Harrow International School Appi Japan
Terms and Conditions

The Terms and Conditions are based on the standard for all Harrow International
Schools.

A

Introduction
1.

These Terms and Conditions form the contract among the parties. The
School and the Parents are the parties to these Terms and Conditions. All
rights and obligations under these Terms and Conditions shall belong toGakko Hojin H.A. International School, established under the Private
School Act of Japan, which established and operates the School.

2.

Variations: The school reserves the right to change or add to these Terms
and Conditions from time to time and will provide at least one full Schoolterm’s notice of substantial changes to the Parents before the changes
take effect. Please see Section K for further information.

3.

The School’s Prospectus and website are not contractual documents.
Please see Clause 95 of this document for further information.

4.

Fees and Notice: The rules concerning fees and notice are of particularimportance and are set out at Sections H & I.

5.

Documents referred to: On accepting the offer of a place, parents andpupils receive a copy of the School Rules (as contained in the Parents’
Handbooks) and the Fees List. Parents also have an opportunity, onrequest, to see any of the other documents referred to in these Terms andConditions. Please refer to Section K.
B

Terminology
6.

“The School” means Harrow International School Appi, Japan.

7.

“Governors”/”Governing Body” means the Governors of the School who areappointed from time to time under the terms of its governing instrument andwho are responsible for the governance of the School.

8.

“The Head” is responsible for the day-to-day running of the School and that
expression includes those to whom any duties of the Head or of the Governing
body have been delegated.

9.

“The Parents”/“You” means any person who has signed theAdmission to the School Application Form (“the Application Form”)
and/or who has accepted responsibility for a Pupil’s attendance at the
School.

10. “The Pupil” is person who will be or is studying at the School andnamed as the pupil on the Application Form.
C

Admission and Entry to the School
11. Registration and Admission: Registration for possible entry to the School
is managed through the Admissions Office. Registration is not completed
until the Parents have received an acknowledgement of registration and theRegistration Fee has been paid. This does not constitute an offer of a placeat the School.
12. Equal Treatment: The School welcomes staff and children from manydifferent ethnic groups, backgrounds and creeds. Human rights andfreedoms are respected. Although the School retains the right to decide theextent to which expressions of religious and cultural identity can beaccommodated within the life of the School.
13. Offer of a Place and Deposit: On completion of Registration, the Schoolassesses applicants and makes a decision as to whether or not to offer aplace. For those offered a place, Parents confirm that the Pupil is definitely
coming to the School in that term by completing the Application Formand paying the Enrolment Fee and School Deposit.
14. Admission Requirements: Before entering the School, the Pupil mustsatisfy the School’s entry requirements which may include an interview,
school reports, a medical test, references and any other test or assessment
as the Head shall from time to time decide. In the case of Sixth Formentrants, iGCSE, or equivalent qualifications should be met. Entry to the
School is at the discretion of the Head and might be refused if, for example,
the Pupil’s previous school confirms that school fees remain unpaid or in
the event of an unsatisfactory report. It should be the Parent’s
responsibility at all times to ensure that the Pupil has the appropriate
immigration permission to reside in the country and to study at the School.
15. The Enrolment Fee and School Deposit: The non-refundable, non transferable Enrolment Fee and the refundable School Deposit arepayable upon a Parent's receipt of an offer letter and invoice from the
School. The School Deposit will be repaid to Parents in accordance withthis Terms and Conditions. Unless otherwise agreed with the Head, theSchool Deposit will only be refunded before entry where the Pupil has
failed to meet the Admission Requirements. However, the School reserves
the right to offset this deposit against part or all of any amount that parents
may owe at any time to the School, including but not limited to
outstanding tuition fees, exchange loss from foreign currency transfers
into a JPY account, charges for academic materials, lunch, transportationand to cover the loss or non-return of school books and equipment, or
courier fees. Should the outstanding amount be worth more than JPY

440,000 (for Japanese students and residents of Japan:)/JPY

880,000 (for Overseas students), payment for the difference is required.
D

Pastoral Care
16. Meaning: Pastoral care is the thread that runs throughout all aspects of lifeat the School and is directed towards the happiness, success, safety andwelfare of each pupil and the integrity of the House and School community.
17. The School’s Commitment: The School will do all that is reasonable tosafeguard and promote the Pupil’s welfare and to provide pastoral care toat least the standard required by law in the particular circumstances andoften to a much higher standard. The School will respect the Pupil’s humanrights and freedoms which must, however, be balanced with the lawfulneeds and rules of the School community and the rights and freedoms ofothers.
18. Complaints/Concerns: Any serious questions, concerns or complaints
about a Pupil’s pastoral care, safety or quality of education must be
notified to the School as soon as practicable. A copy of the School’sComplaints Procedure can be supplied on request. See also Clause 68
below.
19. Head’s Authority: The Parents authorise the Head to take and/or
authorise in good faith all decisions which the Head considers on proper
grounds will safeguard and promote the Pupil’s welfare.
20. Ethos: The ethos of the School must be such as to foster good
relationships between members of the staff, among the pupils themselves
and between members of the staff and pupils. Bullying, harassment,
victimisation and discrimination will not be tolerated.
21. Physical Contact: Parents give their consent to such physical contact as may
accord with good practice and be appropriate and proper for teaching andinstruction and for providing comfort to a pupil in distress or to maintainsafety and good order, or in connection with the Pupil’s health and welfare.
Notwithstanding the foregoing, physical contact shall not include any physicalpunishment. Physical punishment is never tolerated in the School.

