Summer School Terms & Conditions

1. Introduction

1.1 Terms and conditions: These terms and conditions together with the completed application / booking form are the basis of a legally binding contract between the Parent and the Company for the provision of educational services.

2. Terminology

2.1 Application / Booking Form: means the application / booking form for parents to use when booking a Summer course for their child.

2.2 The Company or We or Us: means Pippa’s Guardians Limited as now or in the future constituted (and any successor). The Company is constituted limited liability company.

2.3 The Course Fees: means the Fees for the Course as set out in Fees Schedule.

2.4 The Deposit: means the Deposit payable by the Parents when booking the Course.

2.5 The Parent or You: means the parent or legal guardian of the Student and who has submitted the completed application / booking form.

2.6 The Course Leader: means the Leader of the Course appointed by the Company.

2.7 Student: means the person named on the application / booking form for whom a place on a Course has been confirmed by the Company.

3. Application / Booking a Place on a Course

3.1 Application / Booking: The Parent may book a place on the Course for the Student by completing the Application / Booking Form and submitting this to the Company together with the Deposit. Except where clauses 3.3 or 4.5 apply the Deposit is non-refundable.

3.2 Consideration of application / booking: An application / booking will only be considered by the Company if the Application / Booking Form is fully completed and the Deposit paid.

3.3 Availability: Places on the Course are subject to availability. If a suitable place is not available the Deposit will be refunded to the Parent.

3.4 Equality: The Company welcomes students from many different ethnic groups, backgrounds and creeds. We will do all that is reasonable to ensure that the Company’s culture, policies and procedures are made accessible to students who have disabilities and to comply with our legal and moral responsibilities under equality legislation in order to accommodate the needs of applicants and students who have disabilities for which, after reasonable adjustments, we can cater adequately

4. Fees and Cancellation

4.1 The course fee consists of £4,220 for course participation and 430,000 yen for the cost of round-trip airfare (item 5), which includes the following:

4.1.1  English language lessons, cultural excursions, access to facilities, travel accommodation, on site activities, food group airport transfers and the airfare (see point 4.1.3 for group airport travel details and private airport transfer fees)

The Course Fees do not include:

4.1.2 Additional optional activities (such as horse riding, golf, cricket or music), the optional trip to Cambridge,  parental accommodation and travel, pocket money, travel insurance and visas and ETA  application.  (For details on the ETA application, please refer to section 4.5.3.)

4.1.3 Airport Transfers

Group airport transfers are included in the course fees for students arriving on flight JL043 on 28^th July 2026 and departing on flight JL044 on 10^th August 2026.

Individual transfers (outside of the advertised airport arrival and departure date and time) will be available with prior agreement with the Pippa’s Camp’s team at an additional cost of £250 via private transport. This cost can be shared between 3-6 students per vehicle.

The summer school will not accept responsibility for organising transfers other than those which have been confirmed by the Summer School.

4.2 Payment of the Course Fees: Following confirmation of booking the Company shall issue an invoice to the Parents specifying the amount of Course Fees and the date before which they are to be paid. The Parents agree jointly and severally to pay the Course Fees in full before 31^st March 2026, the date specified in the invoice. The exception to this is where the booking is confirmed after 31^st March 2026. In such cases the Course Fees will become immediately payable by in full by the Parents.

A deposit of £500 is payable at the time of booking. The remaining balance is due by 31^st March 2026.  Enrolment is not confirmed until the £500 deposit has been received and confirmed in writing by the summer school. Please note that the £500 deposit is non-refundable unless the Company is unable to offer your child a place. The deposit is part of the fee, not an additional fee. If payment is not received by this date, the summer  School reserves the right to cancel the student’s place on the course and the advance payment is non-refundable.

4.3 Pocket money: The Parent shall provide the Student with pocket money in the applicable amounts suggested at £100 for used while participating on the Course.

4.4 Refund or waiver: Fees will not be refunded or waived:

4.4.1 if the Student does not complete the Course; or

4.4.2 if the Course duration is shortened;

4.4.3 save as set out above, for any reason other than exceptionally and at the sole discretion of the Course Leader.

However, if cancelled before 31^st March 2026, 50% of the summer school fee will be charged as a cancellation fee,

If cancelled after 31^st March 2026 the full summer school fee must be paid as a cancellation fee.

