Terms and conditions

General Information

• All courses, accommodation, and activities provided are subject to availability.
• UKEDA reserves the right to cancel or alter courses or accommodation if necessary due to circumstances beyond our control, such as low enrolment, health and safety concerns, or unavailability of accommodation.
• If cancellation or changes occur, UKEDA will try to offer suitable alternatives. If none are available, a full refund of fees paid for tuition and/or accommodation will be issued.
• UKEDA is not responsible for any compensation beyond the refund of fees paid.
• We reserve the right to refuse or cancel enrolment due to health, safety, or behavioural concerns.

Force Majeure

• UKEDA cannot be held liable for failure to provide contracted services caused by events outside our reasonable control, including government actions, war, terrorism, natural disasters, industrial disputes, extreme weather, or infectious diseases like COVID-19.
• In such cases, we will attempt to offer alternatives or provide refunds but will not cover any additional claims such as stress or loss of enjoyment or anything else.

Fees and Payment

• Upon confirmation of a booking, you are required to pay 30% of the total invoice. Unless otherwise agreed, the remaining balance must be paid as follows:
  • UK, Ireland and Malta summer (Jun-Aug) 6 weeks before arrival.
  • North America summer (Jun-Aug) full payment is required by 30th of April.
• If full payment has not been received, we reserve the right to withhold services. No services are confirmed or guaranteed until full payment is received.
• Additional Costs – Custodianship Fees (Canada Only): Junior students who require a visa to enter Canada may require a custodian appointed for them in Canada. If a notorisied custodianship declaration is required by the visa office in the student’s home country, we will arrange this on their behalf. This service is charged at CAD per student (ask for the up-to-date fee) .
• Deposits and fees are non-transferable between individuals.
• Any applicable taxes, including VAT, will be charged according to current law.

Changes and Cancellations Before Arrival

• All cancellations made up to 8 weeks before the arrival date are subject to a 25% cancellation fee plus an administration fee.
• Cancellations up to 6 weeks before arrival incur a 50% cancellation fee plus the administration fee.
• Cancellations made between 6 weeks and 21 days prior to arrival are subject to a 75% cancellation fee plus the administration fee.
• Cancellations within 18 days of the arrival date are charged a 100% cancellation fee plus the administration fee.
• All cancellations and notifications must be submitted in writing during normal working hours, Monday to Friday, from 09:00 to 17:30.

Transfer

• For airport transfers booked through us, please ensure that you have provided all the correct information: airport and terminal of arrival, arrival time, carrier and the mobile phone number.  We will not accept responsibility if the correct information has not been provided prior to arrival.

Passports, Travel Documents, ETA & Visa

You are responsible for ensuring that the visa requirements related to your nationality, country of transit, and final destination are fulfilled. You are advised to seek advice from the relevant embassies and/or their local visa offices. UKEDA is not to be held responsible for cancellation fees incurred due to unsuccessful visa applications.

From the 2nd of April 2025 EEA citizens need to apply for an ETA in order to travel to the UK. See: https://www.gov.uk/guidance/apply-for-an-electronic-travel-authorisation-eta#apply-for-an-eta

**British citizens who hold dual nationality don’t need, and can’t apply for a UK Electronic Travel Authorisation (ETA). From 25 February 2026, you must use a valid British or Irish passport, or a passport that includes a certificate of entitlement to the right of abode, to enter the UK. Using a non-British passport without that proof after this date may cause delays or be refused at boarding.**

Visa Refusals

• Visa refusals or delays must be communicated before the course starts.
• Upon receipt of official visa refusal documentation, tuition fees will be fully refunded where possible, less administration charges that will apply depending on the booked centre.
• Accommodation and other supplementary charges may apply as per cancellation terms.
• Certain fees like registration, airport transfers, and express mail may be waived in these cases.

Changes After Arrival

• Courses cannot be shortened or cancelled once started; no refunds apply.

Accommodation

• Residential Accommodation: For junior summer school or high school programs, students booked into residential accommodation cannot make any changes once confirmed.
• Homestay Accommodation: If a student has concerns about their homestay, UKEDA will first seek to understand the issue fully. If UKEDA determines that a change of host family is necessary, we will endeavour to arrange this as quickly as possible. However, during busy periods (such as peak summer weeks), it may take up to 3 to 4 working days to find a suitable alternative host family.