22. Disclosures: Parents must, as soon as possible, disclose to the School in
confidence any known medical condition, health problem or allergy
affecting the Pupil, any history of a learning difficulty on the part of the
Pupil or any member of his immediate family, or any family circumstancesor court order which might affect the Pupil’s welfare or happiness.
23. Confidentiality: The Parents authorise the Head to override their own and(so far as they are entitled to do so) the Pupil’s rights of confidentiality,
and to impart confidential information on a “need-to-know” basis where
necessary to safeguard or promote the Pupil’s welfare.
24. Use of E-mail and Internet: The School’s Policy on the use of e-mail andthe internet is applicable to parents and pupils and is available to parents
and pupils on request. To the extent permitted under the applicable law,
the School reserves the right to monitor the Pupil’s e-mailcommunications and internet use via the School’s platform or system forthe purpose of Safeguarding and enforcement of the Code of the School or
its policies in force from time to time.
25. Safeguarding: The School’s Policy on Child Protection and Safeguarding
is published on the School Website. Parents are encouraged to makethemselves familiar with this Policy, and to pay particular attention toclauses which refer to the conduct expected of parents.
26. Leaving School Premises: The School will do all that is reasonable toensure that each Pupil remains in the care of the School during School
hours but cannot accept responsibility for the Pupil if she/he leaves the
School premises in breach of School Rules.

27. Residence During Term Time: Pupils are required during term timeand at weekends (permitted periods of time away from School) and halfterm, to live with a parent or legal guardian or with an education guardian
acceptable to the School.
28. Absence of Parents and Guardianship Arrangements: All Parents must
inform their child’s Form Tutor or Head of House in writing of the name,address and telephone number(s) of an education guardian or othersuitable adult(s) willing and authorised by the Parents to accept full
responsibility for the Pupil in the event of the School being unable tocontact the parents in an emergency or when the parents are either
permanently or temporarily out of the country.
29. Photographs: The School, other schools in the AISL Harrow Internationalgroup and/or its management companies (“School Group”) may fromtime to time include some photographs or images of Pupils in the School
Group’s promotional material such as the prospectuses, website andvideos. The School Group would not disclose the name or home addressof a child without the Parents’ consent. See Schedule 1 for the School’s
Personal Data Protection Policy.
30. Transport: The Parents’ consent to the Pupil travelling by any form of
public transport and/or in a motor vehicle driven by a responsible adultwho is duly licensed and insured to drive a vehicle of that type andapproved by the School.
31. Pupil’s Personal Property: Pupils are responsible for the security and safeuse of all their personal property including money, mobile phones,
locker keys, watches, computers, calculators, musical instruments andsports equipment, and for property lent to them by the School.
32. Insurance: Parents are responsible for the insurance of the Pupil’s
personal property whilst at School or on the way to and from School or
any School- sponsored activity away from School premises.

33. Liability – Reasonable Endeavours: While the School will use its
reasonable endeavours to educate the pupil, the School will not be liable
for any failure of a pupil to attain any academic or other standard. Parents’consent to the Pupil participating in all or any of the normal activities of
the School during term time for which the School is insured and will not
hold the Governors or the School’s employees responsible for any injury
or loss suffered by the Pupil provided that the Governors and the School’s
employees exercise due care and attention. The School will not seek further
consent for these activities in term time but undertakes to inform the
Parents of any activity which requires an overnight stay away from the
School or travel outside Japan, although separate consent will be sought
for any activity or expedition taking place outside Japan.
34. Liability – Limitation: Any liability of the School to the Pupil or Parents
shall be limited to the aggregate amount of Fees paid in respect of the Pupil.
The exclusions or limitations of liability shall not apply so as to limit or
exclude any liability of the School for death or personal injury resulting
from the negligence on the part of the School.
35. Third Party Service Providers: The School will introduce Pupils to third party
service providers, for example, for catering services, school bus services andactivities such as sport, music and art, but will not be held responsible for the
conduct and/or actions of such service providers.

E

Health and Medical Matters
36. Medical Declaration: Parents will be asked to complete forms of
medical declaration concerning the Pupil’s health and must inform theHead, Head of House or healthcare officer in writing if the Pupil develops
any known medical condition, health problem or allergy, or will be unable
to take part in games or sporting activities or has been in contact with
infectious diseases or has medical treatment in the holidays. The School
shall not be held liable for any harm or injury caused by any known
medical condition, health problem or allergy intentionally withheld.

Parents will be expected to keep their child’s medical details up to date atregular intervals on the School’s Management Information System (MIS).
37. Medical Care: Every Pupil must be registered on the register of the
School’s Health Centre while a Pupil at the School. Parents’ consent to the
Pupil being treated and prescribed for by the qualified nursing staff orhealthcare officer and also to the administering of non-prescription remedies
for minor complaints where appropriate and necessary by the Pupil’s
Head of House.
38. Pupil’s Health: The Head at any time may require a medical opinion or
certificate as to the Pupil’s general health where the Head considers thatnecessary as a matter of professional judgment in the interests of the Pupil
and/or the School.
39. Medical Information: throughout the Pupil’s time as a member of the
School, the School’s Healthcare Officer (Nurse), or the School’s Counselor(if any), shall have the right to disclose confidential information to the Heador Head of House about the Pupil if considered to be in the Pupil’s own
interests or necessary for the protection of other members of the Schoolcommunity. Such information will be given and received on aconfidential, “need-to-know” basis.
40. Emergency Medical Treatment: The Parents authorise the senior memberof staff present to consent on behalf of the Parents to the Pupil receiving
emergency medical treatment including blood transfusions, generalanaesthetic and operations where certified by an appropriately qualified
person necessary for the Pupil’s welfare and if the Parents cannot be
contacted in time. Appropriate arrangements for emergency medical
treatment for trips outside the country in which the School is located will
be made by the master- in-charge of the trip.
F

