Terms and Conditions | Intern Circle

Terms & Conditions

1. Our Agreement

This services agreement is a legal contract between:

(1) Intern Circle Limited, Company Registration No: 14561787, having its registered address at 71-75, Shelton Street, Covent Garden, London WC2H 9JQ, United Kingdom (“Intern Circle”, “we”, “us” or “our”); and

(2) the person named on the registration form submitted through our website who is over the age of 18 or, if under the age of 18, has obtained the express consent of a parent and/or guardian to book an Internship with us (“Participant”, “you”, “your” and “their”).

These terms and conditions, together with the privacy notice on our website and your completed registration and/or booking forms, shall form the basis of our contract (the “Agreement”) and you are regarded as having read, understood, and agreed to our terms and conditions prior to booking any Internship with us. This Agreement contains the terms and conditions that apply to your use of our services and website from the moment you register with us.

Please note that we do not provide the services exclusively to you and may provide the same or similar services to any other person.

2. Definitions

Administrative Fee: means 10% of the Internship Fee which depending on the circumstances may be charged by us. The Internship Fee will include our Administrative Fee.

Applicable Law: means all applicable laws, statutes, regulations, and codes issued from time to time and in force in England and Wales.

Booking: means the booking request submitted by you in writing asking us to begin the search for an Internship on your behalf (separate from registration on our website) which is conditional on the receipt of the Initial Deposit.

Commencement Date: means the start date that your Internship shall begin with the Host Company, whether for on-site or virtual Internships.

Credit: means a credit for the corresponding value of your original Internship Fee payment made to us (minus our Administrative Fee) valid for one year from the date of payment that you can put to the cost of future Services. This credit has no cash value and cannot be redeemed or exchanged for cash or any other means of compensation or exchanged with another individual other than with our prior approval in writing.

Host Company or Host/Hosts: means the organisation with which your internship shall take place.

Internship Location: means your first and second choice of industry sector and location.

Initial Deposit: means the portion of the Internship Fee that covers our Preparatory Services that is required to be paid up front by you (or on your behalf) within one week of Booking your Internship to unlock our Services.

Internship(s): means any Internship with a Host Company booked with us.

Internship Fee: means the total fees charged by us for our Internship Services, payable by you to us in accordance with clause 6.

Internship Placement Services: means, our Internship search and placement related services which include searching for an Internship, coaching for interviews and ongoing check-ins and mentoring during the Internship.

Placement Deadline: means thirty-one (31) days prior to your stated Commencement Date.

Preparatory Service: the bundle of services that we offer to help you prepare for each Internship booked with us, including resume development, letter of application preparation and career counselling.

Services: means the services from time to time made available by us to you, including our full Internship Services.

3. Suitability Requirements for Applicants

3.0 Education: The programme is aimed at applicants in education, recent graduates or who have had some work experience rather than very experienced candidates (e.g. middle managers etc).

3.1 Work Rights: All candidates must have the right to work in the UK for in company placement, whilst remote placements do not require this.

3.2 Placement Suitability: An applicant must be aware that Intern Circle Ltd is not a Head- Hunter or Recruitment agency, but rather a placement provider for an industry- experience related to the requested field. Therefore, placements may not be rejected for not being “perfect”, reasonable flexibility is required from the outset.

3.3 English Level: All applicants must have minimum IELTS 6.0 or above (equivalent to B2 in the European Framework), however some sectors require a higher level of English. It is important that candidates can communicate with their potential manager without too much difficulty. If their English language level is at the minimum level, they should expect to do more basic tasks. It is important that students realise that they may not be able to work at the same level of responsibility as they can in their own country. The aim of the placement is to gain work experience in an English-speaking environment within their educational or professional sector.

3.4 The English language level for all candidates MUST be assessed either by Intern Circle or through examinations such as IELTS. If the applicant fails the interview for language reasons, they may re-apply when their English is of the required entry standard for their sector or alternatively select another sector.

4. Our Services and your Internship

4.0 You can apply to become a Participant by completing the online registration form on our website. By completing all necessary fields of the online form and clicking the ‘Submit’ button, you are making an offer to become a customer of our Services. However, you will only become a customer once a Booking is confirmed. A Booking unlocks our Services. Each Booking is made on and subject to the terms and conditions of this Agreement. The Services that we provide to you in respect of each Booking shall form part of this Agreement and shall not form a separate contract to it. Our Services are offered in two parts (separately or together) and include:

- Preparatory Services; and

- Internship Placement Services (together the “Internship Services”). We are always.

working to improve our customer experience and you may come across other services and offers when you visit our website.

4.1 The components of your internship may include some or all of the following: an internship placement, accommodation, airport transfer, and/or other services and activities, depending on the type of Internship that you have enrolled in.

4.2 Where an internship placement is provided:

(i) We shall provide preparation and interviews with one or more Hosts resulting in an internship in your Internship Location with a Host, for the term of your Internship.

(ii) The internship may be an on-site internship conducted in person at the workplace(s) of the Host, or a virtual internship conducted online via the internet, depending on the type of Internship that you have enrolled in.

