Terms & Conditions
Booking Terms and Conditions
Please read the Exsportise Ltd Terms and Conditions and make sure You understand them before making a reservation on a Course. These terms also apply to Arsenal Football Camps UK bookings.
Exsportise Ltd has its registered office at Aberdeen House, South Road, Haywards Heath, West Sussex, RH16 4NG, England. The company registration number is 2330930.
Once Your reservation to book a Course is confirmed, You enter a legally binding contract with Exsportise Ltd.
If You are not the parent or legal guardian of the child for whom You are making a booking, You must first obtain permission from the child's parent or guardian (the Authorised Adult) to book on their behalf. You must also ensure that the Authorised Adult agrees to these Terms and Conditions, including specifically clause 10 regarding emergency medical treatment, and clause 11 concerning the limits of Our liability.
In all cases, Our Terms and Conditions (also called The Small Print) will supersede any Terms and Conditions provided by an agent/reseller or similar. Our Privacy Policy, which explains how we collect and use Your personal data, is available to view online.
Terminology:
In these terms and conditions:
1. The 'School', 'Summer School', 'We', 'Us', 'Our' or 'Exsportise Ltd': means any of the residential, day and online English language, sports, activity and cultural Courses offered by Exsportise Ltd.
2. The 'Authorised Adult' means the parent or legal guardian of a Student
3. The 'Course' or 'Course': means the residential, day and online English language, sports, activity and cultural Courses offered by Exsportise Ltd.
4. The 'Booking': means the reservation of a place on the Course.
5. 'Agent', 'Agency' or 'Agencies' means a specialist education agency, partnership, company or person/s authorised by Exsportise Ltd to market and sell Courses.
6. The 'Student' means the person (child) named on the registration form for whom a place on an Exsportise Ltd Course is booked.
7. 'You' or 'Your': means the person who has signed the registration form (booked) and/or who has accepted responsibility for a Student's attendance at Exsportise Ltd. This includes parents and guardians ('Authorised Adult') or an Agency.
8. The 'Deposit': means the amount payable to Exsportise Ltd in order to reserve a place. The deposit will be deducted from the balance of fees payable by the parent.
9. The 'Registration Form': means the Exsportise Ltd form or portal (online or PDF) completed by You for the purpose of booking a place at the school and disclosing any medical, health and consent information relating to the Student and providing all relevant consents.
10. The 'Website': means Exsportise.co.uk or Arsenalfootballcampsuk.com
11. The 'Booking Received Confirmation': means We have accepted and are holding Your provisional booking reservation on Our Course but it is pending payment of the deposit/full course fees.
12. The 'Confirmation Letter': means Your reservation has been confirmed and the deposit/full payment has been received (pending full payment by May 1st of the booking year)
13. 'Age Range': The Course is open to Students aged 9 to 17 years at the time of attending the Course. We reserve the right to refuse a booking, or to require withdrawal from the Course, if the Student falls outside the Age Range for the Course booked.
1. Bookings & Payments:
1.1. On receipt of a completed registration form, if a place is available, We will provisionally confirm the reservation and send the parent a Booking Received Confirmation email, typically within two working days. The Booking Received Confirmation will include provisional details of the Course booked and a Confirmation Letter will be sent to acknowledge receipt of any deposit payment (only if deposit/full payment is received). All registrations are subject to acceptance by Us in accordance with these Terms and Conditions.
1.1.1. A binding agreement between You and Us is formed once We have issued the Booking Received Confirmation and You have not received notice of rejection within seven days of its issuance
1.1.2. All Course bookings require either: (1) a deposit payment of £350 per residential week booked, followed by the balance payment no later than 1st May before the Course starts or; (2) the full payment, if booking after 1st May before the Course starts.
1.1.2.1. Students will not be allowed to attend the Course unless all charges have been paid before the Course starts and We reserve the right to cancel any bookings held on Your behalf after any payment is overdue as defined in Clause 5.
1.1.2.2. Payment of the Deposit is due when You make a Course Booking. We shall only send You a Confirmation Letter once We have received Your completed form and Deposit payment (or full payment)
1.2. You are responsible for providing full and accurate details about the Student on the registration form and are kept up to date. It is important that You check the Booking Received Confirmation email. If You have any questions or any of the information is inaccurate, please contact Us immediately
1.3. A pending reservation (where a space is held for 24hrs to allow for the booking form to be completed) is not a legally binding contract between Us and You
1.4. By booking a Course at Exsportise Ltd, You confirm that:
1.4.1. You are legally capable of entering into binding contracts;
1.4.2. You are at least 18 years old and You book the Course as an Authorised Adult or Agent;
1.4.3. You have read and accepted the Terms and Conditions defined here;
1.4.4. You are responsible for arranging and paying for the Student's travel to and from the Course venue (outside of Our Standard Transfers, confirmed by Us);
1.4.5. You are not booking spaces on Our Courses which You intend to resell (Unless You are an approved Agent);
1.4.6. The price of Our Courses and any additional fees We may charge will be as stated on the Website, unless there is an obvious error.
1.4.7. You understand that prices include any applicable Value Added Tax (VAT). If the rate of VAT changes before You make any Payment due to Us, We may adjust the price You pay
1.4.8. You have read and understood the transport and supervision arrangements set out in clauses 3.8 to 3.14, and You understand that where You book a transfer, You will be asked to confirm Your acknowledgement of those arrangements via the Transfer Form.
1.5. If You act as an Exsportise Agent, You agree to provide these Terms and Conditions to the Student's Authorised Adult and warrant that the Authorised Adult (he/she/they) acknowledges and accepts that these Terms and Conditions are binding on them as if they had submitted the application themselves to book a place on Our Course.
1.6. All payments for Bookings must be in GBP.
1.7. Extra charges are payable in advance based on certain requests in the booking, and these are only confirmed by Us once payment is received; these include the following and are all non-refundable once booked:
1.7.1. Late Transfer Arrangement (details received or changed within 28 days) or Out of hours transfer: minimum £150
1.7.2. Out of day: £200 minimum (see Transfers page for more)
1.7.3. Irregular Airport/Train/Location: £300 minimum (if above, cost price)
1.7.4. Extra Night (Saturday only - all locations): £315 (subject to change)
1.7.5. Horse Riding supplement: £400 per week
1.7.6. Arsenal Football Camp supplement: £150 per week
1.7.7. Deferral fee: £180 per week
1.8. All charges listed in clause 1.7 (including supplements, extra nights, transfer surcharges, and deferral fees) are non-commissionable. Where a booking is made through an Agent, no commission is payable on any of these charges.
2. Changes to Bookings:
2.1. After the initial booking confirmation, if there is a change in the booking, we may charge a £50 administration fee
2.2. We will do Our best to facilitate changes including late changes, however, requested changes by You are subject to availability of the relevant change (Course, School, dates, airport transfers). The change will be at the sole discretion of Us, and Our decision is final
3. Airport Transfers:
3.1. Standard transfers from the specified airports, on the dates and times listed on Our Website, are included in the Course package. To book a transfer, You must complete the Transfer Form via email (admin@exsportise.co.uk) or via the online portal at least four weeks before the Course start date. We will confirm the transfer details by sending a Transfer Confirmation email. If We do not receive a completed Transfer Form by this deadline, We will assume that You do not require a transfer, and You will be responsible for arranging transport to and from the Course.
