Terms & Conditions

These Terms and Conditions, together with our Privacy Policy, Codes of Conduct and any other written information we brought to your attention before we confirmed your enrolment (“booking”) form the basis of your contract with us. Please read them carefully as they set out our respective rights and obligations. In these Terms and Conditions references to “you” and “your” include the first named person on the booking and all persons on whose behalf a booking is made or any other person to whom a booking is added or transferred. 

Please note that depending on what service you book with us, will determine who your contract is with.

All bookings are made with Whitefield School, company number 07697281 with registered address at Whitefield School, Claremont Road, London, NW2 1TR United Kingdom.  

By making a booking, the first named person agrees on behalf of all persons detailed and where the booking is for a child under the age of 18, the person with parental responsibility agrees on behalf of that child that;

he/she has read these Terms and Conditions and has the authority to and does agree to be bound by them;

he/she consents to our use of personal data in accordance with our Privacy Policy and is authorised on behalf of all persons named on the booking to disclose their personal details to us, including where applicable special categories of data (such as information on health conditions or disabilities and dietary requirements);

he/she accepts financial responsibility for payment of the booking on behalf of all persons detailed on the booking.


Participation /  Enrolment confirmation

2.1 After  enrolling in the programme and  paying the booking deposit fee listed in clause 3 below, you will be sent a confirmation of enrolment (referred to below as “enrolment confirmation”) by Whitefield in the Cultural Relations programme (hereafter referred to as “the Programme”).  A binding contract between you and us comes into existence when we dispatch the enrolment confirmation to the first name person on the booking, or the person with parental responsibility where the booking concerns a child under the age of 18.  

2.2 An invoice is forwarded with the enrolment confirmation, informing the student of the payable programme fees, and indicating the payment deadline.


3. Booking Deposit 

3.1 A 50% booking deposit fee is required in order to confirm a booking on the Programme at least 10 weeks in advance or the date provided to you at the time of booking.

3.2 The booking deposit fee required is 50% of the total cost at the time of booking and is non-refundable.


4. Balance Payments

4.1 The price list for the Programme in effect at the time of enrolment is an integral part of the contract. 

4.2 The Programme fee is due and payable in full according to the terms of the invoice. The payment date is defined as the  date at which the payment is credited to the Whitefield account specified in the enrolment confirmation. The money transfer must indicate the Programme Student‘s name if booking individually. Group bookings must be confirmed in writing at the time of payment.

4.3 All bank charges related to the payment of the programme fee shall be borne by you.

4.4 If we do not receive full payment of the programme fees  by the due date, we reserve the right to treat the booking as cancelled and the student will no longer be entitled to the programme booked.

4.5 In case of non-attendance at the booked Programme, delayed arrival, early departure or withdrawal from a Programme, or any other absences (e.g. due to illness), there is no claim to reimbursement of the Programme fees. Please refer to clause 11 with regards to Insurance requirements.  

4.6 We reserve the right to amend our programme fees at any time. We also reserve the right to correct errors in both advertised and confirmed prices.  We will endeavour to provide reasonable notice of any such changes but you must check the price of the Programme at the time of booking.

4.7 It is not possible to combine discount codes without our express written consent. For example, discount codes, scholarships and/or voucher codes cannot be used in conjunction with one another. One code may be used per enrolment. Where multiple discount codes have been used, only the higher value code will be accepted.

4.8 At our absolute discretion, we may agree to balance payments being made by instalments. Please contact us for further details.


5. Accuracy

We endeavour to ensure that all the information we publish regarding the Programme, general information and prices, both on our website and in any advertising material we publish are accurate, however, occasionally, changes and errors do occur and we reserve the right to correct those details in such circumstances. You must check the Programme price and all other details relating to the Programme before you make your booking.


6. Programme Postponement / Deferral  

6.1 In exceptional cases you may postpone/amend the Programme booked and transfer your Programme to an alternative date within 24 months. This is subject  to you obtaining our written consent to do so and subject to the payment of a postponement fee of £200.

6.2 It may also be possible to defer your Programme to the next academic year. Any deferred programme will be subject to the cancellation fees set out in 7.1.d or the postponement fee of £200, whichever is higher.


7. Cancellation by You

7.1 You can cancel the Programme booking subject to the following conditions.

a) All cancellations must be made in writing and take effect from the date we receive such notice.  

b) All deposit payments are final and no refund of the deposit will be made under any circumstances.  

c) For cancellations before your Programme start date, the remainder of   the   Programme  fees  less  the deposit amount  will  be  proportionally refunded as per the table below:  

d) A 14 day cooling off period will be applied from the day you enrol. If you decide to cancel within 14 days, you will receive a full refund.