4.3 Where accommodation (housing) is included, subject to a fee separate to the Internship Fee, we shall provide the following elements for the term of your Internship:

(i) furnished accommodation that shall include:

a bed in your bedroom;
a wardrobe in your bedroom;
facilities for cooking and for the hygienic storage of food;
adequate bathroom, toilet and shower facilities (which may be shared);
bed sheets; and
utilities such as gas, electricity, and water.

(ii) In the event that you wish to stay in the accommodation for an extended period of time, either before or after your internship, this may be possible to arrange for an additional cost – however, we cannot guarantee this and, if we are able to facilitate this, the cost of the accommodation during the extended period of time will be your responsibility.

(iii) Guest policies are at the discretion of the accommodation provider. In the event of a breach of the guest policy or if guests stay in your accommodation without prior consent from the accommodation provider, you may be required to leave the provided accommodation within two days of being informed to do so. In this event, we shall not be liable for any refunds, compensation, damage, loss, or expense incurred by you as a result.

(iv) A security deposit may be required by the accommodation providers in some destinations. This may be requested pre-arrival or at check-in to the accommodation and will be fully reimbursed at the end of your internship if there is no damage to your accommodation. If you are eligible to receive a refund of your accommodation deposit, it is your responsibility to collect it. We will not be held responsible or liable if you leave without collecting your deposit, and we will not cover any fees associated with returning the deposit to you via bank transfer.

(v) Participants requesting shared accommodation options will be sharing with one or more roommates throughout the duration of their Internship.

4.4 Where an airport transfer is booked, we shall provide a transfer from the closest international airport to your accommodation upon your arrival, at a time and cost agreed between us prior to the Commencement Date.

4.5 Other Services may include any or none of the following, depending on the type of Internship that you enrolled in and any additional options you may have chosen:

(i) in the case of in-person international Internships (not remote/virtual), assistance in obtaining any necessary visa, in cooperation with a third-party provider, when necessary, subject to clauses 11.3, 13 and 15;

(ii) details of whom to contact in case of any difficulties experienced in the destination and to facilitate emergency support if necessary;

(iii) an induction and welcome talk at the start of your Internship;

(iv) information and resources to enhance your professional development, such as a session with a professional career coach; or

(v) a certificate of completion.

4.6 We reserve the right to change our Hosts and/or the elements of our internships at any time, however we will make reasonable endeavours to provide as similar an Internship as possible to that which you have booked. For the avoidance of doubt, any change shall not entitle you to cancel the Internship you have booked with us, or to a refund of any amount that you have paid to us.

4.7 By agreeing to an internship and making a commitment with the Host through our Services, you enter into a direct (legally binding) contractual relationship with the Host. From the point at which you agree to the Internship, we act solely as an intermediary between you and the Host. Negotiations concerning the Internship contract with the Host, take place between the Host and you. We take no part in or responsibility for these arrangements.

5. The Application Process

5.0 Applications should be sent a minimum of 4-6 weeks prior to the required start date for standard placements, and 8 weeks prior to the required start date for “specialist” sectors.

5.1 Specialist sectors include areas where specific professional training and experience is required. Students need to be enrolled on a degree or vocational programme in the relevant area and ideally have practical experience already. Specialist sector placements usually require a duration of 12 or more weeks and are set out in the “city sector” document.

Note: Virtual/Remote placements are more restricted in terms of sector choices which are set out in the “city sector” document which is regularly updated.

5.2 Intern Circle Ltd will inform the applicant if an internship in the requested sector is not possible.

5.3 All documents must be sent to Intern Circle Ltd, electronically as editable Word Documents in order that we can take steps to correct minor errors and protect personal information before converting to pdf format. PDF and Jpeg documents will not be accepted.

5.4 Documents to be provided include a current Curriculum Vitae/Resume (must be editable word version), the fully completed application form and the Student GDPR Consent form where necessary.

5.5 For creative placement applications (e.g. Architecture/Design) candidates should include a portfolio of their work that can be electronically shown to interested companies.

5.6 Intern Circle Ltd may take a deposit payment from the applicant at the time of application to ensure that any potential cancellation charges are covered (see Fees and Cancellation charges section).

5.7 All application forms should clearly state the applicant’s name so that contact can be made when an interview is found.

5.8 Any health issues or medication which may affect the applicant’s placement should be included on the application form in the notes section. Please note students should be in a fit and healthy state on arrival in the UK, ready to take up the Work Placement. Intern Circle Ltd accepts no responsibility should a student be unable to fulfil their placement, as a result of any undeclared medical or health condition and fees will be payable in accordance with Fees and Cancellation charges.

5.9 If an applicant is found to have put false or untrue information on his/her CV, Intern Circle Ltd will immediately cancel the booking.

6. Deposits and Internship Fees

6.0 When you make a Booking, you agree to pay the full cost of the Internship Fee. For some of our Services, we will require an upfront payment. Our Services are conditional on the payment of all our fees as outlined in this clause 6. The current prices for our Services will be provided in a separate brochure on request. All prices are per person, per Internship Service and all prices are displayed in Pounds Sterling (GBP) (including VAT/sales tax and all other taxes, subject to change of such taxes), unless stated differently in our brochure or the receipt. Any currency conversion provided shall be for information purposes only and should not be relied upon as accurate and real time; actual rates may vary. Obvious errors and mistakes (including misprints) in any pricing document are not binding. Applicable fees and taxes may be charged in the event of a no-show or cancellation in accordance with clause 11.

