Refund Policy

1. Introduction

This Refund Policy outlines the guidelines and procedures for cancellations and refunds at Capital Academy. We strive to provide fair and transparent policies regarding refunds for all our services, including courses, exams, coaching sessions, and educational materials.

2. Course Refunds

2.1 Course Cancellation by Student

Refund eligibility for course cancellations depends on when the cancellation request is submitted:

Cancellation Period	Refund Amount
14+ days before course start date	Full refund minus administrative fee (10%)
7-13 days before course start date	50% refund
Less than 7 days before course start date	No refund
After course has started	No refund

All cancellation requests must be submitted in writing via email to info@capitalacademy.om or through our contact form on the website. The date of the email or form submission will be considered as the official cancellation date.

2.2 Course Cancellation by Capital Academy

In the event that Capital Academy cancels a course due to insufficient enrollment, instructor unavailability, or other unforeseen circumstances, students will be offered one of the following options:

• Full refund of the course fee
• Transfer to another course of equal value
• Credit for future courses (valid for 12 months)

2.3 Course Rescheduling

If Capital Academy reschedules a course and the new schedule does not suit the student, the student may request a full refund or transfer to another course.

3. Exam Registration Refunds

3.1 IELTS Exam Cancellations

IELTS exam registration cancellations are subject to the policies of the official IELTS testing authorities. These policies may differ from our general refund policy. Generally, the following applies:

Cancellation Period	Refund Amount
5+ weeks before test date	Full refund minus administrative fee (15%)
3-5 weeks before test date	50% refund
Less than 3 weeks before test date	No refund

3.2 Mock Exam Cancellations

For mock exams hosted by Capital Academy:

Cancellation Period	Refund Amount
7+ days before mock exam date	Full refund minus administrative fee (10%)
3-6 days before mock exam date	50% refund
Less than 3 days before mock exam date	No refund

4. Coaching Session Refunds

4.1 Cancellation by Student

For individual coaching or consultation sessions:

Cancellation Period	Refund Amount
48+ hours before scheduled session	Full refund or reschedule at no cost
24-48 hours before scheduled session	75% refund or reschedule with 25% rebooking fee
Less than 24 hours before scheduled session	No refund

4.2 No-Show Policy

If a student fails to attend a scheduled coaching session without prior notice, the session fee is non-refundable, and the session will be considered as delivered.

4.3 Cancellation by Instructor

If an instructor cancels a coaching session, the student will be offered one of the following options:

• Reschedule at a mutually convenient time at no additional cost
• Full refund of the session fee
• Transfer to another instructor (subject to availability)

5. Book and Material Refunds

5.1 Physical Materials

For physical books and educational materials:

• Items must be returned within 14 days of purchase
• Items must be in original condition (unused, unmarked, and with original packaging)
• A proof of purchase (receipt or order number) is required
• Refunds will be processed in the original form of payment
• Shipping costs for returns are the responsibility of the customer unless the item is defective

5.2 Defective Items

If you receive a defective item, please contact us within 7 days of receipt. We will provide a replacement or full refund, including shipping costs.

6. Special Circumstances

We recognize that exceptional circumstances may arise that prevent students from attending courses or using our services. In cases of serious illness, family emergency, or other significant life events, we will consider refund requests on a case-by-case basis.

Documentation to support the special circumstance may be required, such as a medical certificate or other relevant evidence.

7. Refund Process

7.1 How to Request a Refund

To request a refund, please follow these steps:

1. Send an email to finance@capitalacademy.om with the subject line 'Refund Request'
2. Include your full name, contact information, and order/registration details
3. Specify the service for which you are requesting a refund
4. Explain the reason for your refund request
5. Attach any relevant supporting documentation (if applicable)

7.2 Refund Processing Time

Once your refund request is approved:

• Credit/debit card refunds: 5-10 business days
• Bank transfer refunds: 7-14 business days
• Other payment methods: Processing times may vary

8. Non-Refundable Items

The following services and fees are non-refundable:

• Administrative fees associated with cancellations
• Digital products or materials that have been downloaded or accessed
• Personalized or custom-made materials
• Placement test fees
• Late cancellation fees

9. Changes to Refund Policy

Capital Academy reserves the right to modify this Refund Policy at any time. Changes will be effective immediately upon posting on our website. It is your responsibility to review this policy periodically to stay informed of any updates.

Policy changes will not be applied retroactively to registrations or purchases made before the change unless required by law.

10. Contact Information

If you have any questions about our Refund Policy, please contact our Finance Department:

Finance Department
Capital Academy
Al Khoudh, Muscat, Oman
Email: finance@capitalacademy.om
Phone: +968 2412 3456

Last Updated: March 15, 2025