Terms & Conditions

Terms & Conditions relating to Mobility Programmes (Internships and Short Programmes) throughout the island of Ireland

Application

Applicants and/or sending organisations must send all required information in order for Foyle to confirm the programme. Bookings are confirmed upon acceptance of a quotation with written confirmation that the mobility has been accepted. No internship is confirmed until all documentation has been received at least 4–6 weeks in advance of the arrival date.

It is the responsibility of the applicant or sending organisation to ensure that they have all required documentation to enter Northern Ireland and/or the Republic of Ireland. We do not accept any liability for financial loss incurred by failure to have the correct travel documentation, visa or insurance.

a) Linguistic, Vocational and Cultural Courses (groups)

• Enrolment sheet with all required student information. If accompanying persons/teachers require accommodation, their information should be supplied too.
• Homestay applicants: medical and dietary information; preferences noted (pairing requests, pets, etc.)
• Flight information: airline, flight number, date, arrival and departure airport
• Contact information for accompanying persons/teachers

b) Internship / Work Based Learning Programmes

• Enrolment sheet with all required student information
• 3 preferences for workplace type — Foyle will consider these alongside other documentation to find a suitable host company
• Flight information: airline, flight number, date, arrival and departure airport
• Contact information for accompanying persons/teachers
• CV (ideally in Europass format). All CVs must be in English, completed to a decent standard, and include relevant education or vocational information including the course name
• Motivational Letter: half a page explaining why the applicant is interested in the programme and relevant information about themselves
• Copy of student ID card/passport
• Criminal background checks (Education, Youth, Sport, Health applicants)

c) Job Shadowing / Teacher Groups

• Enrolment sheet with all required student information
• Flight information: airline, flight number, date, arrival and departure airport
• CV (ideally Europass format, in English)
• Copy of applicant ID card/passport
• Criminal background checks (Education, Youth, Sport, Health applicants)

Foyle reserves the right to refuse any applicant who does not meet programme eligibility requirements. Foyle will be unable to organise an internship for applicants who do not produce a CV and Motivational Letter to a sufficient standard, or before the deadline.

Data Sharing with Partner Educational Institution

We work in partnership with North West Regional College (NWRC) to deliver vocational training opportunities. We may share limited personal information with the college for the purpose of registering the student on the NWRC student management system. This information may include: full name, date of birth, age, and email address.

NWRC will process this information in accordance with their own data protection and privacy policies and applicable data protection legislation.

Fees, Payment & Services

• Fees must be paid in accordance with the Terms & Conditions noted on the quote and detailed in the Partnership Agreement/Contract.
• All bank charges are the responsibility of the payee.
• Programmes and services offered are based on the budgets advised by the sending organisation/funders.
• All fees must be paid 4 weeks in advance of the arrival date.
• Failure to pay 4 weeks in advance will result in cancellation of the programme. Foyle International will not be responsible for any financial loss incurred.
• In some circumstances, Foyle may agree a payment schedule of 80% four weeks in advance and 20% during the programme, confirmed in a standard contractual document.

Pocket money (where included)

• Pocket money for Derry is paid in Sterling (£) — the amount paid out will be based on the bank's exchange rate on the day of withdrawal.
• Pocket money for Donegal is paid in Euro (€)
• Pocket money for Dublin is paid in Euro (€)

Where local transport is included in the programme, Foyle will issue a weekly bus pass. We do not reimburse the price of tickets purchased independently by participants.

Cancellations

• Cancellations must be made in writing to Foyle International.
• 30 days or more before the start date: fees less a £150 / €170 administration fee will be refunded.
• Less than 30 days before the start date: no refund of fees.
• Once a client has arrived, no refund is given for cancellation caused by ill health. Foyle International urges all applicants to take out insurance against such an eventuality.

Non-Arrival, Late Arrivals & Absences

If a client fails to arrive, arrives late, or is absent during the programme, no refund of fees will be granted.

Dismissal Due to Conduct or Performance

Where a student/participant is dismissed from their internship/work placement due to poor performance, bad attitude, absences, or any other valid reason, Foyle International will not source another internship for that student. The mobility will be cancelled and fees will not be refunded or returned to either the student or sending organisation.

Public Holidays

Foyle International will close on certain public holidays during the year. There will be no reduction of fees should a public holiday fall during your programme. Closures are listed on the website foyle.eu.

Changes to Programmes

Foyle may at times be forced to make changes to programmes or services and we reserve the right to do so. If a significant change needs to be made, the individual or the agent/sending organisation will be informed as soon as possible. We will not be held responsible for any travel or personal costs incurred.

Insurance

Before arrival, we strongly recommend that you take out insurance for your own travel, health, financial and personal security. We do not accept responsibility or liability for these areas.

Visas / Right to Travel

It is the participant's and sending organisation's responsibility to check whether a visa is required for travel to Ireland and/or the UK. Where a participant is refused entry for this reason, Foyle International will not be responsible for costs incurred and no refund will be given.

