Payment Policy

1. Purpose and scope

1.1 This Payment Policy sets out the fees, payment arrangements, discounts, attendance controls, cancellation rights and arrears procedures that apply to the Luminary Tech Path ("LTP") during the 2026/27 academic year.

1.2 The purpose of the policy is to ensure that payment arrangements are:

• clear, transparent and communicated in full before a family commits to enrolment;
• consistent and fair as between all families;
• proportionate, with graduated notice before any restriction on attendance;
• accurately linked to the LTP attendance register, which forms part of RobocodeUK's safeguarding and site-management arrangements;
• compliant with applicable United Kingdom consumer protection and data protection law; and
• capable of being applied consistently and lawfully by RobocodeUK staff.

1.3 This policy applies to every parent, legal guardian or other person who enters into an enrolment contract with RobocodeUK in respect of a learner attending LTP in 2026/27 (the "Account Holder").

1.4 This policy does not apply to holiday camps, one-off workshops, competitions, external events or other RobocodeUK services purchased separately, each of which is governed by its own booking terms.

2. Status of this policy and related documents

2.1 This policy is incorporated into, and forms part of, the enrolment contract between RobocodeUK and the Account Holder.

2.2 This policy should be read together with the LTP Terms and Conditions, the Schedule of Fees, the Behaviour Policy, the Safeguarding and Child Protection Policy, the Privacy Notice and any other RobocodeUK policy identified at enrolment.

2.3 Where there is any conflict or inconsistency between documents, the following order of precedence applies: the LTP Terms and Conditions; the Schedule of Fees for the relevant academic year; this Payment Policy; and any other LTP policy or operational guidance.

2.4 Nothing in this policy or in any related document operates to exclude or limit rights that cannot lawfully be excluded or limited, including rights under the Consumer Rights Act 2015. Any term that would have that effect is to be read as modified to the minimum extent necessary, or, if that is not possible, treated as severed.

2.5 A current copy of this policy is provided at enrolment and is available on request from ltp@robocode.uk.

3. Legal and regulatory framework

3.1 This policy has been prepared to be consistent with the following principal instruments and guidance. The table is a guide to the framework applied and is not an exhaustive statement of the law.

3.2 This policy is to be interpreted and applied consistently with those instruments as amended from time to time.

3.3 If any provision of this policy is held by a court or regulator to be unfair, unlawful or unenforceable, that provision is severed and the remainder of the policy continues in full force.

4. Definitions

5. Schedule of fees for 2026/27

5.1 The following fees apply to LTP for the 2026/27 academic year. All amounts are stated in pounds sterling and are inclusive of any value added tax chargeable.

5.2 The total amount payable in the first year of enrolment is therefore £3,940 for the Three-Day Programme and £5,040 for the Four-Day Programme, in each case before any sibling discount and excluding examination entry fees. For a learner in their GCSE Year on the Monthly Plan it is £3,240 and £4,140 respectively, because their programme ends earlier (clause 6.2B).

5.3 There is no one-day or two-day LTP option for 2026/27.

5.4 The Monthly Fee includes specialist teaching, curriculum delivery, standard learning resources, use of facilities, programme administration and the reservation of the learner's place.

5.5 The Monthly Fee does not include: examination registration and entry fees (Section 18); optional trips, competitions or enrichment activities offered separately; replacement of lost or damaged equipment or learning materials; or any third-party charge notified separately in writing.

5.6 Any charge not listed in this policy or in the Schedule of Fees will not be applied unless it has been notified to the Account Holder in writing, with the amount and the reason for it, before it becomes payable.

Payment plans

5.7 The Account Holder selects one of the following payment plans at enrolment. The plan selected applies for the whole Programme Year.

5.8 Due dates. Under the Monthly Plan, instalments fall due as set out in Section 6. Under the Termly Plan, the first payment is due on enrolment and covers September to December 2026; the second is due by 1 December 2026 and covers January to March 2027; the third is due by 1 March 2027 and covers April to July 2027. Under the Annual Plan, payment is due in full on enrolment in August 2026.

5.9 Nature of the reduction. The reductions available under the Termly and Annual Plans are given in consideration of payment in advance for the full Programme Year. They are not a reduction in the price of any individual programme month.