3.2. Airport Transfers will only be confirmed once full payment has been received for the booking.
3.3. It is Your responsibility to check the Transfer Confirmation and notify Us immediately of any errors or changes. Proof of sending an email is not proof of receipt, so if You do not receive a response within three working days, You should contact Us by telephone.
3.4. You are responsible for arranging and paying for the Student's flights, including any airline fees for Unaccompanied Minor services if applicable. You must provide Us with all flight details, including any Unaccompanied Minor arrangements, at least four weeks before the Course start date.
3.4.1. If You have booked an Unaccompanied Minor service, You must provide us with the booking confirmation, proof of payment and all relevant details regarding the Student.
3.5. We are not responsible if a Student is unable to travel, board a flight, or attend a Course due to Your failure to comply with airline requirements or other travel regulations. You agree to reimburse Us for any reasonable additional costs We incur as a result.
3.6. If You change flight details after a transfer has been booked, You must notify Us immediately by email and confirm the changes by phone. You will be responsible for any additional costs arising from providing incomplete or inaccurate flight information. If You book flights outside the dates and times listed for standard transfers, We may be able to arrange an alternative transfer for an additional minimum charge of £250.
3.7. While We will make reasonable efforts to ensure the Student catches their transport (flight or train), We cannot accept responsibility for delays, missed flights, or other losses beyond Our control.
Transport & Supervision
3.8. Where You book a transfer, the Student will be transported by a third-party transport provider engaged by Us. Under Our Transport Provider Agreement, We require all transport providers to ensure that drivers assigned to Exsportise work hold Enhanced DBS checks, have received safeguarding training, and comply with Our Safeguarding Policy. While Exsportise does not carry out these checks directly, We contractually require Our transport providers to maintain and evidence these standards. Details of Our transport safeguarding arrangements are available on request.
3.9. Standard Transfers operate at the dates, times, and airports published on Our Website. These are group transfers and will ordinarily be accompanied by an Exsportise staff member.
3.9.1. Our transfer vehicles are for Students and Exsportise staff only. Parents, guardians, family members, or other persons may not travel in Our transfer vehicles. If You wish to accompany the Student to or from the Course venue, You must make Your own travel arrangements and meet the Student at the venue or airport independently.
3.10. Not all transfers will be accompanied by an Exsportise staff member. Where Students travel without a staff member, the driver will hold a named passenger manifest and emergency contact details for each Student.
3.11. Non-Standard Transfers (including out-of-hours arrivals or departures, irregular airports or locations, and late arrangements) are provided by agreement only and are subject to availability and additional charges (clause 1.7). We are under no obligation to provide a Non-Standard Transfer. Where We are able to accommodate one, the Student is likely to travel as the sole passenger with the driver, as these journeys fall outside Our group transfer schedule.
3.12. All sole-passenger journeys are subject to a risk assessment by Exsportise and are conducted in accordance with Our Lone Driver Protocol. The driver will hold emergency contact details for the Student and maintain contact with Exsportise throughout the journey.
3.13. By booking a transfer, the Authorised Adult confirms that they acknowledge and agree to the transport arrangements described in clauses 3.8 to 3.14, including the possibility that the Student may travel without an Exsportise staff member present. This acknowledgement will be obtained via the Transfer Form, the Registration Form, the online booking portal, or a separate consent form provided by Us, whichever applies to Your booking. The relevant form cannot be submitted without this confirmation.
3.13.1. Where You request a Non-Standard Transfer, You will additionally be asked to confirm that You understand the Student is likely to travel as the sole passenger with a driver who is required, under Our Transport Provider Agreement, to hold an Enhanced DBS check.
3.13.2. If You do not wish for the Student to travel as a sole passenger, You should ensure the Student's travel falls within Our published Standard Transfer dates and times, or arrange Your own transport. Even on Standard Transfers, sole-passenger travel cannot be entirely excluded in exceptional circumstances (for example, where the Student is the only one travelling on a particular route).
3.13.3. Where You have notified Us that You do not wish for the Student to travel as a sole passenger, We will use reasonable endeavours to accommodate this, but this may mean the Student waits for the next available group transfer, resulting in a longer wait at the airport or Course venue.
3.14. You may choose not to book a transfer, in which case You are solely responsible for arranging the Student's travel to and from the Course venue. If You do not complete the Transfer Form by the deadline in clause 3.1, We will assume You do not require a transfer.
3.14.1. Where You arrange Your own transport, Our duty of care for the Student begins when the Student is signed in at the Course venue by an Exsportise staff member, and ends when the Student is signed out to You, Your nominated representative, or the transport arrangement You have put in place. You are responsible for ensuring that whoever collects or delivers the Student is appropriate, identifiable, and expected. We reserve the right to refuse to release a Student to any person who cannot be verified against the details You have provided.
3.14.2. You must notify Us of Your own transport arrangements, including the name of any person collecting or delivering the Student and the expected arrival or departure time, at least 48 hours in advance or as soon as reasonably practicable.
Standard Transfer Criteria
3.15. To qualify for Our included Standard Transfer service, the Student's flight, Eurostar train, or parent/guardian handover must meet all of the following criteria:
3.15.1. Arrival (Sunday): The flight must land, the Eurostar must arrive, or the parent/guardian handover must take place, at a named airport or station for the booked venue between 09:00 and 15:00 on the published arrival day (Sunday).
3.15.1.1. Named airports and stations: Haileybury: Heathrow or St Pancras International; Oundle: Heathrow, Stansted, or St Pancras International; Seaford: Heathrow, Gatwick, or St Pancras International; Worth: Heathrow, Gatwick, or St Pancras International.
3.15.2. Departure (Saturday): The flight must be scheduled to depart (take off), the Eurostar train must be scheduled to depart, or the parent/guardian handover must take place, between 11:00 and 17:00 on the published departure day (Saturday) at a named airport or station for the booked venue.
3.15.3. Flights, trains, or handovers that fall outside the Standard Transfer windows, days, or airports do not qualify for the included Standard Transfer, regardless of whether the Student could wait at the airport or venue until or beyond the qualifying window. Where We are able to arrange a Non-Standard Transfer for such arrivals or departures, additional charges will apply in accordance with clause 1.7.
3.15.4. Flight delays are not treated as outside the Standard Transfer window. Where a flight that was scheduled to arrive within the Standard Transfer window is delayed, We will still collect the Student at no additional charge.
3.15.5. Transfer arrangements must be confirmed at least 28 days before the Course start date. Late arrangements (received or changed within 28 days) are subject to an additional charge in accordance with clause 1.7.
Unaccompanied Minor & Travel Responsibility
3.16. It is Your sole responsibility to check and comply with the Unaccompanied Minor (UM) policies of the airline, train operator, or other carrier on which the Student is booked to travel. Where the carrier requires a UM service to be booked for the Student's age, You must book and pay for that service directly with the carrier and ensure that all required UM documentation is completed and provided to the carrier and to Us before travel.
3.16.1. You are responsible for ensuring that the Student carries all necessary UM booking confirmations, completed UM forms, and any other documentation required by the carrier. If the Student is denied boarding or delayed as a result of incomplete or missing UM documentation, We will not be liable for any costs, losses, or consequences arising from that failure.