Discipline

We reserve the right to exclude participants from their programme or remove them from their accommodation due to poor discipline or attendance. In such cases there will be no refund of fees and we take no responsibility for alternative provision. Any transportation or related costs will be the sole responsibility of the student.

Student Welfare Policies

A full list of Foyle policies may be found on the website and in the student and agent manuals — including: Bullying Policy, Child Protection Policy, Health & Safety Policy, Complaints Policy, and Privacy Policy.

Foyle International endeavours to ensure that every student has a great mobility experience. All applicants are required to complete at least 2 feedback questionnaires during their stay. Failure to complete the final questionnaire will result in certificates and final reports being withheld, which may cause problems with your project funders.

Disclosure of Health, Additional Needs or Mental Health Concerns

All participants are required to sign the Health Declaration Forms before arrival:

• Under 18s: Health Declaration — Under 18
• Adults: Health Declaration — Adults

Parents or agents/sending organisations should inform Foyle International if a student has been diagnosed with, or is suspected to have, autism, ADHD, or any other neurodiverse condition, behavioural concern, or mental health issue. All disclosures will be treated with sensitivity in line with our safeguarding and data protection policies.

Publicity

Applicants agree that photographs and achievements can be used for promotional purposes unless otherwise stated. This may include our official social media channels (such as Instagram) and our website, where social media posts featuring students may be embedded — website visitors are only shown these embeds with their consent (see our Privacy & Cookies page). Parents/guardians of students under 18 will be specifically asked for consent on the parental consent forms.

Accommodation

Accommodation bookings are confirmed once we receive all enrolment documents including the enrolment sheet, T&Cs, and Parental Consent (if applicable). Details will be supplied approximately 2 weeks before arrival — this may be reduced during busier periods.

Homestay and self-catering providers are instructed not to take fees directly from applicants or to enter into separate contracts. Failure to comply will result in a financial penalty to the student and termination of the accommodation arrangement.

If a change is requested, we may charge an additional accommodation arrangement fee. We must normally give the host family/accommodation provider one week's notice.

Hotels / B&Bs / Guesthouses

For bookings where Foyle has organised hotel, B&B or guesthouse accommodation, please inform Foyle of any requirements (single rooms, breakfast only, half/full board, etc.). Hotel information will be supplied prior to arrival.

Damages

• Applicants staying in self-catering accommodation are required to pay a €100 security deposit before arrival via bank transfer. This is refundable at the end of the stay providing there is no damage to the property. Full instructions are within the Self-Catering Terms and Conditions.
• Applicants in homestay are responsible for notifying their host family of any damage caused.
• Where damage is caused by a student, the student is responsible for all costs incurred. Failure to pay outstanding debts will result in certificates and final reports being withheld.
• Applicants are advised that their belongings are not automatically insured and should take out personal/travel insurance.

Behaviour

Applicants who do not show reasonable behaviour — swearing, inappropriate behaviour, vulgarity, violence, taking of illegal substances, or lack of respect shown to the host — may be removed from the accommodation at short notice. In this event, Foyle International will not be required to find alternative accommodation for the student.

Curfews

In accordance with Child Protection legislation, anyone under the age of 18 must adhere to the following curfews: those aged 17 must be home by 10.30pm; those aged 16 or under must be home by 9.30pm. No exceptions.

Christmas Period

Foyle International only has a limited number of host families willing to host applicants during the Christmas period. Applicants should inform Foyle well in advance if accommodation is required over Christmas.

Complaints

If you have a complaint, please report it immediately in person, by phone, or by email. Foyle International will not pay for hotel or other accommodation taken if you decide not to take the accommodation we offer.

Appendix 1 — Internships & Work Based Learning Programmes

Pre-requisites

• Participants must provide a detailed CV and motivational letter with no gaps and correct translations into English. A poor CV will lead to an incorrect placement, delays, or inability to accept the participant.
• For placements in the public sector or working with children or vulnerable adults, participants must apply for AccessNI (a legal requirement in Northern Ireland) and provide a copy of their police check from their home country. Without these two checks, we cannot guarantee a placement.

General advice

• Foyle does not offer 'like for like' — you are working in a different country with different working culture, legislation and procedures.
• Do not expect to perform the same tasks as full-time employees. Placement depends on your level of English, qualifications, past work experience, and personal attitude.
• Follow all rules and guidance explained by Foyle staff at your Welcome Meeting.
• All work placements are different — you may have a different schedule from other students.
• You may be required to work part-time, full-time, nights, early mornings or weekends depending on your chosen sector.
• The first week is a settling-in period. Changes will not be made after the first week unless there is a valid reason.
• If you encounter problems at your placement, make an appointment to discuss with the Work Placement Officer. We need participants to be patient and remain at the company until a suitable alternative can be secured.
• Always behave respectfully in the workplace. These are welcoming companies that Foyle International wishes to continue working with.
• Participants must always be punctual and must not take time off without informing both the Work Placement Officer and their employer. Failure to do so may result in disciplinary action.
• If a placement cannot be found in the requested sector due to lack of qualifications, experience, poor attitude, or low level of English, the participant must be willing to accept a position in another sector.