5.10 The £90 registration fee, examination entry fees and any other charge under clause 5.5 are payable in addition under every plan.

5.11 Sibling discounts under Section 15 are applied to the total payable under the selected plan.

5.12 Changing plan. A change of plan during the Programme Year requires the written agreement of RobocodeUK. Where an Account Holder moves from the Termly or Annual Plan to the Monthly Plan, the reduction is withdrawn in respect of the programme months not yet delivered, and the account is recalculated at the standard Monthly Fee.

5.13 Failed payment under a prepayment plan. Where a Termly or Annual payment is not received by its due date, the escalation timetable in Section 11 applies. RobocodeUK may in addition transfer the account to the Monthly Plan at the standard Monthly Fee for the remainder of the Programme Year, on written notice.

5.14 Refund on withdrawal under a prepayment plan. Where an Account Holder withdraws under Section 22 having paid under the Termly or Annual Plan, the refund is calculated as the amount paid, less the standard Monthly Fee for each programme month delivered up to and including the end of the Notice Period, less any other sum properly due. The balance is refunded within 14 days by the original payment method. The reduction described in clause 5.9 is not retained in respect of the months delivered, because it was given in consideration of a full Programme Year.

5.15 Clause 5.14 does not apply where the Account Holder exercises the statutory cancellation right under Section 21, in which case Section 21 governs and a full refund is due where the programme has not begun.

6. Payment cycle and billing

6.1 This Section applies to Account Holders on the Monthly Plan. Under that plan the annual LTP tuition fee is divided into 11 equal monthly instalments, each collected one calendar month in advance of the month to which it relates. Due dates for the Termly and Annual Plans are set out in clause 5.8.

6.2 Instalments are therefore collected from August 2026 to June 2027 inclusive, and cover the programme months September 2026 to July 2027 inclusive:

6.2A For the 2026/27 year the standard billing date is the 10th of the month. As a transition, the September 2026 instalment (covering October 2026) is collected on 15 September 2026, following written notice to all Account Holders on 31 August 2026; from October 2026 instalments are collected on the 10th of each month, with the final instalment on 10 June 2027. Payments remain one calendar month in advance throughout: each instalment covers the programme month after the month in which it is collected.

6.2B GCSE Year learners. A learner in their GCSE Year pays for the programme months up to and including the month in which their GCSE Year ends, and nothing is collected for them for a later month. For 2026/27, with the GCSE Year ending on 28 May 2027, their last instalment is collected on 10 April 2027 and covers May 2027, so a GCSE Year learner on the Monthly Plan pays 9 instalments rather than 11, and nothing is collected for them on 10 May or 10 June 2027. Under the Termly Plan a term that begins after their GCSE Year has ended is not charged (in 2026/27 every term begins before it ends, so all three terms are charged); the Annual Plan fee is unchanged. Where a family enrols more than one learner, the other learners' instalments continue as set out above, and any sibling discount under Section 15 stays as it was agreed at enrolment.

6.3 The effect is that every Account Holder remains one full calendar month in advance throughout the Programme Year. Where an Account Holder relies on a reimbursement scheme that pays in arrears, a delayed reimbursement therefore does not by itself cause an LTP payment to be late.

6.4 The Monthly Fee is an averaged programme fee. It is not calculated according to the exact number of lessons delivered in any individual calendar month. Months containing scheduled holidays, half-term closures or a different number of teaching weeks are charged at the normal monthly rate.

6.5 The recurring payment date is confirmed to the Account Holder in writing during enrolment and remains the normal billing date for subsequent monthly instalments. The billing date will not be changed without at least 10 Business Days' written notice.

6.6 Where a learner joins after the start of the Programme Year, the Account Holder pays, at enrolment, the registration fee and one monthly instalment. Nothing is charged for any part of a month before the place starts. If enrolment is made on the 1st to the 7th of a month, the place starts that month and the instalment covers that month. If enrolment is made on the 8th or later, the place starts on the 1st of the following month and the instalment covers that month. The one-month-in-advance cycle then continues normally from the next billing date.

6.7 The Account Holder is responsible for ensuring that: the selected payment method remains valid and in date; sufficient funds are available on the billing date; replacement card or bank details are provided promptly; and payment reaches RobocodeUK by the applicable due date.