3.16.2. If the Student's flight, train, or other transport is cancelled by the carrier and the Student cannot travel on the same day, You are responsible for making alternative travel arrangements and for covering all associated costs, including accommodation. Where the Student is already at the Course venue and cannot depart as planned due to a carrier cancellation, an extra night charge of £315 per night will apply (see clause 1.7.4). Any costs arising from the cancellation should be claimed directly from the carrier or Your travel insurance provider.
3.16.3. You are responsible for ensuring that the Student holds a valid passport, visa, and any other travel documentation required for entry to and exit from the United Kingdom. We are not liable for any costs, losses, or consequences arising from inadequate or expired travel documentation.
Collection & Handover
3.17. Any person collecting a Student from Exsportise, whether at an airport, train station, or the Course venue, must present valid government-issued photographic identification and complete the Exsportise handover form before the Student will be released. We reserve the right to refuse to release a Student to any person who cannot produce valid identification matching the details provided to Us in advance, or who cannot be verified by the Authorised Adult. In such cases, the Student will remain in Our care until the identity of the collecting person can be confirmed.
Passport & Travel Document Retention
3.18. Upon arrival at the Course, international Students are required to hand in their passport and any other travel documents to Exsportise staff for secure storage for the duration of the Course. Passports and travel documents will be stored in a secure location accessible only to senior Course staff and will be returned to the Student at departure, or to the Authorised Adult or their nominated representative upon written request.
3.18.1. While We will take all reasonable care of documents entrusted to Us, We are not liable for loss or damage to passports or travel documents except where caused by Our negligence. If a passport is lost or damaged while in Our care, We will assist with the replacement process, but the cost of replacement and any associated delays shall be Your responsibility unless the loss was directly caused by Our negligence.
3.18.2. It is Your responsibility to ensure that the Student's passport is valid for the duration of the Course and for any onward travel. We accept no responsibility for travel disruption arising from expired or invalid travel documents.
4. Programme:
4.1. The Course prospectus is prepared by Us (Exsportise Ltd). It is not issued on behalf of any of the host Schools or external venues used by Us.
4.2. Any nationality or language targets referenced by Us are provided for guidance only and reflect previous statistics. While We will use reasonable efforts to achieve such targets, no guarantees are made regarding the composition of participants on any Course.
4.3. Accommodation requests submitted by parents cannot be guaranteed. The School reserves the right to allocate accommodation at its discretion, taking into account availability, the needs and well-being of all Students, and the School's operational requirements. We will, however, make reasonable efforts to accommodate requests where possible.
4.4. By booking a place on the Horse Riding programme, the Authorised Adult confirms that the Student has a minimum of one year's prior riding experience and is competent to participate in the activities offered. It is the responsibility of the Authorised Adult to ensure that the Student has appropriate clothing and protective equipment as required for safe participation in horse riding. We, or Our external provider delivering the activity, reserve the right to refuse participation if, in Our reasonable opinion, the Student does not meet the minimum experience requirement or does not have appropriate equipment or clothing. In such circumstances, no refund or alternative activity will be provided.
4.5. By booking a place on the Multi-Sports programme, the Authorised Adult consents to the Student participating in a range of activities, which may include off-site sessions delivered by vetted third-party providers (for example, but not limited to, Go Ape, Ardingly Reservoir, or other providers offering climbing, kayaking, water sports, or similar activities). Participation in these activities is subject to the conditions set out in clause 11.10. We, or the external provider delivering the activity, reserve the right to refuse participation if, in Our reasonable opinion, the Student is not suitably prepared, appropriately equipped, or otherwise unable to take part safely. In such circumstances, no refund or alternative activity will be provided.
4.5.1. Where Multi-Sports activities include water-based sessions (such as kayaking, sailing, paddleboarding, or other water sports), the Authorised Adult must disclose the Student's swimming ability on the Registration Form. Students who are non-swimmers or weak swimmers may be excluded from certain water-based activities at Our discretion or that of the external provider, in the interests of safety. All participants must wear appropriate safety equipment (including lifejackets or buoyancy aids) as directed by the activity provider. No refund or alternative activity will be provided where a Student is unable to participate due to insufficient swimming ability or non-disclosure of swimming ability.
Excursions & Off-Site Activities
4.6. The Course programme includes excursions and off-site activities (for example, cultural visits, sightseeing trips, and sporting activities at external venues). All excursions are accompanied by Exsportise staff. Transport to and from excursion venues is provided by third-party transport providers who are subject to the same safeguarding and vetting requirements set out in clause 3.8. By booking the Course, the Authorised Adult consents to the Student participating in excursions, including travel to and from excursion venues by coach or other vehicle provided by a transport operator engaged under Our Transport Provider Agreement. We, or the external venue or provider, reserve the right to refuse participation if, in Our reasonable opinion, the Student is not suitably prepared, appropriately equipped, or otherwise unable to take part safely. In such circumstances, no refund or alternative activity will be provided.
Day Camp
4.7. Day camp places are available on request only and are subject to availability and Our approval. Day camp is not a standard Course offering and is not publicly advertised. To enquire about a day camp place, You must contact Us directly. We reserve the right to decline any day camp request at Our sole discretion.
4.7.1. Day camp runs Monday to Friday during the Course week. The day camp hours are 08:30 to 17:30. The Student must be dropped off no earlier than 08:30 and collected no later than 17:30 each day. The Authorised Adult (or their nominated representative) is responsible for daily drop-off and collection.
4.7.2. The day camp includes the same daily programme of lessons and activities as the residential Course (sport, English, or other booked programme) and lunch. Day camp does not include accommodation, breakfast, dinner, evening entertainment, weekend activities, or excursions.
4.7.3. All Exsportise policies apply to day camp Students while they are on site, including Our Safeguarding Policy, Behaviour Policy, Health and Safety Policy, Phone and Device Policy, and Medical Policy. The medical consent provisions in clause 10 apply in full during day camp hours.
4.7.4. Our duty of care for a day camp Student begins when the Student is signed in at the Course venue at drop-off and ends when the Student is signed out at collection. Outside of these hours, the Authorised Adult retains full responsibility for the Student.
4.7.5. If the Student is not collected by 17:30, We will attempt to contact the Authorised Adult or Emergency Contact. The Student will remain in Our care until collected, but repeated late collection may result in the day camp place being withdrawn without refund.
4.7.6. Day camp pricing is provided on request. No refund, credit, or alternative will be given for any days missed, lessons not attended, or activities not participated in during the day camp period.
Programme Changes
4.8. We reserve the right to make changes to the published programme of lessons, activities, and excursions at any time, for reasons such as weather, staffing, venue availability, or Student safety. Where a change is made, We will endeavour to provide a like-for-like alternative of comparable quality. No refund, credit, or compensation will be given for changes to the programme made for operational or safety reasons.
5. Cancellation & Refunds:
5.1. To cancel a Booking, You must inform Exsportise Ltd by email to admin@exsportise.co.uk. Proof of email dispatch is not proof of receipt and if You do not receive a response within 3 working days, You should contact us by telephone on +44 (0) 1 444 444 777.
5.2. If You book without meeting a School representative in person, and the Course has not yet started, You have the right to cancel the booking within 14 calendar days of receiving Our Confirmation Letter. We will refund all amounts paid, including any Deposit. This right applies in accordance with the UK Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013. It does not apply to bookings made by Agencies or other business-to-business arrangements.
