Terms and Conditions

Terms and conditions of service is the legally binding agreement between the legal guardian of a student and OxBridge Centre (UK) Ltd. If the legal guardian does not agree or adhere to these terms, his or her child cannot be enrolled on courses at the centre. For any amendments to these terms and conditions, the legal guardian will be notified.

1. Definitions

1. OxBridge Centre is herein referred to as the centre or we.
2. Students are the children who are enrolled in courses at the centre, and they are subject to these terms and conditions.
3. Parents are the persons who are legal guardians for students and responsible for making payments of the services that students receive. Parents are subject to these terms and conditions.
4. Academic year means the period in a year when the weekly courses take place.
5. Services are what the centre offers to students and parents in the course of enrolment, class allocation and progress evaluation.

2. Range of Services

1. Services that the centre offers are subject to limitation due to the Nature of Class (see clause 4.3) and the class environment.
2. We prohibit parents from engaging in direct contact or consultation with our teachers; for any enquiries the first point of contact is the admin team.
3. Class timetable is not released but can be discussed with admin team when appropriate.
4. We do not disclose schedule of teachers; for any enquiries relevant to class allocation the centre can provide some information which is subject to non-disclosure.

3. Enrolment Procedure

1. Prior to enrolling a child on courses at the centre, parents must complete an application form and provide the centre with accurate personal details of the student and the parent.
2. On the application form, parents are obliged to provide their personal data and the personal data of students which include but not limited to full name, date of birth, address, school name and the full name of the parent.
3. Primary school students

1. Primary school students are required to take an assessment test at the centre. The assessment result will determine the eligibility of a child enrolling on courses offered at the centre.
2. The centre may use the assessment result to allocate students into classes of similar abilities.
3. There is a fee for assessment.

4. Secondary school students

1. Secondary school students are required to undertake a mandatory trial lesson per subject.
2. Full lesson fee is applied to a trial lesson.
3. The centre will contact in following days to provide feedback and discuss class options.

4. Classes

1. Regular courses

1. A class is one hour in duration.
2. Regular classes will be held once a week per course on a weekly basis during an academic year.
3. Classes will be held at the same location each week unless the centre instructs otherwise.
4. In the event that a teacher is unable to attend a class, the centre will attempt to find a replacement teacher for the relevant class without notice.

2. The centre reserves the right to alter, cancel or combine classes when necessary, and will strive to arrange a replacement class where possible.
3. Nature of Classes
   Unless stated otherwise, all classes at the centre are group-based where a teacher provides a group of seven or eight students with a guide to the topics presented in weekly lesson material. Lesson materials may vary between secondary school classes.
4. Teacher of Classes
   The centre has full discretion in allocating teacher; for any enquiries the centre can help change teacher allocation with limitation. (see clause 2.4).

5. Homework

1. Students will receive weekly homework for every class. Homework should be finished and returned by the following week. In the event of students struggling to finish the homework in the given time they may be given an extension to complete the work, upon approval by a member of administrative staff.
2. Any homework submitted 4 weeks after the date it was set will not be marked.

6. Lesson Material

1. OxBridge Centre reserves the rights to all lesson materials.
2. Republication, reproduction, redistribution or non-personal study use of the content of the centre is strictly prohibited without the prior written consent of OxBridge Centre.
3. Lesson material will be handed out to students in the class and it will not be provided again.

7. Tuition Fees

1. Tuition fees are charged per lesson.
2. All tuition fees will be calculated monthly.
3. Tuition fees vary for each year group and are subject to change.

8. Invoices

1. An invoice for tuition fee will be sent out electronically on the first or the second of every calendar month during an academic year.
2. If the invoice fails to reach the email address provided by the parents, it is the responsibility of the parents to advise the centre and no such loss or failure shall affect the liability of the parents for making payments of all amounts due to the centre on or before the due date for payment.

9. Deposit

1. A mandatory deposit of £60 will be applied to the first invoice. This deposit will be held by the centre for the whole duration of the enrolment.
2. Upon parents’ request, the deposit is refundable in full by means of a bank transfer or deduction at the time of the final invoice.

