Harbingers’ Academy Terms & Conditions

HATCv.25.03.14.1

The Harbingers’ Academy is a service provided by The Oxford School for the Future of Journalism Ltd (Registered with the Companies House for England and Wales under Company no: 13565860) whose registered office is at Suite 14, 266 Banbury Road, Summertown, Oxford, England, OX2 7DL, United Kingdom.

Under the Harbingers’ Academy, the OXSFJ supplies language courses as remote journalism workshops (“Online courses”), summer schools and educational holiday trips (“Attended courses”), and journalism projects (“Programmes”).

Under the Harbingers’ Academy, the OXSFJ supplies education projects to students in pre-university education, aged 14-18. Parent/guardian consent is required for students under 18.

By using our services, you agree to these terms and conditions. The OXSFJ reserves the right to modify these terms and conditions with 14 days’ notice. Continued use of our services after this period constitutes acceptance of the updated terms.

1. Definitions

Agreement – Refers to the legally binding contract formed between the Company and the Client/Parent/Guardian upon acceptance of these Terms & Conditions.
Attended Course – A summer school, educational holiday trip, or other in-person training event organised by the Company.
Client – The individual, organisation, or legal entity that purchases or funds services provided by the Company. A Client signs a Letter of Agreement listing fees for required services.
Company – Refers to The Oxford School for the Future of Journalism Ltd (OXSFJ).
Confidential Information – Any non-public information disclosed by the Company, Client, Parent/Guardian or Student, including personal data, business practices, or intellectual property.
Consent Form – A document that must be signed by the Parent/Guardian of a Student under the age of 18 before the Student can participate in the Company’s services. The Consent Form confirms parental/legal guardian approval and establishes the primary methods of contact between the Company, the Parent/Guardian, and the Student.
Course Materials – Any educational content, resources, or materials provided by the Company as part of an Online Course, Attended Course, or Programme.
Data Protection Laws – Refers to the UK General Data Protection Regulation (UK GDPR), Data Protection Act 2018, and other applicable laws governing the processing of personal data.
Letter of Agreement – A document outlining the pricing and payment terms for Online Courses, Attended Courses, and Programmes.
Force Majeure – An event beyond the Company’s control (such as natural disasters, political unrest, or technical failures) that prevents the fulfillment of contractual obligations.
Instructor – A professional appointed by the Company to deliver Online Courses, Attended Courses, or Programmes.
Online Course – A remote journalism workshop designed to develop language and reporting skills, delivered via digital platforms.
Parent/Guardian – The legal guardian of a Student under the age of 18 who provides consent for their participation in the Company’s services. Parent/Guardian signs the Consent Form.
Programme – A funded journalism project that enables Students to engage in educational and reporting activities.
Services – Collectively refers to Online Courses, Attended Courses, and Programmes provided by the Company under the Harbingers’ Academy brand.
Student – The individual enrolled in an Online Course, Attended Course, or Programme offered by the Company.
Third-Party Service Providers – External vendors or contractors that the Company may engage to assist in delivering Services, including but not limited to guests, external contributors, accommodation providers, transportation providers, teachers, professionals, and software platforms used for Online Courses.
Travel Consent Form – A required document for Students participating in Attended Courses. It contains details of the Attended Course, the Student’s personal information, and any applicable special terms. If the Student is under 18, the Parent/Guardian must sign the Travel Consent Form before the Student is allowed to travel for an Attended Course.
Work – Any content, materials, or outputs created by a Student as part of their participation in the Company’s Services, including but not limited to written articles, audiovisual materials, photographs, and multimedia projects.

2. Services

2.1 Services – Under the Harbingers’ Academy brand, the Company supplies language courses as:

2.1.1 Online Courses – Remote journalism workshops designed to develop language and reporting skills;
2.1.2 Attended Courses – Summer schools and educational trips that offer hands-on journalism training;
2.1.3 Programmes – Funded opportunities for Students to engage in journalism and reporting projects.

2.2 Additional Services – Additionally, the Company may offer services related to travel, education, time management, digital tools and other, and may act as an intermediary to connect Clients/Parents/Guardians and Students with Third-Party Service Providers.

2.3 Free Access to Services – The OXSFJ may allow Students to access its services free of charge, subject to availability. This may occur when funding is provided through grants, sponsorships, promotional initiatives, or other financial support mechanisms aimed at increasing access to journalism education.

2.4 Service Adjustments – The Company reserves the right to modify course content, curriculum, or scheduling based on Instructor availability, industry updates, technological advancements, or other factors that may impact the relevance or feasibility of the course.

2.4.1 Any significant changes to an Online Course, Attended Course, or Programme will be communicated to Students and Clients/Parents/Guardians as early as possible.
2.4.2 The Company is not liable for financial losses due to minor adjustments in course content, provided that the core educational objectives remain unchanged.

3. General Provisions

3.1 Jurisdiction – These Terms & Conditions shall be governed by and construed in accordance with the laws of England and Wales. The courts of England and Wales shall have exclusive jurisdiction to settle any dispute or claim (including non-contractual disputes or claims) arising out of or in connection with these Terms & Conditions or their subject matter or formation. Nothing in this clause shall limit the right of the Company to take proceedings against the Client/Parent/Guardian in any other court of competent jurisdiction.

3.2 Severability – If any provision of these Terms & Conditions is found to be unlawful, void, or unenforceable, that provision shall be deemed severable and will not affect the validity and enforceability of the remaining provisions.

3.3 Force Majeure – The Company shall not be held liable for any failure or delay in providing services due to events beyond its reasonable control, including but not limited to natural disasters, government actions, technical failures, or unforeseen circumstances. In the event that a Force Majeure event affects Services, the Company will determine, at its sole discretion, whether refunds, rescheduling, or alternative arrangements can be provided. The Company is not liable for financial losses resulting from cancellations due to Force Majeure.

3.4 Non-Third Party Enforcement – These Terms & Conditions set out the terms of agreement between the Company, the Client, the Student and Parent/Guardian. No other party or parties shall have the right to enforce any part of this agreement. Neither party will need to ask any other party to sign off on changing or ending the agreement.

