Terms & Conditions
Oxford Dream Academy is a Summer School operated by Oxford Dream Academy Limited, a company registered in England (Company No 11613759) (“we”, “us”, or “OXDA”) and whose principal place of business is 5 Dominica Grove, Newton Leys, Milton Keynes.
Course of Study: means the educational summer school course. The full details of which will be set out in the Confirmation.
Course Start Date: the first day of the Course as described in the Confirmation.
Course Finishing Date: the last day of the Course as described in the Confirmation.
Course Rules: the course rules set out in clause 9.
Deposit: the sum of £500.
Arrival Date: means the date of arrival as described in the Confirmation
Business Day: means a day other than a Saturday, Sunday or public holiday in England, when banks in London are open for business.
Payment Due Date: means Monday 24th June 2019.
OXDA Approved Agent: means an agent who has the legal authority to bind OXDA to the terms of this Contract.
Student: the person who will be attending the Course of Study.
Terms: these terms and conditions as amended from time to time in accordance with clause 3.1
You/Parent: the person making the booking on behalf of the Student (who is assumed to be the parent or legal guardian of the Student) and with whom the legal contract is formed, whether directly with OXDA or through an OXDA Approved Agent.
1.1 All booking applications must be made by the Parent of the Student being booked onto the Course.
1.2 It is advised that you make your booking application as early as possible as places for your preferred course are strictly limited.
1.3 All refunds for a cancellation made by us or you are subject to the Cancellation terms outlined in clause 4
1.4 Your application for a booking on a course is an offer to enter into a binding contract with us to purchase a place on the Course. Your offer is only accepted when we send you written confirmation that your application is accepted or that we can offer you a place on the Course (the “Confirmation”).
1.5 We reserve the right to accept an application if the Student’s birthday falls within 12 months of the advertised age range, if it is felt by the Directors and the parents, that the school or college in question would be the most suitable for them. We may also accept or decline your application at our absolute discretion.
1.6 From the date on the Confirmation, a contract will come into existence between us and you (the “Contract”). The Contract will continue until the “Course Finishing Date”, unless it is cancelled earlier in accordance with these Terms. Where the booking is made via an OXDA Approved Agent, the Contract is formed with OXDA and not the OXDA Approved Agent.
1.7 The Contract will be subject to these Terms and the booking form. We consider that these Terms and the booking form set out the entire agreement between you and us in relation to the Course.
1.8 Please check that the details in these Terms and the booking form are complete and accurate. If you think that there is a mistake in the Terms or the booking form or that they do not contain relevant information that you are relying on, please notify us and ask us to confirm any agreed changes in writing before you submit your application.
1.9 Sometimes, due to circumstances outside of our control, we may have to change the location of the Course. Should this happen, we will notify you at the earliest opportunity of the change in location.
1.10 While, we would try to allow for smooth change, should we change the location of the course, we accept no liability for any losses suffered due to a change of location in accordance with these Terms.
1.11 We will do our best to meet accommodation requests where they have been expressed. Unless explicitly specified as a condition for booking in writing, it will ultimately be at the discretion of Oxford Dream Academy whether to accept these requests. Where accommodation arrangements are made, we do this in the interests of mixing students from various nationalities, which means that the common-spoken language is English.
1.12. Late Booking: If you submit your application within 15 working days of the Course Start Date and you do not receive confirmation or a response from us with joining instructions within 48 hours, please contact us at firstname.lastname@example.org
- UK Contact Data
2.1 If you will be accompanying the Student who is travelling from overseas, we may need to contact you in the two weeks prior to the Course Start Date. You must include your contact details in the UK when you submit your application.
2.2 You should wait to receive our Confirmation before making any travel arrangements. We will not be responsible for any travel or accommodation costs you incur if we have not sent you a Confirmation.
- Deposit, Course Fees and Payment
3.1 The fees payable for each Course (the “Fees”) are published on our website: www.oxford-dreamacademy.org and may vary from time to time. Once we have accepted your booking and sent you a Confirmation, no variation of these Terms shall be effective unless it is in writing and agreed by you and us.
3.2 When paying the Deposit and Fees please quote your unique statement number, which shall be issued to you on the Confirmation.
3.3 Fees and Deposits are costed and are payable in British pounds (GBP).
3.4 You must pay the Deposit within 7 days of receiving the invoice or the Confirmation, whichever is sooner. If you do not pay the Deposit on time, then we reserve the right to cancel your booking.
