1.1 To make your booking, you must submit a booking form and pay a £385 deposit, which is part of your total fees, and the £95 registration fee, within 3 working days of submitting your form. Both payments are non-refundable.

1.2 Full fees as quoted on your pro-forma invoice must be paid at least 6 weeks before the course start date. We cannot guarantee to hold a place on the course/accommodation unless all fees are paid in full and on time. Students with unpaid fees will not be admitted to the course and may not be able to move into or remain in their accommodation.

1.3 Fees for each term are due 6 weeks before the term starts.

1.4 Payment can be made by bank transfer direct to Bell or through our online payment provider Flywire. In addition to a Flywire handling fee of up to £7, all card payments will be subject to a 2% fee levied by the card company. These fees are non-refundable.

1.5 It is your responsibility to cover all bank charges and exchange rate differences for payments.

1.6 Please note that VAT will be charged at the current rate where applicable.

3 CANCELLATIONS, CHANGES TO BOOKINGS AND REFUNDS

3.1 Cancellations before the Stay start date must be made in writing to TheICircle Head Office.

Once a booking has been confirmed, the following cancellation notice periods and fees apply:

Stay cancellation fees •

More than 2 weeks before the Stay start date: you must pay £385 deposit and £95 registration fee •

Less than 2 weeks before the Stay start date: you must pay £385 deposit, £95 registration fee and one week’s tuition fees.

If you cancel your Stay you will be unable to stay in TheICircle arranged accommodation.

Accommodation cancellation fees •

If you cancel your accommodation at least 4 weeks prior to your arrival you will not incur any charges.

However, if you cancel 1-4 weeks prior to arrival, you will incur a charge of up to 4 weeks of accommodation fees. •

If you cancel your accommodation in a homestay at least 2 weeks prior to your arrival you will not incur any charges. However, if you cancel 1-2 weeks prior to arrival, you will incur a charge of up to 2 weeks of accommodation fees.

For any notice period given, a ‘week’ counts as Sunday to Saturday.

3.2 If you need to postpone your Stay, you must tell us in writing. If we are able to change your Stay dates, the following fees apply:

Stay postponements •

More than 6 weeks before the Stay start date: no fee •

Less than 6 weeks before the Stay start date: 1 week’s tuition fees.

Accommodation postponements • If you postpone your accommodation in a residence at least 4 weeks prior to your arrival you will not incur any charges. However, if you postpone 1-4 weeks prior to arrival, you will incur a charge of up to 4 weeks of accommodation fees. •

If you postpone your accommodation in a homestay at least 2 weeks prior to your arrival you will not incur any charges. However, if you postpone 1-2 weeks prior to arrival, you will incur a charge of up to 2 weeks of accommodation fees.

3.3 If you cancel or shorten your Stay, or change to a less expensive Stay on or after the Stay start date, we will not refund any fees.

3.4 participants who decide to leave their TheICircle-arranged accommodation, or move to a different type of accommodation, before the end of the booked period must give 4 weeks’ notice for accommodation in a residence and 2 weeks’ notice for accommodation in a homestay. If less notice is received you will incur a charge of up to 4 weeks of accommodation fees for a residence and up to 2 weeks of accommodation fees for a homestay.

If the new accommodation is more expensive, additional fees must be paid before moving. 3.5 Any refunds must be made by the same payment method and to the same source as the original payment. Handling charges and fees levied by the card company on any card payments are non-refundable. Fees are not transferable to other participants.

3.6 We reserve the right to charge an administration fee for any changes made to the original booking. 3.7 In the event that TheICircle has to cancel a Stay, we will do our best to move the participant to an equivalent programme. If this is not possible, we will refund all fees paid to TheICircle, but will not refund any other payments, such as for flights.

3.8 These cancellation conditions also apply to sponsored participants.

It is the responsibility of the client to check the visa requirements for entry into any country, and if necessary apply for and ensure the participant is granted the appropriate visa for their period of study with TheICircle. Information on visas can typically be found through the respective country's immigration website.

All Stay and accommodation postponements are subject to availability.

5 ARRIVALS AND DEPARTURES

5.1 We suggest not to book flights or make travel arrangements until you have received the booking confirmation documents from TheICircle.

5.2 participants who would like to book any extra nights’ accommodation before a Stay’s official arrival date or after a Stay’s official departure date must reserve in advance. Extra nights are subject to availability and at an additional charge.

THE Stay All TheICircle centres and Stays have entry requirements, such as minimum age and language level. Please refer to the Stay details, our level chart or contact us for further information. If any information provided at the time of application is later found to be incorrect, we reserve the right to make any changes considered necessary to the enrolment at the participant’s own expense and, if appropriate, ask them to leave their Stay and accommodation without a refund of fees. All Stays and Stay components are run subject to demand. We reserve the right to change Stay arrangements and prices without advance notice.

