Definitions

We: Academic Camp
Student: the person participating in the course
You: the person booking and paying for the course

Booking

To book a place on an Academic Camp course:
1. Send us an enquiry by email, telephone, by post or via the website
2. Please read the terms and conditions carefully because by signing the application form, you agree to be bound by them
3. Complete our initial online application form
4. We will send you a confirmation letter and an invoice showing the outstanding balance
5. Please log in via our website and complete the full application form. The declaration form should be printed, signed and returned to us or signed online with an initial payment of £500
6. Make the final payment of the full fee for the course at least 5 weeks before the date the course starts

Cancellation of Booking

Cancellations or changes to your booking must be made in writing. Cancellations or changes to your booking must be made in writing. The full fee is due according to the schedule above; fees paid to Academic Camp are non-refundable. In the event of a trip cancellation due to an unforeseen event, the parent/guardian must contact Academic Camp within 72 hours of the unforeseen event occurring.

In all other circumstances, the full fee is due according to the schedule above.  Our insurance policy automatically insures all students.  This policy provides cover for cancellation.  Details can be found on our website.  Please note that this is only available for students who are travelling from overseas.

Medical Information and Student Health

You must inform Academic Camp of any relevant medical information which may affect a student’s health or ability to participate in the course, including any allergies and/or medication needs. You must advise us of any special dietary needs.

If you do not inform us of a relevant medical condition or if the student requires regular supervision for medical reasons, Academic Camp may send the student home. In these circumstances, there will be no refund of fees, and you must pay the full cost of the student’s return travel.

In the case of a student with a disability, we will assess whether we can provide appropriate care in the leased school, and the decision to accept the student will be based on this.

We will try to obtain prior consent for emergency medical treatment from parents/emergency contact. If we cannot make contact, then we or, in the case of a student at homestay accommodation, a responsible member of the host family will decide on treatment as a doctor recommends. If a virus or epidemic causes a health risk, we will take professional/government advice.

We request that the parents complete and sign our medical questionnaire, part of our online application form.

We must have the parents' contact details. Below are examples of non-prescribed medications which may be given to students to treat minor illnesses or injuries: Paracetamol, Travel sickness tablets, Cough and throat medication, Anaesthetic creams and sprays, Spray for blocked noses, Ibuprofen, Antihistamine tablets/sprays, Plasters, Eye drops. You must inform us on the medical consent form if you do not wish your child to be given non-prescribed medications.

Personal property

Students are required to arrange full insurance coverage for valuable items of property, particularly laptops, iPads etc., which are not covered under the insurance policy.

Academic Camp does not accept responsibility for theft or loss, or damage to student property. Students will be asked to pay for any damage they cause to property or equipment. The Course Director’s decision in such cases is final.

Communication

Academic Camp prefers to use electronic communication where possible.

On the application form, Academic Camp asks for an emergency contact who speaks English and is available 24 hours a day.

Personal Data (GDPR)

You also have the right to access, correct, sometimes delete and restrict the personal information we use. Please see our privacy notice for full information.

We gather your personal information from what you provide us directly on your application form that you send either by email or submit online via our website. Sometimes this information comes via agents that you have appointed.

We use your personal information to provide your child with a summer course with us. The lawful reasons for processing your personal data are contractual, to fulfil legal obligations and for legitimate business interests. We must ensure we have all the necessary information to look after your child safely and meet all their needs.

If you booked your child’s course through an agent, we communicate with them unless you request that we do not.

When processing, using and transferring your personal data then, we make sure we do this securely, ensuring the necessary protection is in place.

We keep your personal information securely for as long as necessary, and sometimes this period of time is a regulatory requirement for the protection of children.

Behaviour

By signing the application form, you agree to support Academic Camp in the enforcement of the rules set out in the course information and student handbook, and you also agree to explain the rules to your student before they arrive. Students who break these rules, fail to follow instructions given by members of staff or display any unacceptable behaviour will be asked to leave the course or will be suspended from the course for a period decided by the Course Director without refund of fees. Any extra costs incurred will also be your responsibility. The Course Director’s decision in these circumstances is final. In his or her decision, he or she will consider the well-being of all students and staff and the effect on the course.

Complaints Procedure

Students should tell the Course Director immediately if they have any questions or complaints so that Academic Camp can help the student and deal with any problems quickly. The Course Director will ask for the details of the complaint to be submitted in writing.

Most problems can be resolved quickly and informally. However, if you are still unhappy with the Course Director’s decision or the problem continues, then please get in touch with the CEO in writing: Helen Lami (helen.lami@academiccamp.org)

We deal with complaints immediately, and if a written complaint is made, we will reply in writing within 24 hours.

Force Majeure

Also known as Acts of God, certain events and occurrences are outside of Academic Camp’s control. Academic Camp does not accept liability for events that may disrupt the course or the student’s travel.  Fees are non-refundable in case of Force Majeure.

General

Academic Camp will endeavour to give at least six weeks’ notice if the course needs to be cancelled. In these circumstances, Academic Camp will refund any fees paid. If the cancellation is beyond our control and due to Force Majeure, no refunds will be given (please see the Force Majeure section above).

Parents agree we can use images and videos of their students in promotional materials and on the website. Students’ personal identities will not be revealed. On arrival, we take a photo of your child for use of their ID cards and to help with identification on our systems and at the end of the summer, these photos are deleted securely.


When parents sign the Application Form, they give permission to participate in all activities, sports and trips.

Academic Camp 

Academic Camp will look after students and provide appropriate and safe care. We will provide appropriate supervision in the accommodation and on all activities, sports and trips. 
 

Payments

All fees are payable in GBP, and the student must pay all bank charges. Details for payment are on the invoice.

When you make a payment, please ensure there is a clear reference on it so we can trace the payment.

If you make changes to the booking, Academic Camp has the right to charge an admin fee of £50

If refunds are made for any reason, Academic Camp will take an admin fee of £50, and if there are problems with the transfer, then the client is liable for any additional bank charges.

 

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