3.5 Delay in Enforcement – Even if the Company delays in enforcing these Terms & Conditions, it can still do so at a later time. The Company may not immediately act on a breach (such as delayed payments or non-compliance), but this does not waive the right to enforce the terms in the future.

3.6 Subcontracting – The Company reserves the right to engage a different organization or third party to supply some or all of the Services outlined in these Terms & Conditions.

3.7 Entire Agreement – These Terms & Conditions constitute the entire agreement between the Company and the Client/Parent/Guardian concerning the use of services provided by the Company. Any prior agreements, understandings, or representations, whether written or oral, are superseded by these Terms & Conditions.

3.8 Limitation of Liability – These Terms & Conditions do not limit any liability which cannot legally be limited, including but not limited to liability for death or personal injury caused by negligence or fraud or fraudulent misrepresentation.

3.8.1 References to liability in this clause include every kind of liability arising under or in connection with these Terms & Conditions including but not limited to liability in contract, tort (including negligence), misrepresentation, restitution or otherwise.
3.8.2 Subject to this clause, the Company shall not be liable to the Client/Parent/Guardian and/or Student for any special, indirect or consequential losses arising out of this Agreement, even if advised of the possibility of such damages; and the Company’s total liability to the Client/Parent/Guardian and/or Student shall not exceed the Company’s insurance policy.

3.9 Indemnification – The Client/Parent/Guardian and/or Student shall indemnify, defend, and hold harmless the Company and its affiliates, officers, directors, employees, and agents from any claims, damages, losses, or expenses (including reasonable attorney’s fees) arising from:

3.9.1 The Client/Parent/Guardian’s and/or Student’s breach of this Agreement;
3.9.2 The Client/Parent/Guardian’s and/or Student’s negligent or intentional acts or omissions;
3.9.3 The Client/Parent/Guardian’s and/or Student’s violation of any applicable laws or regulations;
3.9.4 Third-party claims relating to or in connection with the Client/Parent/Guardian’s and/or Student’s receipt of the Services or Course Materials.

3.10 Right to Refuse Service – The Company reserves the right to refuse service, enrollment, or participation in any Online Course, Attended Course, or Programme if it determines, based on reasonable grounds, that doing so is necessary to maintain safety, integrity, legal compliance, or operational feasibility.

3.10.1 Reasonable grounds for refusal may include, but are not limited to: the Client/Parent/Guardian and/or Student failing to meet eligibility requirements for the course or programme, concerns about the Student’s ability to safely participate in the programme due to medical, behavioral, or other risk factors, a history of violations of Company policies, including past expulsions, Legal, regulatory, or compliance issues that would prevent the Student’s participation.
3.10.2 The Company will notify the Client/Parent/Guardian and/or Student of the refusal in writing, providing a brief explanation of the reason for the decision.
3.10.3 If a Client has already made a payment and is refused service before the start date, the Company will issue a full refund, unless administrative or third-party costs have already been incurred. In such cases, a partial refund will be provided.
3.10.4 If a Client/Parent/Guardian and/or Student is refused service after the commencement of a course or programme, refund eligibility will be determined on a case-by-case basis, depending on the reason for refusal and the portion of services already rendered.
3.10.5 The Company is not liable for any indirect financial losses resulting from a refusal of service, such as travel cancellations, visa denials, or third-party expenses.

3.11 Right to Modify Terms & Conditions – The Company reserves the right to update or modify these Terms & Conditions at any time to reflect changes in services, legal requirements, or operational needs.

3.11.1 Clients/Parents/Guardians and Students will be given at least 14 days’ notice of significant changes via email or an announcement on the Company’s official website. Continued use of the Company’s Services after this period constitutes acceptance of the updated Terms & Conditions. If a Client/Parent/Guardian or Student does not agree with the modifications, they may request to terminate their agreement within the 14-day notice period, subject to any applicable cancellation policies.
3.11.2 Any updates to these Terms & Conditions will not retroactively affect services already completed under a previous agreement.

4. Education

4.1 Teaching Materials – The Company shall provide all necessary teaching materials for the courses and programmes offered under the Harbingers’ Academy.

4.2 Student Equipment Requirements – Students are required to bring their own device (a laptop or tablet with full keyboard), along with appropriate power cables, suitable for any locations visited.

4.2.1 For Online Courses and Programmes delivered online, they must ensure they have good quality internet access, which is sufficiently unrestricted to allow the use of Google Workspace and WhatsApp services, as well as access to all main international and domestic media sites and sources.
4.2.2 The Student is responsible for ensuring their device, software, and internet connection meet the necessary requirements for Online Courses. The Company is not liable for disruptions caused by technical failures on the Student’s side, including but not limited to poor internet connection, hardware malfunctions, or software incompatibility.

4.3 Parental Control Settings – To provide educational services efficiently, the Company may request that parental control settings on the Student’s device be amended or lifted for the duration of the services being rendered.

4.4 Student Participation Requirements – Students are expected to attend all scheduled sessions, complete assignments on time, and actively engage in coursework. If a Student repeatedly fails to attend scheduled sessions without prior notice or a valid reason, the Company reserves the right to deny requests for rescheduling, refunds, or additional accommodations. The Company is not responsible for a Student’s failure to complete coursework, and lack of engagement will not be grounds for refunds or course extensions unless otherwise agreed in writing.

4.5 Public Conduct & Representation – When participating in an Attended Course or Programme that involves external reporting, public interactions, or representation of the Company, the Student must conduct themselves professionally and ethically.

4.5.1 Students must adhere to the highest standards of journalistic integrity, respect interview subjects, and follow legal and ethical reporting guidelines.
4.5.2 Any public statements, publications, or representations made by the Student must not falsely imply endorsement by the Company.
4.5.3 The Company reserves the right to take disciplinary action if a Student’s public behavior negatively affects the Company’s reputation or disrupts the Programme.

4.6 Evaluations & Assessments – The Company may conduct evaluations, assessments, or progress reviews to measure Student engagement, learning outcomes, and overall performance in Online Courses, Attended Courses, or Programmes.

