Refund & Course Rescheduling Policy
Effective Date: September 15, 2026 • Compliant with Kenya Consumer Protection Act 2012 & TVETA Institutional Regulations.
1 1. Policy Scope & Accreditation Alignment
Applicable to all vocational, diploma, and certificate programs governed by TVETA and NITA standards.
2 2. Non-Refundable Tuition Principle
Due to limited laboratory and gym cohort slots, tuition deposits and standard fees are non-refundable once classes commence.
3 3. 7-Day Cooling-Off & Rescheduling Grace Window
Students may request a one-time fee transfer or cohort rescheduling within 7 calendar days of initial payment prior to commencement.
4 4. Duplicate or Erroneous Payment Corrections
Duplicate M-Pesa or bank transfer payments are refunded 100% within 3-5 business days upon ledger reconciliation.
5 5. Medical & Compassionate Transfer Grounds
Documented medical emergency or severe life event allows fee transfer to any upcoming cohort within 12 months.
6 6. Course Postponement by Institute
If the Institute reschedules a course start date, students receive full fee rollover or 100% refund upon request.
7 7. Examination & Assessment Fee Policies
External certification board and TVETA examination registration fees are governed by external council rules.
8 8. Practical Kit & Learning Materials Non-Refundability
Issued uniforms, physical textbooks, and personalized testing kits cannot be returned once unsealed.
9 9. Student Disciplinary Dismissal
Expulsion due to code of conduct violation or academic dishonesty invalidates any refund eligibility.
10 10. Formal Request Submission Protocol
All requests must be logged through our online tracking desk at /refund-policy/request/ to receive a tracking reference code.
11 11. Document Verification & Turnaround Times
Admissions and Finance committees review tickets within 3 business days of submission.
12 12. Method of Authorized Disbursals
Approved refunds are disbursed solely to the original payment source (M-Pesa registered name or originating bank account).
13 13. Administrative Processing Surcharges
A statutory 5% bank/M-Pesa processing charge may apply to voluntary cancellations initiated prior to cohort start.
14 14. Installment & Fee Balance Obligations
Approved deferrals do not waive accrued outstanding balances owed for completed modules.
15 15. Dispute Escalation & Grievance Panel
Appeals may be escalated to the Office of the Registrar via admissions@habibfitnessinstitute.com.
16 16. Periodic Amendments & Governing Law
Governed under the Laws of Kenya and Kenya Consumer Protection Act 2012. Last updated September 2026.