Terms & conditions

St Mary's School Cambridge - Summer Course 2023

1 By accepting the offer of a place and agreeing to these Terms and Conditions for the St Mary's School Cambridge Summer Course (the "Summer Course") You accept that:

1.1 These terms and conditions, together with the offer and your acceptance form the basis of the agreement between You and St Mary's School Cambridge (a company limited by guarantee registered in England and Wales with company number 01840431 and registered charity number 290180, “the School”) ("Agreement");

1.2 You have read and accept these Terms and Conditions and agree that the Student as named in the offer ("the Student") will abide by the policies procedures and rules of the School as published on the School website and which You acknowledge that You have had the opportunity of reading and discussing with the Student before entering in to this Agreement;

1.3 All information supplied in connection with the Student's place at the Summer Course, is complete and true and You will inform the School immediately of any changes to such information, in particular of:

1.3.1 any new, or any change to an existing, medical condition, learning difficulty, special educational need or disability whether or not previously disclosed to the School which is relevant to the ability of the School to cater for and look after the Student while in its care; and

1.3.2 Your contact details;

1.4 You will be contactable on the telephone numbers given on the registration form throughout the Student’s time travelling to, attending and returning from the Summer Course;

1.5 The School has a privacy notice which explains how it will use and share Your and the Student's personal data. The privacy notice is published on the School website. You must read the privacy notice in full and show the Student a copy before entering into this Agreement;

1.6 You shall indemnify the School and will keep the School indemnified against all claims, costs, proceedings, demands, losses, damages, expenses or liability whatsoever arising as a result of Your breach of the Agreement or the student’s violation of the policies procedures or rules of the School;

1.7 The School intends to run the Summer Course in accordance with the descriptions in the most recent prospectus and information published on its website, but reserves the right to make reasonable amendments to the Summer Course in accordance with these Terms and Conditions;

1.8 You agree to the Student participating in contact and non-contact sports and other activities as part of the Summer Course. The Parents acknowledge that while the School will provide appropriate supervision the risk of injury cannot be eliminated;

1.9 These Terms and Conditions contain the whole agreement between the School and You in relation to all aspects of the Summer Course. The Terms and Conditions supersede all previous agreements, arrangements and understandings but nothing herein shall be read or construed as excluding any liability resulting from any fraudulent act or omission by any party. The School provides parents of prospective students with information about the educational services it provides in good faith. If You wish to take account of the information provided to You when deciding whether to enter into this Agreement You should seek specific confirmation from the Bursar that the information is accurate before agreeing to be legally bound by these Terms and Conditions;

1.10 The School reserves the right to make reasonable changes to these Terms and Conditions. Notice of any changes will be given to You. You have a period of one month following notice of any changes in which to make known any objection. Once this period of one month has elapsed, all parties will be deemed to have consented to the changes;

1.11 The benefits of this agreement may be freely assigned or transferred by the School;

1.12 only the School and You are parties to this Agreement. No third party including the Student shall be able to enforce any provisions of this Agreement; and

1.13 this Agreement together with each matter relating to the provision of educational services by the School shall be governed exclusively by English law and the parties submit to the exclusive jurisdiction of the English courts.

2 Eligibility and acceptance

2.1 The Student's place at the two week Summer Course is subject to:

2.1.1 her eligibility for the Summer Course;

2.1.2 the availability of a place;

2.1.3 the maximum permitted number of students not being exceeded. You acknowledge that he maximum permitted number in any particular year is dependent upon the availability of classroom and boarding accommodation at the School; and

2.1.4 a minimum of 20 students enrolled to participate in the Summer Course.

2.2 The Student's eligibility for the Summer Course remains at the sole determination of the School, though information about the Student provided to the School will inform the decision.

2.3 The Summer Course is available to girls aged 15 to 17 years though the School retains the discretion to allow students outside of this age group to attend the Summer Course. The School operates in accordance with its obligations under the Equality Act 2010.

2.4 This Agreement is formed and legally binding when the School receives the completed acceptance from You.

3 Fees and payment

3.1 The Student shall not be permitted to participate in Summer Course unless and until the Summer Course Fees as shown on the School website and varied from time to time have been paid in full and received by the School by the dates set out as follows:

3.1.1 10% on submission of the acceptance form;

3.1.2 90% no later than 120 days prior to the start date of the Summer Course.

3.2 Time is of the essence in relation to payments by You and the School reserves the right to terminate this Agreement immediately if You fail to pay any of the payments before the date/s specified in clause 3.1 above.

3.3 Only costs explicitly referred to as being covered by the Summer Course fee will be included in the Summer Course fee. The following constitutes a non-exhaustive list of costs not included in the Summer Course fee:

3.3.1 any domestic or international flights;

3.3.2 taxes;

3.3.3 transportation to/from the Student's home city and a London airport;

3.3.4 any repatriation costs should the Student be required to return home before the end of the Summer Course;

3.3.5 student spending money;

3.3.6 cost of insurances and visa fees;

3.3.7 laundry costs (excluding bed linen and towels).

