ERTHEO UPDATED Terms & Conditions January 2023
1) Identification of parties & Definitions
The present Terms & Conditions of the offered services on the website www.ertheo.com have been subscribed as follows:
This is the Terms & Conditions of the services available on the website www.ertheo.com offered by ERTHEO LIMITED, with Company Number 14272961. (´The Company’, ‘we’, ‘our’, or ‘us’).
Our registered office is at SUITE 140 TEMPLE CHAMBERS, 3-7 TEMPLE AVENUE, LONDON, ENGLAND EC4Y 0DA, email address - [email protected].
‘Partner Organizations’: refers to all program providers that offer the final services offered on Our Website.
“Service”, “Program” means all of the services offered for sale through Our Website by a Partner Organization.
‘Client’ ‘Student’ ‘You’ or ‘Your’: refers to You the person interested in booking a program through The Company.
Under 18 years? Sorry, but we deal only with people who are legally able to enter into a binding contract. Please ask someone over 18 to buy your services on your behalf.
“Content” means the textual, visual or audio content that is encountered as part of your experience on Our Website. It may include, among other things: text, images, sounds, videos and animations.
"Post" means display, exhibit, publish, distribute, transmit and/or disclose information, details and/or other material on Our Website, and the phrases "Posted" and "Posting" shall be interpreted accordingly;
“Our Website” means any website of ours, and includes all web pages controlled by us.
“User” means any person other than you who uses or visits the website for any purpose.
Please read this agreement carefully and save it. If you do not agree with it, you should leave Our Website and stop using Our Website or the services immediately.
2) Interpretation of the General Conditions
The following General Terms & Conditions are based on the legislation, as defined under the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013 and of the procedures with which all our Partner Organizations have been asked to comply.
These general conditions can be saved and printed by the Client - which we strongly recommend. The Company will not proceed to file registration forms of the Clients, and so it is also recommended that all Clients store a copy of the forms which they have completed and sent to the Company in order to make a reservation for the courses or camps.
Any corrections or modifications of the data by the Client must be sent immediately to the Company by the following email address: [email protected]
3) Programs and Services Offered
ERTHEO LIMITED offers sports and educational programs and services throughout the world and in collaboration with other Partner Organizations (including but not limited to schools, sports academies, universities, sports clubs). For most of the programs and services offered by Ertheo we work as an independent agent and have nothing to do with the organization and execution of the programs.
We do our very best to offer our clients the most accurate information available about the programs we offer but due to changes made by the Partner Organizations we cannot always guarantee that our information is 100% correct.
Each of our program and service providers have their own terms and conditions that might be slightly different from our terms and conditions. If you as the client want to see the exact condition for the program you are interested in booking you can request this by email to [email protected]
3A) Accommodation & Residence
The accommodation options provided by each Partner Organization might vary slightly to the accommodation described on the website of The Company and special requests regarding accommodation (like single room, etc) cannot be guaranteed.
Where possible special dietary requirements will be accommodated (fees might apply). Availability and any applicable fees will be confirmed upon request.
3B) Language Classes
Many of the programs offered on Our Website include language classes. Language classes have been designed to include various levels. Levels are normally available from beginner to advanced, depending on the number of clients signed up for language classes the available levels might be restricted.
The duration and number of the language classes might also be changed by the Partner Organizations.
3C) Sports Program
For the sports programs offered the participants are normally divided into groups according to age and level. If there are not enough participants to divide both by age and level Partner Organizations decide how and if they will divide the participants in groups.
The number of training sessions can be reduced due to a number of reasons including weather, Public Holidays, fatigue amongst the players amongst others.
4) School Rules and Regulations
The Company cannot be held responsible for providing supervision of any kind during the stay either at the programs, the host families or in any type of contracted accommodation. The students are expected to be courteous and respectful guests. The usage of illegal drugs, abusive behavior, or the consumption of alcohol by minors is not tolerated at any moment. The Partner Organizations reserves the right to refuse, cancel and/or terminate participation to any person who fails to comply with the policies of the programs offered by the Partner Organizations, or for any other reason deemed necessary, in the sole discretion of the Partner Organizations.
5) Included in the Price
On the website of the Company you can find information regarding what is included in the price for each program. The Company always tries to keep this information updated, but there may be variations made by the Partner Organizations, for example the excursions and activities included, or the number of students per room.
The transfers from the airport or the flights are never included in the prices unless specifically indicated in the program and some free time activities might not be included in the price.