Educational Matters41. The School’s Commitment: Within the published range of the School’s
provision from time to time, the School will do all that is reasonable toprovide an educational environment and teaching of a range, standard
and quality which is suitable for each pupil.
42. Organisation: The School reserves the right to organize the curriculum andits delivery in a way which, in the professional judgment of the Head, ismost appropriate to the School community as a whole.
43. Progress Reports: The School monitors the progress of each pupil andreports regularly to Parents by means of grades and full written reports.
44. Sex Education: All Pupils will receive health and life skills education
appropriate to their age in accordance with the curriculum from time totime unless the Parents have given formal notice in writing that they do
not wish their child to take part in this aspect of the curriculum.
45. Public Examinations: The Head may, after consultation with Parents andthe Pupil, decline to enter the Pupil’s name for a public examination if, inthe exercise of professional judgment, the Head considers that by doing so
the Pupil’s prospects in other examinations would be impaired.
46. Reports and References: Information supplied to Parents and others
concerning the progress and character of the Pupil, and about
examination, further education and career prospects, and any references
will be given conscientiously and with all due care and skill but otherwise
without liability on the part of the School.
47. Learning Difficulties: The School will do all that is reasonable in the caseof each pupil to detect and deal appropriately with a learning difficulty
which amounts to a “special educational need”. The School’s staff are not,however, qualified to make a medical diagnosis of conditions such as thosecommonly referred to as dyslexia, or of other learning difficulties and the
School will not accept liability for the absence of such diagnosis.

48.

Screening for Special Educational Needs (SEN): The screening tests
available to Schools are indicative only: they are not infallible. Parents will
be notified if a screening test indicates that the Pupil has a SEN. A formal
assessment can be arranged by the School at the Parent’s expense or by the
Parents themselves.

49. Information about SEN: Parents must notify the Head in writing if they
are aware or suspect that the Pupil (or anyone in his or her immediatefamily) has a SEN and the Parents must provide the School with copies of
all written reports and other relevant information. Parents may be asked
to withdraw the Pupil, without being charged Fees in lieu of notice if, in theprofessional judgment of the Head and after consultation with the
Parents and with the Pupil (where appropriate), the School cannot
provide adequately for a Pupil’s SEN. Remedial teaching provided by the
School will usually be charged as an extra.
50. A-Level Courses: Following admission to the School it is assumed that,
subject to conduct and academic ability, a Pupil will continue into the Sixth
Form (and Parents must in every case give a term’s notice if that is not
the Pupil’s and their intention) unless the Pupil has been unable to satisfy
the Sixth Form entry requirements. Entry to the Upper Sixth Form isconditional on achieving satisfactory results as defined periodically by theHead.
51. School’s Intellectual Property: The School reserves all rights and interest
in any copyright, design right, registered design, patent or trademark(“intellectual property”) arising as a result of the actions, or work of the
Pupil in conjunction with any member of staff and/or other pupils at the
School for a purpose associated with the School. The School will
acknowledge and allow to be acknowledged the Pupil’s role increation/development of intellectual property.

52. Pupil’s Original Work: Copyright in the Pupil’s original work, such asclassroom work, prep or homework, projects, internal examinations
scripts, paintings, other artworks and computer- generated material,
belongs to the Pupil. Most such work (but not examination scripts) will be
returned to the Pupil when it is no longer required for purposes ofassessment or display.
53. Educational Visits: A variety of educational visits will be provided for
pupils while at the School. The cost of some educational visits will becharged as an extra and added to the bill. Educational visits overseas or
those involving an overnight stay will be the subject of a separate
agreement with the Parents. The cost of the trip will be payable inadvance. The Pupil is subject to School discipline in all respects whilst
engaged in a School trip. All additional costs of special measures (such as
medical cost, taxis, air fares, or professional advice) necessary to protect
the Pupil’s safety and welfare, or to respond to breaches of discipline,
will be added to the bill payable by the Parents.
G

Behaviour and Discipline
54.

Parents’ Authority: The Parents authorise either the Head or the Pupil’s
Head of House, while the Pupil is in the care of the School, to takeand/or authorise in good faith all decisions that safeguard and promote
the Pupil’s welfare. Parents give consent to such physical contact as may
be lawful, appropriate and proper for providing comfort to a Pupil in
distress or to maintain safety and good order in connection with the
Pupil’s health or well-being. Notwithstanding the foregoing, physicalcontact shall not include any physical punishment. Physical punishment isnever tolerated in the School.

55.

Conduct and Attendance: The School attaches importance to courtesy,
integrity, manners and good discipline. The Pupil is expected to take a fullpart in the activities of the School including fieldtrips, sports trips,
expeditions and exchanges with other schools in the Harrow

International group, and, to be punctual, to work hard, to be well
behaved and to comply with the School Rules (as contained in the relevant
Parents’ Handbook).

56.

Participation in Special events: Pupils will attend special ceremonies orreligious observances such as the Christmas Carol Service unless parents
request otherwise.

57. The School Rules: Parents are supplied with a copy of the relevant Parents’
Handbook. Within this are the School Rules giving information about theethos and rules of that particular phase of the School, for example, theuniform rules for each phase of the school. The purpose of the School
Rules is to help every Student and their Parents know what is expected andto encourage courtesy and consideration for others.
It is a condition of remaining at the School that your child complies
with the School Rules. In addition, you undertake to ensure that yourchild attends School punctually and that your child conforms to such rulesof dress, appearance and behaviour as may be issued by the School fromtime to time (if not already included within the Parents’ Handbooks thatare given to all parents/guardians). The School reserves the right, subject
to applicable data protection legislation, to monitor your child's emailcommunication and internet use for the purpose of ensuring compliancewith the School Rules in the Handbooks.
58.