4 Cancellation

4.1 You shall have the right to cancel this agreement within 14 days without giving any reason if the agreement was formed entirely by means of distance communication. This cancellation period will expire after 14 days from the day after the School receives your acceptance.

4.2 If the Summer Course start date is within the 14 day cancellation period You authorise the School to provide services to the Student under the Agreement.

4.3 To exercise the right to cancel, You must inform the School of your decision to cancel this Agreement by a clear statement (e.g. a letter sent by post or by e-mail) addressed to St Mary's School Cambridge, Bateman Street, Cambridge, Cambridgeshire CB2 1LY, United Kingdom, or via info@illuminatecambridge.com. To download a copy of our model cancellation form, please visit https://www.illuminatecambridge.com/apply/cancellation.htm. Please note, however, there is no obligation to use this form. To meet the cancellation deadline, it is sufficient for you to send your communication concerning your exercise of the right to cancel before the cancellation period has expired.

4.4 If the Agreement is cancelled during the 14-day statutory cancellation period, the School will, without undue delay and no later than 14 days after notification of cancellation, reimburse all payments made by You. Reimbursement shall be made direct to You. No fee will be incurred in respect of the reimbursement.

4.5 For cancellations made outside of the 14-day statutory cancellation period, the following cancellation charges are applicable:

4.5.1 More than 120 days before the start date of the Summer Course: 10% of the Summer Course fee.

4.5.2 119-60 days before the start date of the Summer Course: 50% of the remaining balance of the Summer Course Fee.

4.5.3 Fewer than 60 days before the start date of the Summer Course: 100% of the Summer Course Fee.

4.6 Time is of the essence in relation to cancellation. Depending on Your insurance cover, You may be financially protected by appropriate insurance in the event of cancellation. Please verify with your insurer as the School cannot advise on the adequacy or application of any insurance arranged by You.

4.7 In the event that the School has to cancel the Summer Course, for example due to enrolment numbers below the minimum participant number set out in clause 2.1 above, the School will inform You directly. A full refund of any payment made will be made to You.

4.8 You accept and understand that in all cases of cancellation of the Summer Course, the School cannot be held responsible for any associated costs beyond fees already paid to the School; this includes the cost of flights, visas and hotels. These may be recoverable from your insurer but the School cannot advise on the adequacy or application of any insurance arranged by You.

5 Insurances

5.1 The School does not provide travel or medical insurance and strongly recommends that You obtain comprehensive travel and medical insurance for the Student. All costs related to medical needs including medical and dental care, tests, allergy medication or injections and prescriptions are the responsibility of You. The School shall not be obliged to pay any medical costs incurred by the Student on Your behalf.

5.2 You acknowledge that proof of adequate travel and medical insurance may be required in order to obtain the requisite visa and travel documents for entry into the United Kingdom. The School is not responsible for any deficiencies in your insurance policy, nor can the School be held liable for any dispute arising between You and Your insurer, insofar as the School fulfils its legal obligations.

6 Medical requirements

6.1 You are responsible for informing the School on registration of all medical, dental, dietary, educational or other special needs or disability regarding the Student. In order to provide the best experience possible, this information is disclosed sensitively and in compliance with the Data Protection Act 2018 to the appropriate School staff. When necessary, professional medical attention will be arranged by the School. All medical expenses are Your responsibility.

6.2 By agreeing to these terms and conditions You give Your consent for appropriately qualified members of the School staff to administer prescription medication as listed in the Health Form You complete and return to Us or as subsequently notified to the School and / or non-prescription medication such as Paracetamol, Ibuprofen, simple cough linctus, indigestion remedies and other over-the-counter remedies under protocols for treating minor ailments as set out in the Summer Course’s Medicines and Illness Policy.

6.3 You give Your consent for the School Bursar/Summer Course Leader to act on Your behalf to authorise emergency medical treatment as necessary for Your daughter's welfare in the event You cannot be contacted in time.

7 Visa and travel documents

7.1 A valid passport is essential for travel to the UK; it is usually required that the passport has an expiry date of at least 6 months beyond the end date of your visit. You are responsible for arranging appropriate travel documentation, such as visas, where required for the Student. The School can accept no responsibility for failure to obtain a valid or correct visa, and depending on the circumstances, may not be able to offer a refund in the event of failure to obtain a visa.

7.2 For a cancellation made due to the failure to obtain a visa, the cancellation provisions set out in section 4 above shall apply.

7.3 Depending on your insurance cover, you may be financially protected by appropriate insurance in the event of cancellation. Please verify with your insurer as the School is unable to advise you on this issue.

