Terms and conditions

1. Who we are and what these terms cover

These terms apply to every camp, course and add-on booked through this site. They are an agreement between you and the Global Enrichment Programme (GEP, "we", "us"), which runs the camps on the campus of Epsom College Malaysia, Persiaran Kolej, 71760 Bandar Enstek, Negeri Sembilan, Malaysia. You can reach us at admissions@thegep.com.

You book as the parent or legal guardian of a child under 18. You confirm that you have the authority to do so, that every person named on the booking has agreed to it, and that you will pass the relevant parts of these terms and of the handbook to your child.

The parent and camper handbook, available on this site and in your account, forms part of the camp rules and is read together with these terms. Where the two differ, these terms apply.

These terms are written in English. Translations are provided to help you read them; the English version is the one that applies.

2. Booking and confirmation

A booking is made when you complete checkout. It is confirmed only when we have received payment in full, or the first payment under an arrangement we have confirmed in writing, and have sent you a confirmation email. Until then no place is reserved beyond the short hold the checkout gives you while you pay.

Places are allocated in the order confirmed payments are received. Where a camp is full we may offer a place on the waiting list. A waiting-list request is not a booking, and no payment is taken until a place is offered and accepted.

Each camp has an age range and, where stated, other entry requirements. Your child must meet them on the first day of camp. We may decline or cancel a booking that does not.

You must give accurate and complete information when you book: your child's legal name as it appears on their passport or identity document, date of birth, nationality, passport details where a chaperoned flight is booked, and all medical, dietary and support needs. Keep this information up to date in your account. We may cancel a booking, without refund, where information given to us is materially inaccurate or where a booking breaches these terms.

A booking is for the named child only and cannot be transferred to another child without our written agreement.

3. Prices and payment

Prices are shown in Malaysian Ringgit (MYR) unless another currency is offered at checkout, in which case the amount shown in that currency at the time of booking is the amount charged. The price of a camp includes the programme, boarding, meals and the activities listed for that camp. Optional extras such as chaperoned travel, welcome packs, insurance and spending money are shown and charged separately.

Card payments are processed by Stripe. We never see or store your full card number. Bank charges, currency conversion fees and any charges applied by your own bank are for your account.

Payment is due in full at the time of booking unless an instalment plan or an agency arrangement has been confirmed by us in writing. Where a payment under such an arrangement is missed and not made within 7 days of our reminder, we may cancel the booking and section 4 applies.

A receipt is issued for every payment. A tax invoice or e-invoice is issued where Malaysian law requires it or on request.

We may change prices for future bookings at any time. The price of a confirmed booking does not change, except where you change the booking or add extras.

4. Changes and cancellation by you

To change or cancel a booking, email admissions@thegep.com from the email address on the booking. A cancellation takes effect on the day we receive it.

Refunds are calculated from the first day of the camp booked: - More than 60 days before: a full refund less an administration fee of MYR 500 per camper. - 30 to 60 days before: a refund of 50% of the camp fee. - Fewer than 30 days before, or after the camp has started: no refund.

Optional extras are refunded on the same schedule, except that chaperoned travel is refunded only to the extent the airline refunds us.

You may transfer a booking once, free of charge, to another date or camp in the same year, provided you ask more than 30 days before the first day of the camp originally booked, a place is available, and you pay any difference in price. A later transfer is treated as a cancellation and a new booking.

No refund is made for late arrival, early departure, days missed through illness or otherwise, activities not taken up, or a camper sent home under section 6.

Where a visa is refused, the schedule above applies. If you asked us for a visa support letter at the time of booking and we issued it, a refusal shown to us in writing before the camp starts is refunded in full less the administration fee.

Refunds are made to the original payment method within 14 days of our confirming the refund. We strongly recommend travel insurance that covers cancellation.

5. Changes and cancellation by us

We may cancel a camp if it does not reach the minimum number of campers, or for reasons outside our control, including severe weather, public health orders, government action, campus closure or the unavailability of key staff. If we cancel a camp, you may choose a full refund of everything paid to us for that camp or a transfer to another date or camp, with any difference in price refunded or charged. We are not responsible for flights, visas, insurance or other costs you have incurred, which is a further reason to hold travel insurance.

We may change the timetable, activities, coaches and staff, boarding house or campus facilities where we consider it necessary, for example for safety, weather or availability. We will tell you about a significant change before the camp where we can. No refund is due for a change that does not materially reduce the programme.

6. Safeguarding, supervision and conduct

Safeguarding comes first. Every member of staff is vetted before camp, supervision ratios are maintained day and night, and boarding is separated by gender and age. Parents and visitors may not enter boarding houses and may visit campus only by arrangement with the camp office.

Campers are expected to follow the code of conduct in the handbook and the instructions of staff. Alcohol, drugs, vaping, smoking, weapons, bullying, harassment, theft, deliberate damage, leaving campus without permission and any other serious misconduct may result in a camper being sent home. We will speak to you before such a decision is made, except where immediate action is needed for safety. Travel home is arranged with you and at your expense, and no refund is made.