6.1 When you book an internship with us, you will be required to pay the Internship Fee in pounds sterling (GBP) within seven (7) days of Booking as a condition to unlocking our Services. This covers our Preparatory Services.

6.2 In any event, the entire Internship Fee must be paid in full by the Placement Deadline, unless otherwise agreed in writing by us.

6.3 We reserve the right to defer, postpone or cease work in connection with any Booking or the right to cancel any Internship for which we have not received payment of the corresponding fee (in part or in full).

6.4 In the event that you do not pay the sums due by the date communicated to you via our confirmation email and/or as set out on our website or brochure, we reserve the right to charge a late payment fee equal to 2.5% above the Bank of England base rate on the outstanding balance due, effective from the day after the payment due date and for the duration of the period that the amount remains unpaid. This late payment fee (and all reasonable costs, including all legal costs, incurred in connection with the collection of any undisputed amounts due to us) shall be added to the invoice that shall be sent to you by email.

6.5 For Internships in some countries, you may be required to make earlier payments in order to secure accommodation and/or a specific room basis (e.g. private room). In this event, you will be advised of these sums at the time of the request to pay the balance of the Internship Fee. Any applicable supplemental costs will be notified to you in writing (via email) at least thirty (30) days before your Commencement Date (unless otherwise agreed in writing) and will be payable in accordance with clauses 6.3, 6.4 and 6.5.

6.6 You are responsible for paying all and any charges imposed by third parties including, without limitation, PayPal fees, foreign transaction fees and wire transfer fees. If you underpay any amounts due to us as a result of such charges, any shortfall shall be payable by you at the time of paying any remaining balances to us.

6.7 Some Participants may be eligible for a discounted Internship Fee. If a Participant is eligible for more than one discount, then we reserve the right to determine how the discounts may be applied, if at all. All special offers, discounts and promotions shall be marked as such.

6.8 We may receive, where applicable, a reasonable finder’s fee or other commission(s) or payments from any third party in connection with an internship or other successful placement of a Participant. Nothing in this Agreement is intended to, nor shall be construed to, restrict us from deriving ancillary economic benefits from the services provided under such agreement.

7. Interview and Placement Documentation

7.1 All interview and placement details will be emailed to the applicant on an Intern Circle Interview or Placement Confirmation Form.

7.2 Applicants must confirm that they will attend the interview or communicate with the company as stated on the interview document as soon as possible.

7.3 Applicants must confirm their placement acceptance within 72 hours of receiving confirmation of the placement.

7.4 Please note that Host Companies may not be able to rearrange interviews easily. There may be competition for the internship place; therefore, not informing us of the student’s decision may lead to a placement offer being withdrawn by the company. A cancellation fee would be payable by the agent.

8. The Interview Process

for in-country (in-company and hybrid) placements

Under TIER 4, TIER 5, Graduate Visas:

8.0 Once Intern Circle Ltd has received notification that booking fee has been paid by the applicant, the confirmation process with the host company starts. Cancellation charges will apply as soon as the application has been accepted and in the event of a change of key information – e.g. completely new dates or sector change, after the search has started. In this case a cancelation charge will be applied, and a new fresh search started.

8.1 Intern Circle Ltd agrees to find candidates one interview/placement in their agreed sector(s). Applicants cannot stipulate role and sector, although this information will direct the search focus. For example, HR (role) in Finance sector (the 2nd request is a guide but cannot be a reason to reject the role if a placement is found).

First Interview:

8.2 Suitably compliant placement offered: the applicant should accept.

8.3 Interview failed: a second interview will be found. A second interview may be found within any of the applicant’s sector choices.

8.4 Placement rejected: applicants will only be allowed to reject a placement if the placement was unsuitable as agreed with Intern Circle. In this instance a second interview will be arranged.

Second Interview:

8.6 Both interviews passed: if two companies offer interviews and the applicant is successful in both, they may then choose which company they prefer.

8.7 Second interview only, passed: the applicant should accept.

8.8 Both interviews failed: the applicant will be provided with feedback. In exceptional circumstances additional interviews will be found at Intern Circle’s discretion.

8.9 Applicants should not reject a company during the interview but leave a time gap to consider, nor reject due to distance if it is within 1 hour commute or normal for the city in question.

8.10 It is the applicant’s responsibility to verify the reasonable suitability of the placement during the interview.

8.11 Whilst some host companies offer reimbursement of incurred expenses, the internship is usually unpaid, as it is for dates stipulated by the client to gain experience and therefore the candidate should not request payment from a company during the interview.

8.12 Occasionally the company manager may need to alter the type of tasks given to the applicant if they find that he/she is not capable of fulfilling the original agreed duties because of language or general skills level etc.

8.13 If an applicant changes their mind about sector /location, after a placement has been offered following the application form information provided, it would be treated as a cancellation and a new application started.

8.14 Virtual/Remote Placements: Note: 5.16 Process as above AND a non- refundable deposit will be taken to commence the coaching programme after the initial “linguistic/placement” interview.

