The International Federation of Aromatherapists (IFA) is the voluntary regulator for aromatherapists operating worldwide. The IFA offers various categories of membership, dependent on prior learning, with a range of benefits, which are updated from to time.

The purpose of this document is to set out the terms and conditions of membership, which will be referred to in the case of any dispute between the IFA and a member or those seeking registration.

The IFA reserves the right to amend or withdraw these terms and conditions without prior notice.

This policy applies to all categories of membership listed below and all those seeking to apply for membership of one or more of the following categories.

• ASSOCIATE
• CARER
• FRIEND
• FULL
• PEOT

For clarity, the mandatory student registration fee is different to membership.

The mandatory student registration fee is a one-time, non-negotiable fee required to register for attendance on an IFA course and to enter the IFA end point assessments and subsequent services available to students and access to events. The registration fee covers administrative costs, and initial setup.

Those entered on the practitioner register (ASSOCIATE/FULL/PEOT) must have met the National Occupational Standards of practice and Aromatherapy Core Curriculum requirements as a minimum in the UK.

Please note, courses delivered entirely by distance learning do not meet IFA requirements.

For guidance on qualifications we recognise internationally click here.

As part of your application, you will also be required to declare that you are of good character and are fit to practice, that:

• You do not have a conviction or conditional caution that is unspent. Pages 4 to 6 of this Guidance, provides information about how long it takes for a caution or conviction to be spent.
  
  
• You have not been subject to any disciplinary or civil proceedings brought against you in relation to your practice.
  
  
• You do not have any health issues that may impact your ability to practice.
  
  
• You hold professional indemnity insurance to practice in the UK and have the right to work in the UK, if you are unsure check here or any other such policy consistent with the rules of your country of residence. You must also declare any successful claims made against your insurance to the IFA.
  
  
• You hold a valid first aid certificate if you are a sole trader or lone worker. A first aid appointed person (one day course) is the minimum requirement, for a
  list of provider’s and exemption policy click here.
  
  
• You will provide evidence, upon request, of having gained 12 CPD points within the year in accordance with the IFA’s Continual Professional Development Policy.
  
  
• You will inform the IFA if there are any changes in circumstance to your initial declaration and will co-operate if asked to provide any information that we require in order to perform our regulatory function.

Please note if it is identified that a false declaration has been made the individual will be removed from the membership.

All those on the IFA register will be will be required to comply with the following throughout the duration of your membership with the IFA:

• Code of Conduct, Ethics and Practice
• Continual Professional Development Policy
• These Terms and Conditions of Membership
• Terms of Use of Logo Policy
• Terms of Use of Website Policy

All members of the IFA, regardless of category of membership must:

• Present a united front to the public and not imply criticism of other members, colleagues or any other healthcare professionals or professions. Regardless of if this is said orally in person or by telephone, in writing posted in the public domain (which may bring criminal charges if unjustified) or sent directly or indirectly to a client or a third party by email or fax (which may also be accessed as per General Data Protection Regulations);
  
  
• Ensure that aromatherapy is presented in an informed and uniform voice. Members’ website, social media, articles, press releases and publications must not contain any information promoting the oral ingestion of essential oils or promote the unsafe or contraindicated use of essential oils (e.g. applying essential oils neatly to the skin).The only exception is where a member is a medically qualified and registered doctor and an aromatherapist, with specific training in this area (usually found in France).

The other categories of membership, which are not listed on the IFA public register include:

CARER
Specifically for individuals that have completed the IFA Aromacare course and offer gentle non-invasive treatments for those with restrictive conditions, applied in a care context (approved during end point assessment). This course is intended as an addon course to qualified practitioners.

FELLOW
Those selected from the IFA’s FULL or PEOT membership category may be awarded, on assessment of individual merit and by vote of the board of trustees, fellow membership for exemplary service to the IFA and are listed under fellowship and honorary page.

FRIEND
No prerequisite required. This category is for individuals with an interest in the field of aromatherapy who wish to receive our magazine and access our educational webinars to further their knowledge.