Personal phones and devices are managed during programme hours so that campers stay present, and may be held by staff overnight in line with the handbook. Where safety requires it, staff may check a camper's belongings, with the camper present.

Anyone with a concern about a camper's welfare can raise it with the camp office or, confidentially, through the reporting channel on this site.

7. Health, medical consent and insurance

You must tell us, before arrival and in your account, about every medical condition, allergy, medication, dietary requirement and support need that may affect your child at camp. All medication, including inhalers and adrenaline auto-injectors, is handed to staff at check-in in its original packaging, clearly labelled, with written instructions.

Unless you opt out in your account, you consent to first aid and to the camp nurse giving common over-the-counter medicines such as paracetamol in the recommended dose. You consent to emergency medical treatment, transport and hospital admission where a doctor or the camp nurse considers it necessary and we cannot reach you first. We will contact you as soon as we can.

The cost of medical, dental and hospital treatment, medication and medical transport is your responsibility, and we may ask you to reimburse costs we pay on your behalf. Medical and travel insurance for your child is strongly recommended.

A camper with an infectious illness may be cared for separately from other campers, and we may ask you to collect your child or arrange their early return. No refund is due for time missed through illness.

8. Travel, chaperoned flights and handover

Where you book chaperoned travel, your child flies with a GEP chaperone on the flight we specify. The airline's conditions of carriage apply to the flight, and airline changes, delays and cancellations are outside our control. A valid passport, with at least six months remaining beyond the return date, and any visa needed for Malaysia and for any transit country are your responsibility.

Campers on a chaperoned flight must be at the airport meeting point at the time stated in the travel instructions, normally three hours before departure, and are handed over only to the named GEP chaperone. On the return, a camper is released only to a parent, a named guardian or a person you have approved in writing, who must show identification.

Airport transfers between Kuala Lumpur International Airport and campus, and the campus shuttle, are provided as described for each camp and run to a timetable. If you arrange your own travel, you are responsible for your child until they are checked in at camp and from the moment they are checked out.

9. Photography and video

We photograph and film camp life. Photos of your child are shared with you through the private gallery in your account. Unless you withdraw consent in your account, we may also use camp photos and video, which may include your child, in GEP and Epsom College Malaysia publications, websites and social media. You can withdraw that consent at any time; a child whose parent has opted out is withheld from shared and published photos from that point on.

To sort the gallery, we may ask you for a reference photo of your child. It is used only to find your child in camp photos, is not shared, and is deleted when you turn face matching off in your account or on request.

10. Personal data

We process personal data in accordance with the Personal Data Protection Act 2010 of Malaysia. To run a camp safely we collect and use identity and contact details, passport details for travel, medical, dietary and support information, safeguarding notes and photos, and we record payments. Sensitive information about a child is handled with extra care and seen only by staff who need it.

We share personal data only with those who need it to deliver what you have booked: the campus medical team, chaperones, airlines and insurers for travel, our payment provider, and the providers that send our emails and messages. We do not sell personal data.

We keep personal data for as long as it is needed for the camp, for safeguarding and for legal and financial record keeping, then delete or anonymise it. You may ask to see, correct or delete the data we hold about you or your child by emailing admissions@thegep.com. Some data must be kept where the law requires it.

11. Belongings, liability and insurance

Label everything your child brings. We are not responsible for personal belongings, phones, devices, cash or valuables that are lost, stolen or damaged at camp or in transit, beyond money held in the camper's wallet with us. You are responsible for damage caused by your child to campus property or to the property of others.

Our liability to you for a booking is limited to the total amount you paid to us for that booking. Nothing in these terms limits our liability for death or personal injury caused by our negligence, or for anything else that cannot be limited by law. We are not liable for loss caused by events outside our reasonable control, including airline disruption, weather, public health measures and government action.

We recommend that every camper is covered by travel and medical insurance for the whole period away from home, including cancellation, medical treatment, repatriation and personal belongings.

12. Feedback and complaints

If something is not right during camp, tell the camp office straight away so that we can put it right while your child is with us. After camp, use the feedback page on this site or email admissions@thegep.com. Concerns about a child's welfare can be raised confidentially at any time through the reporting channel on this site.

We acknowledge complaints within 5 working days and aim to resolve them within 28 days.

13. Governing law

These terms are governed by the laws of Malaysia, and the courts of Malaysia have exclusive jurisdiction over any dispute arising from them or from a booking. If any part of these terms is found to be unenforceable, the rest continues to apply. The English version of these terms prevails over any translation.

We may update these terms for future bookings. The version in force when you make a booking is the version that applies to that booking. The current version number and effective date are shown at the top of this page and in the footer of the PDF.

14. Contact

Global Enrichment Programme Epsom College Malaysia, Persiaran Kolej, 71760 Bandar Enstek, Negeri Sembilan, Malaysia admissions@thegep.com camps.epsomcollege.edu.my