Refund Policy

Humble Bee Institute of Marine Studies ("HBIMS") is committed to transparent, fair, and equitable fee management. This Refund and Cancellation Policy outlines the terms and conditions governing fee payments, cancellations, refund eligibility, processing timelines, and dispute resolution mechanisms applicable to all training programmes offered by HBIMS, including the Seafarer Development Programme (SDP)™, GP Rating, Deck Cadet, Engine Cadet, STCW courses, and all other maritime training courses.

This policy applies to all applicants, enrolled cadets, and their parents/guardians who have made fee payments to HBIMS through any mode of payment. By making a payment to HBIMS, you acknowledge that you have read, understood, and agree to abide by this Refund and Cancellation Policy.

1. Fee Structure and Payment Terms

The total programme fee for each HBIMS training course is communicated at the time of application and is documented in the official Offer Letter and Enrolment Agreement. The fee includes: tuition fees for the entire programme duration, hostel accommodation and mess (boarding and lodging), STCW course fees (PST, PSSR, FPFF, EFA), uniform and training kit, swimming training, physical fitness programme, personality development and English communication modules, and examination fees for internal assessments.

Fees are payable in the following modes: single lump-sum payment at the time of enrolment (no discount applied), two instalments (50% at enrolment + 50% within 60 days), or three instalments as per the schedule communicated in the Offer Letter.

All fee payments must be made via cheque, demand draft, NEFT/RTGS bank transfer, UPI, or other approved digital payment methods made payable to "Humble Bee Institute of Marine Studies". Cash payments exceeding ₹50,000 are not accepted as per Income Tax Act provisions. Official receipts are issued for every payment.

2. Cancellation and Refund Schedule

Refund amounts are determined by the date of receipt of a formal written cancellation request relative to the batch commencement date:

Important: The cancellation date is determined by the date HBIMS receives the formal written cancellation request (email, registered letter, or in-person submission with acknowledgement), NOT the date the cadet verbally informs staff or stops attending.

3. Non-Refundable Items

The following charges are non-refundable under any circumstances, regardless of the timing of cancellation:

Registration and application processing fee (₹5,000 or as specified at the time of application). MNAT (Maritime National Aptitude Test) examination fee. Uniform and training kit charges once the kit has been issued or ordered. Medical examination fees (pre-sea medical as per DG Shipping standards). Any third-party certification fees already remitted on behalf of the cadet (STCW, INDOS, CDC processing charges). Bank charges, payment gateway charges, and convenience fees incurred during the original payment.

4. Medical Disqualification Refund

If a cadet is declared medically unfit for sea service by a DG Shipping-approved medical examiner during or after admission and before the completion of the first 30 days of training, the following applies:

A refund of 80% of the total fee paid will be processed, after deducting non-refundable items (registration fee, medical examination fee, and any consumed services).

The medical unfitness must be certified by a DG Shipping-approved medical officer on official letterhead with the specific reason for disqualification (e.g., colour blindness, hearing impairment, eyesight below standard, cardiac conditions, epilepsy, etc.).

If the medical condition is discovered after 30 days of training commencement, the standard cancellation schedule (Section 2) applies, with the cancellation date being the date of the medical report. HBIMS may, at its discretion, offer a more favourable refund in cases of genuine medical emergencies.

5. Disciplinary Expulsion — No Refund

Cadets expelled from the programme for disciplinary reasons including but not limited to ragging, substance abuse, violence, cheating, criminal conduct, or persistent violation of the Code of Conduct are NOT entitled to any refund of fees paid, regardless of the percentage of the programme completed. The cadet's enrolment stands terminated with immediate effect, and all documents, certificates, and placement services are withheld. This is in accordance with the terms of the Enrolment Agreement signed by the cadet and parent/guardian at the time of admission.

6. Refund Processing Procedure

Step 1 — Submit Written Request: Submit a formal refund request via email to sdp@humblemaritime.com (subject: "Refund Request — [Cadet Name] — [Batch Code]") or via registered post to the HBIMS Campus address. The request must include: cadet full name, batch code, enrolment number, date of admission, reason for cancellation, bank account details for refund transfer (account holder name, account number, IFSC code, bank name and branch), and contact number.

Step 2 — Acknowledgement: HBIMS will acknowledge receipt of the refund request within 3 working days via email and SMS.

Step 3 — Review and Calculation: The Finance Department will review the request, verify payment records, calculate the applicable refund amount based on the schedule in Section 2, and prepare a Refund Statement showing the breakdown of total fees paid, deductions, non-refundable items, and the final refund amount.

Step 4 — Approval: The Refund Statement is reviewed and approved by the Finance Head and the Director.

Step 5 — Refund Transfer: The approved refund amount will be transferred via NEFT/RTGS to the bank account specified in the refund request within 30 working days from the date of approval. Refunds are made only to the original payer's bank account (the account from which fees were received). No cash refunds are provided.

Step 6 — Confirmation: A Refund Confirmation with transaction reference number and refund breakdown is sent via email and SMS upon successful transfer.

7. Batch Transfer and Deferral

In cases where a cadet wishes to defer their training to a later batch rather than cancel entirely, HBIMS offers a one-time batch transfer facility subject to the following conditions:

The transfer request must be received at least 15 days before the current batch commencement date. The cadet may transfer to the next available batch within 6 months of the original batch date. A batch transfer fee of ₹10,000 is applicable per transfer. Only one batch transfer is permitted per enrolment. If the cadet fails to join the transferred batch, the standard cancellation and refund policy applies from the original batch date. Batch transfers are not permitted after training has commenced.

8. Force Majeure

In the event of circumstances beyond the reasonable control of HBIMS — including but not limited to natural disasters, pandemics, government-imposed lockdowns, civil unrest, war, regulatory changes, or acts of God — that prevent the commencement or continuation of a training batch, HBIMS shall offer affected cadets the choice of: (a) transfer to the next available batch at no additional cost, or (b) a full refund of fees paid minus non-refundable items as specified in Section 3. HBIMS will not be liable for any consequential losses, travel expenses, or opportunity costs incurred by the cadet due to force majeure events.

9. Dispute Resolution and Governing Law

Any disputes arising from this Refund and Cancellation Policy shall first be addressed through HBIMS's internal grievance redressal mechanism. Cadets or parents/guardians may submit a written grievance to sdp@humblemaritime.com with the subject "Fee Dispute — [Cadet Name]". All grievances will be acknowledged within 48 hours and resolved within 30 working days.

If the internal resolution is not satisfactory, the matter may be escalated to the Director, HBIMS for final review. The Director's decision shall be communicated in writing within 15 days of escalation.

If the dispute remains unresolved, it shall be referred to a sole arbitrator appointed by mutual consent, in accordance with the Arbitration and Conciliation Act, 1996. The seat of arbitration shall be Jaipur, Rajasthan.

Governing Law: This policy is governed by the laws of India. All legal proceedings shall be subject to the exclusive jurisdiction of the courts in Jaipur, Rajasthan.

10. Contact for Refund Queries

Approved by HBIMS Board of Directors on 1 March 2026.
Ref: HBIMS/LEGAL/RCP/2026/V3.0