidden the copying texts from sassofia.com and their placement on other websites without the written consent of “SAS”. Infringes copyrights or other rights of the intellectual property.
9.7.3. The MP4 recordings from a webinar session are considered as IPR owned by SAS. The Client confirms that its use of the MP4 and soft copy material is restricted to private use within its own facility. SAS may reference the MP4 for training purposes.

9.8/ Newsletters

9.8.1 When a USER makes a registration on the website he or agrees to receive his or her e-mail Newsletters distributed by “SAS”.
9.8.2 The USER can refuse to receive brochures and notices on his e-mail at any time: By opting out “SAS” on the stated team@sassofia.com with the explicit request to not receive Newsletters.
9.8.3 If the USER has made the request not to receive Newsletters and then makes a purchase of training it is considered that he agrees again to Newsletters.
9.8.4 ”SAS” will immediately delete from the database the data of any USER, who agreed to not receive Newsletters.
9.8.5 “SAS” includes in the Newsletters only commercial information that refers to products and services of SAS and its agents and partners

9.9/ Personal Data

9.9.1 SAS ensure its users / clients confidentiality of provided information and personal data. The latter will be used, provided or brought to knowledge of third parties outside the cases and under the conditions set out in these Terms and Conditions.
SAS protect the personal data of the user / client this obligation shall cease if the customer has provided incorrect data. SAS may use the personal data of the Customer solely for the purposes specified in the contract. Any other cases for data use data will be in accordance with Bulgarian legislation, the applicable international instruments, internet ethics, morality and decency.
9.9.2 SAS undertakes not to disclose any personal customer data to third parties – government bodies, companies, individuals and others, unless it is received a written consent of the Client, the information is required by government bodies or officials, according to current legislation, to require collect such information. SAS is obliged to provide the information under the law.

9.10/ Feedback

9.10.1 Every USER is encouraged to provide feedback to “SAS” for questions, suggestions and to get information. In addition to the stated or advised e-mails links can be made on this telephone number +359 2 821 0806.
9.10.2 “SAS” is administrator of the website and can remove any uncensored and offending qualifications violating morality and good manners.

9.11/ Other Conditions

9.11.1 Eventual invalidity of any provision of these Terms and Conditions shall not invalidate the whole contract.
9.11.2 On the outstanding issues of this contract issues related to the implementation and interpretation of this agreement shall be governed by the laws of the Republic of Bulgaria.
9.11.3 All arguments between sides of this contract will be resolved by the competent court or Commission for Consumer Protection.
8.11.4 The current Terms and Conditions enter into force for all users from 01.11.2015.

10/ Recovery Actions in Respect of Non Payment for Provided Services

In the event that legal action is required in respect of legitimate recovery the following will apply: All “reasonable” legal charges necessary for recovery, will be accounted for and included in the final invoice – Reasonable is interpreted as meaning fair-minded, just, equitable.

11/ Credit Management Policy

11.1 For outstanding Credit following Sofema Training – Immediately send a credit note for the relevant amount (Credit Note No / Amount / Date Issued – Valid to )
11.2 For SOL it is more complicated – pay in advance will be managed as agreed – remains valid and rolls over to the next contract
11.3 SOL where the client wishes to consolidate into a new contract a Credit Note for the carry over amount should be raised (see item 4 & 5 applicable to both SAS & SOL)
11.4 If the client requests a cash refund a processing fee- of 50 Euro or USD (depends on the invoice currency) will be applicable
11.5 If the refund impacts the original discounted amount the original invoice will be recalculated and and adjustment made to the refunded amount together with the admin fee
11.6 To update the proforma to identify the client responsibility to pay the bank charges