HONORARY
Honorary membership status is awarded to people distinguished within their own field, who have demonstrated support for the IFA, its principles and advancement of the field of aromatherapy and are listed under the fellowship and honorary page.

When an individual submits the relevant evidence of having met the training requirements for their eligible category of membership, they will be sent the link to the form to register.

The link will require you to input your name and contact details and confirm you agree to the terms and conditions and declarations. It will also require you to attach your insurance certificate and (if applicable) first aid certificate.

*Forms can also be supplied in hard copy or Microsoft word format upon request.

If an applicant has not met the qualifying training standards, they will be informed why their application has been unsuccessful and offered friend membership, whilst they undertake further study.

If an applicant submits a copy of their qualification from the list of qualifications we recognise and completes the application form – you can be informed of the outcome in as little as 24 hours. For assessing and mapping qualifications that are unlisted, this can take up to three (3) working days. Applicants will always be kept informed in regard to progress and if any further evidence is required.

All successful membership applications are typically processed on our system and confirmed by post within three (3) working days of receipt of completed form and payment. Confirmation, for those that appear on the register, includes issuing a certificate, letter and badge.

None of the other categories of membership are entitled to a certificate until they are fully qualified and will receive a digital membership confirmation letter with receipt within two (2) working days of receipt of completed form and payment.

To appeal a registration decision please download our IFA Registration Appeals Policy

To find out how to upgrade your category of eligibility from Associate to FULL or PEOT membership category click here.

Membership is annual and on a 12-month minimum basis. Membership runs from 1^st January – 31^st December, in keeping with the IFA’s annual audit.

New applicants may join mid-year but must extend their membership until 31^st December of the following year to align with the IFA’s accounting year.

• The subscription fee for membership must be paid in full.

• Paid subscriptions entitle the member to all privileges and rights of that category of membership for the period of which payment is made.
  
  
• Membership fees are non-refundable and non-transferable.
  
  
• Dependent on joining month time we calculate the fee to the end of the following year (12 months minimum). See list of ‘Criteria & Fees’ tab next to each category for full break down.

Members will receive notification by email inviting them to renew 30 days before their membership lapses. A further reminder will also be sent one (1) week before the deadline.

Whether you choose to pay your membership subscription by credit or debit card, you must ensure that the payment reaches the IFA before the due date.

• Check the expiry date displayed on your certificate and confirmation letter.
• Make sure the IFA has your current email address.
• Check your inbox and spam folders for reminder emails.
• Add office@ifaroma.org to your contact list to avoid emails going to junk or spam folder

If you are no longer practicing or retiring and wish to downgrade your category of membership to a friend member, please confirm this in writing to the IFA so you can be sent the correct link.

If you no longer wish to renew your membership, you will need to confirm this in writing to the IFA so you don’t receive future notifications.

To renew your registration please use one of the following steps (these instructions are also sent by email in the reminder notification):

• Once you receive the renewal reminder notification, click on the link enclosed and complete the online renewal form
  
  
• If you know your registration is due for renewal you can also complete the online renewal form in the members area.
  
  By renewing online, you have the added benefit of instantly receiving a receipt for your accounts.
  
  
• Alternatively, you can request a Microsoft word renewal application form or be sent a form by post on request.
  
  
• When completing renewals by post or in word format you can:

Provide your bank details on the form - this can be sent by return email which will be deleted after being printed or provided by post

Provide your bank details by telephone - which will not be stored

Bank Transfer – please mark on the form if you wish to pay by this method, so we can provide you with our bank details. Once received please inform us of the date of the transfer and ensure you include your full name and membership number as the reference, so you can be clearly identified.

Whichever payment method you choose you must complete a renewal form.

As part of the renewal process and as stated on all renewal forms, you will be required to reaffirm:

• Your details (displayed on the IFA register and held on our database)
• Reaffirm you will continue to abide by these member Terms and Conditions and declarations.
• Attach insurance certificate and first aid (if applicable).

