Oxford Summer School Application Form

The Himalayan Initiatives (THI) Terms and Conditions

Please note, while these Terms & Conditions apply to both students on our in-person summer school held in Oxford as well as to our online services, some specific terms and conditions apply only to students on the former, and some apply only to students on the latter – these are clearly marked below.

1. The purpose of these Terms & Conditions is to set out the contractual basis for your relationship with The Himalayan Initiatives (THI), and to draw your attention to key terms.
2. Your contract with THI is made up of these Terms & Conditions.
3. You will enter into your contract with THI when you pay the full amount of the compulsory fees and charges for your course (see paragraph 8 below).
4.You will enter into this contract with THI even if your fees are paid by a third party on your behalf.
5. Your enrolment and your continued attendance on your course are conditional upon you providing true, genuine, accurate and complete (i.e. not omitting information you have been asked to provide) information in your application form and on you meeting any conditions of your offer.

Eligibility

6. THI’s in-person summer school is open to individuals from the United Kingdom (“UK”) and internationally, provided that international students are from countries that do not require a visa to enter the UK. You must be at least 18 years old at the start of summer school. There are no upper age limits for admission.
7. THI’s online courses are open to all individuals aged 18 years and above at the start of the course. There are no upper age limits for admission.

Fees and Payment

8. Details of the fees and charges you will have to pay are set out on the course web page.
9. You (or a third-party paying fee on your behalf) may pay your fees and other charges:

I. through PayPal, as instructed upon receiving confirmation of your successful application. In this case, your fees will be received and your enrolment accepted when the cleared funds enter THI’s PayPal account.
II. through bank transfer, as instructed upon receiving confirmation of your successful application. In this case, your fees will be received and your enrolment accepted when the cleared funds enter THI’s bank account.
III. It is your responsibility to ensure that the course fees are paid by the deadline notified. You are responsible for any non-payment even if your fees are being paid by a third party.

10. THI reserves the right to refuse you admission to your course if you have not paid all compulsory fees before the course starts.
11. All payments must be in GB Pounds Sterling. You must pay any currency conversion costs or other charges incurred in making the payment or in processing a refund.

Cancellations and refunds – within 7 days

12. You have the right to cancel your contract at any time within 7 days of its commencement. You will receive a full refund of any payments you have made.
13. If you choose a course that is due to commence within 7 days of purchase and then wish to cancel after your course has started, you will be required to pay for any part of your course which has already taken place and for any course materials which have been provided to you.
14. To cancel within 7 days please inform us in writing by email (oxfordhsls@gmail.com). Please write the name of your course in the subject-line of your email.

Cancellations and refunds – after 7 days

15. If you cancel your place on a course at any time after the expiry of the 7 day period you will not be entitled to a refund, except in exceptional circumstances, at the discretion of THI. If a refund is made an administration fee may be charged.
16. In exceptional circumstances you may be able to transfer your enrolment to a different THI course, or substitute a different student onto the same course, subject to any administration fees. Course fees already paid can be transferred to the new course, and any outstanding balance must be paid in full before the place can be confirmed. No refund will be given if the new course costs less than the original course.

17. To cancel after 7 days, or to ask to transfer or substitute someone else, please inform us in writing by email (Oxfordhsls@gmail.com). Please write the name of your course in the subject-line of your email. You should include all the relevant details including your and any substitute’s names, and the name of any course you wish to transfer to.

Cancellation by us

18. Where there are good reasons to do so THI may cancel your course by giving you notice in writing at any time before the course is due to start. THI will refund all fees paid by you and will endeavour to offer a transfer to another course as an alternative, subject to payment or refund of any difference in the purchase price.
19. THI’s liability when it cancels a course will be limited to a refund of any fees paid for the cancelled course. For partial cancellation of a course, such refunds will be made on a proportionate basis.

Changes to Courses

20. THI will seek to deliver each course in accordance with the description set out on the course web page.
21. However, there may be situations in which it is desirable or necessary for THI to make changes in course provision, either before or after enrolment. THI, therefore, reserves the right to:

I. make reasonable changes to the timetable, location or staff specified for a course; and
II. make reasonable changes to the content and syllabus of a course.

22. In exceptional circumstances we may need to suspend, discontinue or combine courses.
23. THI will not be liable to you for any loss caused to you under its contract with you which results from events that are beyond THI’s reasonable control, such as industrial action, acts of god, acts of terrorism, the unanticipated departure or absence of key members of staff, or failure by third party suppliers and subcontractors. In such circumstances, THI will take reasonable steps to mitigate the impact on you and to restore the usual teaching and services.

