Terms and Conditions
Last updated: 20 October 2026
1. Scope and Registration
These terms apply to certificate-course and short-course bookings with Travex Institute of Tourism, wholly owned by Kolej Travex Sdn Bhd. By submitting a registration, you agree to these terms and the course-specific requirements presented for your booking. Each booking belongs to one student; a short-course booking may contain several selected courses under one booking reference.
Submission creates a registration request, not an unconditional confirmed place. Availability, registration deadlines, eligibility and fees are checked when the booking is submitted. A booking reference or registration receipt email alone does not confirm a paid seat.
2. Student Account and Information
Public checkout requires email verification and a student profile linked to your own identity. Provide an accurate legal name, Malaysian mobile number, email address and NRIC or passport details, including the issuing country where requested. Keep sign-in codes private and use your own account to manage your enrolments.
You may update available contact and profile fields in the student portal. Contact admissions for account email or government-identity corrections and account recovery; these changes require staff verification. Profile updates do not replace the historical information recorded when a booking was made.
3. Fees, Invoices and Payment
Review the selected courses, dates and booking total before submitting. Applicable course prices and quantity discounts are checked at submission; a multi-course booking has one total covering its selected courses. Travex Institute of Tourism uses Invoice Ninja for official invoices, receipts and payment records. Open the hosted invoice from your course details in the student portal to pay or view the latest billing information.
Invoice preparation may continue after the booking is received. If the invoice link or payment status is unavailable, contact support before making another booking or payment. Travex Institute of Tourism does not collect payment slips or maintain a separate payment ledger in the booking portal. Payment status is separate from reservation, attendance, completion and certificate status.
4. Seat Holds, Confirmation and Waitlists
A New registration may hold a seat temporarily. The payment hold starts when the invoice is ready and follows the policy saved for your booking; the default hold is 7 days. Confirmation normally requires verified full payment, unless the applicable course policy or an authorized credit arrangement permits otherwise. Free courses can be confirmed without an invoice. Check your reservation status in My courses; payment or a receipt alone does not override a booking hold or review.
An unpaid reservation may expire after its hold deadline. Partial payments require finance review. A late payment on an expired, cancelled, declined or waitlisted booking does not automatically restore a seat. A waitlist is not a confirmed place; any later offer depends on availability and renewed booking and payment checks. Contact admissions if payment and reservation details do not agree.
5. Supporting Documents and Follow-Up
Booking can proceed before supporting documents and follow-up course information are complete. After booking, check your course details and Profile for requested information, course questions and documents, and respond to replacement requests. Missing or unapproved requirements may prevent course completion or certificate release under the applicable course policy.
Reusable documents belong to your student profile and may satisfy matching requirements on later courses. Booking-specific evidence remains attached to the relevant booking. Upload only the requested documents and information you are entitled to provide. Submitting a file does not mean it has been approved.
6. Lessons and Online Access
Course dates and lessons remain subject to capacity, registration deadlines, trainer availability and operational changes. Check your student portal for the current schedule, venue and delivery mode. Contact admissions about a postponed or cancelled lesson and the available next steps. Online meeting access is available only for eligible, confirmed enrolments without an active hold or review. Keep meeting links private.
Downloaded calendar files are snapshots. Optional Google Calendar subscriptions refresh according to Google's schedule, so check the portal for the latest arrangements. Keep subscription links private and use Disconnect calendar in the portal to revoke future feed access; your calendar provider may retain information already received.
7. Changes, Cancellation and Refund Requests
Contact admissions through the WhatsApp support link as early as possible, quoting your booking reference, for a date change, cancellation, substitution or refund request. Requests require review against your booking, payment status, course requirements and the applicable policy or written agreement. A request does not itself change your reservation or create a refund. Finance handles approved billing changes and refunds through Invoice Ninja.
Certificate-course transfers depend on an available intake of the same course and are limited by attendance and completion already recorded. Short-course changes, or changes after attendance or completion, may require a new booking and finance review. A no-show does not count as attendance or course completion; contact admissions to review the available options. These terms do not limit rights available under applicable Malaysian law.
8. Attendance, Completion and Certificates
Attendance, assessment, completion and certificate eligibility are recorded separately for each course. Reaching the course end date or paying the invoice does not by itself establish completion or entitlement to a certificate. Certificate release depends on the applicable attendance and assessment requirements, recorded completion, approved required documents, verified payment and resolution of outstanding holds. A credit arrangement for a seat does not waive certificate payment requirements.
Eligible issued certificates are available through the student portal. Certificate links and QR codes allow verification of the certificate number, student name, course, completion and issue dates, and validity status. Corrections may require revocation and reissue; a revoked or superseded certificate is not the current valid certificate.
9. Personal Data and Service Providers
Travex Institute of Tourism processes account and identity details, contact and billing information, course selections, submitted answers, documents and photos where provided, attendance, assessments, certificates and administrative records. These support identity checks, registration, billing, course delivery, student support, security, reporting and applicable compliance obligations. Access to student records and private documents is restricted to the owning student and authorized staff according to their roles.
Service providers support hosting and private document storage, email delivery, billing and online lessons. Relevant billing details, including legal name, email, mobile number, company and billing address where provided, are synchronized to Invoice Ninja; government-identity numbers and identity documents are not part of that billing-profile synchronization. Using hosted payment or optional Google services also involves those services' terms and privacy notices.
10. Retention and Privacy Requests
Student records, supporting evidence, billing records and certificate-verification history have different operational and legal retention needs. Cancelling a booking does not automatically delete the student profile, reusable documents or records required for administration, finance, audit or certificate verification. Contact Travex Institute of Tourism for information about applicable retention, to correct personal data, or to request access or deletion. Requests require identity verification and review of applicable record-keeping obligations.
11. Support
Use the WhatsApp support link on this site for registration, account recovery, documents, course changes, payment discrepancies, certificates or privacy requests. Provide your booking reference and a brief description of the issue. Do not send sign-in codes or full identity documents in an initial support message.