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Terms and Conditions

Harrow School Short Courses is a trading name of Harrow School Enterprises Limited registered in England, company number 1617359. Harrow School Enterprises Ltd is a wholly owned subsidiary of Harrow School (‘The School’), registered charity number 310033.

Courses at Harrow School are operated by Harrow School Enterprises.

Courses at Dulwich College are operated by Our World English Schools.

Courses at Heathfield School are operated by Heathfield Summer School.

Enrolment

Places on each course are limited and we advise you to apply as early as possible. Enrolments open in November and remain open until the end of July or until all course places are sold.

All Harrow School Short Courses applications and deposit payments must be made online.

An enrolment is not complete until we have received the deposit or full fee and confirmed the booking in writing.

The initial deposit of £550 per course per student is part of the full fees and not an additional cost. Deposits are required to reserve your course place and are non- refundable. We require an online deposit payment via FlyWire for each course that you book before Friday, 1 May 2020. If the application is accepted after 1 May 2020, we must receive full payment of fees via FlyWire at the time of booking.

Harrow School Short Courses must receive the full balance of fees for all courses by Thursday, 7 May 2020. If we do not receive payment by this date, we may cancel the student’s place on the course and we will retain the deposit payment.

It is your responsibility to check before the payment deadline if there are any foreign exchange restrictions in your country and to plan with your bank in advance to ensure we receive payment by the deadline.

If incorrect information is provided in the application (e.g. the age of the student) to Harrow School Short Courses, we may ask the student(s) to leave the course. If this happens, we will not refund the course fees.

Places are held for three working days after we email to accept an application. We will release the place if we do not receive the deposit or full payment within the deadline given in the acceptance email.
The parental consent form, including Emergency, Medical and Travel, etc must be submitted within the deadline given. Any misinformation or withheld information may result in the child being asked to leave the course without refund.

At registration, all students will need to give us their passport/ID Card. This includes students arriving with their parents or guardians. It is a requirement of the UK Border Agency that we keep passports onsite and securely stored. We return passports to students at deregistration.

Students studying at the same school will not necessarily stay in the same boarding house, or have activities, lessons or excursions together.

Cancellation

Please contact us immediately via written request at summerschool@harrowschool.org.uk if you need to cancel your course (see Liability and Insurance sections).

If you cancel after 1 May 2020, we retain your full fees. Depending on the reason for cancellation, you may be covered by the insurance policy which is included automatically in all course bookings after we have received the deposit payment. Please contact us for details of this policy.

You must support any cancellation claims with documentary evidence.

If your cancellation is because of a visa refusal, please see ‘Student Visas’, as separate conditions apply.

Bookings cannot be transferred, and deposits cannot be refunded.

Any unused portion of the course fee cannot be refunded.

Amendments

After a student has registered, you cannot change their name. The name on the application must match the legal name on the student’s current passport.

Students are able to change the course that they are booked onto after payment has been received providing the course is at the same centre and there is space available.

There will be an administration fee of £75 for changing course. If you want to study at a different centre, we will regard this as a new booking. Please see our cancellation policy.

The senior courses at Harrow School include options for activities and academic study. Applicants must confirm these options at time of booking.

Any changes made to options must be submitted in writing before the student arrives to summerschool@harrowschool.org.uk. There will be an administration fee of £75 for changing an option. We cannot change options once a student has arrived on their course.

If students request to change their options after 20 March 2020 or once they have arrived there will be an administrative charge of £75 per option, if the change is possible.

Airport and Eurostar transfers

We must receive your travel details by the deadline given in your booking confirmation email.

Harrow School Short Courses always confirms travel details via email. Do not assume that Harrow School Short Courses has received travel details until you receive an email from us.

You must inform us immediately of any changes to your travel arrangements. We must receive any changes to arrival travel details at least ten working days before the start of the course and any changes to departure travel details at least ten working days before the end of the course.

If we do not receive travel details or amended travel details within the ten working days deadline or if we receive changes on the day of the transfer, there will be an administrative fee of £100 and we may not be able to provide a transfer.

We will organise a scheduled transfer from/to our designated airports or St. Pancras railway station (Eurostar only) for students who send us travel details within the deadline given and hold a valid return ticket with a time and date for the transfer scheduled. You cannot arrive with an undated ticket and Harrow School Short Courses cannot book your return ticket.

Transfers are normally by car, minibus or coach. We may occasionally use trains or public transport for transfers. We do not run a shuttle service.