Conduct of the School: The Head is responsible for the care and good
discipline of Pupils while they are in the charge of the School or its staff
and for the day-to-day running of the School and the curriculum. The Headis responsible also for the imposition of any sanction including exclusion
for non-payment of fees, suspension during investigation or following abreach of School discipline and removal or expulsion. The Head is not
responsible unless negligent for a pupil who is absent from the School inbreach of School discipline.

59.

School Discipline: The Parents hereby confirm that they authorize theHead and of other members of staff on behalf of the Head to take allreasonable disciplinary or preventative action necessary to safeguard andpromote the welfare of each pupil and the School community as a whole.

60. Investigative Action: A complaint or rumour of misconduct will be
investigated. The Pupil may be questioned and the Pupil’s accommodation
or belongings may be searched in appropriate circumstances. Allreasonable care will be taken to protect the Pupil’s human rights andfreedoms and to ensure that the Parents are informed as soon as reasonably
practicable after it becomes clear that the Pupil may face formal
disciplinary action.
61.

Procedural Fairness: Investigation of a complaint which could lead to
expulsion, removal or withdrawal of the Pupil in any of thecircumstances explained in the other clauses of Section G shall be carriedout in a fair and unbiased manner. All reasonable efforts will be made to
notify the Parents or Guardian so that they can attend a meeting with
the Head before a decision is taken in such a case. In the absence of aparent or a guardian, the Pupil will be assisted by an adult (usually ateacher) of their choice.

62. Divulging Information: Except as required by law, the School and its
staff shall not be required to divulge to Parents or others any confidential
information or the identities of pupils or others who have given
information which has led to the complaint or which the Head has
acquired during an investigation.
63. Drugs and Alcohol Policy: A Pupil will be required to leave for possessing
or using an illegal drug in or out of term time. The Head may, at any time,
both arrange to conduct a search of the Pupil’s possessions including his
or her room, locker or desk and require the Pupil to undergo a medical
examination, or provide a urine, hair or blood sample under medical
supervision, to establish the presence or otherwise of any illegal substancewhere there are reasonable grounds to suspect that such a search or
examination will result in evidence of the possession or use of drugs. The
Head shall be entitled to draw whatever conclusions she/he shall see fit
from the failure to undergo such an examination or search. If a Head ofHouse has reasonable cause for concern about a Pupil’s consumption of
alcohol in breach of School rules she/he may require the Pupil to provide
a sample of breath in order to ascertain if she/he needs to be medicallyassessed.
64. Sanctions: The sanctions to be imposed on the Pupils shall be compliant
with the Code of the School and the delegated rules and policies. The
School’s current policies on sanctions are available to Parents on request
before they accept the offer of a place. These policies may undergo
reasonable change from time to time to the extent permitted by the relevantlaws and regulations.
65. Discretion of the Head: The decision to remove a Pupil temporarily andthe manner and form of any announcement shall be at the sole discretion of
the Head subject to the approval of the Governing Body and to the extent
permitted by the laws and regulations.
66. Appeal Procedure: In the event of the removal or a pupil, a copy of the
School’s Appeal Procedure is available on request from the School.
67. Access: A pupil who has been withdrawn, suspended, removed or
expelled from the School has no right to enter School premises without
the written permission of the Head.
68. Complaints Procedures: A complaint about any matter of School policy
or administration not involving a decision to expel or remove the Pupil
must be made in accordance with the School’s complaints procedure, acopy of which is available on request. Every reasonable complaint shallreceive fair and proper consideration and a timely response.

H

Provisions about Notice
69. Definitionsa.

Notice to be given by Parents means (unless the contrary is stated in theseTerms and Conditions) a Term’s written notice addressed to and actually
received by the Head. No other notice will suffice. Notices must be handdelivered or sent by recorded or guaranteed delivery post to the School
address.

b.

Term means the period between and including the first and last days ofeach school term.

c.

Fees in Lieu (of notice) means fees in full for the term of notice at the ratethat would have applied had the Pupil attended and is not limited to the
Parental contribution in the case of a scholarship or bursary.

70. Cancelling Acceptance: A term’s fees will be payable by the Parents if for any
reason they cancel their acceptance of a place less than a term before entry or
the Pupil does not join the School after accepting a place and subsequently
qualifying for entry. Parents who cancel having accepted a place but giving afull term’s Notice before entry will not have to pay Fees in lieu but the S c h o o l
Deposit will be retained by the School.
71. Withdrawal from the School: A Term’s Notice must be given before a Pupil iswithdrawn from the School or a term’s Fees in lieu will be due and payable asa debt at the rate applicable on the date of invoice whether or not the place canbe filled. The main reason for these rules is to ensure that the School has
sufficient notice with which to plan fee levels, other resources and thecurriculum. Following a withdrawal, the School will refund the School Depositon the Pupil’s final fees bill.
72.

Prior Consultation: It is expected that a parent, or duly authorized education
guardian will, in every case, consult personally with the Head or the Head ofHouse before notice of withdrawal is given.

73.

I

Termination by the School: The School may terminate these Terms andConditions on one term’s written notice sent by ordinary post or on less than
one term’s notice in a case involving expulsion or required removal. The School
Deposit would be refunded without interest less any outstanding balance of
the Pupils Fees account.
Fees

74.

Meaning : “Fee” and “Fees” where used in these Terms and Conditions include
each of the following charges where applicable: Registration Fee; E n r o l m e n t
F e e ; S c h o o l Deposit; Tuition Fee; Fees for extra tuition; other extras such as
House charges, clothing and equipment, photographs and other items orderedby the parents or the Pupil and charges arising in respect of educational visits,
and damage where the Pupil alone or with others has caused wilful loss ordamage to School property or the property of any other person (fair wear andtear excluded) and late payment charges if incurred.