5.3. After 1 May of the course year (clause 5.3.1.) and more than 14 days after the Booking, if, for any reason other than visa refusal (in which circumstances clause 6 shall apply, including medical emergency, illness or other), You cancel or curtail the Booking, all or part of Your payment will be forfeited to cover the School's costs as follows:
5.3.1. Before 1 May of the year of the Course You booked: Book with confidence, We guarantee a full refund of all deposits and fees paid if You cancel.
5.3.2. On or after 1 May of the year of the Course You booked: No refund due from Us (100% of the Course fee). You should contact the Insurer if You think You have a claim to recover Course fee.
5.3.3. The cancellation charges set out above reflect the genuine costs and losses Exsportise Ltd incurs when a booking is cancelled. The overwhelming majority of Our Course bookings are received between January and April. After 1 May, Our costs are substantially committed, including venue hire, staffing, catering, insurance, and transport arrangements, and the realistic prospect of re-selling a cancelled place is minimal. The free cancellation period before 1 May provides You with a reasonable opportunity to cancel without charge. We strongly recommend that You take out travel insurance to cover cancellation costs after this date.
5.4. No refund will be offered where a Student is unable to participate in all or part of the Course due to homesickness, injury sustained during the Course, illness, behavioural issues, or any other reason not directly caused by Our negligence.
5.4.1. Where a Student is injured or becomes ill during the Course, We will continue to provide pastoral care, accommodation, and meals for as long as the Student remains on site. If, in Our reasonable opinion (or on medical advice), the Student's condition is such that they can no longer safely remain on the Course, We may require the Authorised Adult to arrange collection or repatriation within a reasonable timeframe. In such cases, no refund will be issued for the remainder of the Course.
5.4.2. You are strongly advised to take out comprehensive travel and medical insurance to cover any costs arising from early departure, medical treatment, or inability to participate in the Course. You should contact Your insurer to recover any such costs.
5.5. If We do not receive Your Course fees (balance payment) on time, We reserve the right to cancel Your booking and You will not be due any refund. We will notify You of this via email
5.6. Supplementary Courses: Horse Riding and the Arsenal Football Camp are offered as supplementary Courses with limited capacity. Each supplementary Course is only confirmed once full payment has been received. Once booked, no refunds will be made for cancellation within 14 days of the Course start date, or for cancellation or withdrawal once the Course has begun for any reason. Cancellations must be submitted in writing to admin@exsportise.co.uk; proof of dispatch will not be treated as proof of receipt, and the cancellation will only take effect once acknowledged by Us in writing.
5.6.1. If a Student withdraws from a supplementary Course during the programme (for example, switching from a supplement sport to a non-supplement sport), no refund or credit will be given for the supplementary Course fee.
5.6.2. If a Student wishes to switch onto a supplementary Course during the programme (for example, moving from a non-supplement sport to Horse Riding or the Arsenal Football Camp), the supplementary Course fee must be paid in full before the change is confirmed. Availability is not guaranteed and all changes are at Our discretion.
Cancellation by Us
5.7. Force Majeure: We will use reasonable endeavours to provide the Course as described in Our publicity materials. We may, however, alter, postpone, or cancel any Course, accommodation, or related arrangements where this is reasonably required for effective delivery or due to circumstances beyond Our reasonable control, including (without limitation) insufficient enrolments, staffing shortages, war, civil unrest, strikes, terrorism, pandemic or epidemic, public health emergency, government restrictions or guidance, disease outbreaks, transport disruptions, severe weather, or natural disasters ("Force Majeure Event").
5.7.1. If a Course is cancelled due to a Force Majeure Event and We are unable to provide the services booked, We will offer You the choice of: (a) a full refund of all Course fees paid, returned to the original payment method; or (b) a transfer of Your Course fees to a comparable Course at the same or another Exsportise location in the same or following year. The choice between a refund and a transfer is Yours. Refunds will be issued within 60 days of the cancellation.
5.7.2. If a Course is moved from the advertised location to another location which, in Our reasonable opinion, is of comparable quality, We will notify You as soon as reasonably practicable. If You do not wish to attend the Course at the alternative location, You may cancel Your booking and receive a full refund of all Course fees paid, returned to the original payment method.
5.7.3. We are not liable for any additional costs You incur as a result of a Force Majeure Event, including (without limitation) travel, accommodation, repatriation, or other expenses. We strongly recommend that You take out comprehensive travel insurance to cover such eventualities.
5.8. In all cases where You are eligible for a refund or voucher (payment transfer to the following year), we will issue the refund or voucher within 60 days of receiving Your cancellation notice. Refunds will be made using the original payment method.
5.9. If we have issued a Voucher (payment transfer to the following year) to You and You have re-booked with the Voucher and the Course for which You put the fees towards is cancelled for reasons outside of Our control then the Voucher will be carried forward to a Course in the same or the following year.
6. Visas:
6.1. It is Your sole responsibility to ensure that the Student obtains all necessary visas, entry permits, and travel documents to attend the booked Course. This includes determining visa requirements, applying within sufficient time to allow for processing, and accounting for any delays by the issuing authority. You assume all risks, costs, and consequences arising from any failure to secure the required visa.
Visa Support Letters
6.2. If the Student requires a visa to travel to the UK and You request a Visa Support Letter for a Standard Visitor visa application, We will issue this within five working days of Your request, provided:
6.2.1. (a) We have received either the Deposit or the full Course fee in cleared funds; and
6.2.2. (b) You have submitted accurate and truthful information relating to the Visa Support Letter We will provide. If the request form is incomplete or contains false or inaccurate details, we may be unable to issue the Visa Support Letter within the stated timeframe or at all.
6.3. You remain solely responsible for securing the Student's visa. We make no guarantee that a Visa Support Letter will result in a visa being granted and accept no liability if the application is refused or delayed.
Visa Refusal
6.4. If the Student's visa application is refused and they cannot attend the Course, and You provide satisfactory proof of refusal at least 21 calendar days before the Course start date, we will refund all fees paid. "Satisfactory proof" means the original written notification (or certified copy) from the UK Border Agency Entry Clearance Officer confirming the refusal.
6.5. If the Student's visa application is refused fewer than 21 calendar days before the Course start date, we will refund fees paid, less the Deposit. "Satisfactory proof" means the original written notification (or certified copy) from the UK Border Agency Entry Clearance Officer confirming the refusal.
6.6. If no visa or refusal notice has been issued due to UK Border Agency delays, and You provide satisfactory proof of this at least 21 calendar days before the Course start date, we will refund fees paid, less the Deposit.
6.7. No refund will be issued if:
6.7.1. (a) You fail to notify us of the Student's visa refusal or delay within the required 21 day timeframe before the Course starts;
6.7.2. (b) The Student's visa refusal results from incomplete, inaccurate, or insufficient documentation or information provided by You, required or recommended by the UK Border Agency; or
6.7.3. (c) The refusal arises from the UK or Your country's government-imposed travel restrictions (including those due to national emergency, war, civil unrest, or pandemics such as Covid-19). If satisfactory proof of such restrictions is provided, we will transfer Your Course payments for a future Course instead of a refund.
6.8. Force Majeure: Where a visa refusal, delay, or inability to travel results directly or indirectly from events covered under Our Force Majeure clause (see Clause 5.7), the provisions of that clause will also apply in addition to this Clause. This may affect Your entitlement to refunds or vouchers.
