Terms and Conditions
Booking Terms and Conditions
When you make a booking with Ysgol y Môr you will be asked to confirm your agreement with these terms and conditions. Please read the terms and conditions carefully, they are the basis of the contract between yourself and Ysgol y Môr Limited.
A contract will exist between us when we have taken your booking and required payment. You will then automatically receive a confirmation/invoice detailing exactly what has been booked. If you think anything is incorrect please contact us straight away. All correspondence will be with the person named on the confirmation invoice who accepts the following conditions on behalf of the participant.
By agreeing to the terms and conditions it is understood that:
- the parent/guardian and student have each read and accepted the terms and conditions and have each read and accept, and undertake that the student will abide by the rules and regulations;
- no other person’s consent is required for the student to attend the course.
Students are accepted subject to space and on receipt of full booking form and appropriate payment. If we are unable to accept a booking we will return the deposit/course fee.
1.1. Once you have chosen your course and date you wish to attend, please complete the online enquiry form or telephone to check course availability. Please note provisional bookings cannot be made.
1.2 After reading the Booking Terms and Conditions, complete and submit the booking form by email to firstname.lastname@example.org or by post.
1.3. Arrange for the appropriate payment to be made. Course payments can be made by bank transfer or cheque. We are unable to reserve your place until the booking fee has been received.
1.4. Confirmation of your course place and pre-arrival information will be sent to you.
2. Not included in Course Fee
Transport to and from your home city, airport transfers, travel insurance, health insurance and medical expenses, pocket money and souvenirs, laptop/computer provision and any additional offsite excursions outside the stated course programme.
3. Included in Course Fee
Tuition and mentoring, full board and shared accommodation, 24 hour supervision, fieldwork site visits, three watersports activity sessions, barbecue, use of swimming pool.
4. Payment Schedule
A deposit payment of £300 is payable with the booking and the remaining course fees are due 10 weeks prior to course commencement. Any students who book within 10 weeks of the course commencing must pay the full fee at the time of booking. See the balance payment dates below.
5.Travel Documents for Overseas Participants
A valid passport is essential for travel to the UK with an expiry date of at least 6 months beyond the end date of your visit. All students are responsible for arranging appropriate travel documentation, such as visas, where required. For students who require visa support documents, paperwork will be issued on receipt of full payment. Students are asked to apply for a visa as soon as possible to allow sufficient time for the visa application process. Applicants take full responsibility for securing their visa to the UK.
6.Deposit and Fees
All scheduled course fees are exempt from VAT.
A deposit payment of £300 for each one-week course must accompany all bookings received before the balance of payment date for the relevant course. This deposit is part of the full fee for the course and is non-refundable. Bookings will not be processed until the deposit is received.
The remainder of the course fee must be paid by the balance of payment date. Bookings made after the balance of payment date must be accompanied by the full fee payment. If the full fee is not paid by the balance of payment date Ysgol y Môr reserves the right to cancel the booking.
Fees can be paid by bank transfer or cheque. All payments must be made in pounds sterling.
Bank charges for both sending and receiving banks are payable by the sender.
IMPORTANT: when making the payment please ensure that sufficient funds are transmitted to cover the bank charges and to cover the sterling amount shown on the invoice at the exchange rate of the day. Please reference the payment and send a scanned copy of your bank transfer transaction confirmation.
Crossed cheques should be made payable to ‘Ysgol y Môr Ltd’ and sent to: Ysgol y Môr Ltd, 19 Ashdown House, Riverside Business Park, Benarth Road, Conwy LL32 8UB, UK.
7.Fees and cancellation policy
Cancellations are subject to the policies detailed in the ‘Cancelling your course’ section below. All cancellations made by the Customer must be in writing. Our email is: email@example.com.
Cancellations due to an unsuccessful visa application are not eligible for a refund.
Deposit payments are non-refundable.
8.Balance of payment dates
The balance of your account is payable not later than 10 weeks before course commencement – dates are shown below. If payment is not made by the due date, we reserve the right to advise you of the cancellation of your course booking and make a cancellation charge at the appropriate rate. Full payment must accompany bookings made within 10 weeks of course commencement.
- Extended Essay Biology Course 1: Friday, 29 April 2016
- Extended Essay Biology Course 2: Friday, 13 May 2016
We reserve the right to make such changes to the advertised programme as are necessary due to unavoidable circumstances.
10. Changing your booking or travel
If, after you have confirmed your booking, you wish to make any alterations, an administration charge of £20 will be made. Any such amendment may be telephoned to Ysgol y Môr in the first instance but must be confirmed in writing immediately thereafter with the appropriate amount enclosed. In order that all our staff have the correct information we cannot accept additions or alterations to travel arrangements within 7 days of the commencement of the course.