9. The Placement Process

9.0 The placement will be in general for a minimum two months – unless otherwise stated in Placement Guideline document or agreed on an individual group basis.

9.1 Please note that many sectors require a minimum placement duration.

9.2 The maximum placement duration is 6 months unless other specific arrangements have been made.

9.3 The placement will start and finish on mutually agreed dates.

9.4 Applicants cannot expect to perform tasks at a high level and be given a lot of responsibility if their placement is for two months or less.

9.5 Applicants can expect to do the internship based on mirroring full-time hours (approximately 35 – 40 hours per week), unless otherwise mutually agreed.

9.6 Part-time placements are available upon request at the application stage.

Virtual/Remote Placement Process only:

9.7 As above except that minimum period is 6 weeks

9.8 Students must complete and return to Intern Circle the before starting their placement.

9.8A A Training plan will be completed first by the manager and then by the applicant. This will confirm the main communication channels, timing of regular catch- up meetings, tasks and agreed pattern of student hours.

10. Expenses

(Applicable to In-company placements only)

10.0 Whilst Intern Circle makes every effort to ensure that a applicant will receive a contribution towards incurred local travel and/or lunch expenses, companies are not obliged to offer expenses and therefore these cannot be guaranteed.

11. Internship Cancellations, Changes, Credits, and Refunds

11.0 Subject to clause 6.3 and clause 6.4, if you wish to change or withdraw from an internship you may do so up to the Placement Deadline. In case of any such cancellation event (including the event that you fail to pay the outstanding balance of the Internship Fee due to us one month after receipt of a notice in writing from us), a refund will not be provided, but any money that you have paid to us in respect of your Internship shall be converted into a Credit. You must notify us in writing of this event to obtain a Credit.

11.1 If we are unable to secure you an offer for an Internship by the Placement Deadline in your Preferred Location or if we need to change the Internship for whatever reason (including Force Majeure as defined in clause 16), you will be given the option of either: (i) cancelling your Internship with us and requesting a refund in writing or (ii) requesting that we continue to search for an internship for you until you receive an offer (which may result in a later Commencement Date). In the event that we remain unable to secure you an internship, you may request a refund of the sums you have paid to us, minus the Administrative Fee. Subject to this clause 6.2, we will not be liable for any other loss, damage, cost, or other expense incurred by you – or be liable to pay any compensation or refunds –such as, without limitation, any flights booked by you or by another person on your behalf. Please ensure that you take out adequate travel insurance to cover such risks, in accordance with clause 20.

11.2 We may also cancel your Internship in the event that you: (i) do not use best endeavours to fully cooperate with us in finding you a suitable internship by your Placement Deadline, in accordance with clause 8; and/or (ii) are dishonest in any way during the Internship application process including, without limitation, fabricating, altering, or misrepresenting any academic transcripts, test scores, academic standing, statements made on visa applications, or any other written or oral statement you may make in the process of applying for the Internship, a visa, or any internship role of whatever kind; and/or (iii) commit an offence and/or break any Applicable Law and/or not comply with the Host and/or Internship rules. Subject to this clause 11.2, we reserve the right to retain any payments made to us by you in respect to your Booking as forfeited amounts and we shall not be liable for any loss, damage, cost, or other expense incurred by you – or be liable to pay any compensation.

11.3 You may change your Booking but any changes you make may incur additional fees. If you request to change the destination or Commencement Date of your Internship more than sixty (60) days prior to your Commencement Date, no change fee will be charged without notice of it in advance. If you request to change the destination or Commencement Date of your Internship sixty (60) days or less prior to your Commencement Date a change fee of up to a maximum of half of your total Internship Fee may be charged to cover the costs incurred by us in arranging the Internship change. However, if you withdraw from your Internship less than thirty (30) days before your Commencement Date, or are a no-show, or withdraw during your Internship, you will forfeit the total Internship Fee (including for the avoidance of doubt the Initial Deposit) with no Credit allocation under the circumstances. Any other sums incurred under this Agreement in connection with a cancellation event (including, without limitation, visa, transport, transfers, or accommodation fees) may also be forfeited in full (subject to the general cancellation and no-show policy of the supplier of any transport, visa and/or accommodation).

11.4 In the event that you are refused an appropriate visa or suitable alternative by any destination authority(ies), we will offer you an alternative Internship, where we are able to do so under the circumstances at our discretion. In the event that we determine not to offer you an alternative Internship you may receive a Credit issued at our discretion. This will be subject among other things to (i) you having filled out all and any visa forms correctly and fully; (ii) you being eligible in the normal course to obtain such a visa (e.g. valid travel documents) and (iii) you having completed all steps in the required visa process correctly and on time. We will not be liable for any loss, damage, cost, or other expense incurred by you – or be liable to pay any compensation or refunds – in relation to any refused visa (or suitable alternative) resulting in a delayed or cancelled Internship.