4.5 Immigration: It shall be the Parents’ responsibility to ensure that the Student has at all relevant times the appropriate immigration permission to enter the United Kingdom and to study on the Course. If the Student is not given the appropriate immigration permission any Deposit and /or Course Fees paid will be refunded providing that:

4.5.1 documentary evidence of the refusal by the UK Visas and Immigration (UKVI) is sent to the Company; and

4.5.2 the reason for the refusal is not because of any failure to comply with the UKVI visa application requirements.

4.5.3 Pippa’s Guardians is not responsible for ETA applications. This must be arranged by the students’ parents.

4.6 Non-payment of Course Fees: The Company may refuse the Student to participate in the Course if the Course Fees are not paid when due.

4.7 Cancellation: means the cancellation of the Student’s place on the Course which occurs after submission of the application / booking form and before the start of the Course or the date on which the Student arrives at the Course location.

4.8 Cancellation rights: If the contract with You is formed entirely at distance by means of post, fax or electronic communication without a face to face meeting with a member of the Company staff You may cancel this agreement at any time within 14 days of the date of the application / booking form. In such circumstances the Deposit will be refunded together with any Fees paid at the time.

4.9 Course Fees on Cancellation: Other than as provided for in clause 4.10, if notice of cancellation is received by the Company there will be no refund of the Course Fees paid and the Parent shall be required to pay the balance of the Course Fees immediately.

4.10 Termination by the Company: The Company may terminate this agreement immediately if:

4.10.1 The Student has committed a serious breach of discipline or behaviour;

4.10.2 The Parents have provided untrue, misleading or incomplete information to the Company;

4.10.3 the Student does not have the appropriate immigration permission to live in the United Kingdom and to study on the Course.

5. Flights

5.1 Students will utilise the designated round-trip flights with Japan Airlines, which have been booked as a group reservation by Pippa’s Guardians Ltd. However, this does not apply if exceptions have been granted in advance.

5.2 The cost of the round-trip airfare will be 430,000 yen per student. The payment deadline for this is 31^st March 2026.

5.3 The class of travel will be Europe round-trip, semi-flexible, Class B.

5.4 It is understood that by boarding, students agree to the various conditions of flight reservations set forth by Japan Airlines.

5.5 Flight Change and Cancellation Fees: The following change and cancellation fees will apply for alterations or cancellations of airline tickets after the contract has been established:

5.5.1 If a request is made from the establishment of the contract until 12:00 noon on 27^th July 2026, the change or cancellation fee will be 55,000  yen per person.

5.5.2 For changes or cancellations made after noon on 27th July 2026, the full flight fee is payable.

5.5.3 Changes to the booking class are not permitted

5.5.4 The return sector may not be forfeited (partial use of the ticket is not allowed).

 

6.Education and welfare

6.1 Provision of education: The Company will exercise reasonable care and skill in providing educational services for the Student but cannot guarantee that s/he will achieve his / her desired results.

6.2 Organisation of the Course: We reserve the right to organise the Course and its delivery in a way which, in the professional judgement of the course Leader, is most appropriate to the Course as a whole. We will endeavour to inform You of changes and the reasons for them as soon as practicable.

6.3 Complaints: Any question, concern or complaint about the pastoral care or safety of the Student or any educational issue or other matter connected to the Company must be notified to the Course Leader as soon as practicable.

6.4 Medical care: By applying for our summer school program, applicants acknowledge that they will be required to provide accurate and complete medical information, including details of any allergies and health conditions. This information is essential to ensure the safety and well-being of all participants and will be carefully reviewed by the summer school team. While we strive to accommodate diverse needs, if it is determined that the summer school is unable to provide the appropriate care or resources required to meet the applicant’s specific medical needs, the application may not be accepted. This measure is taken to prioritise the health and safety of the applicant and the program as a whole.

The Parent must comply with the Company Medical Officer’s recommendations which may include a reasonable decision to send the Student home if he / she is unwell and unable to continue on the Course.

In the event of illness or injury, the student will meet the course leader or school nurse to review the situation. For minor ailments such as colds, headaches and sore throats, the student may be given general medication such as fever reducers, throat lozenges and cough syrup.