75.

Payment: The Parents undertake to pay the Fees applicable in each term in
respect of each School year directly to the School. Except where a separate
agreement has been made between the Parents and the School for thedeferment of payment of Fees, Fees for each term are due and payable before
the commencement of the School term to which they relate. If one or more
items on the bill are under query, the balance of the bill must be paid. Chequesand other instruments delivered at any time after the first day of term will bepresented immediately and will not be considered as payment until cleared.

76.

Refund/Waiver: Fees will not be refunded or waived for absence throughsickness; or if a term is shortened or a vacation extended; or if a Pupil isreleased home after public examinations or otherwise before the normal end of
term; or in case of online learning caused by suspension of face to face class by alocal authority; or for any cause other than exceptionally and at the sole
discretion of the Head in a case of genuine hardship or where there is a legal
liability under a court order or under the provisions of these Terms andConditions to make a refund.
77.

Exclusion for Non-Payment: Without prejudice to any other rights orremedies that the School may have:a.

In the event that Fees are not paid in full (so as to be received in cleared
funds by the School) by the due date for payment, the School may, by
notice in writing to the Parents, set a new date for payment of such Fees(or outstanding balance) failing payment of which by such date, the Pupil
shall be deemed to have been withdrawn (without further notice);b.

In the event that Fees are paid late, the School may, by notice in writing to
the Parents, require eitheri.

the payment of a term’s Fees in advance by a date determined by the
School orii.

the payment of a year’s Fees in advance by the start of theimmediately following academic year; failing payment of which bythat date in either case, the Pupil shall be deemed to have been
withdrawn (without further notice);c.

For the avoidance of doubt, the School may, in the notice given underparagraph (a) invoke the provisions of paragraph (b);d.

The Head shall exercise each of the discretions reserved to the School
under paragraphs (a), (b) and (c) save to the extent that he delegates any
such discretion to the Bursaries Manager or Head of Account.

e.

The deemed withdrawal under this clause 77 will cause the Provisions
about Notice in Section H to apply so that a term’s fees in lieu of notice
will be payable.

f.

The deemed withdrawal under this Clause 77 is permanent and there isno right to have the Pupil concerned readmitted to the School even if

payment is made subsequently.
g.

Notwithstanding the provisions of this Clause 77, the School reserves theright (exercisable by the Head at her/his sole discretion) to readmit a
Pupil following a deemed withdrawal upon such terms as to payment ofoutstanding and future Fees as he may determine.

h.

The deemed withdrawal (or exclusion) under this clause 77 is not a
disciplinary matter and there is no right of appeal; andi.

The School may also withhold any information, character references orproperty while Fees (or any part thereof) remain unpaid but will not do soin a way that would cause direct, identifiable and unfair prejudice to thelegitimate rights and interests of the Pupil.

78. Late Payment: Save where alternative provisions for the payment of interest
are contained in a separate agreement made between the Parents and the
School, simple interest may be charged on Fees which are unpaid as set out
in clause 79 below.
79. Late Payment Charges: Charges for late payment may be varied at the School’s
discretion but, unless otherwise advised, comprise:▪

A charge of £250 in equivalent JPY using the official foreign exchange
middle rate published by the major commercial banks in Japan andinterest at the rate of 1.5% per month or any overdue balance, to the extent
permitted by the relevant laws;▪

All administration and legal costs in relation to any sums that are unpaid
by the due date.

80. Poor Fee Payment Record: Parents who have a poor or otherwise
unsatisfactory fee payment record may be required, at the Head’s discretion,
to pay each of the following years’ fees in a single lump sum in advance. Incases of persistent late payment the School reserves the right to obtainreferences from external credit reference agencies.
81.

Part Payment: Any sum tendered that is less than the sum due and owing may
be accepted by the School on account only. Late payment charges will beapplied to any unpaid balance of Fees.

82.

Instalment Arrangements: An agreement by the School to accept payment of
current and/or past and/or future Fees by instalments is concessionary andwill be subject to separate agreement/s between the Parents and the School.

83.

Advance Payment Scheme: From time to time, the School makes available a
Scheme under which a lump sum prepayment is made by or on behalf of the
Parents which will be the subject of a separate contract which will provide,
among other conditions, for a refund of the unused part of the prepayment in
the event of the Pupil leaving earlier than expected. Fees in lieu of notice (whereapplicable) and any other sum due to the School at that time will be deductedfrom the sum to be refunded.

84.

Scholarships: Every scholarship or other award or concession is adiscretionary privilege, subject to high standards of attendance, diligence,
performance and behaviour on the Pupil’s part. The terms on which suchawards are offered and accepted and on which they may be revoked will be
notified to Parents at the time of offer.

85.

Amount and Review of School Fees: Details of the School Fees are published,in the Fees List, and reviewed at least once each year. Parents will usually be
informed in the summer term of any increase in the School Fees applicable forthe following academic year but the right is reserved to increase the School
Fees at any time without obtaining prior consent of Parents.

J

Events beyond the control of the Parties
86.

Force Majeure: An event beyond the reasonable control of the parties to theseTerms and Conditions is referred to below as a “Force Majeure Event” and shall
include such events as an act of God, accident, earthquake, fire, tsunami, flood,war, riot, civil unrest, act of terrorism, chemical or biological contamination,
strikes, industrial disputes, outbreak of epidemic or pandemic of disease,
compliance with any law or governmental order, rule, regulation or direction(including that of a local authority), failure of utility service or transportation;
it shall not include an ability to pay Fees. Subject to express written agreement
to the contrary, the Parent’s continuing obligations under these Terms andConditions in respect of Fees shall not be affected by a Force Majeure Event.
87.