4.6.1 Participation in assessments may be required for Students to receive certificates of completion, feedback reports, or other course-related recognitions.
4.6.2 Assessments may include quizzes, assignments, peer reviews, Instructor feedback, or other evaluation methods as determined by the Company.
4.6.3 The Company reserves the right to modify evaluation criteria or assessment formats based on course objectives and Student needs.

5. Health & Safety (Online Courses & General Conduct)

5.1 Safeguarding Policy – To protect all students’ health, safety, and well-being, the Company has a Safeguarding Policy in place. The Harbingers’ Academy Safeguarding Policy is available on the Harbingers’ Academy website.

5.2 Student Conduct – The Student will be required to follow guidance from Instructors. The Student must not engage in illegal acts, violence, anti-social behaviour, consume alcohol, take non-prescribed medication or drugs, behave recklessly, harass, discriminate against, act derogatorily, abusively, or with insubordination towards the relevant instructor, supervisor, mentor, other students, or any third party whilst receiving the Services.

5.2.1 If a Student engages in any such activity or any other behaviour deemed inappropriate by the Company, the Company reserves the right to take disciplinary action, which may include a warning, temporary suspension, or immediate expulsion. Suspended Students may be required to complete a review process before resuming participation. The Company will assess each case individually and notify the Client/Parent/Guardian of the outcome.

5.3 Instructor Background Checks & Training – The Company shall ensure all its Instructors have current Enhanced Background Checks (required for individuals working with children in England and Wales) or the closest available equivalent vetting process in their country of residence. Additionally, Instructors must have undergone recommended training from the National Society for the Prevention of Cruelty to Children (NSPCC) and comply with the Company’s Safeguarding Policy.

5.4 Inclusive & Respectful Environment – The Company shall promote an inclusive and respectful environment, recognizing and accommodating the diverse cultural backgrounds of Students.

5.5 Duty of Care for Online Courses – The Parent/Guardian accepts that the Company and its Instructors are not in a position to provide support in case of an emergency during Online Courses and acknowledges that participation in an Online Course does not imply that the Company or Instructor is exercising a duty of care towards the Student.

5.5.1 If a Student repeatedly disrupts an Online Course, the Company reserves the right to remove them from the session. Serious violations may result in suspension or termination of access to Online Courses, with no refund provided.

5.6 Instructor Assignments – The Company reserves the right to assign, replace, or change Instructors for Online Courses, Attended Courses, or Programmes as needed. Instructor availability may be affected by scheduling conflicts, unforeseen circumstances, or Company requirements.

5.6.1 If an Instructor is replaced, the Company will ensure that the replacement meets the necessary qualifications and safeguarding requirements.
5.6.2 Clients/Parents/Guardians/Students may not request a refund, rescheduling, or special accommodation solely due to an Instructor or change.

5.7 Instructor Absences & Rescheduling – If an Instructor is unable to conduct a scheduled Online Course session due to unforeseen circumstances (e.g., illness, accident, technical failure), the Company will make reasonable efforts to reschedule the session at a mutually convenient time.

5.7.1 If rescheduling is not possible, the Company may assign a qualified replacement Instructor or provide additional resources to compensate for the missed session.
5.7.2 Refunds will not be issued solely due to an Instructor’s absence, provided that an alternative solution (such as rescheduling or a replacement Instructor) is offered.
5.7.3 If multiple sessions are cancelled due to Instructor unavailability and no suitable alternative is provided, the Client may request a partial refund based on the number of affected sessions.

5.8 Time Zone Considerations – Online Course sessions are scheduled in a time zone agreed upon by the Instructor and the Student, and Students are responsible for adjusting their schedules to match the designated time. The Company is not responsible for missed sessions due to time zone miscalculations by the Student. If a Student is unable to attend a session due to time zone differences, rescheduling is subject to Instructor availability and the Company’s cancellation policy.

6. Health & Safety (Attended Courses)

6.1 Duty of Care for Attended Courses – For the duration of the Attended Course, the Company’s instructors shall exercise a duty of care towards the Student to ensure their health, safety, and well-being. For each Attended Course, a Lead Instructor will be named. The Lead Instructor might be supported by other instructors and supervisors.

6.2 Supervision During the Attended Course – The Parent/Guardian accepts that the Duty of Care is reasonable, so the Student will not be under round-the-clock supervision during the Course. In the daytime, the Student may perform regular daily activities unsupervised. At the end of each day, Instructors will ensure the Student is in their room. Except for emergencies, the Student is expected not to leave their room until the following morning. Instructors will be accommodated on the same property as the Student but will not be required to proactively monitor them overnight.

6.3 Travel Consent Form – The Company will require the Parent/Guardian to sign a Travel Consent Form before an Attended Course. This form contains details of the Attended Course, including the Student’s itinerary, emergency contacts, and required disclosures. The Parent/Guardian must ensure that the Student has a printed, signed copy of the Travel Consent Form before departure. The Company reserves the right to deny participation if the Travel Consent Form is not provided.

6.4 Additional Documents – Together with the Travel Consent Form, the Client/Parent/Guardian may be required to attach a copy of the Student’s passport picture page, a Proof of Insurance for the Student, or other documents.

6.4.1 Proof of Insurance – The policy should detail the provider, policy number, coverage, and validity for the duration of the Attended Course. Required are:

6.4.1.1 Travel Insurance – Covering trip cancellation, lost luggage, and travel delays.
6.4.1.2 Medical Insurance – Covering medical expenses, emergency treatment, hospitalisation, and repatriation.
6.4.1.3 Third-Party Liability Insurance – Covering third-party bodily injury and property damage for the entire duration of the Attended Course.

6.4.2 Student Information Disclosure — The Parent/Guardian must disclose relevant information about the Student that may affect their safety or impact the organisation of the Attended Course, including diagnosed medical conditions, allergies, and special educational, dietary, and social needs.

6.5 Failure to Provide Documentation – If the Parent/Guardian fails to provide the Travel Consent Form, Proof of Insurance, and other required documents, the Company may deny the Student’s participation until satisfactory proof is provided.