ACCOMMODATION We reserve the right to change homestay accommodation arrangements and prices without advance notice. we will carefully select the right Host for your homestay. We will do our best to meet all special requests, particularly relating to health and diet, but we cannot guarantee that this will always be possible.

A refundable £100 deposit is payable on arrival for all homestay.

INSURANCE Insurance is included as part of our Stay fees. A summary of the cover, which is provided by Endsleigh will be sent to you with your booking confirmation. The policy does not cover pre-existing medical conditions.

MEDICAL INFORMATION You must inform us of any disabilities, medical, dietary or other information that may affect the participant’s ability to participate in the Stay at time of booking. If a participant needs special assistance or arrangements and medical information has not been provided before the Stay, TheICircle may be unable to provide the necessary support and the participant may be asked to leave the accommodation with no refund of fees.

TheICircle RULES TheICircle rules apply to behaviour in TheICircle accommodation. The rules can be found at www.TheICircleenglish.com/termsconditions. Any participants breaking these rules, or Local Country law, or persisting in serious anti-social behaviour will be disciplined and may be asked to leave the TheICircle-arranged accommodation with no refund of fees.

The current minimum age for participants joining TheICircle adult Stays is 18.

LIABILITY TheICircle will only be responsible for loss or damage suffered by a participant which occurs as a foreseeable result of TheICircle’s breach of the terms and conditions or its negligence. Nothing in the terms and conditions shall limit or exclude TheICircle’s liability for death or personal injury caused by negligence, or for fraud or fraudulent misrepresentation.

Host is liable to Participant

FORCE MAJEURE TheICircle is not liable for any failure or delay in providing our services that occurs as a result of any event outside our reasonable control, such as but not limited to war, disease outbreak, natural disaster or terrorist attack. In such cases, we will immediately notify you in writing and shall be excused from performing our obligations for the duration of the force majeure event.

LEGAL ENFORCEMENT These terms and conditions are governed by Italian law. English courts will have exclusive jurisdiction to settle any disputes that may arise out of the terms and conditions. Information is correct at time of publication but may be subject to change.

This privacy policy explains how we use any information we collect about you when you engage with us. Any reference to ‘your data’ includes any data collected on those attending our Young Learner Stays, and so may be your child. It also includes TheICircle employees and, other individuals TheICircle engages with.

WHAT INFORMATION DO WE COLLECT ABOUT YOU? We collect information about you when you book onto one of our Stays or engage you in employment. Information is also collected when you submit an enquiry either through our website (TheICircleenglish.com), directly by email, or if we meet you at an event. Website usage information is collected using cookies. We will only collect information necessary to your relationship with TheICircle and will retain this data for no longer than is necessary for its intended purpose or until you request otherwise.

HOW WILL WE USE THE INFORMATION ABOUT YOU? We collect information about you to process your booking, manage your account throughout this process and your time at TheICircle. With your permission we will occasionally contact you following your time with TheICircle, with offers on our products and services we think may be of interest to you. Information gathered from your usage of our website will be used for internal analytics to inform how we can improve the website for the benefit of the customer journey. We will only share your information with third parties that are necessary during your time with TheICircle.

MARKETING We would like to occasionally send you information on our services which may be of interest to you. If you have consented to receive marketing, you can opt-out at any time. If you no longer wish to be contacted for marketing purposes you can do so through the unsubscribe link on our emails, or by emailing hello@theicircle.co. Where you do opt-out of communications from us, we will retain your information to ensure we do not contact you in the future, while still maintaining a record of your academic achievements with TheICircle

ACCESS TO YOUR INFORMATION AND CORRECTION You have the right to request a copy of the information we hold about you. If you would like a copy of some or all of your personal information, please email hello@theicircle.co or write to us at TheICircle, Via di Pietralata 157, 00158 Rome, Italy and TheICircle will aim to respond within 40 days.

We may make a small charge for this service We want to make sure that your personal information is accurate and up to date. You may ask us to correct or remove information you think is inaccurate.

COOKIES Cookies are text files placed on your computer to collect standard internet log and visitor behaviour information. This information is used to track visitor use of the website and to compile internal reports on website activity. You can set your browser to not accept cookies, however as a result some of the features on our website may not work as a result. OTHER WEBSITES If our website contains links to other websites, we are not responsible for its content. This privacy policy applies to our website only, so you should ensure you read their privacy policy.

CHANGES TO OUR PRIVACY POLICY We will keep our privacy policy updated and under regular review and will place any updates on this webpage. This privacy policy was last updated 15 May 2024