6.8 Where payment is made manually rather than through a Recurring Payment Authority, cleared funds must be received in RobocodeUK's account by the payment deadline. A payment that has been initiated but not received may be treated as outstanding until receipt is confirmed.

6.9 RobocodeUK issues a receipt for each instalment on the day it is received, stating the amount actually received, the date of receipt and the programme month to which it relates.

7. Registration fee

7.1 A one-off registration fee of £90 per learner is payable on enrolment.

7.2 The registration fee covers the administrative cost of onboarding, safeguarding and enrolment checks, account and register set-up, and issue of programme documentation. It is a genuine pre-estimate of that administrative cost.

7.3 The registration fee and the first applicable Monthly Fee must both be received before a learner's place is confirmed.

7.4 The registration fee is non-refundable once the registration process has been carried out, save that it is refundable in full where: RobocodeUK is unable to offer the learner a place; the Account Holder exercises the statutory cancellation right under Section 21 before any registration work has been undertaken; or a refund is otherwise required by law.

7.5 Where the Account Holder cancels within the Cooling-Off Period after registration work has begun at their express request, RobocodeUK may retain a proportionate amount reflecting the work already carried out, in accordance with regulation 36 of the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013.

7.6 Sibling discounts do not apply to the registration fee. The registration fee is not charged again on continuous re-enrolment from one academic year to the next, but becomes payable again where enrolment has lapsed for a full academic year or longer.

8. Securing and confirming a place

8.1 A learner's LTP place is secured only when RobocodeUK has received all of the following: the completed LTP onboarding and registration information; acceptance of the applicable Terms and Conditions and policies; the £90 registration fee; the first applicable Monthly Fee; and any further information reasonably required for safeguarding or enrolment purposes.

8.2 Submitting an application, enquiry or onboarding form does not reserve a place. Registration is not complete merely because a form has been submitted.

8.3 The enrolment contract is formed when RobocodeUK issues written confirmation that the place has been secured. That confirmation will state the programme selected, the Monthly Fee, the billing date, any discount applied and the total amount payable for the Programme Year.

8.4 Places are subject to programme capacity and group availability.

8.5 For the September 2026 intake, families should complete the enrolment process within the published enrolment deadline notified by RobocodeUK.

9. Payment methods and payment authority

9.1 RobocodeUK accepts the following payment methods: recurring card subscription, Direct Debit, bank transfer and Tax-Free Childcare (Section 16). RobocodeUK does not accept cash payments for tuition.

9.2 No surcharge is applied to any consumer debit card, credit card or other payment method. The fee stated in Section 5 is the fee payable.

9.3 Where a Recurring Payment Authority is given, it authorises RobocodeUK to collect the Monthly Fee (as adjusted for any applicable discount) on the agreed billing date for the duration of the enrolment. The Account Holder will be told the amount and frequency before the authority is set up.

9.4 The Account Holder may withdraw a Recurring Payment Authority at any time by contacting RobocodeUK or their bank or card issuer. Withdrawing a payment authority does not end the enrolment contract and does not constitute notice of withdrawal under Section 22; fees properly due remain payable.

9.5 RobocodeUK does not store full payment card details. Card payments are processed by a third-party payment provider that maintains PCI DSS compliance.

9.6 Bank transfers must quote the payment reference issued at enrolment. Payments that cannot be identified may not be allocated to the account until the Account Holder provides confirmation of the transfer.

21. Statutory right to cancel (14-day cooling-off period)

21.1 Where the enrolment contract is concluded at a distance (for example online, by email or by telephone) or away from RobocodeUK's premises, the Account Holder has a statutory right to cancel within 14 days beginning on the day after the day the contract is concluded, under the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013.

21.2 As a matter of policy, RobocodeUK applies an equivalent 14-day cancellation right to enrolments completed in person at the centre, so that all families are treated consistently.

21.3 To cancel within the Cooling-Off Period, the Account Holder need only make a clear statement to that effect. This may be done by email to ltp@robocode.uk, in writing, or by completing and returning the model cancellation form at Appendix C. Use of the form is optional.

21.4 Where the right to cancel is exercised and the programme has not yet begun, RobocodeUK will refund all sums paid, including the registration fee, within 14 days of being informed of the cancellation, using the same means of payment used for the original transaction.