8 Transportation to and from the Summer Course

8.1 The School does not arrange flights or chaperone services for the Student to and from her home country and the London airport. Flight arrangements and chaperone services are made by You.

8.2 The School will arrange for transportation to and from the London Airport to the Summer Course.

8.3 You understand and accept that the School will become responsible for the care of the Student only when she is delivered into the care of a School staff member at the London airport by an authorised member of the airline or UK Border Force staff. The School's responsibility for the care of the student shall cease when she is delivered in to the care of an authorised member of the airline or UK Border Force staff at the United Kingdom airport for the return journey.

9 Accommodation and rooming requests

9.1 The Student will be accommodated at the School in single, double or multi bed rooms. The School will seek details of Your accommodation preference shortly after acceptance of the offer of a place. We cannot guarantee any specific rooming requests but will do what is reasonable to accommodate these where possible.

10 Student discipline and behaviour

10.1 You accept the authority of members of staff of the School to take all reasonable disciplinary or preventative action necessary to safeguard and promote the welfare of the Student and of other students. Disciplinary action will be conducted under fair procedures in accordance with the requirements of natural justice. Should the Student be found to be in breach of its policies procedure or rules, the School has the right to impose an appropriate sanction or to place the student on a period of probation or, in serious cases, to permanently exclude and repatriate that the Student at Your own expense without refund of any of the Summer Course Fee. The seriousness of any breach includes consideration of repeated breaches, the cumulative effect of which is to make the Student’s continued participation in the Summer Course untenable.

10.2 In the event of a repatriation, the Student will be removed from the School immediately. If a flight is not available imminently, the Student will be placed in a suitable public venue/space outside of the School premises, or alternative overnight accommodation will be arranged where necessary. The student will be supervised by a member of the School staff accordingly. It will be Your responsibility to cover all costs associated with the student’s immediate exclusion and repatriation.

10.3 If the Student has been excluded she will not normally be permitted to join a future Summer Course, though this decision remains in the sole discretion of the School.

11 Changes to the Summer Course

11.1 The School will endeavour to run the Summer Course as described in its most recently published information and/or its most recent website content. You understand and accept that it may, however, become necessary to amend the content as circumstances dictate.

11.2 The School reserves the right to make such amendments, provided they do not alter the essential character of the Summer Course. You will be advised of any such changes within a reasonable period of time prior to the Summer Course start date.

12 Marketing and advertising

12.1 The School may publish photos, film, testimonials and other such records of the Summer Course on its website, brochures, social media channels and / or other marketing materials. If You wish for the Student not to feature in this material, please inform the School either in writing or via email. Any such notification must be made at least 15 days before the Summer Course start date.

13 Responsibility and liability

13.1 The School will exercise reasonable care and skill in arranging and conducting the Summer Course. However, unless negligent or guilty of some other wrong doing causing injury, loss or damage the School cannot assume responsibility or liability for any damage, loss, claim or injury of any kind whatsoever resulting from any act of omission, commission or inadvertence of any carrier or other company or person rendering any of the services required as part of the Summer Course. Nor can the School be responsible for the Student if she leaves the Summer Course without consent or if she breaches policy, procedure or the rules of the School and in doing so suffers loss or injury.

13.2 To the maximum extent permitted by law, the School excludes liability for any loss or damage of any kind howsoever arising, including, without limitation, any direct, indirect or consequential monetary or other loss suffered by You or the Student as a result of the Student taking part in the Summer Course but if the School is held by an English court to be directly responsible for any such loss or damage, it will pay up to an amount equal to the Summer Course fee paid to the School in respect of such loss or damage suffered by You or the Student.

13.3 You agree that the Student is responsible for the security and safe use of all her personal property including money, mobile electronic devices, locker keys, watches, computers, musical instruments and sports equipment, and for property lent to her by the School. You are responsible for insurance of the Student's personal property whilst attending the Summer Course or on the way to and from the Summer Course or any activity arranged away from the School premises.

13.4 Nothing in these Terms and Conditions shall exclude any liability of the School for death or personal injury arising from its own negligence nor affect any rights which You have as a consumer or otherwise or which may not be excluded or limited under any applicable law.

14 Events beyond the reasonable control of the parties

14.1 An event beyond the reasonable control of the School or You is a Force Majeure Event and shall include such events as an act of God, fire, flood, storm, war, riot, civil unrest, act of terrorism, strikes, industrial disputes, outbreak of epidemic or pandemic of disease, failure of utility service or transportation. If either the School or You is prevented from or delayed in carrying out its contractual obligations by a Force Majeure Event, that party (" the Affected Party") shall immediately notify the other in writing and shall be excused from performing those obligations while the Force Majeure Event continues. If the Force Majeure Event continues for a total period greater than 60 days, the party in receipt of notification by the Affected Party may terminate this Agreement by providing at least three working days' notice in writing to the Affected Party.

Download PDF copy of these terms.

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