11.5 Pursuant to this clause 11.5 and, in the event that we make any refunds to you, we will not deduct any administrative, processing fees or service charge from any refunds we pay to you other than those provided for in this Agreement or otherwise agreed in writing; however, your bank or other financial intermediaries may levy fees or charges. We have no control over such fees or charges and cannot cover or reimburse any such fees or charges to you. Any refund or Credit due under this Agreement must be requested in writing within six (6) months of the Commencement Date. After this date, any refunds will be made at our sole and absolute discretion. We will use reasonable endeavours to process refunds or Credit requested within twenty-one (21) working days.

12. Website and Promotional Material

12.0 The content and information displayed on our website and other promotional material is believed to be valid and correct at the time of publication and we shall not be liable in the event of any errors. Prices are subject to change without notice and, unless we have entered into an Agreement with you, we reserve the right to amend our prices at any time.

13. Our Liability

13.0 The Internship that we have agreed to provide as part of our Agreement with you shall be provided with reasonable skill and care.

13.1 We will not be responsible or liable for any injury, illness, death, loss (for example loss of possessions or loss of enjoyment), damage, expense, cost, or other sum or claim of any nature or description whatsoever which results from:

(i) the act(s) and/or omission(s) of the person(s) affected; and/or

(ii) the act(s) and/or omission(s) of the Host and/or accommodation provider;

(iii) the act(s) and/or omission(s) of a third party not connected with us (including any third-party supplier); and/or

(iv) unavoidable or extraordinary circumstances (e.g. an event of Force Majeure).

13.2 We cannot accept responsibility for any services which do not form part of our Agreement with you. This includes, without limitation any additional services or facilities which any other supplier agrees to provide for you (such as accommodation), where the services or facilities are not confirmed as forming part of your Internship and we have not agreed to arrange them as part of our Agreement with you. When rendering our Services, the information that we disclose to you is based on the information provided to us by suppliers. As such, the suppliers are fully responsible for updating all rates, availability and other relevant information which is shared with you. Although we will use reasonable skill and care in performing our Services, we will not verify if, and cannot guarantee that, all information is accurate, complete or correct, nor can we be held responsible for any errors (including manifest errors), any interruptions of service (whether due to any (temporary and/or partial) breakdown, repair, upgrade or maintenance or otherwise), inaccurate, misleading or untrue information. Suppliers may carry special restrictions and conditions, for example non-cancellable and non-refundable. Please check the relevant product, service and reservation conditions and details thoroughly for any such conditions prior to making your reservation with them and if reasonably warranted take out appropriate insurances in accordance with clause 20.

13.3 The Internship that we have agreed to provide as part of our Agreement with you – and the Applicable Law and standards of the country in which your claim or complaint occurred – will be used as the basis for deciding whether the Internship or part thereof had been properly provided. If the Internship or part thereof which gave rise to the claim or complaint was provided in compliance with the Applicable Laws and standards, the Internship or part thereof will be treated as having been properly provided. This will be the case even if the Internship or part thereof did not comply with the Applicable Law and standards of the UK which would have applied had the Internship or part thereof been provided in the UK.

13.4 Subject to the limitations set out in this Agreement and to the fullest extent permitted by law, we shall only be liable for direct damages actually suffered, paid or incurred by you due to a directly attributable shortcoming of our obligations in respect of our Services, up to a maximum amount equal to the total Internship Fee(s) paid during the twelve (12) months prior to your claim arising (whether for one event or a series of connected events).

13.5 However and to the fullest extent permitted by law, neither we nor any of our officers, directors, employees, representatives, subsidiaries, affiliated companies, distributors, affiliate (distribution) partners, licensees, agents or others involved in creating, sponsoring, promoting, or otherwise making available the Services shall be liable for (i) any punitive, special, indirect or consequential loss or damages, any loss of profit, loss of revenue, loss of contract, loss of or damage to goodwill or reputation, loss of claim, (ii) any inaccuracy relating to the (descriptive) information (including rates, availability and ratings) made available to you, (iii) the services rendered or the products offered by third party suppliers, the Host, or other business partners, (iv) any (direct, indirect, consequential or punitive) damages, losses or costs suffered, incurred or paid by you, pursuant to, arising out of or in connection with the use, inability to use or delay of our website, or (v) any (personal) injury, death, property damage, or other (direct, indirect, special, consequential or punitive) damages, losses or costs suffered, incurred or paid by you, whether due to (legal) acts, errors, breaches, (gross) negligence, wilful misconduct, omissions, non-performance, misrepresentations, tort or strict liability by or (wholly or partly) attributable to a third party supplier or any other business partners (including any of their employees, directors, officers, agents, representatives or affiliated companies) whose products or service are (directly or indirectly) made available, offered or promoted on or through our website or the Services, including any (partial) cancellation, overbooking, strike, Force Majeure or any other event beyond our control.

13.6 We cannot accept any responsibility or liability for loss of or damage to your passport, travel documents, or any other personal property at any time.

13.7 We cannot be held responsible for any complaints arising from any interpersonal issues you may experience including, without limitation, relations with other inhabitants of your accommodation, relations with any neighbours and/or relations with other colleagues and/or managers in the Host.

13.8 We cannot be held responsible for the scope, content or volume of activities or tasks that you may be required to undertake as part of your Internship with the Host. You should discuss any concerns in this regard with us, in the first instance, and we will endeavour to help you resolve the issue accordingly.

