Terms & Conditions
1. Contract Changes
Unless explicitly permitted in the Contract, any changes to the Contract will not be considered valid or binding unless agreed upon in writing by a Director of Oxford Scholars Programme Ltd, the participants, and the parent/legal guardian.
2. Programme Details
2.1 Oxford Scholars Programme Ltd will utilize venues and facilities in Oxford and/or London, collaborating with staff and students from Oxford University, as well as student participants, guest attendees, and Programme organizers of the Oxford Scholars Programme Ltd and other summer schools and universities.
2.2 The Student must provide Oxford Scholars Programme Ltd with all the required information stated in the booking confirmation process no later than 45 days before the start of the Oxford Scholars Programme.
3. Booking Confirmation Payment
3.1 To confirm their booking, student participants must pay a minimum of a 20% deposit or an agreed-upon amount with Oxford Scholars Programme Ltd. This deposit is non-refundable.
3.2 The Contract is only valid upon receipt of the booking confirmation payment mentioned in the preceding Clause (3.1). Upon receipt, the Contract becomes effective, and the student participant and parent/legal guardian confirm their acceptance of the contract.
4. Balance Payment
4.1 Participants must fully pay the balance of the Oxford Scholars Programme fee to Oxford Scholars Programme Ltd at least 60 days before the programme commences.
4.2 If any portion of the balance payment remains unpaid within the required timeframe, Oxford Scholars Programme Ltd reserves the right to revoke the participant’s place, emphasizing that the booking confirmation payment mentioned in the preceding Clause (3.1) is non-refundable.
4.3 All payments must be made by the participant in British Pounds Sterling, regardless of exchange rate fluctuations, and without any deductions to Oxford Scholars Programme Ltd.
4.4 Prices may undergo slight variation, and participants will be duly notified of such changes.
4.5 If a participant is accepted into the Oxford Scholars Programme less than 60 days before its commencement, Oxford Scholars Programme Ltd requires full payment at the time of booking confirmation.
5. Refund Policy, Cooling-Off Period, and Visa Applications
5.1 Cooling-Off Period:
There is a 14-day cooling-off period from the date of signing this Contract. During this period, the Student (or their parent/legal guardian, if the Student is a minor) may cancel their participation and receive a full refund of the course fees paid, excluding the non-refundable deposit.
5.2 Refund Policy for Course Fees (Excluding Non-Refundable Deposit of 20%):
Cancellations made after the cooling-off period will be subject to the following refund policy:
Period before start date | % Refund (Excluding Non-Refundable Deposit of 20%) |
|---|---|
0-60 days | 0% |
61-119 days | 40% |
120 days or more | 80% |
5.3 Cancellation or Termination:
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Before the Start Date: A student may cancel or terminate the Contract before the start date, and the refund of the course fees will be subject to the terms outlined in Clause 5.2.
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On or After the Start Date: No refunds will be provided for cancellations or terminations made on or after the start date of the course, except at the sole discretion of Oxford Scholars Programme Ltd, considering non-refundable expenses already incurred.
5.4 Visa Applications:
Students are responsible for obtaining the necessary visas. If a visa application is rejected, Oxford Scholars Programme Ltd may refund the course fees, excluding non-refundable expenses and the deposit, upon receipt of the original visa rejection letter.
5.5 Insurance:
Students are advised to obtain comprehensive insurance to cover potential cancellations at any time. Further information regarding insurance can be found in Clause 17.
5.6 Postponement and Cancellation Due to Medical or Other Reasons:
Courses cannot be postponed to a later date, and no refund will be provided for cancellations due to medical or other reasons before or during the course. Students are strongly advised to obtain insurance to cover such eventualities.
6. Termination
6.1 Oxford Scholars Programme Ltd may terminate this Contract by providing written notice to the student under the following circumstances:
(a) Payment of 100% of the total balance has not been made at least 100 days before the course’s start date.
(b) The student breaches any provisions of this Contract. If the breach can be remedied without risk to other students, as determined at Oxford Scholars Programme Ltd’s absolute discretion, the student must rectify the breach within 14 days (if occurring before the course’s start date) or within 24 hours (if occurring on or after the course’s start date) after receiving a written notice specifying the breach. Failure to remedy the breach permits Oxford Scholars Programme Ltd to terminate the contract.
