Terms and Conditions

Last updated: [21/3/26]

These Terms & Conditions apply to WaterBear Short Courses, workshops, evening courses, summer schools, camps and other short-form activities (“Activities”).

Important: These Activities do not form part of a recognised programme of higher education.

Separate terms apply to courses leading to a recognised degree, diploma, or certificate of higher education.

By booking an Activity, you agree to these Terms & Conditions.

About WaterBear Short Courses

• WaterBear Short Courses are non-accredited, skills-based learning experiences.
• Delivered in person at our campus facilities in Brighton or Sheffield and/or live online.
• Open to members of the public for personal or professional development.

Booking & Contract

• Complete our online registration form to start your booking. Submitting your details acknowledges your agreement to these Terms & Conditions.
• We’ll check availability and, if a spot is free, send you a secure payment link.
• You can pay a deposit or the full fee via Stripe.
• Your booking is confirmed, and your place secured, once we receive your deposit or full payment and you receive our confirmation email.
• The 14-day cooling-off period begins the day after your first payment (deposit or full fee) is received.
• If a deposit is paid, your place is secured subject to payment of the remaining balance by the date specified in your confirmation email.
• WaterBear reserves the right to decline a booking prior to confirmation.

All personal data you provide will be processed in line with:

WaterBear’s Privacy Notice – https://waterbear.org.uk/privacy-policy/

• UK GDPR and the Data Protection Act 2018
• Payments are securely processed via Stripe. Stripe handles card information in line with its Privacy Policy; WaterBear does not store your card details.

Fees & Payment

• All prices are in GBP and include VAT where applicable.
• Make payment within the timeframe in the email so your place is held.
• If you’ve paid a deposit, the remaining balance will be due by the date in your confirmation.
• Deposits and fees are refundable only within the 14-day cooling-off period which begins the day after your first payment is received.
• Discounts or special offers may apply for limited periods or specific groups and cannot be applied retrospectively.

Cooling-Off & Refunds

• You have 14 days from the day after your payment to change your mind.
• Simply email [email protected] to cancel.
• Deposits or fees paid will be refunded if within the cooling-off period.
• After this period, refunds are normally not available.

Changes & Cancellations

• Occasionally, we may need to adjust tutors, schedule, venue, or how a course is delivered.
• If a course is cancelled entirely and no alternative works, you’ll receive a full refund.
• All courses need a minimum number of participants; we’ll let you know as early as possible if a course can’t go ahead.
• If you need to withdraw after the cooling-off period due to exceptional circumstances, please contact us. We may require payment for any part of the Activity already delivered, at our discretion.

Transfers & Substitutions

• You can transfer your booking to someone else if you tell us at least 48 hours in advance.
• Switching to another date or course is sometimes possible – we’ll always do our best to help.

Participant Responsibilities & Online Courses

• Participants are responsible for providing a suitable device, internet connection, and any required software for online sessions, and for taking care of personal belongings.
• WaterBear is not liable for disruption caused by participant technical issues.
• Participants attending practical or performance-based Activities are responsible for their own safety equipment (e.g., ear protection).
• Participants are responsible for their personal belongings during all Activities. WaterBear is not liable for loss, theft, or damage to your property.

Accessibility & Support Requirements

• Please notify us in advance if you have any specific support requirements.
• We’ll make reasonable adjustments wherever possible to support you.
• Relevant tutors and managers may be informed to provide appropriate support.

Liability

• Activities are at your own risk.
• We cannot limit liability for serious injury caused

Media & Intellectual Property

• We may take photos, audio, or video for promotional or educational purposes.
• Any materials provided remain the property of WaterBear – please do not copy, share, or sell without prior permission.
• Please get consent before recording others.

Participants Under 18

• Participants under 18 require parental or guardian consent.
• Parents/guardians provide health, dietary, and accessibility information in advance.
• Media consent must also be given by the parent/guardian.
• Parents/guardians may need to accompany younger participants.
• Participants under 18 must follow course rules and instructions to ensure safety.

Participant Behaviour & Conduct

• Participants are expected to behave in a respectful and appropriate manner at all times.
• WaterBear reserves the right to remove a participant from an Activity (without refund) if their behaviour is unsafe, disruptive, inappropriate, or in breach of staff instructions.