13.9 Your Internship and any internship provided (whether on-site or virtual) is not an offer of employment and you will not be an employee or worker of Intern Circle or any company (including, without limitation, a Host) in which you are placed for an internship. We do not guarantee any offer of employment at the end of an internship (or as a result of the internship) but, in the event that a permanent or fixed term employment offer is made to the Participant, that offer and the terms of any subsequent employment are solely between the Participant and the company/Host, and Intern Circle has no control or input into this. Intern Circle is acting solely in the capacity of a service provider in the arranging of the internship for the Participant.

14. Covid-19

14.0 In the event of a COVID-19 breakout or a similar global crisis, both you and we accept our obligations to comply with any official guidance from governments or local authorities, in any country or jurisdiction. These terms and conditions will be amended in accordance with any such governmental directives.

14.1 We will have no liability for any refunds, compensation, costs, damages, expenses, or other losses of any kind incurred by you (including, where applicable, the cost of medical treatment), in the following circumstances:

(i) If you test positive for Covid-19 (or any similar future global pandemic) and have to quarantine for a period of time, or are notified or otherwise become aware that you have, or suspect you may have, come into close contact with someone who has tested positive for Covid-19 (or where they otherwise suspect they may have Covid-19) and have to self-isolate for a period of time. If this happens within 14 days of your Commencement Date, you must contact us without delay as you may no longer be able to travel. We will offer you the following options where possible and subject to availability:

(a) postponing your Internship to a later date. We will notify you of any impact on the Internship Fee the postponement may have (please note that you may have to pay full cancellation charges on some elements, as well any increase in costs imposed by other providers or suppliers);

(b) cancelling your Internship, in which case we shall provide you with a Credit.

We will provide such reasonable assistance as we can in the circumstances. However, we will not be responsible for covering the cost of any postponement, curtailment or cancellation of your Internship, or any additional accommodation required, or other associated costs incurred by you. You must ensure you have insurance which covers these costs for you.

(ii) You fail any tests, checks or other measures imposed by the Host or supplier, airline, port or airport, border control authority or other government body or local authority or fail to submit for testing or assessment when requested to do so and, as such, you are denied entry to board the flight, entry to the destination, access to the Internship or you are otherwise unable to proceed with the Internship, or part thereof.

14.2 You also acknowledge that the suppliers involved in your internship, including accommodation providers and Hosts, will need to comply with national and/or local guidance and requirements relating to Covid-19 (or any similar future global pandemic) and will have implemented certain measures as a result. This may include specific requirements regarding personal protective equipment, such as use of facemasks (you may also be required to wear a face-mask), social distancing, maximum number restrictions on the use of certain facilities, designated alternative entrance and exit routes, mandatory hand sanitization, limited Internship options and similar.

15. Your Obligations

15.0 Pursuant to clauses 6.0, 6.1, 7.3 and this clause 15.1, upon payment of your Initial Deposit, you agree to use your best endeavours to fully cooperate with us in finding you a suitable Internship before your Placement Deadline. In the event that you are deemed, in our absolute and sole discretion, not to be cooperative, we reserve the right to consider your Internship as being cancelled by you and we shall reserve the right to retain your Initial Deposit. You may, at our absolute discretion, re-join the Internship on the condition that you agree to fully cooperate in the internship placement process.

Non-cooperation shall include, without limitation:

not actively communicating with us;
missing scheduled internship interviews;
unreasonably refusing internships that are offered to you.

15.1 It is your responsibility to be aware of the Host’s business hours and any national holidays or other events that may affect your internship. Different Hosts have different requirements, and it is your responsibility to ascertain any such policies prior to accepting your Internship.

15.2 Unless otherwise agreed, flights are not included in the cost of any of our internships and it is your sole responsibility to arrange flights. We cannot be held responsible for any action, omission, negligence, or event relating to the purchase or operation of flight tickets or flights, nor shall we be responsible for any loss, damage, costs, other expense, or refunds, due to changes, cancellations, or delays in flights.

15.3 It is your responsibility to ensure that you are in possession of all necessary travel documentation (including passports, vaccination certificates, visas, and any other required documentation applicable to the country to which you are travelling), before your Commencement Date. We cannot accept any liability if you are refused entry onto any transport, or into any country, due to failure on your part to be in possession of the correct documentation. If failure to have any necessary travel or other documents results in costs, expenses, fines, surcharges, or other financial penalty being imposed on or incurred by us, you will be responsible for reimbursing us for any and all such costs.

15.4 If you have any medical condition, disability, reduced mobility or religion and/or belief which may affect your internship, please inform us in writing before you book your internship with us so that we can advise as to the suitability of you chosen arrangements. Please also advise us of any change to, or the development of, any medical condition, disability or change of mobility which may affect your internship and which occurs after you book your Internship.

15.5 In the case of a virtual internship conducted online via the internet, if you wish to spend time outside of your home country or jurisdiction during the internship, then you have sole responsibility for ensuring your legal eligibility to perform your internship in your destination, and for any tax or immigration matters which may arise from performing your internship in any given jurisdiction.