Period before start date Total refunded

120 days + = 100%

90-119 days = 50%

45-89 days = 10%

0-44 days = 0%

7.2 All cancellations must be strictly in writing and sent by email or post to the below listed contact details. Any cancellation must contain the Student name, programme dates and reason for cancellation (including any other information we should be made aware of) and shall be effective upon the date of actual receipt by us.

Email: schooladmin@whitefield.barnet.sch.uk 

Post: Whitefield School, Claremont Road, London NW2 1TR, United Kingdom 

7.3 If the student is unable to complete the Programme for any reason whatsoever then no refunds of any nature will be applicable unless the cancellation is in accordance with this clause 7.  

7.4 We retain the right to charge a cancellation fee of £95 in order to cover transaction and administrative charges when processing a cancellation.


8. Cancellation and Changes by Us  

8.1 We  retain the right to cancel and/or amend the Programme at any time for any reason whatsoever. In the event a Programme is cancelled, a refund of all monies paid to us by you will be made. We regret that we cannot meet any expenses or losses that you may incur as a result of a change or cancellation. Please keep this in mind when making additional commitments related to the Programme, such  as flights, hotel, and car reservations. In the event of cancellation, we will use our best efforts to give prompt notice.  

8.2 Very rarely, we may be forced by Events Beyond Our Control (see clause 12) to change or cancel your Programme, in which case we will offer you alternatives, a postponement of your booking or a full refund of all monies paid to us.

If this situation does occur, we regret we will be unable to pay you compensation or meet any costs or expenses you incur as a result. 


9. Programme Rules  

9.1 All students must show respect at all times to fellow students and members of our staff. The Programme  rules outlined below and found here are designed to ensure that all the students and our staff are able to enjoy the Programme, free from any unpleasant, intimidating or aggressive behaviour and in safety. Any Student who consistently breaks the Programme rules, breaks the law or displays aggressive or intimidating or racist behaviour towards another student or member of staff will face instant dismissal from the Programme No refunds  shall be issued due to a breach of the Programme rules.  

9.2 Students found to give unwanted attention/communication to other students and staff after  the  other person has stated they do not wish any more attention should not pursue any more attempts of contact. Continued attempts can be construed as stalking, bullying and/or harassment which can have legal implications on the pursuer.

9.3 The Programme shall take place at Whitefield main site unless otherwise advised by us at any time before the commencement of the Programme.


10. Our Responsibilities for your booking  

(1) Subject to the remainder of this clause, we have a duty to either select the suppliers of the services making up your booking with us with reasonable skill and care (where we use the services of third party suppliers to provide your booking) or to provide the services you have booked with reasonable skill and care (where we are performing those services). We have no liability to you except in cases where it is proved that we have breached that duty and damage to you has been caused.  

(2) We will not be responsible or pay you compensation for any injury, illness, death, loss, damage, expense, cost or other claim of any description if it results from:

a. the act(s) and/or omission(s) of the person(s) affected; or

b. the act(s) and/or omission(s) of a third party unconnected with the provision of the services contracted for and which were unforeseeable or unavoidable; or

c. unusual or unforeseeable circumstances beyond ours or our supplier(s) control, the consequences of which could not have been avoided even if all due care had been exercised; or

d. an event which either ourselves or suppliers could not, even with all due care, have foreseen or forestalled. 

(3) It is a condition of our acceptance of liability under this clause that you notify any claim to ourselves and our supplier(s) strictly in accordance with the complaints procedure set out in these Terms and Conditions.  

(4) Where any payment is made, the person(s) receiving it (and their parent or guardian if under 18 years) must also assign to ourselves or our insurers any rights they may have to pursue any third party and must provide ourselves and our insurers with all assistance we may reasonably require.  

(5) Please note, we cannot accept any liability for any damage, loss of expense or other sum(s) of any description: (a) which on the basis of the information given to us by you concerning your booking prior to our accepting it, we could not have foreseen you would suffer or incur if we breached our contract with you: or (b) relate to any business.  

(6) We will not accept responsibility for services or facilities, which do not form part of your booking or where they are not advertised in our marketing materials or website. For example, any excursion you book whilst attending a summer school, or any service or facility which any other supplier agrees to provide for you.  