10. Payment

1. New students are required to clear the tuition fee and the deposit prior to or on the day of the first class.
2. Monthly payment for the regular course is required within the first seven days from the invoice date.
3. Payment Methods

1. We accept payments by card, cheque or bank transfer.
2. We do not accept cash.
3. It takes two to three working days for bank transfer to be cleared on the account of a student.
4. In the event of a bounced cheque, an administration fee of £5 will apply.

4. Reminders

1. In the event of non-payment of up to 7 days after the invoice date, the parent will be sent a first reminder (by email) by the finance team.
2. In the event of continuous non-payment for further 7 days after the first reminder, a final reminder will be sent by email.
3. Final deadline for making payment will be given in the final reminder.

5. Non-payment

1. In the event that the payment is not cleared by the deadline stated in the final reminder, the student will be removed from all classes on the basis of non-payment.
2. Furthermore, failure to make payment by the deadline will be treated as parent requesting an immediate termination; consequently, immediate termination fee (see clause 14.4) will be applied to the invoice.
3. Class allocation for removed students

1. Penalty

Penalty of £30 will be applied to the invoice of removed students (as detailed  in clause 10.5.1) wanting to re-enrol on courses at the centre.

2. Any overdue balance and the class allocation penalty must be cleared in full prior to re-enrolling on courses at the centre.
3. Once removed, allocation to the original classes cannot be guaranteed.

11. Absence and refund

1. Absence with 4-week notice

1. Students will only be refunded for an absence if 4-week written notice is given for the requested date(s) of absence.
2. The 4-week notice will only be accepted in written format: Report of Absence form, email or letter. We do not accept text messages.
3. The 4-week notice will only be accepted when acknowledged by the admin team in written confirmation.
4. The 4-week notice will take effect from the date that the notice is given. If a notice is given on the date of the lesson, that date will not be included in the four weeks count.

2. Absence without 4-week notice

1. In the event that a student is absent without the 4-week notice, the centre is not liable to refund the tuition fee and the student will be charged for the class.
2. The centre may be able to provide a temporary lesson (subject to the clause 11.4 temporary class arrangement) of the student if the 4-week notice is not given.
3. Students will still be provided with the lesson material if they are absent without notice and a temporary lesson cannot be arranged.

3. Absent due to sickness

1. In the event that a student is absent due to illness, the student will only be refunded if a doctor’s note is provided.

4. Temporary Class Arrangement

1. Temporary class changes are only permitted within the relevant week and on the basis that there is availability in another class of the same course. Therefore, temporary class change cannot be guaranteed.
2. Temporary class can only be arranged within a week prior to the date of absence.

5. Prolonged absence

1. In the event of prolonged absence of four or more weeks, the student will be removed from the class or classes and the centre cannot guarantee the allocation to the same class on return.
2. Prolonged absence of four or more weeks will be treated as the parent requesting immediate termination. Consequently, immediate termination fee will be applied (see clause 14.4).

12. Holidays

1. OxBridge Centre opens on Bank holidays and school holidays.
2. Holiday dates of the centre are announced in a customer notice along with the electronic invoice.
3. There are no classes during Easter and Christmas holiday periods at OxBridge Centre.

13. Student drop-off and pickup

Students must remain inside the premises after the class for pickup. Parents are entirely responsible for the safety of their children outside of our premises upon drop-off and pickup. We advise that parents make aware of any pickup arrangements with both their children and administrative staff prior to drop-off.

14. Class Termination Regulation

1. Parents are required to provide 4-week written notice of termination prior to the desired last lesson date for the student.
2. The only accepted forms of written notice include: Report of Termination form, email or letter. We do not accept text messages.
3. The 4-week notice will take effect from the date that the notice is given. If a notice is given on the date of the lesson then the date will not be included in the four weeks count.
4. The 4-week notice will only be accepted when acknowledged by the admin team in written confirmation.
5. Immediate class termination fee

1. In the event that the parent requests immediate termination of his or her child class or classes, then immediate class termination fee of £60 will be applied to the invoice.