21.5 Where the Account Holder has expressly asked for the programme or registration process to begin during the Cooling-Off Period and then cancels, RobocodeUK may deduct a proportionate amount for the service supplied up to the point of cancellation, calculated by reference to the total contract price. The balance is refunded within 14 days.

21.6 The Notice Period requirements in Section 22 do not apply to a cancellation validly made within the Cooling-Off Period.

21.7 This section does not affect any other right of cancellation or any other statutory right.

22. Withdrawal from LTP after the cooling-off period

22.1 An Account Holder wishing to withdraw a learner from LTP must give RobocodeUK a minimum of one full calendar month's written notice.

22.2 Notice must be sent to ltp@robocode.uk. The Notice Period begins on the date the written notice is received by RobocodeUK, or on the next Business Day where notice is received outside normal office hours.

22.3 Fees remain payable during the Notice Period whether or not the learner attends. No charge is applied for withdrawal beyond the fees falling due within the Notice Period.

22.4 Cancelling a card payment, Direct Debit, subscription or other payment method does not constitute notice of cancellation. Non-attendance does not constitute notice of cancellation.

22.5 RobocodeUK will acknowledge the notice and confirm the effective cancellation date in writing within 5 Business Days of receipt.

22.6 Prepaid amounts. There is ordinarily a prepaid balance on the account at the point of withdrawal: one instalment under the Monthly Plan, or a larger sum under the Termly or Annual Plan. Any prepaid amount is applied first against the Notice Period. Any balance remaining after the effective cancellation date is refunded to the Account Holder within 14 days, by the original payment method. Where the Account Holder is on the Termly or Annual Plan, the refund is calculated in accordance with clause 5.14.

22.7 The learner's place is not held beyond the effective cancellation date. Re-enrolment after withdrawal is subject to availability and to the fees then in force.

22.8 Where the Account Holder withdraws because RobocodeUK has notified a fee increase under Section 24, no Notice Period charge applies.

23. Refunds, credits and service failure

23.1 Except where required by law or expressly provided by the LTP Terms and Conditions: no refund is provided for a learner's absence; no refund is provided for scheduled short academic-calendar breaks; no refund arises simply because a learner chooses not to attend during a paid Notice Period; and unused attendance cannot normally be carried forward into another month.

23.2 Under the Consumer Rights Act 2015, RobocodeUK must perform the LTP service with reasonable care and skill and within a reasonable time. Where it fails to do so, the Account Holder may be entitled to repeat performance or, where that is not possible or is not provided within a reasonable time, an appropriate price reduction.

23.3 Where RobocodeUK suspends the regular LTP programme for a continuous period of one full calendar month or longer, the relevant payment will be paused or an appropriate credit applied.

23.4 Where a refund is due, it will be made within 14 days using the original payment method unless the Account Holder agrees otherwise. Refunds are made to the Account Holder, not to a third party.

23.5 Any goodwill credit issued remains valid until the end of the Programme Year in which it was issued, unless RobocodeUK confirms a longer period in writing.

23.6 Nothing in this policy affects a parent's, guardian's or learner's statutory consumer rights.

24. Changes to fees and to this policy

24.1 The fees set out in Section 5 are fixed for the 2026/27 Programme Year and will not be increased during that year other than in the circumstances described below.

24.2 Where an increase becomes necessary as a result of a material change in operating costs, taxation or regulatory requirements, RobocodeUK will give the Account Holder not less than two full calendar months' written notice, stating the new amount, the date from which it applies and the reason for the change.

24.3 An Account Holder who does not wish to accept a notified increase may withdraw the learner by giving written notice before the increase takes effect. In that case no Notice Period charge applies and the increased fee is not charged.

24.4 Fees for subsequent academic years are published in the Schedule of Fees before re-enrolment and do not take effect for a family until they re-enrol.

24.5 RobocodeUK may amend this policy from time to time. Material changes are notified in writing before they take effect and are not applied retrospectively to amounts already due. Corrections of obvious clerical or arithmetical error may be made at any time and will be notified.