6.6 Indemnification – The Client/Parent/Guardian agrees to indemnify and hold harmless the Company from any claims, liabilities, or expenses arising from the Travel Consent Form deemed insufficient by authorities or (the Client/)Parent/Guardian’s failure to secure the required insurance.

6.7 Student Communication & Emergency Contact – The Parent/Guardian shall ensure the Student is equipped with a phone for the entire duration of the Attended Course. The Student must be able to override any parental control or cost-reducing measures on the device to make calls, send text messages, and access the Internet as needed.

6.7.1 The Parent/Guardian must keep the Company informed of their up-to-date emergency contact information.
6.7.2 The Company is not responsible for delays or issues resulting from outdated or incorrect emergency contact details.

6.8 Emergency Decision-Making – In an emergency, the Company will prioritise the Student’s health and safety and notify the Parent/Guardian as early as reasonably possible. The Parent/Guardian authorises the Company to make all reasonable decisions necessary to secure the Student’s health and safety, and accept financial and other responsibilities that may arise from such decisions.

6.8.1 In the event of an emergency, the Company will first attempt to contact the Student’s designated emergency contact. If immediate action is required and the emergency contact cannot be reached, the Company reserves the right to seek medical care, contact local authorities, or take any reasonable steps to ensure the Student’s safety.

6.9 Attended Course Itinerary & Changes – The Company will make reasonable efforts to ensure the Student learns as much as possible in line with the Attended Course. However, the nature of journalism means the Company cannot guarantee all planned activities will occur. The itinerary of any overseas field assignment is subject to change due to unforeseen circumstances, such as breaking news events, travel disruptions, security concerns, or local restrictions. The Client/Parent/Guardian/Student acknowledges that changes may take place without prior notice, and the Company will provide updates as soon as possible.

6.10 Risk Assessment & Acceptance – The Company will assess the political and journalistic environment of the host country, identifying risks relating to press freedom, political instability, and safety concerns. The Client/Parent/Guardian and Student will be notified or as soon as the Company becomes aware of such risks. By continuing with the Attended Course, the Client/Parent/Guardian and Student accept these risks and undertake the Attended Course at their own risk. The Company does not accept liability for any losses, damages, or liabilities where such risks exist and have been acknowledged.

6.11 Compliance with Local Laws & Safety Protocols – Safety is the priority, and the laws of the host country will be complied with at all times. Students must follow all safety protocols, avoid unsafe activities, and report concerns immediately. If a Student knowingly disregards safety protocols, engages in reckless behavior, or refuses to comply with safety instructions, the Company reserves the right to take appropriate disciplinary action, including removal from the Attended Course with no refund. The Company will conduct risk assessments and implement mitigation measures as needed.

6.12 Accommodation Standards – If accommodation is provided as part of the Attended Course, it will meet safety, hygiene, and comfort standards.

6.13 Communication & Student Support – The Company shall establish a clear communication channel for the Student to report any issues or concerns. A Lead Instructor will provide regular guidance and check-ins to ensure the Student’s well-being.

6.14 Orientation – If necessary, the Company will provide an orientation upon arrival, including local customs, laws, safety guidelines, and available resources.

6.15 Student Conduct – Provisions of Clause 5.2 apply to Attended Courses. If a Student engages in the behaviour listed in Clause 5.2, the Company may immediately terminate their participation, and the Student will be expelled.

6.16 Expulsion & Immediate Departure – If expulsion occurs during an Attended Course, the Client/Parent/Guardian is responsible for arranging immediate transport for the Student back home. The Company may assist in arranging transport to the nearest airport or train station. The Client/Parent/Guardian will bear all costs associated with the Student’s return. The Company will notify the Client/Parent/Guardian as soon as possible, and the duty of care will be discharged within 12 hours of notification.

6.16.1 The Company reserves the right to deny the expelled Student’s participation in future Online Courses, Attended Courses, or Programmes. Any applications for re-enrollment will be reviewed at the Company’s discretion

6.17 Client/Parent/Guardian Communication – The Company shall facilitate regular communication with the Client/Parent/Guardian, including updates on Student progress and any issues that arise.

6.18 Travel & Visa Compliance – The Client/Parent/Guardian are responsible for ensuring that the Student meets the entry, visa, and legal requirements for the destination country of the Attended Course. If the Student fails to obtain the necessary visa, travel permits, or entry clearance, the Company is not liable for any refunds, additional costs, or disruptions resulting from denied entry or travel restrictions. Upon request, the Company may advise and provide reasonable assistance in obtaining necessary travel documents, but it cannot guarantee visa approval or border entry.

6.19 Student Liability for Damages – The Client/Parent/Guardian accepts full responsibility for any damages caused by the Student to accommodations, classrooms, transportation, or other property used during the Attended Course. The Company is not responsible for covering repair costs or replacement fees for damage caused by a Student. Any such costs will be the responsibility of the Client/Parent/Guardian, and an invoice will be issued for reimbursement. If damage is caused intentionally or due to reckless behavior, the Company reserves the right to take disciplinary action, including removal from the Attended Course with no refund.

6.20 Responsibility for Personal Belongings – The Student is responsible for their own belongings, including electronic devices, money, travel documents, and other personal items, for the entire duration of the Attended Course. The Company is not liable for loss, theft, or damage to personal belongings. Students should take necessary precautions to secure their valuables and are encouraged to obtain personal property insurance. Instructors and mentors are not responsible for supervising Students’ personal belongings, and the Company will not reimburse any lost or stolen items.

6.21 Health & Safety Exclusions – The Company reserves the right to decline a Student’s participation in an Attended Course if, based on medical advice or a safety assessment, the Student’s health, medical condition, or behavioral concerns pose a risk to themselves or others.

6.21.1 If a Student develops a serious health condition or exhibits behavior that endangers themselves or others during an Attended Course, the Company may require the Student to leave the Programme immediately. In such cases, the Client/Parent/Guardian is responsible for arranging transportation home and covering any associated costs.
6.21.2 The Company is not liable for any refund if a Student is removed from an Attended Course due to health or safety concerns.

