Terms & Conditions of Booking and “All about you” form, King’s College 2023

[Please scroll to the end to complete our “All about you” form]

Booking
Bookings will only be processed and confirmed by email once full payment has been received.  This applies to both residential and non-residential participants.  Payments from outside the UK must be made free of all charges to Cambridge Choral Ltd. We reserve the right not to accept an individual on to a course, for whatever reason.

Cancellations
No refunds will be available for any reason (including illness) for cancellations received less than 30 days before the start of the course.  We reserve the right to adapt or alter the music programme depending on numbers of participants or voice parts available. Cancellation requested by the participant received more than 30 days before the start of the course will be refunded by 50%, after deducting a £30 administration fee. Cambridge Choral Ltd. reserves the right to cancel a course in the event of unforeseen circumstances, in which case all money will either be refunded or rolled over to a future course, dependent on the reason for the cancellation and it’s proximity to the start of the course. Cambridge Choral reserves the right to make this decision and their decision is full and final. 

Cancellations and COVID-19
Both Cambridge Choral Ltd and course participants acknowledge the ongoing COVID-19 crisis worldwide and we accept our obligation to comply with any official UK Government guidance. Both parties agree to communicate without delay any issues they may have in performing their obligations under this agreement. Participants acknowledge that COVID-19 may require us to take one or more of the following measures for the safety of our staff and the safety of the participants attending: 

  1. To restructure the event, if a maximum participant number is imposed within a given space; 
  2. change the food or drink provision if the venue is unable to cater for all our needs;
  3. impose specific requirements regarding personal protective equipment such as the wearing of masks; 
  4. limit/alter any planned entertainment scheduled for the course; 
  5. designate alternative entrance and exit routes. 
  6. If the venue is obliged to close due to specific Government restrictions, we may offer you an alternative date for the course.  
  7. If Cambridge Choral Ltd is unable to assemble sufficient participants numbers because of infections or travel restrictions then we will offer you an alternative date. If participant numbers decrease below 70% of the contracted number with our venue host, we reserve the right to postpone the course. 

Behaviour
It is very important to us that a friendly and informal atmosphere is maintained throughout the course. To ensure the enjoyment, safety and well-being of everyone involved we reserve the right to exclude any participant whose behaviour is deemed unacceptable or disruptive or who is unable to co-operate with instructions given by our tutors and support staff. Should a course participant be excluded for unacceptable behaviour, no refund will be available. All associated costs, such as transport to and from the course will be the participant’s responsibility.

Damage to course or venue property
Costs incurred due to deliberate or reckless damage of any property used by Cambridge Choral Ltd will be the responsibility of the course participant(s) involved.  

Insurance
We accept no responsibility for the loss of or damage to personal property such as cars left parked nearby, laptops, mobiles, items of clothing, etc. We recommend that all items of value are left at home or else properly insured. When taking part in any activity, participation is entirely at your own risk and attendance of the course involves the acceptance of this risk. You may like to take out personal accident insurance if this concerns you. 

Publicity
We occasionally take photographs and may make audio and/or video recordings during the course for use in promotional material. Please let us know, in writing, at the time of booking, if you are not happy to be included in this.  For longer courses we may also offer a video recording of individual singing lessons to replay at your leisure.  Families and friends may also want to take photographs or videos of services or concerts as a memento of the course.  We kindly request that this is for private viewing only.  

Food and alcohol consumption
Please notify us of any allergies and intolerances in advance of the course or if you have any special dietary requirements. This will then be communicated to the kitchen staff at our venue so that they can plan menus accordingly. The form also includes questions regarding your general health which we require should you need emergency care.

Sickness during the course
All participants are expected to be well on arrival. If a participant becomes unwell during the day then they will need to remove themselves from the group. The main symptoms of coronavirus (COVID-19) are:

  • a high temperature – this means you feel hot to touch on your chest or back (you do not need to measure your temperature)
  • a new, continuous cough – this means coughing a lot for more than an hour, or 3 or more coughing episodes in 24 hours (if you usually have a cough, it may be worse than usual)
  • a loss or change to your sense of smell or taste – this means you’ve noticed you cannot smell or taste anything, or things smell or taste different from normal.

Data protection
Cambridge Choral Ltd does not have access to, nor does it store or record participants’ financial information as all payments are made via bank transfer.   We do not share your contact details/personal data with any third party. We will occasionally send you details of choirs or choral events, if we think they are sufficiently relevant. We respect your privacy and are committed to protect it. Email addresses are used to form our mailing list. We email the mailing list regularly with information on future courses and reminders.  We will continue to use the email address until participants unsubscribe, after which time your details will be removed from our mailing list. The data we obtain is from the application forms submitted by participants by participants and/or individual email requests to be placed on our mailing list. Should you want a copy of your data or you wish to make a complaint, please email hello@cambridgechoral.com summarising your request or the details of your complaint.  If you would like to see a copy of Cambridge Choral Ltd’s Complaints Policy, please let us know. 

How do you protect the information you hold about me on your internal systems?
The information you supply to us via a mailing list or application form will be shared with course tutors and the hosting venue in order to provide for your needs during the course. After the course we will retain your data to stay in touch unless you ask us not to.  Your data is stored in the cloud. Cambridge Choral Ltd has physical, electronic, and procedural safeguards in place in accordance with data protection laws, to protect the security of your data against loss, misuse, unauthorised access, disclosure or alteration. These safeguards include encryption of communications and information storage, firewalls, access controls and a separation of duties.  Unfortunately, the transmission of information via the internet is not completely secure. Although we do our best to protect your personal information, we cannot guarantee the security of your personal information transmitted to our website. Any transmission of personal information is at your own risk.

We protect your privacy in several ways:
Information such as your musical experience and medical information, for example, is provided by you at the time on booking. Access to this information is limited to the course tutors and support staff and may be shared with the Conference & Catering Department if appropriate.   We use full login and password controls on our systems. Confidentiality and database access controls are reviewed periodically and updated, as required, to further protect your personal data.

Mailing list
Our mailing lists comprise those who have registered for a course, showed interest in attending a course and those who request to be included on a mailing list. We are an environmentally friendly company and will only contact you via email and never by post.

  • Can I be removed from your mailing list?  If you no longer wish to receive details of our courses, you can unsubscribe at any time by following the link on the email or by emailing hello@CambridgeChoral.com. 
  • Can I go back on your Mailing List? You can be added to our mailing list at any time via our website or by emailing hello@CambridgeChoral.com

This was last reviewed and updated by Samantha Wickham in May 2022.  To be reviewed annually. 

Please complete our About You Form HERE