6.2 A breach will be considered capable of remedy if the student can comply with the provision in question in all aspects except for time and performance (provided time and performance are not essential).
6.3 Waiving a breach of any provision in this Contract does not constitute a waiver of any subsequent breach of the same or any other provision.
6.5 Oxford Scholars Programme Ltd reserves the right to terminate the contract immediately on disciplinary grounds.
7. Consequences of Termination
7.1 By registering for a course and paying the booking deposit, the Student commits to taking up the place on the course and paying the full course fees as outlined in Clauses 3 and 4. Refund requests following cancellation or termination after the course has started will be handled according to the terms specified in Clause 5.
7.2 Oxford Scholars Programme Ltd assumes no responsibility for any loss or damage suffered by the Student due to termination of this Contract under Clause 6.1 alone. This includes, but is not limited to, the cost of alternative accommodation, air fares, or other travel expenses for the Student or any other person.
7.3 After termination, regardless of the reason, the Student is solely responsible for their own return to their home or next destination at their own expense.
7.4 Except as otherwise provided and for any rights or obligations that have already accrued prior to termination, both parties have no further obligations to each other under this Contract after termination, except as specified in Clause 27.
8. Responsibilities of Participants
8.1 The Student agrees to the following obligations with Oxford Scholars Programme Ltd:
(a) Providing satisfactory references upon request from Oxford Scholars Programme Ltd.
(b) Acting responsibly and avoiding damage to any property belonging to or used by Oxford Scholars Programme Ltd, the campus, or any other individuals.
(c) Fully indemnifying Oxford Scholars Programme Ltd against any loss or damage to the premises, furniture, or other property of the campus or any other person caused directly or indirectly by the Student.
(d) Not engaging in behaviour that is deemed unacceptable or disruptive to other students or individuals on the campus or elsewhere. Failure to comply may result in exclusion from the course and termination of this Contract, with no refunds as per Clause 5.3.
8.3 The Student agrees to abide by the aforementioned responsibilities and any other rules or regulations communicated before or after course registration, whether in writing or verbally. Failure to comply may result in expulsion from the course and termination of this Contract under Clauses 6 and 7.
8.4 Oxford Scholars Programme Ltd reserves the right to report instances of obstructive, disruptive, or aggressive behaviour by the Student to the relevant campus authorities, security staff, or local police.
8.5 Additionally, the Student agrees to indemnify and hold Oxford Scholars Programme Ltd harmless from all expenses, costs, claims, damages, and losses arising from or related to any act or omission by the Student.
9. Limitation of Liability
9.1 Oxford Scholars Programme Ltd shall not be liable to the Student for any damages, loss, costs, expenses, claims, or proceedings arising from the performance or non-performance of this Contract, except in cases of death or personal injury resulting from Oxford Scholars Programme Ltd’s negligence or the negligence of its employees, agents, consultants, subcontractors, or suppliers.
9.2 Oxford Scholars Programme Ltd shall not be liable in the following circumstances:
(a) Loss or damage to personal belongings, regardless of negligence.
(b) Failures or breaches caused partially or wholly by the Student.
(c) Failures or breaches caused by unrelated third parties involved in providing premises or services.
(d) Failures or breaches caused by unforeseeable circumstances beyond Oxford Scholars Programme Ltd’s control.
(e) Failures or breaches caused by events that Oxford Scholars Programme Ltd or service providers could not foresee or prevent, even with reasonable care.
10. Force Majeure
Oxford Scholars Programme Ltd will not be considered in breach of this Contract or liable for non-performance or delay in performance of any obligations under this Contract if the non-performance or delay is caused by circumstances beyond its control, which have been notified to the Student. Such circumstances include, but are not limited to, war, strikes, suspected terrorist activities, disease outbreaks, fire, flood, disruptions in air traffic, unavailability of services or facilities by third parties, or directives from competent authorities.
11. Assignment
11.1 This Contract is personal to the Student and cannot be assigned or transferred, nor can any rights or obligations be delegated without prior consent.
11.2 Oxford Scholars Programme Ltd is entitled to assign the benefits and/or burdens of this Contract to any person or company without the Student’s consent.