6) Arrival and Departure Dates
It is possible for the Client to reserve a pick-up service to/from the airport. It is only possible to reserve this pick-up service from the airports designated by the Company to the accommodation of the program. If the Client has not booked a pick-up service and has not sent the arrival information to the Company, then we cannot guarantee that the operator responsible for the pick-up will be available to greet you upon arrival. It is strictly obligatory that the Client informs the Company regarding the above information at least two (2) weeks in advance of the starting date. Any additional costs (hotels, taxis etc) incurred due to the failure to provide the Company with the information mentioned before with less than two (2) weeks before commencement, are your responsibility and must be paid in full by the Client. In regards to the duration of a Program, when shown as one week this means that it includes six (6) nights stay, normally from Sunday to Saturday, unless otherwise indicated. Two (2) weeks means that it includes thirteen (13) nights stay and so on.
7) Activities and Excursions
The descriptions of the activities and/or excursions which accompany the programs we offer are only for guidance, unless specifically detailed in the confirmation invoice. Some activities may not run at all or may be substituted by other activities.
8) Booking and Payment
Once the Client has requested reservation of a course, the company will send written confirmation of the reservation request and confirm availability of the program or services requested by the Client. Once this has been confirmed, the Company will advise the Client about how, when and the amount needed to book the program (which could be a percentage of the total amount, or the total amount, as applicable). Once the payment has been made, the contract between the Company and the Client shall be deemed complete. If the first payment, or the final payment is not paid by the due date shown in the initial confirmation letter sent by the Company, the Company reserves the right to cancel the Client’s booking and to impose the cancellation charges indicated below on in this document.
Payments made by credit card
We take care to make Our Website safe for you to use.
Card payments are not processed through pages controlled by us. We use one or more online payment service providers who will encrypt your card or bank account details in a secure environment.
9) Prices and Surcharges
The Company website specifies the prices of the services offered and any supplements or surcharges which may be applicable (the prices which appear in any printed brochure, advertisements or any other material are for indication only).
All the prices are subject to changes at any moment (the prices for an online reservation may also be subject to change if they are not accompanied by full payment or a deposit within the indicated limit in the initial offer sent to the client). Once a deposit or full payment is made, the prices will not change, even if they have been modified on the Company’s website.
For guidance, the amount of the program for the Client may also increase due to the following surcharges: price changes by the organizer of the program, governmental action or adverse currency fluctuations.
The price for programs outside of England and/or for programs paid in other currencies than the local currency of where the program takes place will change continuously due to the fluctuation between the currencies.
If the Company does not receive a payment within seven days after sending the Client an offer, the Company reserves the right to modify the prices stated in the offer.
10) Changes by the Company
The Company will do its utmost to maintain plans in accordance with the requirements which have been confirmed, but they reserve the right to modify or cancel any program if unforeseen circumstances arise in the destination chosen by the client.
11) Liability of the Company
While participating in the contracted program, the Client may be exposed to certain risks, such as accidents, natural disasters etc. By making a contract with the Company, the Client acknowledges these risks. Clients participating in any Company program waive any liability against the Company and its employees for any injury, loss, damage, accident, expense or delay caused by or related to the contracted services (including means of transportation or accommodation as well as host families). The Client understands that he/she is traveling under their own responsibility (if a minor, the parents or guardians assume this responsibility) and release the Company and its employees from any liability related to health and safety.
Negligence: We accept responsibility for those elements under our direct control, if caused by proven negligence of The Company or its employees. We cannot accept responsibility for loss of enjoyment due to travel, strikes, weather, loss or damage to luggage or personal property, personal injury or illness while on the course, including use of sub-contractors such as transport companies.
12) Changes by the Client
If the client wishes to change their booking in any way after the confirmation has been made, they must inform the Company immediately in writing, and the Company will charge 100 Euros per person to cover the additional administrative costs involved, plus any additional charges imposed by the Program Providers. Changes can only be made if the Company has received notice four weeks in advance of the starting date of the course. In the case of a change of date, the new starting and ending date must be before 31st December of the same year. Any changes depend on availability and the conditions of the Program Providers. It is not permitted to make more than one change to your reservation.
13) Cancellation by the Client and Refunds
If the client wishes to cancel their Program this must be done in writing by the person who made the original reservation. The date of cancellation will be taken as the date in which the Company receives the communication. In the case of a cancellation on the part of the Client (regardless of the reasons), the deposit is non-refundable (unless clearly stated in the booking confirmation).
The Company will refund:
- 100% of payments received (excluding the deposit) if the cancellation is made more than eight (8) weeks before the arrival date of the reserved program.