Renewals applicants for FULL, PEOT and ASSOCIATE categories, will be sent a digital certificate by email confirming their new expiry date.

All other categories of membership will receive a digital confirmation letter.

If you do NOT renew your IFA membership, you will no longer be able to:

• Use the IFA Quality Mark or PSA quality mark (if you practice in the UK) and must remove it from your website and all publicity materials.
• Your entry will be removed from the IFA public register
• You will no longer belong to the IFA Accredited Register
• You will no longer be eligible to apply for jobs requiring IFA registration
• You will no longer be able to access the IFA’s members area
• You will no longer have access to the benefits available to members only

If you have not been professionally practicing for three (3) years or more due to illness, injury, a career break or other personal circumstances, we may recommend that you go on a refresher course to update your skills. The length of the refresher course will be assessed on an individual basis and is dependent on the following:

• The length of time the aromatherapist has not practiced. Whether the aromatherapist has undertaken some limited professional aromatherapy practice during this period: how often and for how long.
  
  
• Whether the aromatherapist has worked in another similar or related healthcare profession where they have utilised or enriched some of their existing aromatherapy skills, e.g. anatomy physiology and pathology, botany, phyto-chemistry, body massage, nursing, counselling, another complementary therapy (acupuncture, homeopathy, reflexology, etc.)
  
  
• Continual professional development (CPD) undertaken during this period; for example, short courses, workshops, seminars, presentations, further professional study (e.g. a degree, research, a writing sabbatical).

For an expedient response please prepare a portfolio of evidence of practice before your temporary retirement for review i.e. CPD certificates, number of hours you have practiced professionally or otherwise on friends/family etc and/or any other memberships you may have maintained in the interim.

You may be required to complete a short questionnaire.

If it is deemed, you do not need to undergo a refresher course you will be referred to renew your membership.

If it is thought that a refresher course is needed, the applicant will be referred to an IFA Approved Centre that offers refresher courses, where we anticipate that the tutor will spend between one (1) to three (3) days to replenish your skills to the current standards.

NB. Refresher courses are aimed at those who originally qualified from an IFA course, rather than for beginners or those who have qualifications from other awarding bodies. Refresher courses are tailored to the individual's specific requirements, for example updating the individual's skills in aromatherapy massage as per the IFA syllabus. Our approved providers do not offer tailored refresher courses to those who have been trained by other educational bodies. In this instance we would recommend that you attend an upgrade course, which will not only refresh your skills but build on them or alternatively recommend that you attend CPD courses in the area(s) you need to regain confidence. Please see our website page CPD course listings, though please note other CPD courses may also be accepted.

• It is members responsibility to inform the IFA of any changes to their contact details.
• The IFA will not take responsibility for lack of access to information or updates due to out-of-date contact details.
• If post does go missing, the member will be asked to confirm their address details, which, if provided incorrectly, will result in reissuing fees being applied.
• Members must also inform the IFA if they would like an alternative business address displayed on the register, which can only be changed by the IFA registrar.

• If you change your name during your membership term, you must inform the IFA immediately.
  
  
• To notify us of your new name you must submit a scan or photocopy of an official document which confirms the change. For example, this could be a copy of a marriage or civil partnership certificate, a copy of an enrolled deed poll, or a decree absolute or final order.
  
  
• If you haven’t legally changed your name, but you want it to appear differently from how it is currently displayed e.g. to add your middle name - you will be required to provide copy of a valid passport, EEA identity card, or driving licence, for example. Please do not send original documents as we may not be able to return these to you.
  
  
• There is no charge for changing your name on our register and records. However, if you wish to have a replacement certificate or membership card reissued you will need to complete the Replacement Order Form. A cost will be applied for this service.

