General Terms and Conditions of Business (T&Cs)
Oxford Language Schools

Your Contract

Please use the booking form on our website. For all travel agency bookings, the agency acts solely as an intermediary. Responsibility for trips organised by Oxford Language Schools lies exclusively with Oxford Language Schools Ltd.
A binding contract between Oxford Language Schools and the client is formed when your booking is confirmed by Oxford Language Schools. Any changes or additions to your course as originally advertised in the online catalogue at the time of booking will only become part of the contract if explicitly confirmed in writing by Oxford Language Schools. Travel agents have no authority to issue such confirmation.

Travel Documents and Payment

A payment of 20% of the total booking cost (30% for school group bookings), or a minimum of £200 if the percentage is lower, is due upon conclusion of the travel contract, i.e. upon receipt of the booking confirmation. The remaining balance is payable 28 days prior to course commencement.
For bookings made fewer than 28 days before course commencement, the full amount is due immediately.
If full payment is received later than one week before departure, Oxford Language Schools reserves the right to charge for express courier delivery of travel documents.

Third-Party Services

Oxford Language Schools may offer services provided by third parties (e.g. excursions, hotel rooms, additional packages). If you enter into a contract for such services, your contract is with the service provider directly. Oxford Language Schools acts solely as an agent. The provider’s terms and conditions at the time of booking apply.

Cancellation by the Client

You may withdraw from the contract at any time prior to the start of your course. The cancellation takes effect on the date Oxford Language Schools receives your cancellation notice, preferably in writing.

Oxford Language Schools reserves the right to charge appropriate cancellation fees according to the following scale:

Language Course Cancellation Charges (%)

Time before course start

Fee

60 days or more

10% (min. £200)

35–59 days

30% (min. £200)

21–34 days

50% (min. £200)

10–20 days

60% (min. £200)

4–9 days

70% (min. £200)

3 days or fewer

90% (min. £200)

On the day / no written notice
95%
School Group Bookings
Time before course start
Fee
60+ days
20%
35–59 days
30%
6–34 days
50%
5 days or fewer
70%
On the day / no written notice
95%
Third-party cancellation charges may vary and may reach 100%. If you believe the costs incurred are lower than the cancellation fee charged, you may contest the fee.

Substitute Participant

You may nominate a substitute participant up to the start of the course. Oxford Language Schools may refuse substitution if the substitute does not meet course or legal requirements. A handling fee of £45 applies, plus any additional third-party costs. Contestation of the charged amount is permitted if lower costs have been incurred.

Booking Alterations

Booking alterations are possible, subject to availability, up to 21 days before course start, for a fee of £45.
 Alterations fewer than 21 days before departure or repeated alterations count as cancellations and are charged accordingly.
If you later cancel an altered booking, cancellation fees are based on whichever amount is higher: original or amended booking.

Cancellation by Oxford Language Schools

Oxford Language Schools may cancel the contract with immediate effect if a participant breaches school rules, disrupts the course, or violates behaviour guidelines, even after a final warning. For serious breaches, no prior warning is required.
Refunds are not provided, except for recoverable third-party costs where applicable.
Oxford Language Schools may seek compensation for costs arising due to a participant’s misconduct.

Cancellation of Booked Services

If you decide not to use additional booked services after the course has begun (e.g. accommodation, excursions), Oxford Language Schools will attempt to secure refunds but cannot guarantee them.

Guarantee and Corrective Actions

If you find fault with the services provided, you must immediately inform the school administration on site or the contact stated in your travel documents. Failure to report issues at the time may invalidate later claims.
If you leave the course early due to serious shortcomings, you must first allow Oxford Language Schools a reasonable opportunity to remedy the issue unless immediate cancellation is justified.
Claims under the travel contract become statute-barred within two years.
Oxford Language Schools is neither obliged nor willing to participate in out-of-court dispute resolution procedures.

Limitation of Liability

Oxford Language Schools’ liability for damages—excluding injury to life, body, or health—is limited to three times the total booking price, unless caused intentionally or through gross negligence, or if damage occurred solely through the fault of a service provider.
Where additional services were merely mediated, liability is limited to correct mediation, not performance.
Further claims based on international agreements remain unaffected.

Travel Insurance

Unless explicitly stated, travel insurance is not included. We strongly recommend comprehensive cancellation, liability, and international health insurance.
Where insurance is booked through Oxford Language Schools, the contract arises solely between you and the insurer. Premiums are due immediately. In the event of a booking cancellation, please specify whether insurance should also be cancelled (subject to insurer terms).

Passport, Visa, Customs and Health Requirements

Compliance with all official travel regulations is the traveller’s responsibility. Costs arising from non-compliance must be borne by the traveller unless due to incorrect information provided by Oxford Language Schools.
Non-UK citizens must notify Oxford Language Schools at the time of booking and consult their embassy for requirements.
Oxford Language Schools is not liable for delays caused by diplomatic authorities in issuing visas.
Please consult relevant public health authorities for vaccination and health advice before travelling.

Assignment Prohibition

Assignment of claims against the tour operator is only permitted if the assignee accepts all contractual obligations in writing at the time of booking. This applies to all contractual, tortious and unjust enrichment claims.

Miscellaneous

Invalidity of individual clauses does not invalidate the entire contract.
 Legal venue for all disputes is Oxford, United Kingdom, under the application of UK law.

Tour Operator
Oxford Language Schools Ltd., Oxford, United Kingdom