- 50% of the payments received if the cancellation is made between four (4) and eight (8) weeks before the arrival date of the reserved program
- For all cancellation made within less than four (4) weeks before the arrival date of the reserved program The Company will consult directly with the program provider to see if we can offer any refund or postpone the program to another date.
After the scheduled arrival date, there is no refund for any courses, accommodation or any other item booked.
It is the Client’s responsibility to have a valid passport and all the necessary visas required to enter the country in which the program is taking place. It is the responsibility of the Client to give themselves the time needed to apply for necessary visas according to the process and the destination. Only the consulate or embassy of the country you are visiting can advise you on the necessity of a visa and the time needed to apply for it. Please note there may be an extra fee involved should you require a confirmation letter from the program provider in order to apply for a visa to participate in a program booked. Fees vary depending on the program provider you will be attending and the Company will inform the Client if the Program Provider requires an additional fee. Should an original letter of confirmation from the Program Providers be needed, the Client must take into account that a minimum of four (4) weeks is needed for the letter to be sent by post. Any additional costs related to the sending of a confirmation letter will be the responsibility of the Client. Confirmation letters for visa applications will only be sent to the Client once the Company has received the full payment of the contracted package. Where the Client has made a reasonable attempt to obtain a visa for the destination country, within a reasonable timescale, but is unable to obtain the visa, the Company will refund the total amount of the package minus 500 Euros for administration costs, upon receipt of written confirmation from the relevant consulate detailing the visa rejection (only original documents will be accepted). Notification of visa rejection must be made to the Company in writing sent by email ([email protected]) at least four (4) weeks before the start date of the course. In the case that the Company receives the notification less than four (4) weeks before the courses starts, no refund can be guaranteed.
Cancelation Insurance: We offer the possibility to book cancelation insurance. For more information please see point 17 in the Terms and Conditions.
14) Early Returns
No refund will be given for interruptions of the program or early returns. If the Client wants to cancel their program due to a personal emergency or other unforeseen reasons, please notify the Company in writing as soon as possible prior to your departure from the program.
Cancelation Insurance: We offer the possibility to book cancelation insurance that includes partly refunds for justified interruptions. For more information please see point 17 in the Terms and Conditions.
The Company honestly believes that all statements made on its website are factual and correct. Every reasonable effort has been made to describe the camps and the environments and to provide the services described. This being said, the Company cannot therefore be held responsible for any changes which may have been made after the information has been published on the website, nor can the Company be held responsible for any happenings outside its control. The Company guarantees to advise the client of any changes known prior to the client’s departure.
16) Special Requirements
The Client must advise the Company in writing at the time of application for registration, of any special requirements. If not advised, the Company reserves the right to cancel the reservation at any moment if the school or other provider can not provide the necessary services. In addition, the Client will be subject to cancellation charges set out in the relevant point of these General Terms & Conditions.
The Client is not covered against accident, illness, loss of personal property or any other risks, unless it is clearly indicated that such insurance is included in the package price. It is strongly recommended to sign up for insurance that covers all these types of risks during the period of the reserved program, which can be organized by the Client individually or through the insurance provider collaborating with the Company.
We also recommend to book a cancelation insurance that offers you to recover the money paid for booking the program in the case that unexpected circumstances take place that prevent the Client from attending the program. For more information see:
The travel insurance and cancellation insurance policies available to take out through The Company are offered by an external insurance company.
What is The Company’s role in helping our Clients book the insurance?
The Company CAN give you all the information to help you decide if you want to book an insurance though The Company .
The Company CAN recommend you an insurance company of our trust - see below- to make the booking of insurance easier for our clients.
The Company CAN manage the insurance booking process in your name and facilitate the communication with the insurance company.
The Company CANNOT carry out any of the procedures with the insurance company when you have an incident nor manage reimbursements for you.
Insurance company: IRIS GLOBAL Soluciones de Protección Seguros y Reaseguros, S.A.U.
Registered as an insurance company in Spain with the insurance company number C-627
Any complaints about the insurance policies contracted should be made directly to the insurance company.
18) Copyright and other intellectual property rights
All Content on Our Website, for example page text, graphics, logos, images, audio clips, digital downloads, data compilations, and software, is the property of either The Company or suppliers of Services for sale. It is all protected by international copyright laws.
You may not copy, or in any way exploit any of the content, except as is expressly permitted in this agreement or with our written consent. For the sake of good order you should note that copyright exists in compilations and graphic images, shapes and styles, as well as in raw text.
19) Handling of Personal Data