Terms and Conditions

bea
Britannia English Academy

General Terms & Conditions

Clear course, visa, payment, refund, accommodation and student responsibility policies for Britannia English Academy students.

School information

  • 📍12 Charlotte Street, Manchester, UK
  • ☎+44 161 923 4649 / +44 7599 269400
  • ✉[email protected]
  • 🌐www.britannia-school.com
£65 Non-refundable registration fee before starting the course.
4 weeks Course fees must be paid in full before the start date.
£200 Administration fee applied to eligible cancellations.
30 days Refunds may take up to 30 working days to process.
01 · Course booking

Registration & Course Fees

Before booking

  • All new students are required to take a level test before booking the course.
  • Students cannot choose their level. It will be determined by the School Manager.
  • A non-refundable registration fee of £65 is required before starting the course.
  • Course fees must be paid in full 4 weeks before the start date.
  • Course fees are subject to change without prior notice.

What fees include and exclude

  • Fees do not include course books, materials, travel expenses, paid social events, or personal/health insurance.
  • International transfers must be made in GBP.
  • Exchange rates, transfer costs, and any additional fees must be covered by the student.
  • If payment is made by bank transfer, the student is responsible for all associated charges.
Cash Accepted payment method.
Card Debit, credit and AMEX accepted with applicable surcharges.
Bank transfer Student covers bank and transfer fees.

Card payment surcharges

Payment type Surcharge
UK debit cards No surcharge
Non-UK debit cards 3%
Credit cards 3%
AMEX cards 4%
Payments processed over the phone Additional 1%
For payments processed over the phone, the additional 1% surcharge is added on top of any card payment surcharge, and the student must sign the Card Payment Authorization Form.
02 · Refund rules

Course Cancellation & Refund Policy

If the course has not started

  • Refunds may take up to 30 working days to process once cancellation notice has been given.
  • Delays may occur depending on the reason for cancellation and the documents provided.
  • If a refund is processed by bank transfer to a non-UK account, a £30 fee will be deducted.

If the course has started

  • No refunds will be given after the course has started.
  • The only exception is if the course is cancelled and an alternative course at a different time cannot be offered.
Cancellation notice Refund
Less than 6 weeks before the start date 0% refund
6 weeks or more before the start date 100% refund minus applicable fees
Eligible refunds are reduced by a £200 administration fee, £65 enrolment fee, £65 accommodation booking fee where applicable, and £30 international transfer bank charges if made to a non-UK bank account.
03 · Immigration compliance

Visas & Visa Rejection Refund

Visa document checks

For accreditation and UK immigration compliance, Britannia English Academy may request to see and verify a student’s passport and relevant immigration permission, including a visa, eVisa confirmation, or Electronic Travel Authorisation.

The academy may retain a copy of these documents in the student’s file to confirm immigration status and maintain accurate records. Documents are stored securely and processed according to UK data protection legislation.

No refund after visa letter has been sent
  • No refunds will be given if a student withdraws their application after the visa letter has been sent.
  • No refunds will be given if a student decides to study at another school after the visa letter has been sent.
Visa rejection refund conditions
  • In the event of a Short Term Study Visa or Standard Visitor Visa rejection, a refund will only be considered if the student provides evidence of the rejection.
  • Evidence must include scanned copies of all pages of the rejection documents issued by the British or Irish government.
  • Refund requests must include all required documentation, such as the original letter of enrolment and any immigration documents.
  • Requests must be submitted by email, post, or in person at the school reception.
  • Refunds will only be processed once all required documentation has been received.
  • Refunds granted will only cover course fees. Registration fees are non-refundable.
Non-refundable visa-related fees
Fee Status
Visa administration fee £200 non-refundable
Course registration fee £65 non-refundable
Accommodation booking fee £65 non-refundable
International transfer bank charges £30 where applicable
Fraud, expulsion and special cases
  • If fraudulent methods are discovered in obtaining documents for a visa application, the UK Border Agency will be notified.
  • The student will be expelled from the course and no refunds will be issued.
  • If a student is asked to leave the UK or is expelled from a course, no refund will be given.
  • If a student placement is cancelled due to a UK visa rejection, BEA reserves the right to issue any applicable refund in instalments at its sole discretion.
  • Procedural details are outlined in the separate Visa Refund Agreement, which must be read and signed by the student.
04 · Living arrangements

Accommodation Terms

General accommodation rules

Booking conditions

  • Accommodation can only be booked for BEA students who have paid their course fees.
  • Accommodation is reserved only after receipt of a fully completed application form and full payment.
  • The minimum stay is two weeks where the course lasts two weeks or more.
  • Where the course duration is less than two weeks, accommodation for one week may be offered.
  • Accommodation services are only provided for full-time students enrolled in at least 20 lessons per week.
  • A non-refundable accommodation booking fee of £65 is required before starting the course.