Insurance

Please note, the following section is only applicable if you are attending the in-person summer school:

24. You are required to take out comprehensive insurance to cover yourself, including, for the summer school, health, contents and travel insurance, which will insure you against, but not limited to, issues such as flight costs and course fees incurred in the event of cancellations, theft of personal items, medical treatment, repatriation, personal accident, the occurrence of a Force Majeure Event, public liability, legal expenses etc.,
25. It is your responsibility to follow the relevant requirements of your insurer, for example in informing the insurer promptly after any accident and claiming from the insurer.

Personal Data

26. THI will collect and use information about you in accordance with the principles set out in our Privacy Policy at INSERT. This includes ensuring that your data will only be used in a way that is fair, lawful and secure.
27. THI staff members may ask you to participate in photographs, videos or other promotional activities during the course, for use in THI’s future publicity. You should advise THI in writing before the course if you would prefer not to participate in these activities and unless otherwise instructed in writing, THI may use these images for its business use and promotional activities on an ongoing basis

The Equality Act

28. If you identify as disabled or have any other particular requirements you are asked to provide THI with sufficient information in writing by email (Oxfordhsls@gmail.com) so that THI can start to consider and make any reasonable arrangements.

Complaints Procedure

29. If you have a complaint, you should inform us in writing by email (Oxfordhsls@gmail.com). We will endeavour to respond within 14 days.

Termination

30. Your contract with THI will end in the following circumstances:
I. when you finish your course or if you cancel or withdraw from your course and so cease to be a current student;
II. if THI exercises its right to cancel or discontinue your course under paragraphs 18 or 22 above;
III. if you fail to comply with paragraph 5 above.
31. The following terms will survive termination of your contract with THI for any reason:

I. terms relating to personal data as described in paragraph 26 and 27 above; and
II. terms relating to THI procedures to the extent that they relate to events that occurred prior to termination including the complaints procedure.

You agree to:

I. behave considerably, responsibly and co-operatively towards anyone involved with THI, including fellow students, tutors, and staff.
II. for in-person summer school students, treat all buildings and facilities that THI uses with care, and not attach anything to or decorate any property.
III. not make use of the name, logos, trademarks, or materials of THI without written permission.
IV. not publish any material by any medium relating to THI, its staff, students, or any other person or body THI has a relationship with without THI’s written permission.

Jurisdiction

33. Your contract with THI and any dispute arising from it (including non-contractual disputes) shall be governed by the laws of England and Wales and shall be subject to the exclusive jurisdiction of the English Courts.

The Himalayan Initiatives Privacy Policy

A: Privacy policy — Website
www.himalayaninitiatives.org/ (‘This site’) is operated by The Himalayan Initiatives. We are committed to protecting the privacy and security of your personal information (‘personal data’).

This policy describes how we collect and use your personal data, in accordance with the UK General Data Protection Regulation (GDPR) and associated data protection legislation.

B: Who is using your personal data?

The Himalayan Initiatives is the ‘data controller’ for the information that you provide to us. This means that we decide how to use it and are responsible for looking after it in accordance with the GDPR.

Access to your personal data will be provided to those staff who need to view it as part of their work in connection with operations.

Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it. We may update this policy at any time.
By visiting our site and enrolling in our courses you are accepting and consenting to the practices described in this policy.

C: Glossary

Where we refer in this policy to your ‘personal data’, we mean any recorded information that is about you and from which you can be identified. It does not include data where your identity has been removed (anonymous data).

Where we refer to the ‘processing’ of your personal data, we mean anything that we do with that information, including collection, use, storage, disclosure or retention.

D: Types of data we collect about you

We will collect, store, and use the following categories of data when you use our site:

Data you give us:

You may give us data about you including:

• Personal details such as name, title, address, telephone number, email address, nationality, date of birth, sex, disability, and religious belief;
• Education and employment information (including your occupation and highest qualification held).

Data we collect about you if you consent to our use of cookies:

• When you visit our site, we will automatically collect certain technical information, for example, the type of device (and its unique device identifier) you use to access our site, the Internet protocol (IP) address used to connect your device to the Internet, your login information, browser type and version, time zone setting, browser plug-in types and versions, operating system, mobile network information and platform.

• We will automatically collect information about your visit to our site including the full Uniform Resource Locators (URL), clickstream to, through and from the Website (including date and time), pages you viewed, page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), and methods used to browse away from the page.

E: When we collect your data

We will collect the vast majority of data about you when you correspond with us by e mail, phone or otherwise, enrol on a course using our site, or enter a competition, promotion or survey.

When you visit our site we may also automatically collect technical information about your visit from your computer.