16. Force Majeure

Except where otherwise expressly stated in these terms and conditions, we regret we cannot accept liability or pay compensation where the performance or prompt performance of our obligations under our Agreement with you is prevented or affected by – or you otherwise suffer any damage, loss or expense of any nature as a result of – an event of Force Majeure.

In this Agreement, Force Majeure means any event which we or the Host or supplier of the service(s) in question could not foresee or avoid. Such events are likely to include: (whether actual or threatened) war, civil unrest, riot, industrial disputes, terrorist activity or its consequences, natural or nuclear disasters, fire, flood, epidemics and pandemics, health risks, unforeseeable technical problems with transport, adverse weather conditions, volcanic eruption, airport, port or airspace closure restriction or congestion, flight or other travel restrictions advised or imposed by any government, regulatory authority or other third party, embargoes, sanctions and any other action from any governments, and all other events outside our control.

Very rarely, we may be forced to change or terminate your Internship after your Commencement Date as a result of unavoidable and extraordinary events. In this very unusual situation, we regret we cannot make any refunds (except where we are able to obtain refunds from providers/suppliers), or pay any compensation, or be responsible for any loss, damage, costs, or expenses incurred by you as a result.

17. Experiencing problems, and termination of Internship after the Commencement Date

17.0 We want you to enjoy a worry-free Internship. Should you experience any problems while participating in our Internship, you must immediately inform us in writing, with a clear explanation of the problem. In such an event, we will discuss the problem with you and will discuss ways in which the problem can be solved. We shall not bear any responsibility unless your problem is communicated to us in writing, in a timely manner. You agree to discuss any problems with your Internship with our staff prior to any discussion with your internship Host.

17.1 In the event that your Host wishes to terminate your placement prior to the end of your Internship for whatever reason (including, without limitation, due to performance issues, misconduct or prolonged and/or repeated absence), we will not be liable for any refunds, compensation, costs or other expenses incurred by you as a result and we are under no obligation to provide another placement and/or Internship. In such cases, you will also be required to leave the provided accommodation within two days of being informed to do so, by us.

17.2 In the event that you wish to terminate your placement with the Host prior to the end of the Internship for whatever reason, you must provide us with written notice, by email, clearly stating the reasons for your decision. We will not be liable for any refunds, compensation, costs, or other expenses incurred by you, as a result – and we are under no obligation to provide another placement and/or Internship. In such cases, you will also be required to leave the provided accommodation within two days of being informed to do so, by us.

18. Safety and Damage

18.0 You are responsible for your own safety during the Internship and, subject to clause 13, neither we nor the Host shall be responsible or liable for any sickness, loss, damage, expense, or hazard encountered during the Internship.

18.1 You will be held responsible and liable for any damage caused to the Host’s and/or accommodation provider’s premises during your internship. It is your sole responsibility to ensure you purchase personal liability insurance prior to your Commencement Date sufficient to cover your risks in this regard.

18.2 Pursuant to clauses 13.1 and 13.2 you shall be liable for any missing or damaged items or for any additional cleaning or repair charges to the Host’s and/or accommodation provider’s premises and you agree to pay these charges in full to us, the Host, or the accommodation provider within fourteen (14) days of finishing the Internship.

18.3 In the case of a virtual internship conducted online, you are responsible for choosing the location(s) from which you conduct the internship and any related online activities, and you are responsible for ensuring the health and safety conditions of your environment. We do not organize or sanction any in-person engagement with the Host of a virtual/online internship, and we are not responsible for any hazard encountered during any such engagement.

19. Complying with Rules, Applicable Laws and Acting Responsibly

19.0 In the event that you do not comply with (i) our rules and/or policies; or (ii) the rules and/or policies of the Host; or (iii) the rules and/or policies of the accommodation; or (iv) any Applicable Law; then we reserve the right to terminate our Agreement in accordance with clause 11.2 and you will be required to leave the provided accommodation within two days of being informed to do so by us.

19.1 You agree to take full responsibility and liability for your conduct at all times during the Internship. You agree not to act irresponsibly or put yourself or others in danger.

19.2 We will consider our Agreement with you as being terminated by you and we shall not be liable for any refunds, compensation, damage, loss, cost or other expense incurred by you in the event that we, in our absolute and sole discretion, determine that you have, or are suspected or are found to have bullied or harassed other Participants or other persons attending or employed by the Host or accommodation provider; are suspected or are found to have behaved in an anti-social or unreasonable behaviour or displayed unfit conduct towards other Participants and/or other persons attending or employed by the Host or accommodation provider or our suppliers; have taken any illegal substance; or have taken excessive unexplained absence from your internship. Subject to this clause 19.2, you will be required to leave the provided accommodation within two days of being informed to do so by us.

20. Insurance

20.0 You are responsible for ensuring that you have purchased adequate insurance prior to your Commencement Date, sufficient to cover you for the duration of the Internship and to cover your liabilities under this Agreement including, without limitation, travel, health, medical and accident insurance.

20.1 Even if you have insurance coverage through another party, such as your university or your visa sponsor, you remain responsible for ensuring that the coverage is sufficient.

20.2 It is your responsibility to ensure that you take all relevant insurance documents with you to the destination country.