If the course leader or school nurse decides that a doctor is needed, an appointment will be made with a local GP. If urgent medical attention is required, the summer school staff will transport the student to the nearest hospital for immediate treatment or, if necessary, arrange for an ambulance. Where a pupil requires emergency medical treatment such as blood transfusions, general anaesthesia or surgery, a suitably qualified person will certify that this is necessary for the pupil’s welfare and the summer school reserves the right to consent on their behalf if they are unable to contact parents in time.

6.5 Confidentiality: The Parent authorises the Course Leader to override his / her rights and (so far as they are entitled to do so) the Student’s rights to confidentiality, and to impart confidential information on a “need to know” basis where necessary to safeguard the Student’s welfare or to avert a perceived risk of serious harm to the Student or to another person attending the Course or to inform members of staff about the Student’s particular needs.

6.6 Student’s personal property: The Student is responsible for the security and safe use of all his / her personal property including money, mobile phones or devices, watches, computers, and for property lent to them by the Company.

6.7 Insurance: The Company maintains those insurances as required by law. The Parent is responsible for any other insurance including travel insurance and insurance of the Students personal property whilst attending the Course or on the way to and from Course location or any activity away from the Course location organised by the Company.

6.8 Liability: Unless negligent or guilty of some other wrongdoing causing injury, loss or damage, the Company does not accept responsibility for accidental injury or other loss caused to the Student or for loss or damage to property.

7.Student behaviour

7.1 Behaviour and conduct: The Parent accepts that the Student will be subject to the Company’s rules and regulation and policies on behaviour and conduct while attending the Course or associated with the Company.

7.2 Sanctions: The Parent accepts that the Course Leader may impose an appropriate sanction on the Student following breach of the rules for behaviour or conduct which for more serious breaches may include requiring the Student to leave the Course.

8.General contractual matters

8.1 Data Protection: We use the information collected about You and the Student to provide the Course and to fulfil our statutory duties. Our privacy notice, which contains further information about how we use personal data can be found here. Please read this carefully. If the Student is aged 12 or over then you must ensure that s/he has read this as well

The Parent acknowledges and agrees to the following privacy policy regarding the sharing of images, video and audio of the activities during their child’s participation in the summer school.

(i) Personal information is obtained in a lawful and proper manner.

(ii) Personal data will be handled appropriately within the necessary scope. In some cases, images, video and sound may be processed.

(iii) In managing personal information, the Company will endeavour to take necessary and appropriate measures to prevent and rectify leakage, loss or damage, and for other security management.

(iv) The company complies with all laws and regulations relating to the protection of personal data and has established internal rules for the protection of personal data, which are continually reviewed and complied with.

(v) A contact point for complaints and consultations on the protection of personal data will be set up and efforts will be made to deal with them appropriately.

(vi) We will take photographs of the Students to share with parents and for use in future marketing materials and case studies including sharing photographs on social media. By entering into this Agreement you consent to our taking and using photographs of the Student for these purposes. If you do not wish us to take or use photographs of the Student, please specify this to us in writing before the course commences.

8.2  Consumer rights: Care has been taken to use plain language in these terms and conditions and to explain its provisions. If any words alone or in combination infringe the consumer rights laws or any other provision of law, they shall be treated as severable and shall be replaced with words which give as near the original meaning as may be fair.

8.3 Information for Parents: We provide parents of students and prospective students with information about the Company, the Course and the educational services we provide in good faith. This information may be contained in the Course brochure, website or other promotional literature or in statements made by staff. If the Parent wishes to take account of the information provided to them when deciding whether to enter into this agreement he / she should seek specific confirmation from the  Pippa’s Guardians Ltd. that the information is accurate before submitting a completed application / booking form.

8.4 Third party rights: Only the Company and the Parent are parties to this agreement. The Student or any third party is not a party to it. No person other than a party to this agreement shall have any rights to enforce any term of this agreement.

8.5 Interpretation: These terms and conditions supersede those previously in force and will be construed as a whole. Headings, unless required to make sense of the immediate context, are for ease of reading only and are not otherwise part of the terms and conditions.

8.6 Jurisdiction: This agreement was made at the Company and it, together with each matter relating to the provision of educational services by the Company, is governed exclusively by the law of England and Wales and the parties submit to the exclusive jurisdiction of the Courts of England and Wales.