7. Insurance:
7.1. Travel insurance is provided for Students booked on Our Courses; however, it is Your sole responsibility to (a) review the scope and limitations of the cover provided, (b) determine whether it meets Your needs, and (c) obtain any additional travel and/or medical insurance necessary to cover potential medical treatment, pre-existing medical conditions, and any additional costs relating to accommodation, travel, transport, or repatriation to the Student's home country. You acknowledge that, following the UK's exit from the EU, European citizens are not guaranteed free healthcare at the point of delivery in the UK, and Your insurance arrangements should account for this. If the Student has an alternative insurance provision, the Student must bring a copy of their insurance policy documents to the Course and present them at registration. We accept no liability for, and will not be responsible for, any claims that fall outside the scope of the cover provided, including but not limited to those arising from pre-existing medical conditions. You are solely responsible for submitting any insurance claim directly to the insurer and for providing all required supporting documentation. We will not submit or manage claims on Your behalf, nor will we be liable for any refusal, delay, or reduction in settlement by the insurer.
8. Incompatibility & Early Departure:
8.1. Students must comply with all rules and regulations of the Course as specified by Us from time to time, including Our Behaviour Policy and any other policies issued by Us related to conduct and safeguarding ("Course Policies"), which can be viewed on Our websites policies and procedures page and will be provided to all Students at the start of the Course. Course Policies apply at all locations where Our Courses are held and include all oral or written instructions given by Course staff. By making a Booking, You accept that the Exsportise Policies form part of the agreement between You and Us.
Policy Compliance & Parental Obligations
8.1.1. By making a Booking, the Authorised Adult confirms that they have read, understood, and agree to comply with (and to ensure the Student complies with) all Exsportise policies and procedures in force from time to time, including but not limited to:
(a) Our Duty of Care Policy;
(b) Our Safeguarding Policy;
(c) Our Health and Safety Policy;
(d) Our Behaviour Policy (including Our Anti-Bullying, Violence and Harassment Policy);
(e) Our Phone and Device Policy;
(f) Our Student Absence Policy;
(g) Our Visitor Policy;
(h) Our Data Protection and Privacy Policy.
8.1.2. These policies are available on Our Website at www.exsportise.co.uk/summer-camp-information/policies-procedures and are incorporated into this agreement by reference. We reserve the right to update these policies from time to time, and any updated version published on Our Website will apply from the date of publication.
8.1.3. Compliance with Our policies is a condition of the Student's continued participation in the Course. The Authorised Adult acknowledges that these policies exist to protect the safety, welfare, and well-being of all Students and staff, and that individual exemptions cannot be made without undermining their consistent application. In particular:
(a) The Phone and Device Policy applies equally to all Students without exception. The Authorised Adult agrees not to request individual exemptions from this policy, as any exception would undermine the consistent safeguarding and pastoral care standards that apply to all Students on the Course.
(b) Students may not travel to, from, or during the Course by any means other than those arranged or approved by Us, or arranged by the Authorised Adult in accordance with clause 3.14. This includes, but is not limited to, unaccompanied travel by public transport (such as train, bus, or independently booked taxi). Under Our Duty of Care Policy, all Students must be collected and delivered by an identifiable Authorised Adult, a nominated representative approved by the Authorised Adult and notified to Us in advance, or via Our approved transfer arrangements. Any travel arrangement made outside of these provisions is at the sole risk and responsibility of the Authorised Adult, and We accept no liability for any loss, injury, or incident arising from such unauthorised travel.
8.1.4. Non-compliance by the Student or the Authorised Adult with any Exsportise policy may result in consequences up to and including removal from the Course under clause 8.2, without refund.
Prohibited Items & Right to Search
8.1.5. The Authorised Adult acknowledges that the Student must not bring to the Course any item prohibited under Our Behaviour Policy, including but not limited to alcohol, illegal drugs, vapes or e-cigarettes, tobacco products, weapons (including knives), fireworks, or any other item that may pose a risk to health, safety, or welfare. A full list of prohibited items is available in Our Behaviour Policy on Our Website.
8.1.5.1. Where there are reasonable grounds to suspect that a Student is in possession of a prohibited item, We reserve the right to search the Student's belongings, room, and personal effects. Any search will be conducted by at least two members of senior staff, with the Student present where practicable. Where the Course is held at a host School, the School's own search policy may also apply.
8.1.5.2. Prohibited items will be confiscated and may, where appropriate, be reported to the relevant authorities. Confiscated items will be returned to the Authorised Adult at the end of the Course unless retention by the authorities is required. Possession of prohibited items may result in immediate removal from the Course under clause 8.2, without refund.
Phone & Device Storage
8.1.6. In accordance with Our Phone and Device Policy, Students' phones and personal electronic devices will be collected on arrival and stored securely in lockable cabinets for the duration of the Course. Devices will be made available to Students only at times and under conditions specified by Our Phone and Device Policy, and will be returned at departure. We strongly recommend that the Authorised Adult does not send the Student with a mobile phone or other valuable electronic device. While We will take reasonable care of devices stored by Us, We are not liable for loss, damage, or theft of any device except where directly caused by Our negligence.
Valuables & Pocket Money
8.1.7. We strongly recommend that Students do not bring valuable items (including expensive jewellery, cameras, laptops, tablets, or large amounts of cash) to the Course. Where a Student brings pocket money, this must be handed to Us for safekeeping and will be returned at departure or made available to the Student at reasonable intervals during the Course. We accept no responsibility for loss, theft, or damage to personal belongings, valuables, or cash unless formally handed to Us for safekeeping upon arrival (see clause 11.6).
Mid-Course Collection & Visits
8.1.8. If the Authorised Adult wishes to collect the Student from the Course for any period during the Course (including day trips, family visits, or weekend absences), they must request this in writing at least 48 hours in advance. Any absence must be approved by Us and is at Our sole discretion. The Student must be signed out by the Authorised Adult or their nominated representative in person, and signed back in on return.
8.1.8.1. Our duty of care for the Student is suspended from the point of sign-out until the Student is signed back in. During any such absence, the Authorised Adult assumes full responsibility for the Student's safety and welfare.
8.1.8.2. No refund, credit, or alternative activity will be given for any lessons, activities, excursions, or meals missed during such absences.
Residential Area Access Restriction
8.1.9. Access to residential and boarding areas (including bedrooms, dormitories, bathrooms, corridors, and changing facilities) is restricted to enrolled Students and authorised Exsportise staff at all times. No parent, guardian, family member, agent, or other visitor may enter these areas. This is a safeguarding measure: residential areas house multiple Students who have a right to privacy and dignity, and uncontrolled adult access would be incompatible with Our obligations under Our Safeguarding Policy and Our duty of care to all Students.
8.1.9.1. On arrival and departure days, luggage drop-off and collection will be managed by Exsportise staff at a designated point. Staff will assist with transporting luggage to and from the Student's room. The Authorised Adult will not be required or permitted to enter the boarding house.
8.1.9.2. If You wish to see the Student at any time during the Course, You must report to reception and the Student will be brought to a designated meeting area. Any person found in a restricted residential area without authorisation will be asked to leave the premises immediately, and the incident may be reported in accordance with Our Safeguarding Policy.