Insurance

• All students must have adequate travel and medical insurance before arrival.
• UKEDA offers insurance options; details available on request.
• Insurance fees are non-refundable.
• UKEDA accepts no liability for personal injury, illness, or loss/damage to property.

Conduct and Disciplinary Policy

• Students must attend classes regularly and behave appropriately.
• Serious misconduct or poor attendance may lead to immediate termination without refund.
• Parents/guardians are responsible for their child’s behaviour and any damages caused.
• Visa holders may have their early termination reported to immigration authorities.
• The full disciplinary code is available at: Behaviour policy

Safeguarding and Welfare

• Parents/guardians must provide emergency contacts and relevant medical information at enrolment.
• Students must follow all health and safety rules during their stay.
•  Staff are authorised to act in medical emergencies; parents/guardians are responsible for any related costs.

Data Protection (GDPR Compliance)

• Personal information is used only to administer courses and ensure student welfare.
• Data is stored securely and retained only as necessary under UK data protection law.
• Contact details may be used to send information about future courses unless you opt out.
• Parents/guardians can request access, correction, or deletion of personal data by contacting UKEDA.

Photography and Promotional Use

• UKEDA may take photos and videos during courses for promotional use.
  If you do not want your child to appear in promotional materials, please inform us at booking.

Liability

• UKEDA is not liable for loss or damage to personal belongings during courses or accommodation.
• Our total liability is limited to the fees paid by the student.

Group Centres and Individual Students

• Some centres primarily operate as group booking centres.
• Individual students may be accepted into group booking centres, but the mix of nationalities cannot be guaranteed until four weeks before the course starts.
• Local staff will do their best to help integrate individual students into groups; however, successful integration depends on the student’s own willingness to participate.

Course Location and Programme Changes

We reserve the right to change the course location or programme under the following circumstances:

• If the number of enrolled students does not meet the minimum number required to conduct the programme at the originally booked location.
• If there is a change in our suppliers or partners that affects the availability of the originally booked location.

Notification

In such cases, we will inform you as soon as possible regarding any changes to the course location or programme.

Alternatives and Options

When a change occurs, we will provide alternative options including:

• A different location where the programme will be held.
• A different programme, if applicable and available.
• The option to cancel the booking with a full refund if no suitable alternative is acceptable.

Liability

We are not liable for any costs or losses incurred due to changes in location or programme as described above.

Special dietary requirements

Introduction: We are committed to providing a safe and enjoyable experience for all of our clients, including those with special dietary requirements. This policy outlines our procedures and charges related to accommodating special dietary needs, such as celiac, nut allergies, lactose intolerance, veganism, halal, and others.

Notification Requirement: Clients with special dietary requirements are kindly requested to notify us of their dietary needs at the time of booking. We encourage early communication to ensure we can make necessary arrangements to cater to your dietary preferences.

Dietary Requirements Charge: To cover the additional costs associated with special dietary requirements, we charge an additional fee for homestay accommodation of £8/€9.50/$11.80 per day per person. This charge helps the host family to source appropriate ingredients, modify menus, and maintain the highest standards of safety for our clients with dietary restrictions.

Limitations of Suppliers and Accommodation: While we make every effort to accommodate special dietary requirements, it is essential to understand that our ability to cater to specific needs may be limited by the availability of ingredients and the policies of our suppliers and accommodations. In some cases, we may not be able to fulfil certain dietary requests due to these limitations.

Complaints

In the unlikely event of a complaint, please contact our office as soon as possible. Every effort will be made to resolve the issue. We are not responsible for payment of fees for hotels or accommodations not booked through us if parents or agents choose not to stay in the reserved accommodation for any reason. If complaints or other issues involve treating staff or others in an unacceptable or intolerable manner, we reserve the right to cancel the booking without any refund.

By enrolling in a UKEDA Junior or Teens Summer School course, you confirm that you have read, understood, and agree to these Terms and Conditions.