6.22 Background Checks & Additional Documentation – The Company reserves the right to conduct background checks on Students applying for specific Attended Courses and Programmes where security, confidentiality, or legal compliance is a factor. The Company may request additional documentation, such as identification, references, or past work samples, before confirming a Student’s participation in an Attended Course or Programme. If a Student fails to provide the requested documentation or does not pass the background check, the Company reserves the right to deny participation. The Company will handle all background check information in compliance with UK Data Protection Laws and will not retain unnecessary personal data beyond what is required for compliance purposes.

6.23 External Service Disclaimer – The Company may engage, facilitate or recommend external services, including but not limited to accommodation providers, transportation services, insurance providers, and local guides. These external parties operate independently of the Company.

6.23.1 The Company is not liable for the actions, omissions, or failures of any external provider. Any disputes, claims, or service failures related to external services must be resolved directly between the Client/Parent/Guardian and the third party.
6.23.2 The Company will make reasonable efforts to ensure that external providers meet expected standards; however, it does not guarantee their performance or reliability.
6.23.3 Payments made to external service providers are subject to their terms and refund policies. The Company is not responsible for any financial losses incurred due to cancellations, delays, or failures by external providers.

6.24 Travel Document Liability – The Client/Parent/Guardian is responsible for ensuring that the Student has all necessary travel documents, including a valid passport, visa, and any required entry permits. The Company is not liable for delays, denials of entry, or additional costs incurred due to incomplete, lost, stolen, or invalid travel documents. If a Student is unable to attend an Attended Course due to travel document issues, the standard cancellation and refund policies will apply.

6.25 Responsibility for Additional Costs – The Client/Parent/Guardian is responsible for any additional costs incurred by the Student during the Attended Course or Programme, including but not limited to: Medical expenses not covered by insurance, Personal purchases and discretionary spending, Extra activities or excursions beyond those included in the Attended Programme or Programme fee, Emergency travel or accommodation costs due to unforeseen circumstances. If the Company covers any additional costs on behalf of the Student, the Client/Parent/Guardina agrees to reimburse the Company upon receipt of an invoice or refund request

6.26 Programme Location Changes – The Company reserves the right to change the location of an Attended Course or Programme due to unforeseen circumstances, including but not limited to safety concerns, government restrictions, logistical challenges, or force majeure events.

6.26.1 If a location change is required, the Company will make reasonable efforts to notify Clients/Parents/Guardians and Students in advance and provide alternative arrangements.
6.26.2 If the new location is significantly different from the original and materially impacts the Client/Parent/Guardian’s ability to participate, the Client/Parent/Guardian may request a refund or alternative Attended Course or Programme placement, subject to the Company’s cancellation policy.

6.27 Dress Code & Professional Conduct – Students may be required to adhere to a dress code during Attended Courses, particularly when attending professional events, newsroom visits, or formal assignments. The Company will communicate any dress code requirements in advance.

6.27.1 Students are expected to conduct themselves professionally and respectfully in all course-related activities, particularly when engaging with industry professionals, guest speakers, or external organizations.
6.27.2 The Company reserves the right to deny participation in specific events or activities if a Student does not meet the dress code or professional conduct expectations.

7. Confidentiality and Data Protection

7.1 Confidentiality – The Company shall respect the confidentiality and privacy of the Student, ensuring that personal information is protected in accordance with applicable data protection laws and the Company’s Safeguarding Policy. The Parent/Guardian and/or Student agree that their personal data shall be processed and shared by the Company for business, publishing, and educational reasons.

7.2 Confidential Information Usage – The Client/Parent/Guardian/Student shall:

7.2.1 Use the Confidential Information only for performing obligations under this agreement;
7.2.2 Keep the Confidential Information confidential and protect it with at least the same care as it uses for its own confidential information, but no less than reasonable care;
7.2.3 Not disclose Confidential Information to any third party without prior written consent, except as needed for this agreement, and ensure such third parties are bound by similar confidentiality obligations.

7.3 Exclusions from Confidentiality – These obligations of confidentiality shall not apply to information that:

7.3.1 Becomes public without breach of this agreement;
7.3.2 Is independently developed without reference to the Confidential Information.

7.4 Irreparable Harm – The Client/Parent/Guardian/Student acknowledges that unauthorised disclosure or use of the Confidential Information may cause irreparable harm, and the Company is entitled to seek injunctive relief in addition to other legal remedies.

7.5 Data Protection – The Company is committed to ensuring that any personal data provided by the Client/Parent/Guardian or the Student is processed in accordance with applicable data protection laws, including the General Data Protection Regulation (GDPR). The Company will take all reasonable steps to safeguard the personal data of the Client/Parent/Guardian and Student, ensuring that it is stored securely and used only for the purposes for which it was collected.

7.6 Collection of Personal Data – The Company may collect and process personal data such as names, contact details, emergency contact information, medical information, and other necessary details related to the provision of services. This data will only be used for the purpose of delivering the services described in these Terms & Conditions and ensuring the health, safety, and well-being of the Student.

7.7 Lawful Basis for Processing – The Company processes personal data based on the following lawful bases under GDPR: the performance of a contract, consent, and compliance with legal obligations.

7.8 Retention of Personal Data – The Company will retain personal data for no longer than is necessary for the purposes outlined in these Terms & Conditions or as required by law. After this period, personal data will be securely deleted or anonymized, except for data used in publications, which will be governed by Section 8: Intellectual Property. Personal data will be retained for a period of one year following the completion of services, unless a longer retention period is required by law.

7.9 Data Subject Rights – The Client/Parent/Guardian and the Student have the right to access, correct, and request the deletion of their personal data held by the Company, in accordance with applicable data protection laws. Requests can be made by contacting the Company’s Data Protection Officer.

7.10 Data Sharing – The Company may share personal data with third parties only when necessary to provide the services described in these Terms & Conditions. Any third parties will be required to comply with data protection laws and maintain confidentiality.

7.11 Third-Party Service Providers – The Company may share personal data with third-party service providers (such as cloud storage providers or other contractors) who assist in providing services. These providers will be required to comply with data protection laws and maintain confidentiality.

7.12 Security Measures – The Company will implement appropriate technical and organizational measures to ensure that personal data is protected against unauthorized or unlawful processing and against accidental loss, destruction, or damage.