25. Suspension, termination and debt recovery

25.1 Suspension of attendance does not extinguish amounts that have already become properly due.

25.2 Where payment remains outstanding after the escalation timetable in Section 11 has been completed and reasonable written communication has been given, RobocodeUK may: suspend LTP services and associated online access; terminate the learner's enrolment; seek recovery of the outstanding balance directly; instruct an appropriately regulated debt-recovery provider or legal representative; and/or commence proceedings for recovery of the debt.

25.3 Before commencing any court proceedings, RobocodeUK will comply with the Pre-Action Protocol for Debt Claims, which requires a Letter of Claim containing prescribed information, an accompanying information sheet, reply form and financial statement, and a period of 30 days for the Account Holder to respond.

25.4 Only reasonable and properly incurred recovery costs will be sought, and only to the extent that a court allows them. RobocodeUK does not apply a percentage-based collection surcharge to the outstanding balance.

25.5 RobocodeUK does not report LTP accounts to credit reference agencies.

25.6 All arrears communications will be conducted lawfully, proportionately and without harassment, consistent with section 40 of the Administration of Justice Act 1970.

25.7 A decision by RobocodeUK not to pursue an overdue amount immediately does not mean that the amount has been waived, and does not prevent later recovery.

25.8 Prepaid instalments on termination. Where RobocodeUK terminates an enrolment, any instalment paid in advance for a programme month falling after the termination date is refunded to the Account Holder within 14 days, after deduction of any sum properly due. Prepaid fees are not retained as a sanction.

25.9 Termination of enrolment does not affect any safeguarding obligation owed in respect of the learner.

26. Financial difficulty, reasonable adjustments and equality

26.1 RobocodeUK recognises that family circumstances can change unexpectedly. An Account Holder who anticipates difficulty in meeting a payment is encouraged to contact ltp@robocode.uk before the payment date.

26.2 RobocodeUK may, at its discretion, agree a short-term payment arrangement. Any such arrangement must be approved by authorised management, recorded in writing, and confirmed to the Account Holder. Escalation under Section 11 is paused while an agreed arrangement is honoured.

26.3 RobocodeUK complies with the Equality Act 2010. Payment arrangements will not be applied in a way that discriminates against a learner or Account Holder because of a protected characteristic.

26.4 Where a disability affects a learner's or an Account Holder's ability to engage with payment or communication arrangements, RobocodeUK will make reasonable adjustments on request. Requests should be made to ltp@robocode.uk.

26.5 Requests relating to financial difficulty are treated confidentially and are shared only with those who need to know in order to administer the account.

27. Authority, exceptions and consistency

27.1 The published payment rules apply consistently to all LTP families.

27.2 Where genuinely exceptional circumstances arise, any alternative payment arrangement must be approved in writing by authorised RobocodeUK management before it can be relied upon.

27.3 Teachers, tutors and front-desk staff do not have authority to: waive or reduce tuition fees; change payment dates; authorise discounts; permit attendance against a suspended account; or amend a payment plan verbally.

27.4 Any agreed exception must be recorded on the learner's account so that the attendance register and front-desk team hold an accurate status at all times.

27.5 An exception granted in one instance is made on its own facts and does not create a precedent or vary this policy for the future.

28. Changes to family circumstances

28.1 Account Holders must promptly inform RobocodeUK, and in any event within 5 Business Days, of any change affecting: payment details or payment method; Tax-Free Childcare or other funding arrangements; sibling discount eligibility; contact information, including email address and telephone number; parental responsibility, collection arrangements or emergency contacts; or the learner's continued enrolment.

28.2 Failure to update payment details does not remove liability for amounts properly due.

28.3 Changes should be notified to ltp@robocode.uk.

29. Communication about payments

29.1 Official payment communications may be issued electronically and are valid when sent to the email address held on the learner's account.

29.2 Account Holders are responsible for ensuring that RobocodeUK holds an up-to-date email address and telephone number.

29.3 An email is treated as received on the day it is sent unless RobocodeUK receives a delivery failure notification. Before suspending a learner's attendance, RobocodeUK will attempt to make contact by at least two different methods.

29.4 Questions about invoices, account balances, payments, cancellation notices or financial records should be directed to ltp@robocode.uk.

29.5 Payment concerns should be raised before the payment deadline, and in any event before bringing a learner to the centre.

29.6 RobocodeUK keeps a record of payment communications so that the status of an account can be evidenced if it is queried.