15. Student behaviour

1. OxBridge Centre has the right to permanently suspend any students from classes if they continue to cause any trouble and/or disrupt other students during class.
2. Student suspension procedure

1. In the case where student’s behaviour causes trouble and/or disrupts other students during a class, up to three verbal warnings will be given to the student.
2. If the problem persists, then a formal warning letter or email will be sent to the parent.
3. If the problem still persists, then the student will be removed from the class.
4. The centre reserves the right to reject enrollment of the previously suspended student.

16. Unacceptable actions

1. Unacceptable actions refer to actions by parents that make it difficult for the centre to deal with their enquiry or concern.
2. Sometimes parents may act out of character in times of trouble or distress. We do not view an action as unacceptable, just because a parent is forceful or determined. However, we do consider actions that result in unreasonable demands on our staff to be unacceptable.
3. Range of Unacceptable actions

1. Aggressive or abusive behaviour

1. Aggressive or abusive behaviour includes language (whether verbal or written) that may cause our staff to feel afraid, threatened or abused and may include threats, personal verbal abuse, derogatory remarks and rudeness.
2. Inflammatory statements, remarks of a racial or discriminatory nature and unsubstantiated allegations are also considered abusive behaviour.

2. Unreasonable demands

1. A demand becomes unacceptable when it starts to (or when comply with the demand would) impact excessively on the work of our staff. Or when dealing with the matter takes up an excessive amount of staff time and in so doing, disadvantages to other parents or students.

3. Unreasonable levels of contact

1. We consider that the level of contact has become unacceptable when the amount of time spending talking to an individual on the telephone, or responding to, reviewing and filing emails or written correspondence, impacts on our ability to deal with the matter, or on our responsibility for carrying out tasks relating to other parents and students.

4. How we deal with unacceptable actions

1. Aggressive or abusive behaviour

1. Threat or use of physical violence, verbal abuse or harassment by a parent towards our staff will certainly result in a termination of all class(es) of their child (the student). Such incident may be reported to the police. This will always be the case if physical violence is used or threatened.
2. Staff will end telephone calls if they consider the caller aggressive, abusive or offensive. Our staff have the right to make this decision to tell the caller their behaviour is unacceptable and to end the call if the behaviour then persists.

2. Other categories of unreasonable actions

1. Where a parent of a student at the centre repeatedly phones, visits our centre, raises the same issue repeatedly, we may decide to:

1. Limit contact to telephone calls from the person at set times on set days.
2. Restrict contact to a nominated member of staff who will deal with future calls or correspondence.
3. See the person by appointment only.
4. Restrict contact to written correspondence only.
5. Take any other action that we consider appropriate to the circumstances.

3. Where a parent repeatedly demands a response on an issue or enquiry on which they have already been given a clear answer by the centre, we may refuse to respond to further enquiries from the parent.
4. In extreme situations we will withdraw all class offers immediately and the student will be permanently removed from all classes.

17. Force Majeure
    OxBridge Centre shall not be liable for any delay or failure to hold classes if the delay or failure results from events or circumstances outside its control, including but not limited to acts of God, strikes, accidents, war, fire, breakdown of machinery or shortage of raw materials from a natural source of supply. In these circumstances, OxBridge Centre shall be entitled to delay or cancel classes.

18. Personal Data

1. It is the responsibility of the parents to inform the centre of any changes to the personal data that the centre holds.
2. Personal data includes any class information of a student enrolled at the centre.
3. Use of your Personal Data

1. To help us to identify students and keep records.
2. To allow us to correctly send out student invoices and other material.
3. To allow us to contact students in emergencies or when a situation arises whereby there is an alteration to the scheduled class times.

4. OxBridge Centre does not sell or rent personal data of students and their legal guardians.
5. Any personal information we hold is processed in accordance with the GDPR and our Privacy Notice (accessible at our website).

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