School Name Arrival Departure
Harrow School &
Heathfield School
06:00 – 18:00 09:00 – 19:00
Dulwich College 10:00 – 16:00 10:00 – 16:00

Designated Airports:

Students attending Harrow School should arrive at St Pancras Station (EuroStar only), Heathrow, London City or Luton Airports.
At Heathfield School students must arrive at Heathrow airport only.

Students attending Dulwich College can arrive at Heathrow, Gatwick or St Pancras (EuroStar only).

Practical information can be found in the HSSC brochure or student handbook for arrival and departure times and designated airports per school.

Please contact the Harrow School Short Courses Registration team at summerschool@harrowschool.org.uk if you would like to check your travel arrangements with us before booking.

We may be able to accept requests for transfers that do not meet our travel requirements at an additional cost. For example, if you want to fly into or out of alternative airports, we may be able to arrange this. However, all transfer requests outside our terms and conditions must be approved. If the transfer is approved, there will be a fee per transfer/per journey/per student. Please contact the Harrow School Short Courses registration team at summerschool@harrowschool.org.uk to check before making your travel arrangements.

Please note, we will not provide transfers for students being dropped off at one of our designated airport or Eurostar station by an adult unless the student is booked on a flight or train arriving that day. We will also not provide transfers for students meeting an adult at an airport or St Pancras Eurostar station unless the student is booked on a flight or train leaving that day.

A student cannot arrive early and wait for our staff if their arrival is before our transfer window and we cannot leave a student at the airport or train station to wait if the departure is after our transfer window.

Students who have a scheduled transfer with us will arrive at the airport approximately three hours before their flight/train departs. We will check in the students and stay with them until we can send them through the security gate and will not release them from our care until this point.

Adults can meet students at the check-in desk, but our staff cannot wait for adults.

Students must pay the cost of excess baggage and Unaccompanied Minor (UM) charges; Harrow School Short Courses is not responsible for these costs. It is the parent’s responsibility to check the airline’s arrangements for the payment of airport departure tax, the maximum luggage allowance or any airline policy which may affect the student’s departure on transfer day.

We can only provide transfers for students booked on our courses.

Students attending Harrow School who do not require a transfer must arrive at the school with a parent or an authorised adult between 13:00 and 17:00 and depart with a parent or an authorised adult between 09:00 and 13:00. Please note, you may not be able to check into your bedroom before 14:00.

If a student will be collected by an adult who is not the parent or legal guardian, the parent or legal guardian must first complete an authorisation form in advance, giving us the name of the adult no later than 48 hours before the student’s departure date. All adults must show photographic ID to Harrow School Short Courses staff and sign the deregistration form before we release the student into their care.

As a part of our Safeguarding and Pastoral care, we will need advance notice of any changes to the authorised adult before we can release the student.

Visitors to the course

Any relative or friend who wants to take a student out during the course must ask for the permission of the Centre Director or their delegate at least 48 hours in advance. We require students to attend all of their lessons.

If the visitor is not the parent or guardian of the student, we must receive an authorisation letter from the parent or guardian at least 48 hours in advance.

The visitor must show photographic identification to Harrow School Short Courses staff before we release the student into their care.

All students are required to be signed out and signed back in to Harrow School Short Courses’ care by the parent, guardian or authorised visitor.

Parents or guardians are welcome to accompany students to their boarding house on arrival day but are not allowed in to boarding houses during in the course or on collection.

Parents, relatives and friends are warmly invited to attend the awards ceremony held at the end of the student’s course.

Student visas

Some nationalities will require student visas, and obtaining a visa is the responsibility of the client.

Harrow School Short Courses can provide students with a letter of acceptance and visa support letter (for the registered student only) on receipt of the deposit payment.

Should a visa be rejected by the Entry Clearance Officer, and the client has followed all the correct procedures, the following refund policy applies:

If a visa application is rejected and we receive written evidence at least six weeks before the start of the course, we will refund the fees received in full, less an administration fee of £300.

If written evidence of a visa refusal is received less than four weeks prior to the start of the course, then the refund will be paid less the administration fee of £300 and the non-refundable deposit paid at the time of booking.

Where we receive this evidence, the refund will be paid back to you within four weeks of you providing us with bank details and written authorisation that the refund should be paid to that account.

With all visa refusals, original written documentation issued by the Entry Clearance Officer must be provided to Harrow School Short Courses to qualify for any refund.