30. Data protection

30.1 RobocodeUK Limited, company number 17251049, is the data controller in respect of personal data processed for the purposes of enrolment, billing and account administration. The RobocodeUK Privacy Policy, at my.robocode.uk/privacy, explains how that data is used and who to contact about it.

30.2 Personal and financial data is processed in order to administer enrolment, collect fees, maintain the attendance register, meet safeguarding responsibilities, comply with legal and accounting obligations and, where necessary, recover unpaid amounts.

30.3 The lawful bases relied upon are performance of a contract (Article 6(1)(b) UK GDPR), compliance with a legal obligation (Article 6(1)(c)) and legitimate interests (Article 6(1)(f)) in relation to arrears recovery and fraud prevention.

30.4 RobocodeUK does not store full payment card numbers. Card data is handled by a PCI DSS compliant payment provider acting as processor.

30.5 Financial records are retained for a minimum of six years in accordance with accounting and tax requirements, after which they are securely deleted or destroyed.

30.6 Account Holders have rights of access, rectification, erasure, restriction, objection and portability, as set out in the RobocodeUK Privacy Policy. Concerns about data handling may be raised with RobocodeUK and, if unresolved, with the Information Commissioner's Office.

31. Complaints and dispute resolution

31.1 A complaint about fees, billing or the operation of this policy should be raised in the first instance with ltp@robocode.uk.

31.2 RobocodeUK will acknowledge a complaint within 5 Business Days and provide a substantive written response within 20 Business Days. Where more time is needed, the Account Holder will be told why and given a revised date.

31.3 If the response does not resolve the matter, the complaint may be escalated to a Director of RobocodeUK Solihull Limited.

31.4 If a complaint remains unresolved after the internal procedure has been completed, RobocodeUK will confirm in writing whether it agrees to use an alternative dispute resolution provider, as required by the Alternative Dispute Resolution for Consumer Disputes (Competent Authorities and Information) Regulations 2015. RobocodeUK is not currently obliged to use, and is not a member of, an ADR scheme.

31.5 Independent advice is available from the Citizens Advice consumer service on 0808 223 1133 or at citizensadvice.org.uk.

31.6 Nothing in this section prevents an Account Holder from bringing a claim in court.

32. Fair and consistent application

32.1 RobocodeUK will apply this policy consistently, reasonably and proportionately.

32.2 The purpose of firm but fair payment controls is to maintain: a reliable and accurate attendance register; safe site management and effective safeguarding; stable class sizes and teaching groups; committed specialist staffing; predictable programme delivery; and fairness to the families who pay their fees on time.

32.3 The payment and attendance rules form part of the operating framework of LTP and apply from the beginning of the 2026/27 programme.

33. Governing law and jurisdiction

33.1 This policy and the enrolment contract are governed by the law of England and Wales.

33.2 Disputes may be brought before the courts of England and Wales. An Account Holder resident in Scotland or Northern Ireland may alternatively bring proceedings in the courts of that jurisdiction.

34. Agreement and acknowledgement

34.1 By enrolling or re-enrolling a learner in the Luminary Tech Path for 2026/27, the parent or legal guardian confirms that they have been given access to, have read, and agree to comply with: this Payment Policy; the LTP Terms and Conditions; the applicable Schedule of Fees; and the other LTP policies incorporated into the enrolment arrangements.

34.2 The Account Holder further confirms that they have been informed, before enrolment, of the Monthly Fee, the number of instalments, the total amount payable for the Programme Year, the registration fee, the notice required to withdraw and the statutory right to cancel under Section 21.

34.3 At online registration this acknowledgement is given on screen: the parent or legal guardian signs with a drawn signature and their typed full name, and the signed record is stored with the enrolment.

Appendix A: Consolidated schedule of fees and charges 2026/27

Appendix B: Payment escalation timetable

This appendix summarises the escalation stages in Section 11. It is provided for clarity and does not vary the policy.

Appendix C: Model cancellation form

Complete and return this form only if you wish to cancel the enrolment contract within the 14-day Cooling-Off Period described in Section 21. Use of this form is optional; any clear statement of your decision to cancel is sufficient.

Appendix D: Document control and version history

This policy is issued by RobocodeUK Solihull Limited and applies to the Luminary Tech Path programme for the 2026/27 academic year.