Booking Terms and Conditions
THE ENGINEERING TRUST
STEM Summer Courses is owned and operated by The Engineering Trust, registered charity no. 287075.
Address: The Engineering Skills Academy, 11 Wedgwood Rd, Bicester, Oxon, OX26 4UL. (No courses are run at this address).
BOOKING & PAYMENT
All bookings must be placed online by the customer and confirmation will be sent by email to the address provided during the booking process. No confirmations will be posted.
Payment of the deposit constitutes acceptance of these booking terms and conditions.
Please check your booking confirmation email carefully to ensure the dates, location and details are correct. Please contact us a.s.a.p. with any changes that need to be made.
Booking using the £30 discount during the Early Booking period (Feb – May) allows you to pay a deposit of £78 to reserve your child’s place with the balance of £150 due by 7th June 2024. The booking is not fully confirmed until we receive the full Early Booking rate of £228.
Bookings after the Early Booking period (June, July, August) must be paid in full, at the standard rate of £258 and at the time of booking.
A booking is only confirmed once we’ve received full payment, or a valid Free Place Ticket number has been entered.
We accept payment by credit or debit card.
We do not accept childcare vouchers, cheques, or cash.
All payments should be in our account before your child can attend their first day on camp or before the end of any promotional offer. If for some reason payment has not been received by either deadline, the booking may be cancelled, or price adjusted to new rate. Contact us a.s.a.p. if there is a problem with meeting payment deadlines.
CANCELLATIONS
Cancellation of a booking when the deposit has been paid
If you cancel your booking and have paid a deposit only (£78), we will refund you the amount you have paid minus a £12 cancelation fee. We retain £12 for the cost incurred administering your booking.
Cancellation of bookings with notice period
21 days or more prior to your child’s first day, we will refund you the amount you have paid minus a £12 cancelation fee. We retain £12 for the cost incurred administering your booking.
Between 20 and 14 days prior to your child’s first day, we will refund you the amount you have paid minus a £45 cancelation fee. We retain £45 as we may not be able to re-sell the place and would still incur costs associated with your booking.
Within 14 days of your child’s first day, there is no refund. By this time, we will have unfortunately incurred the cost for the place and will be unable to resell the place.
There is no refund or cash alternative if a valid Free Place Ticket has been used to pay for a place.
If you do have to cancel at the last minute due to your child being ill or injured, we will consider a refund outside the parameters stated above at our discretion. However, you will be required to provide us with a note from your doctor or the hospital to validate the reason behind the cancellation.
Due to unforeseen circumstances, we may have to cancel some dates, but we will do our best to give as much notice as possible and offer alternative options if available, or refund all monies paid for the dates cancelled.
CHANGES TO YOUR BOOKING
As the courses are operational for a limited number of weeks and also due to the limited number of places available, changes to your booking can be difficult. We will endeavour to accommodate your request however cannot guarantee it. Please call us to discuss any changes. All changes are subject to availability.
INSURANCE AND LIABILITY
The Engineering Trust and by extension STEM Summer Courses has Liability Insurance up to £5 million.
POLICIES AND PROCEDURES
For our full policies and procedures document, please email hello@stemsummercourses.org.
SPECIAL REQUIREMENTS
Please inform us of any special requirements that we need to consider whilst your child/ren are on our course. We aim to give every child the same opportunities and are happy to make any reasonable adjustment to accommodate specific medical, physical, learning or behavioural requirements. If your child has very specific needs, please give us a call before booking to discuss how we can best accommodate them. Please note, we cannot provide for children who require one-to-one care or significant help with personal care. Personal assistants or carers can help a child whilst on our course.
We ask that you inform us about any specific medical, physical, learning or behavioural requirements prior to booking. If this information is not provided we reserve the right to exclude the child from some or all activities.
ILLNESS AND FIRST AID
Children should not attend the course if too ill to do so. We reserve the right to refuse entry to the course if a child seems ill or until the child has been symptom free for at least 24 hours.
Our staff can only administer medication if it is specifically prescribed for that child by a health professional. Please note all prescribed medication must be in date.
Appropriate First Aid will be administered to children in the event of an accident. If the accident is more serious, we may need to call the emergency services and will immediately inform parents.
PHOTOGRAPHY AND VIDEO
Our staff, and on occasion, a third-party DBS cleared photographer may take pictures of the children. Staff will only do so on devices owned and controlled by STEM Summer Courses. Any images taken are used for marketing and promotional purposes and may be used in our marketing materials including for brochures, flyers, website and occasionally our social media. For your child's protection, we will never include the names of children alongside photos. We will ask for parental permission during the booking process.
CHILD EXCLUSION
If for any reason it is necessary to exclude your child from the course, no refund will be offered for any remaining days from when they are excluded. No compensation will be made for any other costs or losses incurred because of the exclusion.
There are several reasons why STEM Summer Courses may need to exclude a child. These may include but not limited to inappropriate parent or child behaviour, illness, bullying and repeated late collection.
DATA PROTECTION
The Engineering Trust is registered under the Data Protection Act and will treat all your and your child’s personal Information as confidential. We will never sell your data to third parties. We may use third parties (such as email service providers) to process your data but strictly within the UK Data Protection Act. Once your booking has been provided, you may unsubscribe from our database at any time. Please see our Privacy Policy for full details.
SAFEGUARDING
The Engineering Trust and by extension STEM Summer Courses have a legal duty to respond if we suspect a child may be suffering a form of abuse or if a child discloses information to us. All our staff receive training in spotting signs of abuse and the procedure to follow if they receive a disclosure.
ENGINEERING COMPANIES & OFF-SITE VISIT
Engineering companies have kindly given access to their factories for a tour and Q&A. Please note these companies do not endorse the course and are not responsible for the delivery of the course. Those who have given access are:
- Aston Martin Aramco Cognizant Formula One Team, Silverstone
- Digital Manufacturing Centre, Silverstone
- Element 6, Harwell
- The Little Car Company, Bicester
Children will be fully supervised at all times when travelling to and during the visit. We are not able to confirm which afternoon the visit will occur until the first morning of any given week.