Harrow School Short Courses will not refund a client should the reasons for refusal be related to insufficient, incorrect or false documentation.

Harrow School Short Courses will not refund a client should the client not have applied with sufficient time for the visa to be approved. We strongly recommend clients apply at least three months prior to the start date of the course.

Liability

Harrow School Short Courses and The School has public liability insurance.

Any liability of Harrow School Short Courses or of The School to the student, parent or guardian, in respect of which Harrow School Short Courses or The School has insurance cover, shall be limited to the amount of such cover and any such liability.

Nothing in these terms and conditions shall operate to exclude any liability of Harrow School Short Courses or The School for personal injury or death caused by negligence of Harrow School Short Courses or The School or our respective servants and agents.

It is a condition of the contract between Harrow School Short Courses, The School and the student or their parent or guardian, that Harrow School Short Courses and The School is not in any way liable to the student or the parent or guardian in the event that any service contracted to be supplied by Harrow School Short Courses or The School becomes impossible to supply, due to reasons outside of our control.

Insurance

Harrow School Short Courses provides insurance cover as part of your enrolment. This is designed to meet the needs of our students coming on courses in the UK.

There is no extra charge for this cover. Your cover starts automatically when we receive your deposit payment.

Please contact the Harrow School Short Courses registration team for full policy terms and conditions.

The insurance is arranged by One Broker and underwritten by Chubb European Group SE . Both entities are subject to regulation by the Financial Conduct Authority in the UK.

If there are costs involved in the medical treatment of a student, you must pay these costs initially. If you want to claim for these costs, you must do so directly with the insurers.

Passport, tickets and pocket money

Students must submit their passport/ID and travel ticket at registration on arrival at the school. These documents will be kept securely throughout the course.

Pocket money can be handed in at the start of the course. Our insurance policy covers for loss of cash of up to £250 only. We recommend that you purchase a debit card or a credit card for use in the UK. You can then add extra pocket money if required.

Any additional pocket money transferred to Harrow School Short Courses by bank or credit/debit card while the student is on a course will incur an administration fee of £30 per transaction.

Harrow School Short Courses will not lend or advance pocket money to any student.

Course rules

Students must arrive on the day their course begins and leave the day their course ends.

Students must be on time for all meals, classes, activities and excursions on the schedule.

Students must keep their rooms tidy and make their own beds.

Students must pay for any damage to property, equipment or rooms.

No student of any age is allowed to drink or have alcohol.

Any student who takes or has illegal drugs will be required to leave the course immediately.

Students cannot smoke at any time. If we find evidence of smoking in a building, that student will leave the course immediately.

In the boarding houses, girls and boys may only mix in the areas agreed by the Centre Director.

Any form of bullying or intimidating behaviour is completely forbidden.

Students must be in their rooms and silent at the time given by the House Parent (or their delegate).

Students must turn off their mobile phones during all lessons and scheduled activities.

Students who do not obey the course rules or who repeatedly misbehave or do not follow the instructions of the course staff or otherwise disrupt the smooth running of the course will be asked to leave the School and the course immediately at their own expense. No part of the course fee will be refunded. Parents or guardians must collect a student or arrange a flight within 24 hours of notification of a student’s withdrawal from a course. For any additional days an expelled student remains on site there will be a £150 supervision charge.

Your Privacy and Data Protection

Introduction

Your privacy is important to Harrow School Enterprises Ltd. This notice informs those who apply for courses with us and study on courses with us about how your data will be collected and used.

This notice applies to data that is collected through the Harrow School Short Courses website, our booking form, registration forms, newsletter subscriptions, photography and survey questionnaires.

Please read this policy carefully and contact us on the details at the end of this notice with any questions or concerns.

 

Who are we?

Harrow School Short Courses is a division of Harrow School Enterprises Limited (HSEL). HSEL is a limited company, registered in England & Wales, No. 1617359 and a wholly owned company of Harrow School.

 

What information do we collect?

  • Information that you provide by registering a student on to a Harrow School Short Course
  • Students medical, travel and emergency contact information
  • If you contact us, we will keep a record of that correspondence
  • A survey is sent at the end of the course that we use for feedback purposes as well as promotional material if this has been consented to
  • A copy of a student’s passport and visa, if applicable
  • Records of payments
  • Photographs, if permission has been given
  • E-mail addresses if you register to our newsletter
  • Financial details are not collected or held by Harrow School Short Courses but by a third-party finance system, Global Payments Ltd (formerly Realex).
  • Recordings of online lessons for students enrolled with Harrow School Short Courses Online

 

How is data collected?