7.13 Breach Notification – In the event of a data breach involving personal data, the Company will notify the Client/Parent/Guardian and/or Student without undue delay, in accordance with applicable data protection laws.

7.14 International Data Transfers – In the case of international data transfers, the Company will ensure that any transfer of personal data outside the European Economic Area (EEA) is done in compliance with applicable data protection laws.

7.15 Children’s Data and Parental Consent – Where the Student is under the age of 18, the Company will obtain parental consent to process their personal data in accordance with the applicable provisions of the Data Protection Act 2018.

7.16 Right to Object to Processing – The Client/Parent/Guardian and/or Student have the right to object to the processing of their personal data, where applicable, based on legitimate interests.

7.17 Data Protection Officer (DPO) – The Company has appointed a Data Protection Officer (DPO) to oversee compliance with data protection laws. The DPO can be contacted for any data protection-related concerns or requests.

7.18 Data Breach Notification – In the event of a data breach that affects personal information, the Company will take appropriate action to contain and mitigate the breach. The Company will notify affected Clients/Parents/Guardians and/or Students as required under applicable data protection laws, including the UK GDPR. If necessary, the Company will also report the breach to relevant regulatory authorities within the required timeframes. The Company will take reasonable steps to investigate the cause of the breach and implement corrective measures to prevent future incidents.

8. Intellectual Property Rights

8.1 Ownership of Content – All intellectual property rights, including copyrights, trademarks, and patents, in any materials, content, or deliverables created or provided by the Company in connection with the services provided under these Terms & Conditions, shall remain the exclusive property of the Company, unless otherwise agreed in writing.

8.2 Grant of License – The Company grants the Client/Parent/Guardian and/or Student a non-exclusive, non-transferable license to use the materials, content, and deliverables provided under these Terms & Conditions for personal or educational purposes only, and solely as necessary to participate in the services offered. This license is revocable at any time and does not extend to commercial use. Upon termination of this Agreement, the license to use the Course Materials shall terminate. The Parent/Guardian shall ensure all Course Materials are returned to the Company or destroyed as directed by the Company.

8.2.1 Students may not copy, record, distribute, or share any course materials, including but not limited to lectures, assignments, or digital content, without prior written consent from the Company. Any unauthorized use may result in legal action.

8.3 Use of Student Work – The Student and/or the Parent/Guardian on the Student’s behalf hereby assign to the Company all existing and future intellectual property rights in the Student’s work undertaken during or for the purpose of receipt of the Services, including but not limited to written articles and audiovisual materials (“Work”). The Company may, without restriction, use and publish the Student’s Work in any way it sees fit, in its sole discretion, including for educational, promotional, or marketing purposes. The Parent/Guardian/Student consents to the Student’s name and image being published alongside such Work unless an explicit request for anonymity is made in writing.

8.4 Ownership of Student Content – The Student retains ownership of their own work created during the services, subject to the Company’s right to use the work as outlined in 8.3. The Student grants the Company a royalty-free, worldwide license to use, display, and publish the Work in connection with the Company’s educational, promotional, or publishing activities.

8.5 Waiver of Moral Rights – The Student and/or the Parent/Guardian on the Student’s behalf waives any moral rights in the Work to which they are now or may in the future be entitled under Chapter IV of the Copyright Designs and Patents Act 1988 or similar provisions of law in any jurisdiction, including (but not limited to) the right to be identified, the right of integrity, and the right against false attribution, and both agree not to institute, support, maintain, or permit any action or claim to the effect that any treatment, exploitation, or use of such Works or other materials infringes the Student’s moral rights. The Student acknowledges that by waiving their moral rights, the Company is entitled to modify, adapt, or exploit the Work in any manner without needing to seek further consent from the Student.

8.6 No Transfer of Rights – Nothing in these Terms & Conditions shall be construed as transferring any intellectual property rights from the Company to the Client/Parent/Guardian or Student, except as expressly stated herein. The Client/Parent/Guardian and Student shall not copy, distribute, modify, or create derivative works based on any materials provided by the Company without prior written consent.

8.7 Third-Party Materials – If any third-party materials are used or incorporated into the services or deliverables, the Company will ensure that it has the appropriate rights or licenses to use those materials. The Client/Parent/Guardian and/or Student shall not use third-party materials in a manner that violates any third-party rights.

8.8 Indemnity for Unauthorized Use – The Client/Parent/Guardian indemnifies the Company against any third-party claims arising from its use of the Work with respect to any intellectual property infringement claim and from and against any claims, losses, or expenses arising from unauthorized use or distribution of the Course Materials by the Client/Parent/Guardian and/or Student.

8.9 License Scope for Student Work – The Company may edit, adapt, or modify the Student’s Work as needed for its educational, promotional, or publishing activities, including but not limited to creating derivative works, translations, or other adaptations.

8.10 Attribution for Student Work – Where the Student’s Work is published or used by the Company, the Company will aim to credit the Student by name and, if applicable, include an image of the Student, unless otherwise agreed in writing by the Parent/Guardian/Student.

8.11 Anonymisation – Where crediting the Student for their Work might put them or their close ones in danger, the Company and its Instructors may decide to partially or completely anonymise the Work before publication.

8.11.1 The Parent/Guardian or Student may request anonymisation of their Work in writing, and the Company will make reasonable efforts to accommodate such requests.
8.11.2 If anonymisation is requested after publication, the Company will assess the request and, where feasible, remove identifying information from digital and future print versions.
8.11.3 The Company reserves the right to anonymise Work at its discretion to ensure compliance with ethical journalism standards and safeguarding policies.

8.12 Third-Party Rights for Student Work – The Student warrants that any third-party content included in their Work is properly licensed, and that the use of such content does not infringe upon any third-party rights. The Student agrees to indemnify the Company against any third-party claims arising from the use of such third-party content.

8.13 No Claim for Royalties – The Student and Client/Parent/Guardian acknowledge that they will not receive royalties or compensation for the use of the Student’s Work in any Company publications, promotional materials, or other commercial uses, unless the Company decides to provide such compensation in its sole discretion.