Student behaviour

  • Students are responsible for any damage caused to the host family’s property.
  • Students may not bring visitors without the host’s consent.
  • Students must respect the host family’s reasonable schedule and house rules.
  • Smoking is not allowed in the house.
  • Students must ask permission before using the homestay address for mail, especially bank letters.
  • Underage students must comply with the curfew outlined in the Parental Consent.
Homestay accommodation is not the same as hotel accommodation and does not offer the same services. BEA reserves the right to cancel or change accommodation arrangements without prior notice.
Change of accommodation
  • Students must give two weeks’ notice when extending accommodation. Otherwise, BEA may charge a £50 extension fee.
  • If proper notice is not given, students may not be able to stay in the same accommodation.
  • The £100 accommodation change fee is not charged for serious issues such as heating, hot water, or furniture problems.
  • BEA will attempt to resolve the issue with the host.
  • If the issue cannot be resolved, BEA will find alternative accommodation at no additional cost.
  • In either case, the student will not be refunded for the cost of the accommodation.
Accommodation refund policy
Cancellation notice Refund
Less than 6 weeks before the start date 0% refund
6 weeks or more before the start date 100% refund minus applicable fees
Eligible accommodation refunds are reduced by a £200 administration fee, £65 enrolment fee, £65 accommodation booking fee, and £30 international transfer bank charges if made to a non-UK bank account.
Late arrival, early departure and postponed arrival
  • No refund is given if the student leaves any type of accommodation early.
  • If accommodation is chosen, two weeks’ notice is required for early departure or changes to the accommodation arrangement.
  • The arrival date can be postponed if the school is informed at least 10 days before the start date.
  • One week’s accommodation fee will be charged if less than 10 days’ notice is given for a change in arrival date.
Shared house and flat rules
  • Ensure all cooking equipment, including gas cookers, is turned off after use.
  • Clean cooking equipment, microwaves, toilets, wash basins and baths after use.
  • Turn off all lights before leaving the room.
  • Keep the post on the shelf at the entrance.
  • Recycle and dispose of rubbish properly, separating general waste, paper, bottles, tins, cans and food waste.
  • Follow the rules: no overnight guests, no pets, no shouting and no disturbing neighbours.
  • Pay a £250 deposit if applicable. The provider will return it if there is no damage or excessive cleaning required.
Student residence terms
  • Residence accommodation is provided by an external provider and is only available during July and August.
  • Students will receive rules and a code of conduct before their stay and must comply with them at all times.
  • Any curfew set by the school must be strictly followed.
  • Common areas, including kitchens, game rooms and shared spaces, must be kept tidy and clean.
  • Students are responsible for cleaning and maintaining their own en-suite room.
  • If a student negatively affects other residents or breaches residence rules, BEA may terminate the course and accommodation without refund.
05 · Extraordinary events

Force Majeure

  • BEA is not liable for failure to perform its obligations if such failure is due to Acts of God or events beyond its control.
  • Examples include fire, flood, earthquake, storm, hurricane, war, invasion, civil war, rebellion, revolution, insurrection, military or usurped power, confiscation, terrorist activities, nationalization, government sanction, blockage, embargo, labour dispute, strike, lockout, or interruption or failure of electricity or telephone service.
  • Refunds are not made in such cases.
06 · Travel support

Airport Transfer Conditions

Required arrival information

  • Arrival time and date.
  • Airport and airport origin.
  • Airline.
  • Terminal number.
  • Flight number.

Transfer policy

  • It is the student’s responsibility to inform the school of accurate arrival details.
  • If incorrect details are provided, Britannia English Academy will not refund charges if the student is not met.
  • Britannia English Academy typically arranges transport only from Manchester Airport.
  • On occasion, the school may arrange transport from Liverpool or Leeds airports.
  • Upon joining the school and completing registration, students accept all terms and conditions listed above.
07 · Student conduct

Student Responsibilities & Obligations

Books and classes

  • Course books are compulsory for all courses.
  • Books cost £45 each.
  • A new book is required when changing levels or courses.
  • Second-hand books may be available for £30, subject to availability.
  • BEA reserves the right to close any class without prior notice.
  • If a class is closed, a suitable alternative will be offered where possible.
  • Group classes cannot be converted into one-to-one lessons after the course has started.

Cancellations and changes

  • One-to-one lessons require at least 24 hours’ notice for cancellation or rescheduling.
  • No refunds or rescheduling are given without notice.
  • Students must keep the school informed of changes to their address, emergency contact details or email address.
  • Students must inform the school of any medical conditions before the course begins.
  • Failure to disclose medical conditions may result in course termination without refund.

Behaviour and complaints

  • Serious misconduct or repeated behavioural issues may result in immediate expulsion without refund.
  • Timetable changes are only permitted under certain conditions.
  • Requests must be sent by email to [email protected].
  • Complaints must be raised promptly during the course, in person or by email.
  • Complaints made after the course has finished will not be accepted.

Activities and personal items

  • Students attending social activities do so at their own risk.
  • The school is not responsible for accidents, injuries or loss of personal belongings.
  • The school is not liable for the safekeeping or delivery of mail, faxes or personal items.
08 · Student identification

Student Identification Photograph Policy

Identification photographs for student records

Britannia English Academy maintains a dedicated policy covering the use of student identification photographs as part of its student administration and record-keeping procedures. The policy explains the purpose of identification photographs, how they are handled, and the standards applied when using them for legitimate school identification and administrative needs.

Students are encouraged to read the full policy for complete information about the academy’s requirements and procedures.

Download the full policy:
↓ Download Student Identification Photograph Policy (.docx)
Britannia English Academy
General Terms & Conditions · 2026