11. If we are forced to make changes
Ysgol y Môr will do its utmost to provide all of the arrangements that have been confirmed, but must reserve the right to alter or cancel any activities, accommodation or other arrangements, if operational, weather or other considerations so dictate.
If we have to make a major change to your course, we will offer a suitable alternative if available, or 100% refund, if we are not able, in our opinion, to offer an alternative that is sufficiently comparable. In the event that a cancellation or change occurs due to circumstances beyond our reasonable control, including but not limited to fire, flooding, war, riot, civil commotion, act of God, industrial dispute, Government action, epidemic, disease, adverse weather or natural disaster, no refund of fees will be made.
12. Cancelling your course
If you find that you cannot take your Ysgol y Môr course and have to cancel, for whatever reason, your deposit will be forfeited to cover our costs. If we receive your written cancellation within 70 days of your holiday commencement date, higher cancellation charges will be made, as follows:
• 70 to 49 days prior to commencement – 30% of the total course price
• 48 to 15 days prior to commencement – 45% of the total course price
• 14 to 1 days prior to commencement – 100% of the total course price
• On or after the commencement date – 100% of the total course price
The date of effective cancellation is calculated on the day of receipt of written advice in our Administration Office.
Cancellations due to an unsuccessful visa application are not eligible for a refund.
Any student who does not turn up or who leaves the course during the session is not entitled to receive any refund.
The course fee pays for a shared room in on-site ‘House’ accommodation, breakfasts, lunch and evening meals, unless otherwise stated. Participants will be allocated shared rooms for occupancy of between 2 to 8 students and will be with students of the same age and gender.
All rooms must be vacated after breakfast on your departure date. We reserve the right to charge students for any loss or damage to Ysgol y Môr or partners’ property.
14. Personal Property
Personal property, including baggage, is the student’s own responsibility at all times, unless any loss or damage is due to our negligence or failure to carry out our responsibility. Please consider carefully before bringing any valuable items which may not be covered by your travel insurance. We ask all students to lock their bedroom doors when they leave their room. Ysgol y Môr will not replace any items stolen, damaged or lost during the course.
15. Our responsibility
Ysgol y Môr will exercise due care in arranging and conducting the course programme. However, we cannot assume responsibility or liability for any damage, loss, claim or injury of any kind whatsoever resulting from any act of omission, commission or inadvertence of any accommodation provider or carrier or other company or person rendering any of the services required as part of the course programme. Nor can Ysgol y Môr be responsible for any student who leaves the course (with or without Ysgol y Môr’s consent) or who breaks the rules and regulations and in doing so suffers loss or injury.
To the maximum extent permitted by law, Ysgol y Môr excludes liability for any loss or damage of any kind however arising, including, without limitation, any direct, indirect or consequential monetary or other loss suffered by a guardian or student as a result of the student taking part in one of Ysgol y Môr’s courses but if Ysgol y Môr is held by a court in England and Wales to be directly responsible for any such loss or damage, we will pay to the guardian or student who has suffered loss up to the amount equal to the price paid to Ysgol y Môr for the relevant course.
Ysgol y Môr will not assume responsibility or liability for any damage, loss, claim or injury resulting from events beyond its control including, without limitation, acts of God, strikes, incidents of terrorism, politically or religiously motivated violence, war, sickness, government restrictions or regulations, weather, quarantines or wilful or negligent acts of third parties or suppliers to Ysgol y Môr.
Nothing in these terms and conditions shall exclude any liability of Ysgol y Môr for death or personal injury arising from its own negligence (as the word is understood in the English Law) nor affect any rights which the guardian or student have as consumers.
We can only be liable for the provision of special requests where we have confirmed their availability in writing.
16. Your responsibility
We make every effort to accommodate the needs of those with special dietary or medical requirements. It is the responsibility of the parent/guardian to advise Ysgol y Môr of a student’s special diet on your booking form or by telephone at the time of booking. This information will be reconfirmed to you in our documentation.
Where a student does not speak English as a first language, it is also the responsibility of the parent/guardian to advise Ysgol y Môr of their child’s level of written and spoken English.
It is also the responsibility of the parent/guardian or other person acting in ‘loco parentis’ to fully advise Ysgol y Môr, when booking, and then follow this up in writing, of any illness, disabilities, social or behavioural problems that a youngster currently has, or has recently experienced, which might affect the youngster or other guests during the course. We will naturally treat any personal information sensitively and respect confidentiality. We are committed to making our courses as accessible to as many students as possible, however, very occasionally we may not be able to provide the service required and will refund any deposit paid.