Our aim is to protect the public before they are put at unwarranted risk of harm, rather than just reacting when something goes wrong. Therefore, we require applicants and registrants to declare to us anything that may affect their fitness to practice. This is to assure ourselves and the public that, anyone on the IFA register practices in accordance with the standards expected of its registrants. This applies if you are:

• already a registrant
• applying to be included on our register
• applying to be restored to the register
• returning to the register
• voluntarily removing yourself from the register

You must notify us if there is any change in the circumstances relating to your fitness to practice declaration that you made as part of your application or renewal submission. You must notify us of any such change within five (5) working days from the day the change occurred by completing the:

Fitness to Practice Declaration Form (e.g. criminal conviction or fitness to practice proceedings with other regulatory bodies issued against you etc. which you have not previously advised us of) and;

Health Declaration Form, if you are declaring a health-related matter (including information provided by your Doctor).

Please note we do not require you to tell us that you are in good health when registering or when you renew. What we do require is that you tell us about any physical or mental health condition that could affect your ability to practice in a safe and effective way. Being unwell, even with a serious illness, doesn't necessarily mean that your fitness to practice is impaired. Meaning, if you declare a health condition this doesn't necessarily mean you won’t meet the standards for registration. Declaring a health condition that could affect your ability to practice safely is an opportunity for you to tell us about how you manage your condition. It also allows you to show that you have insight into any limits you may need to put on yourself, and adjustments you may need to make, for you to practice safely and effectively. Your registration will only be at risk if, on the evidence we have, it is not clear to us that you can practice in accordance with the Codes of Conduct, Ethics and Practice.

Declaring a past caution or conviction doesn't necessarily mean that your fitness to practice has been impaired and that we will refuse your application or renewal. However, we do need to be assured that you can practice safely and effectively, and that you have insight into your past actions. Your registration will only be at risk if, on the evidence we have, it is not clear to us that can practice in accordance with the Codes of Conduct, Ethics and Practice. You are not entitled to withhold information about convictions which for other purposes are ‘spent’ under the provisions of the Act, and failure to disclose such convictions could result in disciplinary action.

By virtue of the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 and Schedule 4 of the Rehabilitation of Offenders Act 1974 (Exclusions and Exceptions) (Scotland) Order 2003, you are exempt from the provisions of Section 4(2) of the Rehabilitation of Offenders Act 1974. However, recent changes to the Rehabilitation of Offenders Act (1974) mean that you do not have to declare certain cautions and convictions for offences old enough and minor enough to have no bearing on your current character and good standing. These cautions and convictions are considered 'protected' and you do not need to declare them to us.

Cautions and convictions you must declare, and which ones you no longer need to declare to us:

Disclosures in England and Wales

What cautions and convictions should I declare?
You must declare cautions as published by the Disclosure and Barring Service:www.gov.uk/government/publications/dbs-list-of-offences-that-will-never-be-filtered-from-a-criminal-record-check

When is a caution or conviction 'protected'?
A caution is 'protected' - and you do not have to declare it if it was not for a 'listed offence', and:

• you received it more than six years ago, or
• you received more than two years ago and you were under 18 at the time of the offence.

A conviction is 'protected' - and you do not have to declare it - if it was not for a 'listed offence', and:

• you did not receive a custodial (prison) sentence, and
• you have no other convictions (whether as an adult or under 18), and
• you received the conviction more than eleven years ago (or more than five-and-a-half years ago if you were under 18 at the time of the offence).

You also don't need to declare:
Driving offences in which the person committing the offence has been offered the option of paying a fixed penalty (e.g. certain speeding offences, etc.) which will not be treated as a conviction for the purposes of renewal, registration, restoration or return to the register, and need not be declared. If you have already declared a matter as part of your application to the register or your annual renewal, you do not need to declare it again unless something has changed.