Right to Exclude or Remove
8.2. Our priority is the safety and well-being of all Students and Staff on Our Courses and therefore, We reserve the right to exclude or remove, any Student at any time prior or during the Course if, in Our opinion:
8.2.1. (a) The Student is not compatible with the general enjoyment, safety, or well-being of other Students or the satisfactory administration of the Course;
8.2.2. (b) the Student breaches any of Our Policies or exhibits behaviour that is disruptive, unsafe, or potentially harmful to themselves or others; or
8.2.3. (c) the Student is, in Our reasonable opinion, physically or mentally incapable of participating safely.
Consequences of Exclusion or Removal
8.3. No refund of Course fees will be offered if a Student is excluded or removed under clause 8.2
8.4. You are responsible for organising and paying for any additional travel, accommodation, or other expenses incurred as a result of a Student's exclusion or removal.
Parental or Agency withdrawal
8.5. If You withdraw Your Student from the Course, no refund will be offered, except in proven exceptional circumstances. Exceptional circumstances may include, but are not limited to:
8.5.1. Serious breaches of these Terms and Conditions
8.5.2. Illness, genuine hardship, or family emergencies
8.6. Any decision by Us regarding whether circumstances qualify as exceptional shall be final, binding and not subject to appeal and dispute.
9. Complaints:
9.1. It is Our aim to provide the best Course experience possible. In the unlikely event that a Student experiences a problem or difficulty during the Course, the matter must be reported promptly by email to the Centre Manager, who has the authority and knowledge to attempt to resolve the issue.
9.2. If, after the Student's return home, You wish to make a formal complaint, please submit a written complaint by email to Our Head Office at admin@exsportise.co.uk within 10 days of the Student's departure from the Course.
9.3. English UK, an organisation affiliated with The British Council, which accredits Our Courses, operates an independent Student complaints procedure. You may contact them at complaints@englishuk.com to request a review of Our handling of any complaint following correspondence with Our Head Office.
9.4. In accordance with the Alternative Dispute Resolution for Consumer Disputes (Competent Authorities and Information) Regulations 2015, We are required to inform You that alternative dispute resolution ("ADR") is available for the resolution of consumer disputes. If We are unable to resolve a complaint through Our internal complaints procedure or through English UK, You may wish to refer the dispute to an ADR body. We are not currently obliged to, but are willing to consider, participating in alternative dispute resolution through a certified ADR provider. Further information on ADR is available from the Chartered Trading Standards Institute (CTSI) at www.tradingstandards.uk. If You are an international customer, You may also find information about cross-border dispute resolution through the UK International Consumer Centre at www.ukconsumercentre.co.uk.
10. Medical Care, Fitness and Risk of Injury:
10.1. It is Your responsibility to ensure that the Student is in suitable physical and mental health to participate fully in the sporting and other activities offered during the Course. If You require clarification on the level of fitness required, or have any concerns about the Student's ability to participate, You must contact Us before making a booking. No refunds will be given if the Student is unable to take part in any aspect of the Course due to a lack of fitness, illness, injury or any undisclosed condition.
10.2. You acknowledge that, due to the physical nature of Our Courses, there is an inherent risk of accidents, injuries, or other physical harm. By booking, You accept and consent to the Student undertaking activities that may carry a reasonably foreseeable risk of injury. It is Your responsibility to ensure the Student does not suffer from any medical condition that may increase such risks.
10.3. You must inform Us in full, at the time of booking, of any physical, mental, or behavioural conditions, special needs, or other circumstances that could affect the Student's participation or require reasonable adjustments to be made. We may request further information (including, but not limited to, medical reports, doctor's clearance, or additional documentation) to assess Our ability to provide a safe environment.
10.4. If a Student arrives at the Course with an undisclosed or insufficiently disclosed condition, or if such a condition becomes apparent during the Course, We reserve the right, based on an informed assessment of risk, to refuse entry or require the Student to leave the Course. In such cases, no refund will be issued, and You will be responsible for all associated costs (including travel and supervision).
10.5. As a condition of enrolment, You must provide complete and accurate details of all known medical, physical, mental, or behavioural conditions affecting the Student, including allergies, treatment, or medication required. This information forms part of the contract between Us and You. We may require additional information, such as a follow-up call, questionnaire, or medical report from a qualified professional, and Bookings will not be confirmed until all such requirements are met and clearance is issued in writing.
10.6. Right to Refuse or Condition Acceptance: We may, at Our sole discretion:
10.6.1. refuse a booking if we determine that we do not have the facilities, expertise, or staffing to accommodate the Student;
10.6.2. make acceptance subject to specific conditions, including additional staffing, specialist equipment, or insurance, the costs of which shall be borne by You;
10.6.3. refuse entry to the Course or require removal of a Student if undisclosed or inaccurately disclosed conditions are discovered that cannot be safely managed.
10.7. Failure to provide complete and accurate medical information constitutes a breach of contract. In such cases, We may:
10.7.1. refuse entry to the Course without refund;
10.7.2. require removal without refund from the Course within 24 hours of notification;
10.7.3. allow temporary access to the Course and obtain immediate medical attention for the Student should we not have access to the relevant expertise
10.7.3.1. subject to clause 10.7.3, provide any treatment and/or medication as directed by a medical professional
10.7.4. take any action deemed necessary to protect health, safety, and welfare.
10.7.5. Failure to provide complete and accurate medical information constitutes a breach of contract, and You agree to indemnify Us against all claims, losses, damages, or costs (including medical, travel, accommodation, and staffing expenses) arising directly or indirectly from such failure. If a Student is refused after arriving at Our Courses, under clause 10, then within 24 hours of refusal, travel arrangements will be made by Us to send the Student home and the Authorised Adult will be informed of this and will ensure that they are available to assist the Student home.
10.8. All costs incurred under clause 10, including medical treatment, repatriation, travel, accommodation, and additional staffing, shall be borne in full by You
10.9. If the Student requires medical attention during the Course, You authorise Us to arrange and facilitate any treatment deemed appropriate, including (but not limited to) calling an ambulance, attending Accident & Emergency (A&E), visiting a walk-in clinic or GP surgery, and arranging emergency dental treatment. We will make all reasonable efforts to contact the Emergency Contact named on the Booking to inform them of the incident and the action taken.
10.10. However, in the event of an emergency where the Emergency Contact cannot be reached without delay, You irrevocably authorise the School Director, Centre Manager, Welfare Manager, or a member of Our Medical Team, acting in loco parentis, to consent to any treatment considered necessary by a suitably qualified medical professional or clinician, including (but not limited to) diagnostic imaging (such as X-rays, ultrasound, CT, or MRI scans), the administration of anaesthetic, surgical procedures, blood transfusions, and emergency dental treatment.
10.10.1.1. You agree and acknowledge that We, Our staff, and any attending medical professionals are entitled to rely on the medical information You have provided at the time of booking, and to assume that such information is complete, accurate, and up to date.
10.10.1.2. By accepting these Terms, You further acknowledge and agree that: a) any such decisions will be taken in good faith, based on the medical advice available at the time; b) We, Our staff, and any attending medical professionals will not be liable for any costs, loss, damage, or injury arising from medical treatment provided in such circumstances, except where directly caused by Our negligence; and c) You are responsible for ensuring the Student has adequate insurance to cover all medical treatment costs, including any related travel, accommodation, or repatriation expenses.