Notification by the School: In the event of a Force Majeure Event arisingwhich prevents or delays the School’s performance or any of its obligations
under this contract, the School shall immediately give parents notice in writing
specifying the nature and extent of the circumstances giving rise to the Force
Majeure Event. Provided that the School has acted reasonably and prudently
to prevent and minimise the effect of the Force Majeure Event, the School will
have no liability in respect of the performance of such of its obligations as areprevented by the Force Majeure Event while it continues. The School shall use
its best endeavours during the Force Majeure Event to provide educational
services.

88.

Continued Force Majeure: If the School is prevented from performance of its
obligations for a continuous period greater than four months, the School shallnotify the Parents of the steps it shall take to ensure performance of these Terms
and Conditions.

89.

Notification by Parents: In the event of a Force Majeure Event which affects
the parents’ ability to perform any of their obligations under these Terms andConditions, they shall give the School notice in writing of the Force Majeure
Event. The Parents shall not be liable for non-performance of such obligations(except payment of fees) during the Force Majeure Event but in the event of theForce Majeure Event continuing for more than four months shall discuss with
the School a solution by which these Terms and Conditions may be performed.

K

General Contractual Matters

90.

Management: It is the School’s intention that these Terms and Conditions will
always be operated so as to achieve a balance of fairness between the rights
and needs of Parents and Pupils, and those of the School community as awhole. The School aims to ensure that its culture, ethos and resources areproperly managed so that the School, its services and facilities can develop.
The School also aims to promote good order and discipline throughout its
community and to ensure compliance with the law.

91.

Legal Contract: The offer of a place and its acceptance by the Parents give rise
to a legally binding contract on the terms of these Terms and Conditions. The
Parents shall sign these Terms and Conditions which is a condition precedent
for the admission of the Pupil to the School.

92.

Change: This School, as any other, is likely to undergo a number of changes
during the time the Pupil is here. For example, there may be changes in thestaff, and in the premises, facilities and their use, in the curriculum and the sizeand composition of classes, and in the School Rules, the disciplinary
framework, and the length of School terms. These changes will not be
legitimate reasons for the Parents to terminate the Terms and Conditions.

93.

Consultation: It is not practicable to consult with Parents and Pupils overevery change that may take place. Whenever practicable, however, Parents
will be consulted and given at least a term’s notice of a change of policy or achange in any physical aspect of the School which would have a significant
effect on their child’s education or pastoral care.

94.

Data Protection: By signing the Application Form or by agreeing to be boundby these Terms and Conditions the Parents on behalf of themselves and so far
as they are able on behalf of the Pupil authorise the School to process personal
information including financial and sensitive personal data such as medical
information or biometric information as is deemed necessary for the legitimate
purposes of the School. See Schedule 1 for the School’s Personal Data

Protection Policy.
95.

Representations: The School’s prospectus and website describe the broad
principles on which the School is presently run and gives an indication of its
history and ethos. Although believed correct at the time of publication, theprospectus and website are not part of any contract between the Parents andthe School. Parents wishing to place specific reliance on a matter contained in
the prospectus or website, or a statement made by a member of staff or a pupil
during the course of a conduced tour of the School or a related meeting shouldseek written confirmation of that matter from the Head before entering theseTerms and Conditions.

96.

Third Party Rights: Only the School and the Parents are parties to these Terms
and Conditions. The Pupil is not a party to it. To the extent permitted by thelaws and regulations, the acts and omissions of Parents are binding on the Pupil
and vice versa as to any matter of behaviour, discipline and Fees. To the extent
permitted by the laws and regulations, all requests and authorities by the Parents
are treated as being made on behalf of the Pupil and vice versa.

97.

Interpretation: These Terms and Conditions supersede those previously inforce and will be construed as a whole. Headings, unless required to makesense of the immediate context, are for ease of reading only and are nototherwise part of the Terms and Conditions. Examples given in these Terms
and Conditions are by way of illustration only and are not exhaustive.

98.

Severability: If any provision of these Terms and Conditions is determinedby a court or arbitrator of competent jurisdiction to be invalid, illegal or
unenforceable, in whole or in part, the remaining provisions of these Terms
and Conditions will remain in full force and effect to the fullest extent
p e r m i t t e d by applicable law.

99.

Governing Law: The execution, performance and interpretation of theseTerms and Conditions and the settlement of any dispute arising out of
and/or in connection with these Terms and Conditions shall be governed by
the laws of Japan.

100. Dispute Resolution: The Morioka District Court shall have the non-exclusive
jurisdiction over any disputes arising in connection with the contract between theparties.

101. Language: These Terms and Conditions are written in English and Japanese.
In the event of any inconsistency or discrepancy between the English version
and the other version, the English version shall prevail.

Schedule 1
Personal Data Protection Policy
The School holds data and information about Parents, guardian and/or the Pupil
including but not limited to contact details, financial information, exam results,
biometric information and details of medical conditions (“Information”). This
Information is kept electronically on the School’s information management system or
manually in indexed filing systems.
The School processes Information about Parents and the Pupil in order to safeguard
and promote the Pupil’s welfare, promote the objects and interests of the School,
facilitate the efficient operation of the School and ensure that all relevant legal
obligations of the School are complied with. Examples may include: the School keeping
details of medical conditions from which the Pupil may suffer so that staff will be able
to respond appropriately in the event of a medical emergency, and/or the School
processing financial information obtained from the parents or from third parties suchas credit reference agencies or the School using biometric information to allow pupils
access in to School buildings or to record extras purchased.
This Personal Data Protection Policy ("Policy") will explain to You how the School
collect and use Your and/or the Pupil information. Please ensure that You read andfully understand this Policy. If there are any doubts as to the content of this Policy,
kindly inquire through the method set out under this Policy and the School will provide
the necessary clarification. If You accept the offer letter, You are deemed to have agreed
to this Policy and agreed to the School collecting and using the Information inaccordance with the terms of this Policy. The school reserves the right to change theterms of this Policy from time to time to the extent permitted by the relevant laws andregulations.
1.

