Terms & conditions

Terms and Conditions for the Wadham Experience, Wadham College, University of Oxford.  

  1. The purpose of these Terms and Conditions is to set out the contractual basis for your relationship with Wadham College, and to draw your attention to key terms. 

  2. The contractual terms consist of: 
    • These terms and conditions,
    • The WE prospectus and webpage (https://WE.wadham.ox.ac.uk), 
    • Your “Offer Letter” from Wadham Experience, and
    • Wadham’s governance, regulations, and policies https://www.wadham.ox.ac.uk/governance-regulations-policies 

  3. The contractual terms are binding once you have accepted, in writing, your Offer Letter. 

  4. You will enter this contract with Wadham College even if your fees are paid by a third party on your behalf.

  5. It is a condition of your contract that any information submitted with or in relation to your application is true, accurate and complete (i.e. does not omit information you have been asked to provide).

  6. Programme Fees:
    • Details of the fees and charges you will have to pay are set out on the programme web page or prospectus.
    • The programme fee includes tuition, accommodation, meals, and all programme materials. 
    • Any additional expenses, such as transportation or personal purchases, are the responsibility of the participant.
    • Once you have accepted your Offer Letter, an invoice will be issued to you with full details of how to pay. Participants shall make a 10% deposit within 14 days of returning the signed Offer Letter. The balance is due 60 days prior to the start of the programme.  
    • It is your responsibility to ensure that the programme fees and all other charges relating to the programme are settled on time.  Your place is not confirmed until your fees are paid in full.
    • If your fees are to be paid by a third party which informs Wadham that it accepts full liability for your fees, then Wadham will invoice the third party directly and will seek to recover any unpaid fees from the third party in the first instance. However, Wadham reserves the right to seek payment from you if recovery from the third party is unsuccessful.
    • Wadham reserves the right to refuse you admission to your programme if you have not paid all fees before the programme starts.
    • 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.

  7. Cancellations and Refunds:
    • Participants who wish to cancel their enrolment must notify Wadham College by email to enquiries@we.wadham.ox.ac.uk .
    • Refunds will be provided according to the following schedule:
    • More than 60 days before the programme start date: No refund of the deposit but there are no further payments owed. The deposit can be used against a future programme.  
    • Less than 60 days before the programme start date: No refund and all amounts due, but you can defer your place to a future programme. 
    • Wadham College reserves the right to cancel the programme due to insufficient enrolment or unforeseen circumstances. In such cases, participants will be notified as soon as possible, and a full refund will be provided.

  8. Accommodation and Facilities:
    • Participants will be provided with accommodation in Wadham College’s residential facilities.
    • Check in time is from 2pm on the day of your arrival and check out is 10am on your departure date. 
    • If you are wanting to extend your stay by either arriving earlier or staying longer, this may be possible, subject to additional charges. 
    • If you do not check in on the scheduled day of arrival (or cancel without the appropriate notice), we reserve the right to cancel any remaining nights on the booking, unless you request otherwise.
    • Participants are expected to follow the rules and regulations set by Wadham College regarding behaviour, noise, and the use of facilities.
    • Any damage caused to Wadham College property by a participant will be the responsibility of the participant and may result in additional charges.
    • Limited parking is available for those coming by car and may incur extra charges. They must be booked in advance. 
    • All meals and beverages are included subject to any restrictions set out in the prospectus or webpage.  
    • Gambling is forbidden. No hunting or hawking. No one is to use guns or crossbows or wear arms except when travelling. 
    • Pets are generally forbidden but if you have any specific requirements, we may be able to make an exception. 

  9. Code of Conduct:
    • Participants are expected to behave in a respectful and considerate manner towards fellow participants, staff, and the college community.
    • Any form of harassment, discrimination, or disruptive behaviour will not be tolerated and may result in immediate expulsion from the programme without a refund.
    • Participants must comply with Wadham’s governance, regulations, and policies. 