Disclosures in Scotland

For those who have a registered address in Scotland, the following disclosure rules apply to spent and unspent convictions:

• Those that must always be disclosed: https://www.mygov.scot/offences-always-disclosed/
• Offences that must be disclosed according to rules: https://www.mygov.scot/offences-disclosed-rules/

It is not necessary to disclose a spent conviction for an offence which is not on either list. If a conviction is spent and the offence is included on the 'Offences which must always be disclosed' list, it will be necessary to always disclose this, no matter how old the conviction is. If a conviction is spent and the offence is included on the ‘Offences which are to be disclosed subject to rules' list, consideration will be given to the age of the conviction and the age of the person at the time of conviction.

A protected conviction is a spent conviction for an offence as follows:

• which you received more than 15 years ago (if you were over 18 on the date of conviction) or
• which you received more than 7 years and 6 months ago (if you were under 18 on the date of the conviction) or
• for which you received the disposal of an admonition, absolute discharge or a discharge following a referral to a children’s hearing.

As a PSA accredited register and part of various other collaborative groups, we are notified of decisions made against a practitioner in regard to their professional conduct by other registers. Equally, we notify other registers in the field of our decisions. This is to prevent practitioners applying to a new register when they have been disciplined or removed by another.

• A member’s membership may be terminated for a variety of reasons.

‘Natural’ reasons for removal include:

• Failure to meet obligations to remain on the register e.g. failure to acquire required CPD points (reasonable opportunity will be offered to meet the obligations before removal).
• If the member no longer wishes to be a member and bound by its terms and conditions and notifies the IFA of withdrawal.
• The member is no longer fit to practice e.g. a medical condition that prohibits their performance.
• The member is no longer practising or taking a career break e.g. has become pregnant – in which case they would be invited to downgrade their membership to friend level.
• Non-payment of annual subscription fees.

In such a case, the membership would be terminated due to breach of obligation and would not usually be subject to the disciplinary procedure but may be addressed through ‘consensual disposal’ as per the Disciplinary and Sanctions Policy.

‘Unnatural’ reasons for removal:

If the IFA becomes aware that a member has purposefully breached or circumnavigated IFA rules (e.g. Code of Conduct, Ethics and Practice, these Terms and Conditions of Membership including referred policies herein), non-disclosure or a false declaration made.

Members must ensure that all information they provide to the IFA is, to the best of their knowledge, complete and accurate. Where relevant information is missing, omitted or the information supplied is false or misleading, the IFA reserves the right to terminate membership without refund.

When membership terminates, all references to the IFA’s name and logo (and PSA - where applicable) must be removed from the individual’s practice/business, publications, promotional material, and websites within three (3) days of termination. After this date, use of the logo will become an infringement of the IFA’s Intellectual Property Rights. The individual will also be named under ‘Those falsely claiming IFA status” heading on the ‘Choose with Confidence’ page until the infringement is removed to ensure the public are not mislead as to your status.

The IFA reserves the right, at its sole discretion, to refuse membership to any applicant or member whose conduct, past or present, is deemed inconsistent with the values, objectives, or reputation of the IFA, even if the applicant otherwise meets the stated eligibility criteria. Grounds for refusal may include, but are not limited to, prior breaches of the IFA's code, professional misconduct, or any behaviour likely to harm the integrity, safety, or public standing of the IFA.

Please see the IFA’s Complaints Policy, which describes the procedure that the IFA will follow when a complaint is raised against a registrant.

The complaints procedure sets out the types of evidence required and what complaints we can and cannot consider. These steps are taken before being referred to the formal disciplinary procedure, to reduce the likelihood of frivolous, vexatious or malicious complaints.

A member will be removed from the membership by a resolution of the directors if it is in the best interests of the IFA that his/her/they membership be terminated following the Disciplinary & Sanctions Policy.

This can be as a result of a complaint or the IFA being made aware of new information, and therefore the member needs to account for their actions to remain registered.

You may appeal a decision made by the IFA to terminate membership as per the IFA’s Appeals Policy. Appeals must be lodged within 30 days of the decision being made to terminate. Appeals can only be made if you are able to demonstrate that the IFA has not applied its rules consistently, properly or fairly, not simply because you are unhappy with the decision.