Collection and Usage of Information(a)

In order for the School to process the applications and manage the affairs of

the Pupils, the School may need to process the Information for the purposes
set out below:(i)Application for Admission Consultation
When submitting application for the School admission consultation
sessions, You will need to provide the School with the name, gender,
date of birth, nationality and enrollment year of the Pupil, Parents
and/or guardian name, Parents and/or Guardian-Pupil relationship,
Parents and/or Guardian mobile phone number, Parents and / orGuardian email etc.

(ii)

Submission of Application and Application Documents
When submitting application for admission, you will need to provide
us with the name, gender, nationality, date of birth, passport
information, visa information, enrollment year, education background,
grades, awards and past school performance record of the Pupils;
names, education background, date of birth and contact details offamily members; name, date of birth, education background, contact
details of the Pupil’s referee, etc.

(iii) Fee Payment and Refund
The School may collect Your bank account information or third-party
payment platform account information, transaction serial number,
payment status and other information from You in order for the School
to collect the Pupil's application fee, tuition fee, school bus fees, cocurricular activities fees, pre-payment fees and other school-related
fees from You and to make relevant refund to You.
(iv) Medical Information

The School will collect the Pupil’s medical information in order tounderstand the health and medical condition of the Pupils for the
purpose of managing the Pupil’s affairs. This information will involve
the privacy of the Pupil, such as the Pupil’s name, nickname, gender,
date of birth, home address, phone number and other personal data,name of family members and their contact details, blood type, eating
habits and dietary restrictions; history of illness (including
psychological and physical), injury history and treatment condition,
matters to be noted by teachers and nurses, allergies, medication andmedical information; sports restrictions; vision and vision correction
condition, vaccination, insurance information such as issuer, insurance
policy number, designated hospitals, etc.
(v)

Other Application Forms
You will need to provide Yours and/or the Pupil’s name and homeaddress, Parents’/ guardian’s contact information, dietaryrequirements, photo to the School or third party service providers, if
You or the Pupil requires other services from the School, such asboarding, school bus services, catering services, school uniforms,
School access identification badge etc.

(vi) Daily Communication and Contact
The School will contact the You or the Pupil via the contact details
provided by You in order to communicate with the You with regard to
information/ development of the School and Pupils.
(vii) Miscellaneous
Where, for administrative, educational, promotional, health, wellbeingof Pupils/Parents or, in the professional opinion of the Head it isdeemed necessary, the School may share information with certain third
parties to the extent permitted by the relevant laws and regulations.
(b)

If the School enters into a separate arrangement for the payment of fees, itmay, in order to verify Parents’ identity and so that it can assess andapplication for credit, search the files of any licensed credit reference agency
who will keep a record of that search and details about an application. This
record will be seen by other organisations which make searches about the
Parents. Failure to supply information may result in a refusal of credit.
The School, other schools in the AISL Harrow International group and/or its
management companies (“School Group”) may use the personal information
submitted by Pupils/Parents to the School or photos, videos, audios andother materials of Parents/Pupils participating in learning programmes,
daily life and activities inside and outside the School for the purpose of
marketing. The School Group will use the personal data submitted by You
to send You news briefings, latest news and promotional materials. The
School Group may also publish photos, videos, audios and other materials
containing You or Pupils in various online and offline marketing channels,
such as the School’s or the School Group’s internal and external medias,websites, exhibitions, prints, visual displays, etc. If You would like towithdraw Your consent in relation to such use, kindly contact the School via
the manner set out in paragraph 8 of this Policy.

2.

Storage of Information(a)

The information the School collect will be stored on servers overseas. At thesame time, in order for the School to provide effective management andmaintain the quality of education, the School may provide the data collected
to headquarters of the School management company, Asia International
School Limited (a company limited by shares incorporated under the
Cayman Islands law with principal business address in Hong Kong), andstore such data on the servers in the PRC and Hong Kong. If, due to businessrequirements, personal data needs to be transferred to foreign institution orindividual, the School will obtain Your consent in advance, inform You ofthe purpose and recipient of such transfer etc., and complied with theprocedure as required by the relevant law and regulation, provided suchtransfer is not prohibited by law.
(b)

3.

For the data collected, the retention period is the minimum time necessary
to realize the operation functions of the School, and the School will abide by
the laws and relevant regulations strictly. Upon the expiration of theretention period, or Your information is no longer needed for the purposesof this Policy, or when it is not required to be retain in accordance with
relevant laws and regulations, the School will take reasonable steps and safe
mode to remove personal information or make it unrecognizable and cannot
be edited, modified or used again.

Information Sharing, Transfer and Disclosure(a)Information Sharing
The School will not transfer Information provided by You with any third
parties without Your consent, except for the following:(i)Transfer when obtained express consent: with Your prior consent, We
will transfer Your Information with other parties;(ii)

Disclosing Your Information to third party or administrative andjudicial authorities in accordance with the relevant laws andregulations or the requirements of the administrative and judicial
authorities.