3.5 The balance of Fees must be received by us no later than the Payment Due Date. Any booking made after this date must be paid in full within 7 days of invoice or the Confirmation whichever is sooner.
3.6 No Course payment should be made to OXDA until you have received either our invoice or a Unique Statement Number and Confirmation of a place on the Course.
3.7 If for any reason we cancel or reject your booking, we will refund to you any Fees you have paid within 14 days of cancellation or rejecting your booking.
3.8 If you do not pay the Fees in accordance with these Terms you will not be entitled to start the Course and we may cancel your booking.
3.9 Fees can be paid by the following methods:
3.9.1 online via our PayPal payment platform. This is our recommended payment method and is almost-instantaneous;
3.9.2 by using your credit or debit card; or
3.9.3 by bank transfer.
3.10 Our bank details for the purpose of paying the Fees are available on the statement issued to you along with the Confirmation.
4.1 Subject to the provisions of this clause 4, you have a right to cancel your booking within 14 days from the date of the Confirmation (the “Cancellation Period”) without giving any reason.
4.2 All cancellations must be made in writing and take effect from the date we receive such notice. Where a cancellation is made more than 30 days prior to the Arrival Date, there will be a refund of all Course Fees paid, minus the Deposit.
4.3 Due to the requirement to arrange staffing, transport, airport transfers, accommodation and other aspects of the Course in advance of the Arrival Date, where a cancellation is made less than 30 days prior to the Arrival Date, there will be no refund, except in the case of valid visa refusal (see details below) or at our sole discretion. Where a booking is amended less than 30 days prior to or after the Arrival Date, there will be no refund for any missed elements of the Course, and there may be a further charge for the additional items.
4.4 Should you cancel within the Cancellation Period after the Arrival Date we are under no obligation to offer a refund.
4.5 Notwithstanding the above, we may cancel a Course no later than 10 Business days before the Course Start Date if there is low demand for the Course in which case you will receive a refund of any Fees that you have paid or agree with you on another course choice.
4.6 We may cancel your booking if an event outside our control prevents us providing your selected Course, in which case we will refund any fees paid in accordance with clause 4.7 above.
- Payment of Refunds
5.1 Any refunds due to cancellation will only be given if it is permitted under clause 4 (Cancellation) and subject clause 8. No refund shall be given after the Course Finishing Date.
5.2 We take complaints seriously and endeavour to reply to any formal complaint made in accordance with clause 16 below (“Complaint”). It is at our complete discretion to offer refunds should we feel that one is merited following a Complaint.
5.3 If you become entitled under these Terms to receive a refund then:
5.3.1 refunds will be paid in British Pounds and we will not be responsible for any losses you suffer as a result of currency exchange fluctuations or exchanges; and
5.3.2 we will endeavour to pay refunds by the same means as you paid the Fees.
- Visa Support & Visa Refusal
6.1 It is your responsibility to determine how far in advance you need to apply for a visa, and to allow enough time to obtain a visa including any delays caused by the issuing visa office. We strongly recommend applying for a visa as soon as possible.
6.2 Should the Student require a visa to travel to the UK, we will issue a Visa support letter (“Visa Support Letter”) for a Short-Term Study (Child) visa application upon payment of the Deposit. Please note we require a copy of the Student’s passport and visa.
6.3 Where a Course booking is made after the Payment Due Date:
6.3.1 we will only issue a Visa Support Letter once our Fees have been paid in full;
6.3.2 if the visa application is still being processed at the Course Start Date then we will offer you either:
188.8.131.52 a refund of any Fees paid less the Deposit; or
184.108.40.206 a credit note in full for the following year.
If the visa is refused:
6.4 Subject to clause 8 if the Short-Term Study (Child) visa application is refused then provided you inform us of this and we receive a valid visa refusal letter no later than ten days prior to the Course Start Date, a full refund of any Fees paid will be issued, less a £200 administration fee.
If the Visa is delayed and the delay is caused by the Embassy:
6.5 Subject to clause 8 if the Student has not received their visa or a visa rejection letter, and the reason for doing so is due to Embassy delays, provided you inform us of this at least ten days prior to the Course Start Date we will offer you a refund of any Fees you have paid less the Deposit.
6.6 You may instead ask that we apply the Deposit to the following year’s Course.
6.7 We will not offer you a refund if you fail to inform us within this time frame or if the Student does not attend the Course.
6.8 If you receive the visa after the Course Start Date and the Student still wishes to attend, please contact us and let us know. We may be able to find a space for them on the Course, but this is not guaranteed.
