Booking Terms & Conditions

1.1 OXCAI delivers in-person, and online training courses (“Course(s)”) designed to enhance strategic awareness of Artificial Intelligence (AI). Some Courses have a domain focus (e.g., real estate) as stated in the Course description. 
1.2 Unless stated otherwise, a Course may include live instruction, course materials, and access to online resources (including a virtual learning environment (“VLE”)) where applicable. 
1.3 We may update the Course content, format, trainers, schedule, or materials where reasonably necessary to keep content current or to improve delivery. 

2.1 Courses are intended for professionals aged 18 and over. 
2.2 We reserve the right to decline or cancel any booking that does not meet eligibility requirements or where capacity is reached. 

3.1 Bookings are confirmed only once full payment is received, or an invoice arrangement is agreed in writing for corporate bookings. 
3.2 Places are limited and allocated on a first-come, first-served basis. 
3.3 You are responsible for providing accurate Delegate information (including name, email, and any relevant access requirements, dietary requirements, or other needs notified to us in advance). 
3.4 We may refuse or cancel a booking where eligibility requirements are not met, payment fails, chargebacks occur, or capacity is exceeded. 
3.5 Course fees are as stated at checkout or on the invoice. VAT (if applicable) will be charged in addition unless stated otherwise. 

Client cancellations 
4.1 Cancellations must be submitted in writing to the nominated contact email. Refund eligibility is determined by the date/time the cancellation is received. 
4.2 No-shows (non-attendance without notice) are non-refundable. 
4.3 Where permitted, substitutions/transfers must be requested in writing by the stated deadline and may be restricted to Delegates from the same organisation. 

Cancellation periods 
4.4 Up to 14 days before the Course start date: full refund minus a £50 admin fee. 
4.5 Between 7–13 days before: 50% refund. 
4.6 Less than 7 days before: no refund, but you may transfer your place to another Delegate from your organisation with written notice at least 48 hours before the Course start time (unless we agree otherwise). 

Provider changes / Cancellations 
4.7 We may cancel, reschedule, change venue, change delivery mode (in-person/online), update content, or substitute trainers were reasonably necessary. 
4.8 If we cancel a Course date, your remedy is limited to either (a) transfer to an alternative date or (b) refund of fees paid for that Course. We do not cover any additional costs such as travel, accommodation, subsistence, or loss of time. 

Refund processing 
4.9 Approved refunds will be processed to the original payment method where possible within a reasonable period. 

5.1 Delegates may receive printed and/or digital materials. Unless otherwise agreed in writing, materials are provided for personal or internal organisational use only and must not be copied, recorded, redistributed, sold, sublicensed, or used to deliver competing training. 
5.2 All Course materials and content remain the intellectual property of OXCAI and/or its licensors. 
5.3 If VLE access is included, access will be granted for a limited period following the Course, typically 365 days unless otherwise stated. Delegates must not share login credentials or access. 

6.1 For online or hybrid Courses, Delegates are responsible for: 

• reliable internet access and sufficient bandwidth; 
• compatible hardware/software (laptop, browser, audio/video); 
• ability to access required platforms (e.g., delivery platform and/or VLE); and basic technical competence to join and participate. 

6.2 We are not responsible for inability to attend or participate due to delegate-side connectivity, device issues, firewalls, corporate security restrictions, or user error (non-exhaustive).
6.3 We may provide joining instructions but do not provide IT support beyond reasonable guidance. 

7.1 Delegates must behave professionally and respectfully. Disruptive, offensive, or inappropriate behaviour may result in removal from the Course without refund. 
7.2 We may refuse admission to, or remove, any Delegate to protect the learning environment and the safety of others.

8.1 We process personal data to administer bookings and deliver Courses in line with UK GDPR and our Privacy Policy. 
8.2 Clients/Delegates must ensure they have permission to share any third-party personal data with us. 
8.3 Our Privacy Policy is available here.

9.1 We may photograph or record parts of a Course for promotional or educational use. If you do not wish to be included, please notify us at the start of the session or via email in advance. 
9.2 Delegates may not record any part of the Course (audio/video/screen capture) without our prior written consent. 
9.3 Delegates are responsible for avoiding disclosure of confidential, personal, or client-identifiable information during discussions. We are not responsible for confidentiality breaches by other Delegates. 

10.1 Courses are educational and informational only and do not constitute legal, regulatory, financial, or professional advice. Delegates remain responsible for decisions and actions taken based on Course content and should obtain specialist advice where appropriate. 
10.2 Outcomes are not guaranteed (including business results, compliance outcomes, procurement decisions, audit readiness, or similar). 
10.3 University affiliation: OXCAI is an independent training and consultancy provider and is not affiliated with, endorsed by, or part of any university. 
10.4 RICS affiliation: OXCAI is not part of, or owned by the RICS. Some staff may hold individual RICS membership; this does not imply institutional affiliation, or accreditation. 
10.5 Certificates (if issued) confirm attendance/completion only unless stated otherwise. Any CPD hours referenced are indicative and may depend on a Delegate’s professional body requirements. 

11.1 To the fullest extent permitted by law, we are not liable for any indirect or consequential loss, including loss of profit, business interruption, or reputational loss arising from participation in a Course. 
11.2 We are not responsible for loss or damage to personal belongings brought to an in-person venue. 
11.3 Our total aggregate liability arising out of or in connection with a Course is limited to the total Course fees paid by you for the relevant Course.
11.4 Nothing in these Terms limits or excludes liability that cannot be limited or excluded by law, including liability for death or personal injury caused by negligence, fraud, or fraudulent misrepresentation. 

12.1 We are not liable for delay or failure to perform our obligations due to events outside our reasonable control (including severe weather, venue closure, strikes, power/internet outages, or platform/provider failures). Where possible, we will offer rescheduling or alternative delivery.

These Terms and Conditions shall be governed by and construed in accordance with the law of England and you hereby submit to the exclusive jurisdiction.

For enquiries about our website terms of use enquiries contact:
The Oxford Centre for Artificial Intelligence, Belsyre Court, Observatory St, Oxford OX2 6HU, UK

Telephone +44 (0)1865 593065
Or e-mail policies@oxc.ai.