Membership of the IFA is granted to individuals in good faith that you will act in accordance with our rules. By joining the IFA membership, you are voluntarily agreeing to act in accordance with our rules to remain registered. If you do not, the IFA has the right to terminate your membership.

IFA membership promotes practitioners’ services but does not guarantee work. The IFA shall not be liable for any claims arising or levelled for damage or loss caused by termination of membership. In completing the membership application form and agreeing to these conditions the member has indemnified the IFA in respect of each and every such claim and all actions, claims, costs, proceedings and demands in respect thereof.

The following categories of membership are listed on the practitioner register ‘find an aromatherapist’:

• ASSOCIATE
• FULL
• PEOT

The IFA shares with the public the following information about practitioners that appear on the register.

• Full name (mandatory)
• Qualification/Category of membership status (mandatory)
• County (mandatory)
• Country (mandatory)
• Postcode (optional)
• Telephone number(s) (optional)
• Email (optional)
• Website (optional)

This information is necessary so that the public can verify a practitioner is registered and also to procure a treatment. The IFA states on its register the purposes for which the information is provided and states explicitly it is not to be used for any other purpose. The IFA cannot, however, take responsibility for how the public use the information published on its website. If you do receive unwanted calls or emails, then you should take the appropriate action by contacting the relevant authorities.

When an individual registers with the IFA, the IFA will import the individual’s details as specified above, onto the register, and as stated on the applicant’s membership form within two (2) working days.

If you would like information omitted or a different address shown on the register e.g. if your work address is different to correspondence address, the member must notify us. Members can notify us at any time. All requests will be implemented within two (2) working days.

It is vitally important that members provide their addresses in full and do not use abbreviations. Incorrect or partial addresses only mean that the member may not be searchable on the register under all key words.

At the end of each yearly quarter (March, June, September, December) the IFA randomly check 20% of registrant’s entries.

The methodology the registrar adopts to randomly check registrants’ profiles is as follows:

• An excel sheet of practitioner registrant’s numbers is exported from the database.
• Selecting a starting point, the registrar will close their eyes and point randomly onto the page. Whichever number their finger is touching is the number they start from.
• Dependent on the overall member numbers of that year, the registrar will divide the overall number of registrants by 5 (20%).
• Each registrant divisible by 5, for example every 20th registrant, will then be selected from the starting point.
• These will be searched on the register for accuracy.
• At the same time the registrar will check the registrants’ websites (if they have one) to ensure it complies with the Advertising Standards Authority (ASA) codes for UK practitioners and/or in general to ensure aromatherapy is described in a uniform and informed voice.
• Any registrants profile found needing amendment, will be amended promptly.
• Any registrant’s website that requires amendment or modification will be promptly notified with a timescale to implement the changes.

Exceptional circumstances for temporary exclusion from the register include:

• Pregnancy
• Temporary illness resulting in incapacity to work
• Family bereavement

Other exceptional circumstances may also be considered and will be judged on a case-by-case basis.

Requests for exclusion must be made in writing to the IFA.

Appropriate evidence must be provided.

The IFA will display cautions and sanctions applied to a practitioner on the register and name those removed from the register for the protection of the public.

In order for the IFA to perform its regulatory function we must obtain certain data from you. The IFA treats personal information in accordance with the Data Protection Act 1998 and is registered with the Information Commissioner’s Office (ICO) as a registered data controller. Please see the IFA’s Privacy Policy and Data Protection Policy

Please see the IFA’s Data Retention and Disposal Policy, which describes the length of time we hold your information.

The IFA ensures that all its staff are trained to handle personal data and are aware of the responsibilities it entails. The IFA takes all necessary measures to limit the opportunity for unauthorised access to personal data, accidental loss or damage. The IFA stores member’s personal data on an external hard drive secured by INVU who meet the stringent requirements of the Microsoft Partner Program. If you have any concerns regarding how your data is being protected or believe there to have been a breach of data protection obligations, please put this in writing to the IFA head office to the attention of the IFA’s Data Protection Officer.