Reasons why you won’t get a refund:
6.9 We will not offer a refund for a visa refusal or for a delay in the visa application where one or more of these criteria is not met:
6.9.1 the visa application must be made within sufficient time prior to the arrival date to allow for the length of application time as indicated by UK Visas and Immigration (UKVI);
6.9.2 all necessary documentation must be provided as indicated by UK Visas and Immigration (UKVI);
6.9.3 the visa application is made after the Payment Due Date but before the Arrival Date;
6.9.4 you must be able to demonstrate that all necessary steps were taken to obtain the correct visa and that the application form submitted for the visa was correct and did not contain any material mistakes;
6.9.5 you notify us, at least 10 days prior to the Course Start Date that the Student has not received their visa.
6.10 We reserve the right to cancel a booking if a copy of the visa has not been received at least four weeks before the Course Start Date.
- Third Party Services
7.1 All accommodation, campuses, cleaning and meals are provided by third party providers which are hired in advance of the Course Start Date. We will use our reasonable endeavours to ensure that the facilities are suitable for the Course and Students however the provision of the above are ultimately out of our control and we can give no guarantee as to the proper performance of the third parties.
7.2 If you send us any feedback on the facilities or meals provided, we will endeavour to pass it on to the respective provider.
- Student Obligations
8.1 The Student attending the Course agrees to:
8.1.1 maintain an immigration status that entitles them to undertake the Course,
9.1.2 attend all classes and Course sessions regularly and on time;
8.1.3 ensure they have a level of spoken and written English sufficient to allow participation on the Course; except those coming to study “English for Beginners”
8.1.4 refrain from using any audio or visual recording equipment during classes or practical sessions; and
8.1.5 comply with our health and safety rules and our Course Rules (as set out below).
8.2 You agree and accept that you have informed the Student of their obligations under the Contract. You agree that you are responsible for the Student fulfilling their obligations and following the Course Rules.
- Course Rules
9.1 We expect and hope that all students registered with OXDA will have a summer to remember. We therefore require that students make every effort to show respect at all times to fellow students and members of OXDA staff.
9.2 The Course Rules outlined below are designed to ensure that all the students and staff of OXDA can enjoy the summer free from any unpleasant, intimidating or aggressive behaviour and in safety.
9.3 The breach of any Course rule stated below by the Student may result in their dismissal from the Course. Furthermore, if the Student breaks the law or displays aggressive, intimidating or racist behaviour they will face instant dismissal from the Course. Should the Student face instant dismissal, the Student will be withdrawn from the Course with immediate effect and will need to return home at your expense at the earliest possible opportunity.
9.3.1 Students are expected to attend all meals, classes and arranged activities and excursions provided.
9.3.2 All damage to property, equipment and rooms will be charged to the Student.
9.3.3 Gratuitous or wilful damage to school or college property, public property or other students’ property may result in dismissal from the Course.
9.3.4 Theft or suspected theft of school or college equipment or another student’s possessions may result in dismissal from the Course.
9.3.5 Consumption or possession or distribution of alcohol by the Student (irrespective of age) is not permitted and will result in dismissal from the Course.
9.3.6 Drug-taking or possession or distribution of drugs including Psychoactive Substances (in the UK formally known as legal highs) by the Student will result in instant dismissal from the Course.
9.3.7 A person must be 18 years old to purchase or to smoke tobacco products in the UK. Consumption or possession of tobacco by a student may result in dismissal from the course.
9.3.8 Racist or intimidating behaviour towards another student or member of staff will result in dismissal from the Course.
9.3.9 In the school or college accommodation, girls and boys may only mix in the designated recreation areas. No boy is expected to visit a girl’s room and vice versa.
9.3.10 If the Student leaves their house after lights out, they may be dismissed from the Course.
9.3.11 Personal mobile phones must be turned off during all lessons and scheduled activities.
9.3.12 OXDA reserve the right to search a student’s room if it is suspected they are breaking any of the Course Rules.
- Promotional Materials
10.1 We would like to use photographs, video clips and other media of students during the Course for the purpose of OXDA’s promotional material, including but not limited to;
10.1.1 future marketing;
10.1.3 our website and social media
We would also like to use any feedback received from parents or students alike and end of Course surveys for the same purpose.
10.2 When applying for a Course with us, please indicate your acceptance for us to be able to use such material for the purpose specified in clause 1 above by ticking the relevant box on the booking form.