The wellbeing and enjoyment of all participants is important. We reserve the right to exclude any person before or after course commencement if his/her behaviour is incompatible with the general enjoyment and wellbeing of others. Collection would be entirely at the responsibility and expense of the person acting in ‘loco parentis’ to whom any costs for damage and other expenses incurred would also be charged. Behaviour deemed inappropriate may include:
• Under age buying and consumption of alcohol
• Leaving the site unless accompanied by a Ysgol y Môr member of staff
• Suspected involvement with illegal drugs
• Entering accommodation used by the opposite sex
• Theft or illegal activities
• Threatening behaviour, bullying, offensive or insulting language to other guests, Ysgol y Môr staff or any other person resident at the centre
• Anti social behaviour affecting other guest’s enjoyment of their course
• Leaving rooms during the night without a legitimate reason
• Deliberately tampering with safety systems (e.g. CCTV, Fire Alarms)
17. Travel Arrangements
The standard arrival/departure days for the IB Extended Essay Course is Saturday. It is the responsibility of the parent/guardian to make all travel arrangements to ensure their child arrives and depart at/from the centre of accommodation at the required dates and times (see the course ‘Pre-arrival Information’ for details). Guardians must return a completed ‘Travel Form’ by no later than upto 7 days prior to course commencement.
Information for companies providing airport transfers can be provided to assist with your travel arrangements, however, Ysgol y Môr cannot be held liable for any delay, damage or losses caused by any carriers/ transport providers.
18. Travel Insurance
It is essential that you take out appropriate travel insurance before travelling to cover yourself for your return journey, the duration of your stay and participation in watersports activities. Ysgol y Môr recommends insurance that is fully comprehensive. Ysgol y Môr is not responsible for any deficiencies in your insurance policy. Insurance should cover any expenses incurred as a result of lost or stolen property, late arrival, early or delayed departure, or cancellation due to unforeseen circumstances.
Cancelled bookings are subject to the fees set out in the ‘Cancelling your course or travel’ section.
19. Medical Insurance
Guardians and students are responsible for informing us at the time of booking of all medical, dental, dietary or other special needs regarding the student. All costs related to those needs are the responsibility of the guardian. For non-UK residents, appropriate medical insurance that will cover any medical treatment received while in the UK must be purchased before arrival at the course. All bills from health facilities used by Ysgol y Môr on behalf of a student will be sent to the guardian for payment.
20. Emergency Medical Care
In the event of an emergency, the parent/guardian authorises YYM to contact and secure, if necessary medical attention for their son/daughter. If emergency or surgical treatment is required and the parent/guardian is not contactable (all efforts will be made to contact the parent/guardian in the first instance) the parent/guardian gives permission for a YYM representative along with senior management to secure what ever medical treatment may be required as advised by a medical professional.
Safety is of paramount importance on all of our courses. We recognise that outdoor activities and fieldwork carry an intrinsic element of risk, and seek to minimise those risks through a comprehensive safety policy and only working with activity providers with excellent safety records, a positive approach to safety in the outdoors and who employ staff who are trained to national governing body standards. The student must comply with all safety guidelines and instructions given by Ysgol y Môr, its activity partners and their staff.
The student is responsible for ensuring that he/she familiarise themselves with the accommodation centre’s fire regulations and the position of the nearest exit and shall vacate the building immediately in an emergency.
22. Data Protection
The personal information requested at the time of booking and any subsequent information is held in its original form and on computer and required to allow all our employees, sub-contractors and suppliers to provide the promised course to a high standard. By providing us with the information required for booking you are deemed to accept the above.
Your personal information will be held securely with us and will not be given or sold to third parties unconnected with our booking procedure.
23. Intellectual Property
The copyright and all other intellectual property rights in the products and services shown on our website and other materials shall at all times remain the property of Ysgol y Môr.
24. Photographs, Video and Quotations
Parents/guardians and students agree that photographs, comments or opinions and recorded media taken during the course can be used for publicity, PR, social media, publications or promotion. If students/parents/guardians do not wish to be photographed or filmed, please inform us at the time of booking.
If the student encounters a problem or issue relating to the provision of services by Ysgol y Môr and its partners, Ysgol y Môr will try to resolve the problem or issue as soon as possible. If the problem or issue fails to be resolved, the student must report it to the YYM Course Leader. In the event that the student does not receive a satisfactory response at this stage, the student may request to meet the Operations Director at YYM.
If the matter is not corrected promptly, please put your complaint in writing. You can email us at: firstname.lastname@example.org or write to us at: Ysgol y Môr Ltd, 19 Ashdown House, Riverside Business Park, Benarth Road, Conwy LL32 8UB.
In any dispute arising out of this contract, the parties expressly agree to submit to the jurisdiction of the courts of England and Wales.
Ysgol y Môr Limited
19 Ashdown House
Riverside Business Park
+44 (0)1492 550768