Declaration

• You have read and agree to the Terms & Conditions outlined by Foyle International.
• You have read and understood the relevant schedule of costs and confirm that you have sufficient funds to pay for all tuition and personal costs (food, accommodation) during the programme.
• You authorise Foyle International to take appropriate action in the event of a medical emergency, and understand that you are responsible for all insurance provisions and medical and dental bills incurred during your stay.
• You give authorisation for Foyle International to use any images taken in school or on excursions for promotional purposes (or have indicated non-consent).
• You certify that all information given is accurate and complete.
• If you are under 18, please request a Parental Consent Form from info@foyle.eu.

Self-Catering Accommodation Agreement — Foyle International

Security Deposit

Before arrival, a €100 security deposit is required. This should be paid via bank transfer to the following account — please include your name in the payment reference.

The deposit is returned at the end of your stay, after room inspections have been carried out.

General Conduct

Respect for other students / housemates

Students are expected to show particular consideration regarding noise from radios, stereos, televisions, or any other sound-producing device. These must not be at a level audible through adjoining walls or outside the room.

At all times, students must keep noise to a reasonable level. Between 10.30pm and 7.30am (Quiet Hours), noise must be kept to an absolute minimum. This includes social gatherings in communal areas, kitchens or bedrooms.

Prohibited Items and Activities

• NO SMOKING anywhere in the accommodation.
• The use and possession of inflammable substances, candles, joss sticks, gas canisters and ionisers are prohibited. Such items may be removed without warning and can be reclaimed at the end of the accommodation period.
• Students are not permitted to keep pets, bicycles, motorbikes, or vehicle parts in any part of the accommodation.

Cleaning

• Students are responsible for keeping their accommodation in a clean, tidy and safe state at all times and must return it in this state at the end of their stay. This includes the shared kitchen and communal areas.
• Students must participate in and share the cleaning of kitchen areas.
• Students are responsible for taking bagged rubbish to the communal waste bins. If rubbish must be removed from the kitchen following an inspection, all students will be asked to share the cost.
• Grease, fat or oil must not be disposed of down the sink. Fridges and freezers must be cleaned and defrosted regularly. Cleaning materials and utensils are to be provided by the residents.
• Students are expected to clean their rooms and shared areas before leaving. Residents will be asked to cover the cost of any repairs and additional cleaning required to return the property to its original condition.

Recycling

Students are encouraged to recycle whenever possible.

• BLUE BIN: Paper, cardboard, plastic bottles, cans and tins, glass
• BLACK BIN: Anything that cannot be recycled

If a blue bin is not collected due to improper items being placed in it, all residents of the household will be required to pay to have the bins emptied.

Heating and Electricity

Heating is controlled by a Boiler Management System (BMS). The system is automatic and operates daily, usually from October to May, between 6am and 10pm. Heating is not provided on a 24-hour basis.

Students must not tamper with the heating system. The heating is topped up on a monthly basis and monitored by Foyle.

If the system is found to have been tampered with, all residents within the household will incur the cost of a monthly energy top-up.

Where the accommodation has an IMMERSION HEATER, students are forbidden to turn it on. If students are found to have tampered with the immersion heater, all residents will be responsible for the monthly energy top-up.

Keys

• Replacement key: £20 per key
• Lock replacement: £50 per lock

Rooms

Students must only stay in and use the room that has been allocated to them. If a student is found to have used a room not allocated to them, they will be responsible for the cost of the cleaning service for that room.

General Care

• Students must not make any alteration to their accommodation or shared facilities, whether structural or decorative.
• Display materials must not be attached to walls, ceilings or woodwork using pins, nails or any adhesive substance.
• Students must keep their accommodation adequately ventilated to prevent condensation damage, particularly in rooms with en suite facilities.
• Costs arising from wilful or negligent damage will be charged in full to the responsible student.
• Furniture and equipment must not be removed from the accommodation. Any damage must be reported immediately to the Accommodation Officer.
• Students may apply to Foyle for a room move, subject to availability and at Foyle's discretion.
• Foyle/the Accommodation Officer may carry out inspections during a stay. If the accommodation is found to be in an unsatisfactory condition, 24 hours' notice will be given to rectify any issues. If conditions are still unsatisfactory after a follow-up inspection, Foyle will arrange cleaning at the student's cost.
• Students must allow Foyle and its staff access to attend to maintenance issues, provided appropriate identification is shown and reasonable written notice is given.

Notice is not required in the following circumstances: (i) responding to a maintenance request; (ii) in an emergency; (iii) if there is a breach of the Accommodation Agreement; (iv) if an activity is causing disturbance to other students or neighbours; (v) to secure an unattended room; (vi) during a spot check by the Accommodation Officer.

Emergency Maintenance

For emergency maintenance issues — such as a leak, no electricity, no hot water, or no heating during winter — please contact staff immediately by calling the accommodation phone or the Foyle 24/7 emergency number.

For all other issues, send an email to accommodation@foyle.eu or send a WhatsApp message to the emergency phone.

What's Provided