F: How we use your data

We process your data for one or more of the following reasons:

• To provide you with the services, products and/or information you have requested, e.g. upcoming scholarships, funds, events and application deadlines. This processing is necessary to meet our contractual obligations to you or to take steps requested by you prior to entering into a contract. Information processed for this purpose includes, but is not limited to the data listed in section D.

• To send you marketing or other types of communication by email, e.g. our newsletter and information about upcoming courses. We do this only where you have specifically indicated that you consent to receive such communications, for example, by registering for our newsletter. You can withdraw your consent at any time by contacting us at admin@himalayaninitiatives.org. In this event, we will stop any processing as soon as we can. However, this will not affect the lawfulness of any processing carried out before your withdrawal of consent and you may no longer be able to use the site in the same way you did before.

• For the purposes for which you use this website, e.g. searching scholarships, paying for and enrolling on courses and making enquiries.

• For purposes arising from your use of this website, for example, to ensure that we understand who uses our site and how our site is used, and to improve our site and ensure it is secure. This processing occurs because it is necessary to meet our legitimate interests in operating this website. Information processed for this purpose includes, but is not limited to: IP addresses.
We will only use your data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another related reason and that reason is compatible with the original purpose. If we need to use your data for an unrelated purpose, we will seek your consent to use it for that new purpose.

Please note that we may process your data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

G: Marketing

We would like to send you information by email about courses, services and opportunities which may be of interest to you.

We will not provide your data to other businesses so they can use it for marketing purposes.

H: Where we store or use your data

We may store data collected by the website manually or electronically. The data is stored on hardware-based in the UK.

There may be occasions when we transfer your data outside the European Economic Area (EEA), for example, when we communicate with you using a cloud-based service provider that operates outside the EEA such as Gmail/OneDrive/Survey Monkey/MailChimp etc. Such transfers will only take place if one of the following applies:

• the country receiving the data is considered by the EU to provide an adequate level of data protection;
• the organisation receiving the data is covered by an arrangement recognised by the EU as providing an adequate standard of data protection, e.g. transfers to companies that are certified under the EU US Privacy Shield;
• the transfer is governed by approved contractual clauses;
• the transfer has your consent;
• the transfer is necessary for the performance of a contract with you or to take steps requested by you prior to entering into that contract; or
• the transfer is necessary for the performance of a contract with another person, which is in your interests.

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of data transmitted to the website and any transmission is at your own risk.

I: Third party websites

Our site contains links to and from various third party websites. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.

J: Retaining your data

We will only retain your data for as long as we need it to fulfil our purposes, including any relating to legal, accounting, or reporting requirements.

K: Your rights

Under certain circumstances, by law, you have the right to:

• request access to your data (commonly known as a ‘subject access request’). This enables you to receive a copy of your data and to check that we are lawfully processing it.
• request correction of your data. This enables you to ask us to correct any incomplete or inaccurate information we hold about you.
• request erasure of your data. This enables you to ask us to delete or remove your data where there is no good reason for us to continue to process it. You also have the right to ask us to delete or remove your data where you have exercised your right to object to processing (see below).
• object to the processing of your data where we are relying on our legitimate interests (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object to where we are processing your data for direct marketing purposes.
• request the restriction of processing of your data. This enables you to ask us to suspend the processing of your data, for example, if you want us to establish its accuracy or the reason for processing it.
• request the transfer of your data to another party.

Depending on the circumstances and the nature of your request it may not be possible for us to do what you have asked, for example, where there is a statutory or contractual requirement for us to process your data and it would not be possible to fulfil our legal obligations if we were to stop. However, where you have consented to the processing (for example, where you have asked us to contact you for marketing purposes) you can withdraw your consent at any time by emailing us at admin@himalayaninitiatives.org. In this event, we will stop the processing as soon as we can. However, this will not affect the lawfulness of any processing carried out before your withdrawal of consent and you may no longer be able to use the site in the same way as you did before.

If you want to exercise any of the rights described above or are dissatisfied with the way we have used your information, you should contact admin@himalayaninitiatives.org. We will seek to deal with your request without undue delay, and in any event in accordance with the requirements of the GDPR. Please note that we may keep a record of your communications to help us resolve any issues which you raise.

L: Cookies

Our site uses cookies to distinguish you from other users of our site. This helps us to provide you with a good experience when you browse our site and also allows us to improve our site.

M: Changes to this policy

Any changes we may make to our privacy policy in the future will be posted on this page. Please check back frequently to see any updates or changes to our privacy policy.

N: Contact
If you wish to raise any queries or concerns about this privacy policy please contact us at admin@himalayaninitiatives.org.