  10. Liability:
    • Wadham College will not be held liable for any loss, damage, injury, or illness incurred during the programme.
    • Participants are advised to obtain appropriate travel insurance to cover any unforeseen circumstances.
    • Wadham’s liability when it cancels a programme will be limited to a refund of any fees or charges paid for the cancelled programme. 
    • No refunds, discounts, damages or waivers of programme fees or other charges will be payable to you where changes or delays have resulted from, been caused by, or are in relation to a pandemic, epidemic or local health emergency necessitating measures to reduce risk of infection or illness. Wadham will not be liable for any consequential losses or expenses you may incur (eg travel or accommodation costs) because of any such pandemic, epidemic or health emergency measures.
    • Wadham will not be in breach of its obligations under its contract with you, nor liable to you for any loss caused to you under its contract with you, which results from events which are beyond Wadham’s reasonable control, such as: a pandemic, an epidemic or a local health emergency necessitating measures to reduce risk of infection or illness; industrial action; acts of God; acts of terrorism; government order or law; action by any governmental authority; the unanticipated departure or absence of key members of Wadham staff; or failure or delay by third party suppliers and subcontractors. In such circumstances, Wadham will take reasonable steps to mitigate the impact on you and to restore teaching and services. This paragraph is not intended to restrict any legal rights where doing so would be unlawful (eg under consumer law).

  11.  Changes to Programme content 
    • Wadham will seek to deliver each programme in accordance with the description set out on its programme web page or prospectus.
    • Notwithstanding sub-clause (a) above, there may be situations in which it is desirable or necessary for Wadham to make changes in programme provision, either before or after enrolment. Wadham therefore reserves the right to:
    • make reasonable changes to the timetable, location or academic staff specified for a programme; and
    • make reasonable changes to the content and syllabus of a programme.
    • In exceptional circumstances we may need to suspend, discontinue, or combine programmes. This may be because of academic changes within subject areas, or because of low student numbers on a programme.

  12. Photography and Filming:
    • Wadham College may take photographs or videos during the programme for promotional purposes.
    • Participants who do not wish to be photographed or filmed must notify Wadham College in writing before the programme begins.

  13. Wadham will collect and use your information about you in accordance with the principles set out in Wadham’s Privacy Policy on the Wadham College website. This includes ensuring that your data will only be used in a way which is fair, lawful, and secure.

  14. Governing Law and Jurisdiction:
    • These terms and conditions are governed by the laws of England and Wales.
    • Any disputes arising from these terms and conditions will be subject to the exclusive jurisdiction of the English courts.

By enrolling in the week-long residential educational retreat at Wadham, participants agree to abide by these terms and conditions.

Privacy & Cookies

Cookies

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Cookies may be:

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  • but could equally be for a wide range of other purposes.

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Used site-wide to help us tracking visitor usage. This is a web analytics service provided by Google, Inc. Google Analytics sets a cookie in order to evaluate use of those services and compile a report for us.

YouTube/Vimeo

Embedded video in our site is provided by YouTube and Vimeo. Please note opting out of cookies will prevent you from watching YouTube videos on this site.

Privacy Policy

Please note that although this website provides links to other websites, this policy only applies to the webpages hosted under Wadham College domain (i.e. pages with URLs containing wadham.ox.ac.uk).

Personal Information

On some parts of this site, you may be asked to provide some limited personal information in order to enable the provision of certain services e.g. newsletter subscription, enquiries, etc. Wadham College may store this information manually or electronically. By supplying this information you are consenting to Wadham College holding and using it for the purposes for which it was provided. Information provided will be kept only for as long as is necessary to fulfil that purpose. Personal information will not be sold to third parties, or provided to direct marketing companies. Personal information collected and/or processed by Wadham College is held in accordance with the provisions of the Data Protection Act 1998.

If we decide to change our privacy policy we will post those changes to this privacy statement. We reserve the right to modify this privacy statement at any time, so please review it frequently.

Accessibility

Accessibility is fundamental to our core values and we endeavour to create an environment that is open to all.
 
Buildings within Wadham College vary in degrees of accessibility to people with physical disabilities.  Some of our buildings date as far back as the seventeenth century and are presently not fully accessible.
 
We will, however, do as much as we can to make reasonable physical adjustments or arrangements to make the College as accessible as possible.  The extent to which we are able to do this depends upon individual requirements, but we do have experience of many students, visitors and staff with disabilities living and working within the College.
 
Please do contact us for more information and to discuss your requirements.