- Visiting a Student
11.1 Parents and friends are welcome to visit the Student on a summer Course. 24 hours’ notice must be given in writing to the student support Services, prior to any visit to the summer school. If the Student is to be taken out of the school or out of the care and responsibility of our staff during an excursion, you must provide written permission by signing an absence form.
11.2 Due to logistics and to ensure a smooth running of a pre-planned itinerary, it is not possible to visit a student whilst they are on an excursion.
- Travel Arrangements
12.1 All travel details need to be confirmed in writing as to any changes that may occur. The cost of excess baggage is entirely the responsibility of the Student and OXDA will not pay this charge under any circumstances. Please check the airline’s policy before travelling.
12.2 The deadline for booking an OXDA transfer is the 24th June 2019. Unfortunately, a transfer may not be guaranteed after this date.
12.3 If you cancel the Shared Transfer Service within 30 days of the arrival/departure date, then you will not receive a refund for this service.
12.4 In cases where a student aged 15 or over is arriving and/or departing independently (i.e. without an accompanying person 18 years of age or older), we must receive an Independent Transfer Form within 7 days of the arrival/departure date.
All students attending a course with OXDA must have comprehensive travel insurance. OXDA, their Insurance Services, provide all students with travel insurance. The Student will automatically be included on the insurance policy from the date of booking until the Course Finishing Date, unless you expressly state that you do not wish the Student to be included or if you have booked through an agent who provides separate travel insurance.
- Liability & Changes
14.1 OXDA has public liability Insurance. OXDA’s liability to you and the Student will not exceed the value of the Fees actually paid by you to OXDA except where such limitation would be considered unfair or unreasonable in law.
14.2 Nothing in these Terms shall operate to exclude any liability of OXDA for fraud or fraudulent misrepresentation, personal injury or death caused by the negligence of the company or those employed by the company or anything else which OXDA cannot by law exclude liability for.
14.3 The details of the programme have been published in good faith. We reserve the right to make any changes or alterations to any aspect of the Course, in the event of unsuitable weather conditions or other factors beyond our control.
- Data Protection
15.1 Your personal data will be used solely in accordance with the current English data protection legislation which we shall comply with and will not be disclosed without your consent.
15.2 We may collect and process the following data about you:
15.2.1 information that you provide by filling in our booking form;
15.2.2 if you contact us, we may keep a record of that correspondence;
15.2.3 we may ask you to complete a survey at the end of the Course that we use for feedback purposes as well as promotional material if this has been consented to; and
15.2.4 details of your visits to our site and the resources that you access.
15.3 We will use the personal information you provide to us to:
15.3.1 process your application;
15.3.2 process your payment for the Fees;
15.3.3 update our promotional material if this has been consented to; and
15.3.4 inform you about similar products or services that we provide, but you may ask us at any time to stop using your information in this way.
15.4 We will not give your personal data to any other third party except that:
15.4.1 we may share your personal data with other companies in the same group of companies as us;
15.4.2 if your booking has been made through an agent, we may share information with them; and
15.4.3 unless as required under English Law
16.1 If you have any complaints about the Course, please raise this with us by contacting the Oxford Dream Academy Directors by email at email@example.com
16.2 If the dispute cannot be resolved using the OXDA internal complaint handling procedure, OXDA will:
16.2.1 let you know that OXDA cannot settle the dispute with you; and
16.2.2 OXDA will refer you to our governing body, English UK’s, Ombudsman service
17.1 We may transfer our rights and obligations under any booking to another organisation, and we will always notify you in writing if this happens, but this will not affect your rights or our obligations under these Terms.
17.2 This Contract is between you and OXDA. Except as expressly set out under these Terms no other person shall have any rights to enforce any of its Terms.
17.3 Each of the paragraphs of these Terms operates separately. If any court or relevant authority decides that any of them are unlawful, the remaining paragraphs will remain in full force and effect.
17.4 If we fail to insist that you perform any of your obligations under these Terms, or if we do not enforce our rights against you, or if we delay in doing so, that will not mean that we have waived our rights against you and will not mean that you do not have to comply with those obligations. If we do waive a default by you, we will only do so in writing, and that will not mean that we automatically waive any later default by you.
17.5 OXDA shall not be in breach of the Contract nor liable for delay in performing, or failure to perform, any of its obligations under the Contract if such delay or failure result from events, circumstances or causes beyond its reasonable control for example, natural disaster, outbreak of war or terrorist attacks.
- Governing Law and Jurisdiction
These Terms and Conditions are governed by the laws of England and Wales. Both parties agree to submit to the non-exclusive jurisdiction of the English courts to determine any dispute in relation to these terms and conditions.