10.11. If the Student requires any prescribed medication, over-the-counter medication, or controlled drugs during the Course, You must disclose this in full at the time of booking, including the name of the medication, the dosage, the frequency of administration, and the condition it is prescribed for. This is required so that We can assess whether We have the facilities, staffing, and expertise to safely store and administer the medication. We reserve the right to refuse a booking, or to impose conditions on acceptance, if We determine that We cannot safely manage the Student's medication requirements.
10.11.1. All medication must be presented to Us on arrival in its original packaging with clear labelling, accompanied by an official doctor's or medical professional's translation of the name, dosage, and instructions where the original is not in English. Medication will be stored securely and administered only as directed.
10.11.2. Controlled drugs (as defined by the Misuse of Drugs Act 1971) must be disclosed at the time of booking and are subject to additional storage and administration requirements. We reserve the right to require further documentation (such as a letter from the prescribing doctor confirming the prescription) before agreeing to store or administer controlled drugs.
10.11.3. We will not administer any medication (prescription or controlled drugs) that is illegal in the United Kingdom or deemed unsafe by Our medical advisers. The School accepts no liability for any adverse effects, reactions, or complications arising from medication supplied by You or a medical professional acting on Your behalf, provided it has been administered in accordance with the instructions supplied.
10.11.4. If a Student arrives at the Course with medication that has not been disclosed at the time of booking, We reserve the right to refuse to store or administer it, and may require the Authorised Adult to collect the Student if the medication is essential to the Student's health and We cannot safely manage it. No refund will be given in such circumstances.
10.12. Medical Discretion: Our qualified staff may determine, in their sole discretion, whether a Student requires medical treatment beyond first aid. Provided We act in accordance with presented symptoms and professional advice, You agree not to hold Us liable for any decision not to seek further treatment (for more on Liability, please see clause 11).
10.13. Clinical Advice is Final: Where a qualified medical professional (including NHS staff, a General Practitioner, hospital clinician, or Our own medical team) advises that the Student should not continue participating in the Course, whether due to injury, illness, concussion, infection, or any other medical reason, that advice is final and binding. We will act on such advice immediately and will not permit the Student to resume activities until medical clearance is obtained in writing from a qualified professional. If the medical advice is that the Student must leave the Course entirely, the Authorised Adult must arrange collection within 24 hours of notification. No refund will be given in these circumstances (see clause 5.4). You agree not to hold Us liable for any decision taken in accordance with professional medical advice.
11. Liability:
11.1. We may take fair and reasonable action in situations not expressly covered by these Terms and Conditions, provided such action is in the best interests of the safety and well-being of Students and the proper administration of the Course.
11.2. We are only responsible for loss or damage You suffer that is a foreseeable result of Our breach of this contract or Our failure to use reasonable care and skill. Loss or damage is foreseeable if it was an obvious consequence of Our breach or if, at the time the contract was made, both We and You knew it might happen. In any event, Our total liability to You shall not exceed the total Course fees paid, except where prohibited by law.
11.3. Nothing in these Terms and Conditions excludes or limits Our liability where it would be unlawful to do so. This includes: liability for death or personal injury caused by Our negligence or that of Our employees, agents or subcontractors; fraud or fraudulent misrepresentation; or breach of Your legal rights in relation to the Course.
11.4. We are not liable for:
11.4.1. any losses or costs incurred by You as a result of Us exercising any rights contained within these Terms;
11.4.2. any losses caused by any breach of Our agreement by any person other than Us; and
11.4.3. any business losses, including loss of profits, business, contracts, goodwill or anticipated savings; or
11.4.4. loss of enjoyment due to events beyond Our reasonable control, including travel disruption, strikes, weather, or acts/omissions of subcontractors (e.g., transport companies).
11.5. Any travel or participation in the Course carries a risk of illness or infection. This includes Covid-19, other infectious diseases, or consequences arising from a pandemic or epidemic. Provided We have taken reasonable precautions in line with current UK Government guidance and have not been negligent, We will not be liable for any illness, related costs, or consequences, including quarantine, isolation, medical treatment, travel rearrangements or repatriation, all of which shall be Your responsibility.
11.6. We do not accept responsibility for the safety, security, loss or damage of any personal belongings in the Student's possession unless such items have been formally handed in to Us for safekeeping upon arrival. We are not an insurer of property. You are strongly advised to take out adequate insurance to cover personal belongings, however caused.
11.7. While We will endeavour to remind Students to pack and collect all belongings and valuables from the Course Administrator, We are not responsible for belongings left with Us, including passports, tickets, cash or valuables. Any costs incurred by Us in assisting with the replacement of such items (including replacement passports, tickets or other documentation) will be charged to You.
11.8. Where We have reasonable grounds and/or clinical evidence to believe that a Student may have an infectious or contagious condition, We may require an Authorised Adult to remove the Student from the Course within 24 hours of notification. All costs associated with removal, return, and any consequential losses are Your responsibility.
11.9. Where We have grounds to believe that a Student has engaged in harassment, abuse, dangerous behaviour, or any conduct in breach of Our Behaviour Policy, We may require the Authorised Adult to remove the Student from the Course within 24 hours of notification, without refund. You shall be responsible for all associated costs, whether direct or indirect, incurred by Us in arranging the Student's return.
11.10. Third-Party Providers: Certain elements of the Course may be delivered or supported by external providers, including but not limited to sports coaches, horse riding stables, activity centres, and transport operators. These providers are responsible for the content, instruction, equipment, supervision, and safety of their services during their delivery. We are not liable for any loss, damage, injury, or expense arising from acts or omissions of these external providers or their staff during the delivery of such services, except where directly caused by Exsportise Ltd's own negligence. You acknowledge that participation in activities and use of transport services provided by external providers carries inherent risks, and that the external providers are the primary duty holders for managing those risks during their sessions or journeys. For transport providers specifically, the safeguarding arrangements set out in clauses 3.8 to 3.14 apply.
11.10.1. All external activity providers are required to:
11.10.1.1. Maintain appropriate public liability and professional indemnity insurance at levels satisfactory to Exsportise Ltd (Us).
11.10.1.2. Provide evidence of such insurance upon request.
11.10.1.3. Comply with all applicable laws, safety regulations, safeguarding requirements, and risk management protocols.
11.10.1.4. Indemnify and hold harmless Exsportise Ltd against any claims, losses, costs, or expenses (including legal fees) arising from their acts or omissions in the delivery of the programme.
11.11. Nothing in these Terms limits Your statutory rights as a consumer.
11.12. You will be liable for the full cost of repairing or replacing any property, equipment, or furnishings belonging to Exsportise, the host School, or another Student that is damaged by the Student, whether deliberately or through carelessness. Where a room shared by two or more Students is damaged and We cannot establish who is responsible, We may apportion the cost equally between the Students sharing that room. Payment is due on demand.
12. Data Protection:
12.1. We collect and process personal data in connection with the provision of Our Courses and related services. We agree to comply with all applicable laws and regulations relating to data protection and privacy, which at the date of these Terms and Conditions includes the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Data (Use and Access) Act 2025, together with any successor legislation or regulations (collectively, "Data Protection Legislation"). Where We process personal data for the purposes of safeguarding Students, We may rely on recognised legitimate interests as a lawful basis for processing, as provided for by the Data (Use and Access) Act 2025.
12.1.1. If You wish to make a complaint about how We process Your or the Student's personal data, You may do so by contacting Us at admin@exsportise.co.uk. We will acknowledge Your complaint within 30 days and respond to it without undue delay.