8.14 Non-Compete & Commercial Use Restrictions – Clients/Parents/Guardians and Students may not use, reproduce, modify, or repurpose the Company’s course materials, methodologies, or proprietary teaching content for commercial purposes, including but not limited to offering similar courses, creating derivative works, or redistributing materials for profit. Clients/Parents/Guardians and Students may not develop or offer competing courses, programmes, or services using knowledge or resources acquired through participation in the Company’s Services, unless expressly authorized in writing. Violation of this clause 8.13 may result in legal action, including but not limited to injunctive relief, financial damages, and termination of access to the Company’s Services.

8.15 Intellectual Property of Guest Lecturers & External Contributors – Any materials, presentations, or content provided by guest lecturers, industry professionals, or third-party service providers remain the intellectual property of the original creator unless explicitly transferred to the Company in writing.

8.15.1 The Company may record, distribute, or make available materials from guest lecturers for educational purposes, but such use does not imply ownership of the content.
8.15.2 Clients/Parents/Guardians and Students may use guest lecturer materials for personal educational purposes only and may not reproduce, distribute, or repurpose them for commercial use without permission from the copyright holder.
8.15.3 The Company is not liable for the accuracy or views expressed by guest lecturers or external contributors.

9. Organisation & Payments

9.1 General Payment Terms

9.1.1 At the Company’s discretion, services may be provided to Students free of charge when funded through grants, sponsorships, promotional schemes, or other financial support mechanisms. In such cases, Parents/Guardians must still provide consent to these Terms & Conditions before the Student can participate, but they will not receive invoices.
9.2.2 Fees for paid Services are outlined in a separate Letter of Agreement.
9.1.3 Client is responsible for ensuring timely payments as per the terms specified for each type of paid service.
9.1.4 All payments must be made using the methods specified by the Company. Additional charges from payment providers or currency conversion fees are the Client’s responsibility.
9.1.5 Payments not received within 14 days of the due date may incur a late fee of 6% per annum [0.5% per month]. The Company reserves the right to suspend services until outstanding payments are settled. The Company is not responsible for any additional costs, missed sessions, delays, or disruptions resulting from service suspension due to non-payment.
9.1.6 The Company reserves the right to adjust fees due to external factors such as currency fluctuations, inflation, increased supplier costs, or regulatory changes. Any changes in pricing will be communicated to Clients with at least 30 days’ notice before taking effect.

9.2 Online Courses

9.2.1 Payment for Online Courses may be required either upfront or after services are rendered. In most cases, payments are made once a month, in arrears.
9.2.2 Each online session is 50 minutes long.
9.2.3 Lessons are scheduled via Harbingers’ Magazine WhatsApp group, connecting the Student, their Instructor(s), and, optionally, Parent/Guardian(s). Other individuals may be added to the group if agreed by the Company and Parent/Guardian.
9.2.4 Scheduled sessions may be cancelled free of charge up to 24 hours before the scheduled time. In case of a no-show or late cancellation, full fee applies.

9.3 Attended Courses

9.3.1 Clients must pay for Attended Courses upfront, including an advance deposit that may be required up to six months before the course start date.
9.3.2 If a Client cancels a Student’s participation in an Attended Course, the advance deposit may be refunded, after deducting any costs incurred for organizing the programme that the Company may not recover. Such refunds may be possible to be calculated and issued after the Attended Course.
9.3.3 The Client accepts that cancellation less than 30 days before the starting date will result with no refund.
9.3.4 For bespoke Attended Courses, an additional balancing fee may be required to cover costs related to the Attended Course.
9.3.5 Attended Courses fees typically do not include visa fees, travel insurance, personal expenses, or discretionary costs. The Company may supply additional goods and services upon the request of the Client.

9.4 Programmes

9.4.1 Client may fund a Programme designed to allow invited Students to attend free of charge.
9.4.2 The Company and the Client will agree on payment terms for Programme funding based on the Programme’s nature and funding structure.
9.4.3 Once a Programme is funded, the Client may not request reimbursement unless explicitly agreed upon in advance.
9.4.4 If a Client wishes to cancel their funding for a Programme before its scheduled completion, they must provide 30 days’ notice in writing. Any expenses already incurred for the Programme will be non-refundable.
9.4.5 If a Programme is cancelled by the Company due to unforeseen circumstances (e.g., safety concerns, government restrictions, insufficient enrollment, staff shortages), Clients may be eligible for a partial or full refund depending on expenses already incurred. Refund decisions will be made at the Company’s discretion, and Clients will be notified of available options.

10. Communication

10.1 General Communication

10.1.1 The Company and its Instructors communicate with Clients/Parents/Guardians and Students via email and designated online platforms.
10.1.2 Clients/Parents/Guardians and Students must ensure that their contact details are accurate and up to date. The Company is not responsible for communication failures due to incorrect or outdated information.
10.1.3 The Company may create email addresses for Students when necessary.
10.1.4 For urgent matters, Clients/Parents/Guardians and Students are advised to contact the Company or Instructors via WhatsApp or phone, as email responses may take up to 48 hours on business days.

10.2 Communication Regarding Online Courses

10.2.1 The Company and Instructors provide Students with course schedules, session links, and any necessary instructions via email or an agreed online platform.
10.2.2 Students are responsible for regularly checking their emails and notifications to stay informed about class updates, assignments, or schedule changes.
10.2.3 If a Student experiences technical difficulties affecting their participation, they must inform the Company or their Instructor as soon as possible.
10.2.4 The Company and Instructors will make reasonable efforts to notify Students in advance of any schedule changes. However, Students must check their email and online platforms for updates.

10.3 Communication Regarding Attended Courses

10.3.1 Before the start of an Attended Course, the Company and Instructors will provide Students and Parents/Guardians with relevant details, including the course itinerary, accommodation information, emergency contacts, and required documents.
10.3.2 During the course, the Company and Instructors will maintain a designated communication channel for Students and, where applicable, Parents/Guardians, ensuring that important updates or emergencies are addressed promptly.
10.3.3 In the event of an emergency, the Company or an Instructor will attempt to contact the Student’s designated emergency contact as soon as reasonably possible.
10.3.4 Parents/Guardians must provide up-to-date emergency contact details before the start of an Attended Course. Any changes must be communicated to the Company immediately.