(iii) Entrusting data to third-party suppliers: Some of the School’s services
will be provided by third-party suppliers where necessary to the extent
permitted by the relevant laws and regulations. For example, school web

design suppliers, school software design suppliers, marketing andpublic relations companies, catering suppliers and school uniform
suppliers etc. The School will only share Your Information with thirdparty suppliers for specific and clear purposes based on legitimate,proper and necessary principles, and the School will only share
Information which is necessary to provide services. The School will
request its suppliers to comply with this Policy and any other relevant
confidentiality and security measures when processing Your
Information.
(iv) When it involves mergers, acquisitions or bankruptcy liquidation, if it
involves the transfer of personal information, the School will require
the new entity holding Your Information to continue to be bound by
this Policy, otherwise the School will request the said entity to obtain
Your authorised consent again.
(v)

Sharing information with group entities: the School may share Your
Information with School Group in accordance with applicable law.

For external organisations and individuals with whom the School share Your
Information, the School will include confidentiality clauses in theagreements with them and require them to strictly handle Your Informationin accordance with relevant confidentiality and security measures.
(b)

Public Disclosure
The School will only disclose your Information under the following
circumstances:(i)

Upon obtaining your express consent;(ii)

Disclosure based on law; In the case of mandatory requirements bylaws, legal procedures, lawsuits or government authorities, the School
may disclose Your Information publicly.
4.

5.

Protection of Information(a)

The School will deploy an access control mechanism to ensure that only
authorized personnel can access personal information; and the School willorganize security and privacy protection training courses to enhance
employees’ awareness of the importance of protecting personal information.

(b)

The School will take all reasonable and feasible measures to ensure that
irrelevant personal data is not collected. The School will only retain Your
personal data for the period required to achieve the purpose stated in thisPolicy, unless the retention period needs to be extended or permitted by law.

(c)

In the unfortunate event of the occurrence of a personal data security
incident, the School will promptly inform You in accordance with therequirements of laws and regulations: the basic information and possible
impact of such incident, the measures the School has taken or will take,suggestions You may adopt separately to prevent and reduce risks, remedies
for You, etc. The School will promptly inform You about the incident by
email, letter, phone, push notification, etc. If it is difficult to inform theowners of the personal data individually, the School will adopt a reasonable
and effective method to publish such notification.

(d)

At the same time, the School will proactively report the handling of personal
data security incidents in accordance with the requirements of laws andregulations.

Your Rights(a)Enquiry

You can inquire and manage (including amending, deleting, changing orwithdrawing the authorisation, etc.) the information You submitted to us.
Please contact the School's admissions department for such request.
(b)

Amendment
You should ensure that all information submitted to the School is accurate.
If You find that the School have made errors in the collection and storage of
the Information, You may request the School to correct the relevant
Information in the manner set out in paragraph 5(a) above.

(c)

RemovalIf You discovered that the School has not collected and used the Informationin accordance with the provisions of laws and regulations or the provisionsof this Policy, You may contact the School through the methods set out inparagraph 5(a) above to request for removal of the relevant Information.

(d)Amendment or Withdrawal of Authorisation
For information collected for the purpose of marketing, You may amend orwithdraw the authorisation previously provided by You. You may manage
Your authorisation in the manner set out in paragraph 5(a) above. When You
withdraw your authorisation, the School will no longer process Yourcorresponding Information. However, Your decision to withdraw Yourauthorisation will not affect the Information previously processed based onYour authorisation.

(e)

For security reason, You may need to provide a written request or prove youridentity when you make inquiries or submit for changes or deletion of Your
Information. The School may ask You to verify Your identity before
processing Your request.

6.

Personal Data belongs to Children
The School understand that the personal data of the Pupils it collects and uses may
be minors under the age of 16 ("Children"). The School places great importance tothe protection of Children's personal data. The School will comply with therelevant laws and regulations strictly and fulfil its responsibility in protection ofChildren's personal data. The School agrees to the following:(a)Children shall not set up his or her own online account with the School
without the consent of his/her parents or guardian.

(b)

Before collecting Children's personal data, the School will remind parents or
guardians of the Child to read this Policy and inform them about thecollection, storage, use, transfer and disclosure of Children's personal data inaccordance with relevant laws and regulations.

(c)

The School will only collect and use Children's personal data in strict
compliance with the relevant laws and regulations and this Policy provided
that authorization and consent of the Child's parent or guardian has beenobtained. The School will not collect Children's personal data unrelated tothe operation of the School.

(d)

The School will store Children's personal data in the manner and within thetime limit specified in paragraph 2 of this Policy. The School will not store
Children's personal data beyond the time limit necessary for the purpose ofcollection and use.

(e)

The School will not use Children's personal data in violation of the relevantlaws and regulations or the agreed purpose and scope. If it is necessary to
use the data beyond the agreed purpose and scope to facilitate School
operation, the School will obtain the consent of the Child's parent or
guardian again.

7.

(f)

The School will set up strict data access authority and control the scope ofChildren ’s personal information based on the principle of minimum
authorisation.

(g)Children and their parents or guardians enjoy the rights as specified inparagraph 5 of this Policy.

(h)

The School will designate an officer to be responsible for the protection ofChildren ’s personal data. If You have any questions, You may contact the
School in accordance with the provisions of paragraph 8 of this Policy.

Amendment of Policy
The School may revise this Policy from time to time to comply with the changes
in the relevant laws, regulations and regulatory policies. The revised Policy will
be published on the School’s website or sent to your email account. If You did notraise any queries after the publication or upon receiving the revised Policy, You
are deemed to have fully read, understood and accepted the revised Policy.

8.

How to Contact the School
If You have any questions, comments, suggestions or complaints relating to thisPolicy or Your information, You may contact the School by contacting the School’s
Admissions Department. Contact details are available on the School’s website.