21. Confidentiality

21.0 You agree that you shall not at any time during this Agreement, and for the maximum period permitted under Applicable Law, disclose to any person any confidential information concerning any business, affairs, customers, clients, or suppliers of ours or of the Host.

21.1 You may disclose our or the Host’s confidential information: (i) to our or the Host’s employees, officers, representatives, contractors, subcontractors or advisers who need to know such information for the purposes of exercising our/their rights or carrying out our/its obligations under or in connection with this Agreement; and (ii) as may be required by law, a court of competent jurisdiction or any governmental or regulatory authority.

21.2 You shall not use our or the Host’s confidential information for any purpose other than to exercise your rights and perform your obligations under or in connection with this Agreement.

21.3 Pursuant to this clause 21.3 and, where required by the Host, you may be required to sign a non-disclosure agreement to this effect.

22. Mandatory Disclosures

22.0 You shall be responsible for declaring all or any relevant facts prior to booking your Internship (and for keeping that information up to date) to us and to any party that facilitates and/or provides all or part of your Internship or any services that enable you to take part in your Internship. We reserve the right to advise as to the suitability of any Internship or country based on the information that you have disclosed to us, which may include us advising against you selecting a particular Internship and/or country. We shall not be liable for any loss, damage, cost or other expense incurred by you as a result of your failure to disclose any relevant facts to us or our service providers.

22.1 You must inform us of any travel abroad or any other unavailability of your passport for visa processing during the four weeks prior to the Commencement Date. You must inform us of any unavailability of your passport during this period at least two months before the Commencement Date. We cannot be held responsible for additional costs for express processing, postage, submission in person by our staff, or delay or cancellation of Internship due to your failure to inform us of any such details.

23. Data Protection and Privacy

23.0 Our privacy notice sets out how we process personal information in connection with you and your internship.

23.1 Subject to our privacy notice, we may contact any educational institution in which you are currently or were previously enrolled, in order to inform them about your participation in the Internship. Participants’ information will also be shared with one or more Hosts during the placement process, in accordance with our privacy notice and so that we can comply with our obligations as part of our Agreement with you. If your school or your potential Host is located overseas, then you consent to the transfer of your data overseas for the purposes mentioned above.

23.2 It is possible that photographs and/or video footage of Participants may be taken for use in our promotional material, social media and/or website. In booking an internship with us and, unless you tell us otherwise, you consent to us using any such photographs or video without charge (whether current or in the future). Where it is practical to do so, we will seek the consent of any Participants who are prominently included in any shots. Consent will not generally be sought from Participants who only appear in the background and are not identifiable. All intellectual property rights shall belong to us.

23.3 Our privacy notice includes provisions for your being able to contact us to withdraw your consent to any further such use, as from receipt of your notice to that effect.

24. General

24.1 A person who is not a party to the Agreement shall not have any rights under or in connection with it by virtue of the Contracts (Rights of Third Parties) Act 1999 (the “Act”) but this does not affect any right or remedy of a third party which exists, or is available, apart from the Act.

24.2 The rights of the parties to terminate, rescind or agree any variation, waiver or settlement under the Agreement is not subject to the consent of any person that is not a party to this agreement.

24.3 If any provision or part-provision of the Agreement is or becomes invalid, illegal, or unenforceable, it shall be deemed deleted, but that shall not affect the validity and enforceability of the rest of this Agreement. If any provision or part-provision of this Agreement is deleted under this clause 18(c) the parties shall negotiate in good faith to agree a replacement provision that, to the greatest extent possible, achieves the intended commercial result of the original provision.

24.4 This Agreement and any dispute or claim arising out of or in connection with it or its subject matter or formation (including non-contractual disputes or claims) shall be governed by and construed in accordance with the law of England and Wales. This Agreement shall not be governed by the United Nations Convention on Contracts for the International Sale of Goods, the application of which is hereby expressly excluded.

24.5 In the event of a dispute arising out of or in connection with these terms or any contract between you and Intern Circle, then you agree to attempt to settle the dispute by engaging in good faith with Intern Circle in a process of mediation before commencing any arbitration or litigation.

24.6 Each party irrevocably agrees that the courts of England and Wales shall have exclusive jurisdiction to settle any dispute or claim arising out of or in connection with this Agreement or its subject matter or formation (including non-contractual disputes or claims).

25. Variation

We reserve the right to vary the terms and conditions in this Agreement from time to time. Your Internship at any given point in time will be subject to the terms and conditions applicable at the time that our Agreement in connection with that Internship was formed. You should review this page regularly for updates.

26. Website Terms of Use

The information contained on this website is for general information purposes. It does not constitute a guarantee or promise of eligibility or admission to any Internship, internship, or other service organized by Intern Circle. Nothing on this website should be relied on or treated as a substitute for specific advice relevant to particular circumstances.

Certain parts of this website link to other websites, and other websites may link to this website. Intern Circle is not responsible for the content of any third-party website.

By accessing Intern Circle’s website, you agree that you may only download the content for informational purposes for your own personal non-commercial use. Except where stated otherwise, you are not permitted to copy, broadcast, download, store (in any medium), transmit, show, or play in public, adapt or change in any way the content of these web pages for any other purpose whatsoever without the prior written permission of Intern Circle.