10.4 Communication Regarding Programmes

10.4.1 For funded Programmes, the Company and Instructors will provide Clients/Parents/Guardians and participating Students with relevant details regarding scheduling, expectations, and deliverables.
10.4.2 Any significant changes to a Programme’s schedule or structure will be communicated to Clients and Students in a timely manner.

10.5 Response Times and Availability

10.5.1 The Company and Instructors aim to respond to emails and inquiries within a reasonable timeframe, typically within 48 hours on business days.
10.5.2 Communication outside of standard business hours may be limited, except in cases of emergencies or pre-arranged support.
10.5.3 Students are expected to acknowledge and respond to important communications from the Company and Instructors within a reasonable timeframe, particularly regarding course participation, deadlines, or required actions.

10.6 Confidentiality and Data Protection

10.6.1 The Company and Instructors will handle all communication in accordance with data protection policies and applicable laws.
10.6.2 Clients/Parents/Guardians and, Students must not share private or confidential information discussed in communication with unauthorized third parties.

10.7 Testimonials & Feedback – The Company may request feedback from Clients/Parents/Guardians and Students about their experience with Online Courses, Attended Courses, and Programmes.

10.7.1 By providing feedback, testimonials, or reviews, the Client/Parent/Guardian or Student grants the Company a non-exclusive, worldwide, royalty-free license to use, reproduce, and publish such feedback in promotional materials, including but not limited to the Company’s website, social media, and marketing campaigns.
10.7.2 If a Client/Parent/Guardian or Student wishes to provide feedback but does not want it to be published, they must notify the Company in writing at the time of submission.
10.7.3 The Company reserves the right to edit testimonials for length or clarity while ensuring the intended meaning is not altered.

10.8 Complaints & Dispute Resolution – If a Client/Parent/Guardian or Student is dissatisfied with any aspect of the Services provided, they may submit a formal complaint to the Company via email or in writing.

10.8.1 Complaints should include a detailed description of the issue and any supporting documentation.
10.8.2 The Company will acknowledge receipt of the complaint within 14 business days and aim to provide a response or resolution within 30 business days of acknowledgment.
10.8.3 If the issue is not resolved to the Client/Parent/Guardian’s satisfaction, they may escalate the complaint by requesting a review by a senior member of the Company.
10.8.4 The Company will make reasonable efforts to resolve disputes amicably. If no agreement is reached, the dispute may be referred to mediation or legal proceedings in accordance with Section 3.1 (Jurisdiction).

10.9 Media Usage & Consent – The Company may take photographs and record videos during Attended Courses and Programmes for educational, editorial or marketing purposes.

10.9.1 By participating in an Attended Course, the Student and Parent/Guardian grant the Company a non-exclusive, worldwide, royalty-free license to use such media in promotional materials, social media, and publications.
10.9.2 If a Student or Client/Parent/Guardian does not wish to appear in promotional materials, they must notify the Company. The Company will make reasonable efforts to exclude them from media usage.
10.9.3 The Company will not sell or distribute media to third parties for commercial gain without additional consent.

10.10 Marketing Communications & Opt-Out Policy – The Company may send marketing emails, newsletters, promotional offers, and updates about new courses, programmes, or events to Clients/Parents/Guardians and Students.

10.10.1 Clients/Parents/Guardians and Students may opt out of marketing communications at any time by clicking the unsubscribe link in the email or by contacting the Company directly.
10.10.2 Opting out of marketing communications will not affect transactional or service-related emails, including course reminders, payment confirmations, or policy updates.
10.10.3 The Company will handle all marketing data in accordance with applicable data protection laws, including the UK GDPR.

11. Insurance

11.1 Company’s Insurance Obligations

11.1.1 During the term of this agreement, the Company shall maintain in force the following insurance policies with appropriate limits, both total and per claim, in accordance with UK legal and regulatory requirements, especially

11.1.1.1 Employers’ Liability Insurance (if applicable) – Covering claims made by employees in compliance with UK law.
11.1.1.2 Public Liability Insurance – Covering injury or property damage claims from third parties.
11.1.1.3 Professional Indemnity Insurance – Protecting against claims of professional negligence or errors.
11.1.1.4 Management Liability Insurance – Covering legal costs related to business operations.
11.1.1.5 Cyber Insurance (if applicable) – Protecting against data breaches and cyber risks.

11.1.2 Upon request, the Company will provide its Proof of Insurance to the Client/Parent/Guardian.
11.1.3 The Company’s insurance policies are in place to cover its own liabilities and obligations. They do not extend to Clients/Parents/Guardians/Students, or third parties unless explicitly stated.
11.1.3 Proof of Insurance will be provided upon written request, subject to reasonable processing time and confidentiality obligations.

11.2 Acknowledgment of Insurance Coverage – The Client acknowledges that the Company has made best efforts to obtain insurance coverage against all reasonable risks.The limits and exclusions set out in this section reflect the extent of insurance cover the Company has been able to arrange.

11.2.1 The Client/Parent/Guardian is responsible for making its own arrangements for the insurance of any excess liability.
11.2.2 The Company reserves the right to modify its insurance coverage in accordance with legal, regulatory, and commercial requirements. Clients will be informed if such changes materially impact the Company’s obligations under this agreement.

12. Closing Remarks

12.1 Acknowledgement & Agreement – By using the services provided under these Terms & Conditions, the Client/Parent/Guardian, and/or Student confirm that they have read, understood, and agree to all provisions stated herein.
12.2 Finality of Agreement – These Terms & Conditions, along with any applicable Appendices and related agreements, represent the entire agreement between the Company and the Client/Guardian/Parent/Student regarding the services provided.
12.3 Questions & Contact – For any inquiries or clarifications regarding these Terms & Conditions, please contact: The Oxford School for the Future of Journalism Ltd, Registered Office: 266 Banbury Road, Office 14, Oxford, OX27DL, United Kingdom, Email: office@oxsfj.com.