12. Notification and Service
12.1 Any required or authorised notice or information under this Contract may be sent by email.
12.2 Notice or information sent by email is considered to be duly sent on the date of transmission.
12.3 Legal proceedings related to this Contract may be served by delivering them to the address provided by the Student or their parent/legal guardian.
13. Governing Law and Jurisdiction
This Contract is subject to interpretation and performance according to English law. The Student submits to the exclusive jurisdiction of the English courts for any differences or disputes arising between the parties in relation to this Contract or any other matter.
14. Third-Party Rights
The Contracts (Rights of Third Parties) Act 1999 does not apply to this Contract, and no third party has the right to enforce any terms of this Contract.
15. General
This Contract does not create a partnership, principal-agent relationship, or employer-employee relationship between Oxford Scholars Programme Ltd and the Student or any other person. The headings in this Contract are for convenience only and do not affect its interpretation.
16. Alterations
Oxford Scholars Programme Ltd reserves the right to make alterations to their programme without prior notice based on venue availability, tutors, staff, or other relevant factors.
17. Insurance
The Student is strongly advised to maintain comprehensive insurance covering medical treatment, repatriation, liability, personal injury, damage/theft/loss of belongings, legal expenses, course fee recovery, alternative accommodation, and flights in case of cancellation or early departure.
18. Visas
The Student is strongly advised to ensure they have the appropriate visa to study in the UK for the course duration and comply with all other entry and residence requirements.
19. Undertakings by the Student
The Student agrees not to make trademark use of any name, logo, or trademark of Oxford Scholars Programme Ltd, the campus, or other venues.
20. Publicity and Marketing
20.1 The Student agrees to participate in promotional activities, including photography, videography, and recording, conducted by Oxford Scholars Programme Ltd.
20.2 These activities may result in the creation of materials featuring the Student for promotional purposes, such as leaflets, brochures, posters, websites, newsletters, and marketing campaigns.
21. Media
During the course, the Student shall not make any statements or give interviews to the media or publish any material related to Oxford Scholars Programme Ltd or its employees, members, clients, or business associates without prior written consent from a director of Oxford Scholars Programme Ltd. The Student must remove or recall any such material promptly upon request.
22. Basic Medication and Emergency Treatment
22.1 In cases of sickness, Oxford Scholars Programme Ltd reserves the right to administer basic medications, such as paracetamol, aspirin, or throat lozenges, unless the Student has previously notified in writing that they may not receive such medications.
22.2 In the event of a medical emergency, the parent/legal guardian consents to the Student receiving necessary medications, emergency dental, medical, or surgical treatment, including anaesthesia or blood transfusion, as determined by medical authorities.
23. Complaints Procedure
The Student has the right to make a complaint by following the complaints procedure provided on Oxford Scholars Programme Ltd’s website: www.oxfordscholars.org/feedback-and-complaints
24. Continuing Obligations
The following provisions of this Contract shall remain in effect even after the expiration or termination of this Contract, regardless of the circumstances: Clause 4 (Balance payment), Clause 6.4 (Termination), Clause 7 (Consequences of complete or partial termination), Clause 8.1 (c) and (h) (Responsibilities of the Student), Clauses 8.4 and 8.5 (Responsibilities of the Student), Clause 9 (Limitation of liability), Clause 13 (Governing law and jurisdiction), Clause 19 (Undertakings by the Student), Clause 20 (Publicity and Marketing), Clause 23 (Complaints procedure).
25. Value Added Tax (VAT)
All prices provided by Oxford Scholars Programme Ltd in its electronic and printed marketing materials include applicable VAT.
26. Definitions and Interpretation
In this Contract, the following terms shall have the respective meanings ascribed to them:
26.1 “the campus” refers to the Linacre College Campus at University of Oxford.
26.2 “this Contract” refers to the terms and conditions outlined herein.
26.3 “the Student” denotes an individual participating in the educational course offered by Oxford Scholars Programme Ltd. If the Student is a minor, it includes their parents or legal guardians.
26.4 “the course” encompasses the booked programme/schedule along with all associated activities and arrangements.
26.5 Unless otherwise indicated, references to a specific Clause refer to the corresponding Clause within this Contract.