  • Data is collected when you fill in our online booking form and the medical, travel and emergency contact details that are completed as part of the registration process.
  • Passport copies and visas are collected when a student registers on their arrival. We also collect EU IDs if students do not hold a passport.
  • Adults contact details and a copy of their passport/driving license when they come to collect their student. This is to verify identity.
  • The survey will be collected by third party website such as Google Forms. We will only use a system with a server in the EU.
  • Photographs are taken on your arrival for ID purposes by our summer school staff.
  • Photographs and videos are taken by our professional photographer and videographer during the summer of any student who has given permission for their image to be collected and used.
  • Recordings of online lessons are taken using our third-party virtual classroom software, Adobe Connect.

 

How do we use personal information?

  • enrolling students on to a course as per legal obligations
  • meeting internal and external audit requirements for the British Council
  • personalisation of content, business information and user experience
  • student course set up and administration
  • delivering marketing communication
  • carrying out polls and surveys
  • internal research and development purposes
  • providing goods and services
  • to ensure medical safety
  • recordings of online lessons are used as a record of your study course that you can access for self-study and are occasionally used for quality assurance and teacher development.

 

What legal basis do we have for processing personal data?

  • Consent – for attending courses, you can withdraw a student’s consent up until the commencement of the course by cancelling their course. We will then destroy the data relating to that student.
  • Contract – to supply an educational course to a student who is under 18.
  • Legitimate interests – medical information in case of emergencies.
  • Legal obligation – Student registration data is held indefinitely in the interest of safeguarding; copies of passports and visas are taken as a legal requirement.

 

When do we share personal data and how is it stored?

Harrow School Short Courses will treat personal data confidentially but at times may need to disclose or share it when necessary to provide our services or conduct our business operations, as outlined in our purposes for processing. Harrow School Short Courses will inform a subject within 24 hours if we believe that there has been a breach of student or payee data.

 

  • Booking information is collected via a third-party booking system who Harrow School Enterprises Ltd has a data protection agreement with. This data is stored on a server in the EU.
  • Medical data will be shared with a third-party database supplier who Harrow School Enterprises Ltd has a data protection agreement with. This data will be stored on a server in the European Economic Area. If a student is unwell this data may need to be shared with medical professionals.
  • Student data is saved on a Harrow School developed student database, this is password restricted.
  • Online lessons are recorded via Adobe Connect, accessible only to their teacher and managing staff. These are stored for a three-year period.

 

 

How we secure personal data?

We use measures

  • to protect data against accidental loss
  • to prevent unauthorised access, use, destruction or disclosure
  • to ensure business continuity and disaster recovery
  • to restrict access to personal information
  • to conduct privacy impact assessments in accordance with the law and your business policies
  • to train staff and contractors on data security
  • to manage third party risks, through use of contracts and security reviews

 

How long do we keep your personal data for?

Personal data kept on a student under the age of 18 who studies with Harrow School Short Courses will be kept archived indefinitely in the interest of safeguarding and as required by law, providing a record of who has attended our courses. Any other data such as course reports or copies of certificates will be kept for two years, in line with a retention schedule.  Recordings of online lessons are kept for three years.

 

Your rights in relation to personal data

Under current data protection laws, we respect the right of students and payees to access and control their personal data.

  • You can request a copy of any personal information at any time
  • You are able to correct data at any time, but as our courses are for students under the age of 18, once they have attended their data will be kept indefinitely as required by law.
  • You can withdrawal consent for the newsletter once registered by contacting the below or clicking ‘unsubscribe’ in the newsletter, please note that this will prevent any correspondence from our company reaching you, including that about registered students.
  • You can lodge a complaint with the Information Commissioner’s Office at https://ico.org.uk/global/contact-us/

 

We aim to respond to any data requests within 24 hours of receipt during the working week, the maximum time in which we will respond will be within 72 hours of receipt.

 

How to contact us

You can get in touch if there have questions or concerns about Harrow School Enterprises Ltd privacy practices, your personal information, or if you wish to file a complaint. To contact us you can:

 

Use the Live Chat function of the website: www.harrowschoolshortcourses.com

 

E-mail us at: summerschool@harrowschool.org.uk

 

Write to: Privacy Officer, Dr Christopher O’Mahony, The Bursary, Harrow School, Harrow on the Hill, HA2 0HT

Call: +44 (0) 208 426 2638