Members may request to receive the personal information the IFA holds about them known a ‘subject access request’, which applies in the UK and Europe under GDPR Regulations. To request this, you must send a letter to the IFA head office accompanied by a payment of £10.00 for administration.

• Members must treat all documents and other communications issued and accessible to them from the IFA as private and confidential.
• Members must take all reasonable measures to ensure that your employees (if you have them) and other third parties working under your direction, treat information from the IFA in the same manner; and
• Not disclose information provided by the IFA to any person outside the membership unless you have received the IFA’s express permission to do so.

The member’s area is strictly for registered members only. You must not share your access codes with any third party.

Members should make full use of the information and templates available in the members’ area to support their practice and login at regular intervals.

If you require a replacement certificate you need to complete the Replacement Order Form. If you require a replacement badge or card wallet, then you can order this through the IFA shop.

With your confirmation letter, you will also find a receipt of payment enclosed in the form of an invoice for your accounting and auditing purposes. If you pay online, you will also have the added benefit of automatically receiving a stripe payment receipt.

If a member duplicates payment, then the bank fee incurred by the IFA for the additional payment will be deducted from the amount refunded.

Only one hard copy certificate will be sent to new FULL & PEOT members when they first join or upgrade alongside their badge.

New ASSOCIATE and CARER members are sent a badge in the post. Certificates issued digitally.

Post within the UK typically takes 3 - 5 days to arrive
Post outside the UK typically takes 2 – 4 weeks to arrive

In the event that post goes missing, members in the UK must inform the IFA no less than seven (7) days and no more than ten (10) days from the date the membership fee is deducted. And for those outside the UK notified no less than four (4) weeks and no more than six (weeks) from the date the membership fee is deducted.

This time scale is necessary to allow time for it to arrive and to enable the IFA to claim for compensation with the Royal Mail.

If a member informs us outside of these timescales, please note you will be liable for the fees to reissue plus the postage to resend.

Correspondence (apart from magazines) is sent via recorded delivery and you will be given a tracking number.

Although we understand and share your frustrations when post goes missing, this is outside of our control so please be patient whilst we try to resolve the issue.

All certificates are distributed in a ‘do not bend envelope’ to protect it from damage. If your mail does arrive damaged, you must inform the IFA and provide pictures of how it arrived in order for us to make a claim for compensation with the Royal Mail and reissue. Likewise with badges.

If you have not received either your certificate and/or magazine in the post and this has either:

1. Not been returned to the IFA;
2. Sent to an incorrect address due to inaccurate, incomplete or outdated details provided by the member;
3. Or you have not notified the IFA within the time scale specified;

You will be required to cover the costs to repost the missing items.

Postal price charges are based on the Royal Mails current pricing structure, which can be found here: https://www.royalmail.com/

Please direct your correspondence to the IFA’s membership registrar office@ifaroma.org.

The registrars working days are Monday, Wednesday and Friday.

All members must be polite and respectful in all communications with the IFA’s staff.

The IFA recognises the importance of meeting members’ expectations of a high standard of service delivery but not at the cost of the abuse of its services or the mistreatment of its staff. Unacceptable behaviour is defined as behaviour which is aggressive, vexatious, and persistent or any form of abusive behaviour. It also includes persistent unreasonable demands.

If a member does act aggressively, abusively or excessively this will be deemed a breach of the terms and conditions, and individuals will be warned to discontinue their current behaviour and ‘cease and desist’. They will also be informed that this will be logged on their record to inform other or future staff of their aggressive/ abusive conduct. Failure to change behaviour, will result in the individual being subject to the Disciplinary Procedure which can result in termination of membership or refusal of membership renewal.

To raise a complaint regarding the service you have received at the IFA please see the IFA’s Complaints Policy.

The IFA is always looking for new ways in which to assist our members and your feedback is valuable to us. If you would like to make any suggestions of how we can improve our services, please complete the feedback form in the member’s area.