11. Insurance  

11.1 All Students attending have insurance included in their Programme fees. For full details of the insurance policy, please visit: 

11.2 Please  note  that  Students  may  be  charged for  damages to property belonging to us, the host venue, or that of another Student/staff member. Where these damages are not covered by the insurance policy included in the Programme fees, the Student may be required to pay for costs.  

11.3 If a Student is not satisfied with the insurance cover provided by us, there is no restriction on taking out their own additional insurance before attending the Programme.  

11.4 All EU Nationals are required to bring valid documentation to avail of the free medical benefits available to EU nationals with the NHS.  

11.5 You must be satisfied that your insurance fully covers all your personal requirements including pre-existing medical conditions, cancellation charges, medical expenses and cancellation in the event of an accident or illness. If you choose to book a Programme without adequate insurance cover, we will not be liable for any losses howsoever arising, in respect of which insurance cover would otherwise have been available.


12. Events Beyond Our Control

Except where otherwise expressly stated in these Terms and Conditions we will not be liable or pay you compensation if our contractual obligations to you are affected by Events Beyond Our Control. For the purpose of these Terms and Conditions, this means any event beyond our or our supplier’s control, the consequences of which could not have been avoided even if all reasonable measures had been taken. Examples include warfare and acts of terrorism (and threat thereof), civil strife, significant risks to human health such as the outbreak of serious disease at the travel destination, epidemics or pandemics (including, but not limited to the ongoing effects of Covid-19 or any new strain of the coronavirus), or natural disasters such as floods, earthquakes or weather conditions, the act of any government or other national or local authority including any port or river authorities, industrial dispute, labour strikes, lock closure, natural or nuclear disaster, fire, chemical or biological disaster, unavoidable technical problems with transport, traffic congestion/restrictions and all similar events out of our or the supplier(s) concerned control.  


13. Further Information  

13.1 We make  no  guarantee  of  any  specific results from the use of the Programme.  

13.2 No  part  of  the  Programme is  intended  to  constitute  advice  and  the content  of  the   Programme should not be  relied  upon  when  making  any decisions or taking any action of any kind.  

13.3 Any information that forms part of the Programme is not designed with commercial purposes in mind. We make no representation or warranty that the Programme  or any content therein is suitable for use in commercial situations or that it constitutes accurate data and / or advice.  


14. Applicable Law

These Terms and Conditions and all legal relations between us are governed by the laws of England and we both agree that the Courts of England and Wales have exclusive jurisdiction over any dispute, claim or other matter which may arise between us (unless you live in Scotland or Northern Ireland, in which case you can bring proceedings in your local court under Scottish or Northern Irish law, as applicable).  


15. Complaints Procedure

In recognition that, on occasion, there will be legitimate complaints which individual students wish to raise, we are committed to  maintaining  an   effective  complaint   procedure. We recognise that lessons can be learnt from complaints, enabling us to improve the quality and effectiveness of our services. Complaints must be made in writing to schooladmin@whitefield.barnet.sch.uk and will be recorded, along with any action taken in regard to the specific complaint or more generally to avoid recurrence of the difficulty. From time to time, anonymous summary management reports of complaints will be reviewed.

For full details of our complaints policy please see: www.whitefield.barnet.sch.uk 


16. Display of the Agreement

A copy of these Terms and Conditions  shall  be  available  on  our website at all times.


17. Promotional Materials

Students may be asked to take part in promotional activities including but not limited to videos, photos, brochures, newsletters, website pages and general promotional activities. Please refer to our Privacy Policy for further information.  


18. Press

The Student is not permitted under any circumstances during the Programme or at any time thereafter to give any statements or interviews to the press or any third parties regarding the Programme, or any employee, without  our express written authorisation.  


19. Value Added Tax (Vat)

Programmes are exempt from Value Added Tax under item 1 of Group 6 of Schedule 9 of the VAT Act 1994. Value Added Tax is therefore not included in, nor can be deducted from the Programme fees.  

20. Visas

Where applicable, it is the responsibility of the Student to ensure that they have the appropriate visa documentation to study in the UK for the duration of the Programme dates as having the relevant paperwork required to satisfy all UK entrance and residence requirements. No refund will be issued  to the Student if they fail to procure the necessary visa, residency or travel documentation or fail to comply with any other requirements in order to attend the Programme. We do not accept any responsibility if you cannot travel, or incur any other loss because you have not complied with any passport, visa, immigration requirements or health formalities. You agree to reimburse us in relation to any fines or other losses, which we incur as a result of your failure to comply with any passport, visa, immigration requirements or health formalities.