12.2. We may capture photographs or videos of Students during the Course, including through third-party photographers or videographers engaged by Us, for use in Our publications, on Our website, social media channels, or in partner promotions (for example, Arsenal Football Club, Adidas, Acosta Dance, Wildwoods Riding Centre, or Glapthorne Manor). Photographs and videos may also be used by Our host Schools and by the third-party photographers or videographers engaged by Us in their own professional portfolios, websites, and marketing materials. We will not use, or permit the use of, photographs or videos of a Student for any of these purposes unless we have obtained the prior consent of the Authorised Adult via the relevant consent form provided before or at the start of the Course. You may withdraw consent at any time by notifying Us in writing at admin@exsportise.co.uk, and We will use reasonable endeavours to remove or cease using any images or footage of the Student and to notify Our host Schools and engaged providers accordingly, although We cannot guarantee the removal of content already shared by third parties or cached by external platforms. Where consent is not given or is withdrawn, We will take reasonable steps to ensure the Student is not identifiable in any photographs or videos used for promotional purposes.
12.2.1. Where the Authorised Adult has given photography consent, photographs or videos of the Student may be made available via Our parent gallery or similar platform during or after the Course. The parent gallery is provided as a courtesy and does not form part of the Course inclusions. We do not guarantee that every Student will be photographed or featured, and no claim, refund, or complaint will be accepted on the basis that a Student does not appear in the gallery.
12.2.2. Students must not photograph, film, or record other Students and must not share, post, or publish images or recordings of other Students on social media or any other platform without the express consent of the other Student's Authorised Adult. You are responsible for ensuring the Student understands and complies with this requirement. Any breach may be treated as a breach of Our Behaviour Policy and may result in confiscation of the device and, in serious or repeated cases, removal from the Course under clause 8.2.
12.3. We may share personal data with trusted third parties where necessary for the delivery of Our services, including agents, transport providers, sports coaches, excursion venues, and off-site activity providers. Any sharing of personal data will comply with Data Protection Legislation.
12.3.1. Transport Providers: We share the Student's name, emergency contact details, and relevant travel information (such as flight details and pickup/drop-off locations) for the sole purpose of providing the agreed transfer service. Transport providers are required under Our Transport Provider Agreement to treat all personal data as strictly confidential, to use it only for the purpose of providing the transport service, and to securely delete it within 30 days of the end of the operational period.
12.3.2. Activity Providers, Excursion Venues, and Sports Coaches: Where activities or excursions are delivered by external providers (including but not limited to climbing centres, horse riding stables, water sports operators, and excursion venues), We may share the Student's name, age, relevant medical conditions, allergies, dietary requirements, and emergency contact details with those providers for the sole purpose of ensuring the Student's safety during the activity or visit. Such providers are required to treat all personal data as strictly confidential, to use it only for the purpose of delivering the activity or excursion safely, and not to retain the data beyond the date of the activity or visit.
12.3.3. Agents: Where a booking is made through an authorised agent, We may share relevant booking, travel, and Student welfare information with that agent for the purpose of administering the booking and communicating with the Authorised Adult.
12.4. Full details on how we collect, use, store, and protect personal data, as well as Your rights, are available in Our Privacy Notice on Our website.
12.5. Closed-circuit television (CCTV) cameras are in operation at Our Course centres in communal and external areas for the purpose of safeguarding Students and maintaining security. CCTV is not used in private areas such as bedrooms, bathrooms, or changing facilities. By booking, You acknowledge and accept that the Student will be subject to CCTV monitoring during the Course. CCTV footage is recorded and stored securely in accordance with Our Data Protection obligations and is only reviewed where there is a legitimate safeguarding, security, or disciplinary reason to do so. Further details are available in Our Privacy Notice.
13. Intellectual Property:
13.1. All content on Our Website, photos, marketing materials, training documents, scripts, and any other materials related to Our Courses, including any intellectual property rights therein, are owned by Exsportise Limited or Our licensors ("Materials") and are protected by copyright and other intellectual property laws. All rights are expressly reserved.
13.2. "Exsportise", "Exsportise Summer Schools", "English Through", and related logos are trademarks of Exsportise Ltd. We also use certain third-party trademarks, including Arsenal Football Development logos, under partnership agreements. Any use of Our trademarks or third-party trademarks referenced in Our Materials is strictly prohibited without Our express written consent.
13.3. You may not reproduce, duplicate, copy, sell, resell, or otherwise exploit the Materials for commercial purposes without Our prior written consent. Systematic extraction or reuse of Materials by automated or manual means, including web crawlers, is prohibited without express permission.
13.4. All intellectual property rights in the form and content of Our Courses belong to Exsportise Ltd. No Exsportise or Course-related materials may be reproduced, copied, or used for commercial purposes without Our written consent.
14. General:
14.1. Headings are for convenience only and do not affect interpretation of these Terms.
14.2. Certain laws require some information we provide to You to be in writing. You acknowledge that most communications from Exsportise Ltd ("We", "Us") will be electronic, though we may occasionally contact You by post. You agree to receive communications, notices, contracts, and other information electronically, including via email or notices posted on Our Website. Such electronic communications satisfy any legal requirement for written communication.
14.3. All notices or communications You wish to send to us must be addressed to Our registered office at Aberdeen House, South Rd, Haywards Heath, West Sussex, RH16 4NG or by email to admin@exsportise.co.uk
14.4. You are responsible for keeping Your contact details up to date. Notices from us may be delivered via the Website, email, or post to the addresses You provided when booking a Course. Notices will be deemed received immediately if posted on the Website, 24 hours after sending by email, or three days after posting by letter. Proof of sending by post or email will be sufficient to demonstrate proper service.
14.5. Each party agrees to keep confidential any information relating to the other party's business or affairs, except where disclosure is required by law, the information is trivial or publicly available other than through breach of this clause, the information is already lawfully in the recipient's possession, or disclosure is made to employees, associates, or contractors bound by equivalent confidentiality obligations, or with prior consent of the other party.
14.6. The contract between You and Exsportise Ltd is binding. You may not transfer, assign, charge, or otherwise dispose of this contract or any of Your rights or obligations under it without Our prior written consent. We may, at any time during the term of the contract, assign, transfer, subcontract, charge, or otherwise dispose of Our rights or obligations, provided the recipient agrees to comply with these Terms and Conditions for Your benefit.
14.7. Failure by us to enforce any right or obligation under these Terms and Conditions does not constitute a waiver. A waiver of any breach by You will not constitute a waiver of any subsequent breach. Any waiver by us must be expressly stated in writing.
14.8. These Terms and Conditions are intended to be fair and reasonable. If any provision is found invalid or unenforceable by a court, it shall be modified or partially deleted only to the extent necessary to make it valid, and the remaining provisions shall remain in full force and effect.
14.9. These Terms and Conditions, along with any document expressly referenced in them, govern this contract. We are responsible for statements made by Our duly authorised agents, but any changes or variations to these Terms must be confirmed in writing.
14.10. These Terms and Conditions and Your booking are governed by the laws of England and Wales and are subject to the exclusive jurisdiction of the courts of England and Wales.
These terms and conditions were last reviewed September 1st 2026. We are accredited by The British Council and BAPA, and are also members of English UK (Young learners).
