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Terms and Conditions

1. Definitions

  1. Academic Year: The University year, this runs from 1st August until 31st July of the following year.
  2. Accommodation Fee:The fees payable by the student in respect of the student’s residence in accommodation provided by QMUL.
  3. Course:The course of study or programme of research at the University that the student is intending to study or is currently studying.
  4. Enrolment Conditions:The standard enrolment conditions for undergraduate, postgraduate and all other students of QMUL which may be found in the student handbook.
  5. Fees:The Tuition Fees and Accommodation Fees payable by the student to the University.
  6. Service, (WPM) - the University’s third party service provider.
  7. Student: A person enrolled for a programme of study with the University, or intending to enrol for such a programme of study.
  8. Tuition Fees:The fees payable by the student in respect of the course.
  9. University:Queen Mary University Of London, (QMUL) 327 Mile End Road London E1 4NS

2. Fees and Payment

  1. It is the student’s responsibility to ensure that the Fees (as stated in any fee document or other document supplied to the student and as reviewed and revised each Academic Year) and all other fees and expenses relating to the course (some of which may be subject to a separate agreement) are paid in each Academic Year of the course.
  2. Unless the University agrees otherwise in writing the Fees should be paid before the beginning of the Academic Year, whether directly by the Student, or on the Student’s behalf by a third party (such as a relative, employer or other sponsor).
  3. The payment of any sums intended to be in respect of Fees by or on behalf of the Student does not in itself indicate the existence of a contract between the University and the Student for the provision of the Course to that Student.
  4. A contract shall only come into being when the University or UCAS (as appropriate) has given notification of acceptance of the Student upon a Course subject to meeting the further conditions required for and completing enrolment and registration as a Student in person at the University subsequently.
  5. Any information displayed in the online payment facility in respect of the amount of Fees due from the Student is for guidance only. The definitive amount of Fees payable will be notified to the Student by the Finance Department and shall be made available to the Student within a reasonable period on request.
  6. If the Student is studying on a Course which lasts for one Academic Year or less, the Student must ensure that the Tuition Fees are paid before enrolment.
  7. If the Student is studying on a Course which lasts for more than one Academic Year, the Student must ensure that in each Academic Year the Tuition Fees for that Academic Year are paid before enrolment.
  8. All payments made through this online payment facility must be made in Pounds Sterling (£). Any currency conversion costs or other charges incurred in making the payment or in processing a refund shall be borne by the Student or the third party making payment, and shall not be deductible from the Fees due to the University.
  9. Once a payment has been verified and received by the Service Provider, the payment may not be cancelled. In certain circumstances the Student, or the third party making payment, may be entitled to a refund in accordance with Clause 4 below.

3. Payment by Instalment

  1. Clauses 2.4 and 2.5 above shall not apply if the University has agreed with the Student in writing that any alternative arrangement for the payment of the Fees will apply to the Student (including payment of the Student’s contribution by instalments).
  2. Where an instalment arrangement is set up to make payments by payment plan, the University will notify the Student, of the dates on which instalment payments will be claimed.
  3. Payment of Fees by instalment or otherwise by a person or organisation other than the Student does not constitute a contract for the provision of a Course between such person or organisation and QMUL
  4. If the Student is expecting part/all of the Fees to be paid by a sponsor, but the latter’s confirmation is not available at enrolment, the student must pay 50% of the fees and sign a payment agreement to pay the remaining balance. There is a £50 charge for making payment by instalment

To fully enrol, the Student will need to produce:

  1. Documentary evidence that the Tuition Fees will be fully/partly paid by a recognised sponsor (i.e. a government agency, a local authority or a commercial organisation).
  2. The University’s official receipt for payment in full of the relevant Tuition Fees

If the University does not receive full payment by 31st of January, the Student will be deregistered from the Course.

Instalments falling on a weekend or public holiday will be payable the next working day.

4. Refund of Fees

  1. If the Student leaves the University before they complete their Course any entitlement to a refund of Tuition Fees will be made in line with the University Fee Policy prevailing at the time the Student leaves.
  2. Such refunds only apply to the Tuition Fees paid in respect of the Academic Year in which the Student leaves and refunds will be made within 21 days of the date when the University considers the Student to have left the University
  3. For the avoidance of doubt, nothing in this Clause 4 shall require the University to refund the Fees (or any part thereof) unless such Fees (or any part thereof) have previously been paid.
  4. Entitlement to a refund of Accommodation Fees will be determined in accordance with the Accommodation Terms and Conditions to be signed by the Student on acceptance of accommodation at or arranged by the University.
  5. In the event that any payment of Fees is to be refunded (either fully or in part) the University will endeavor to make the refund to the bank account from which the refundable payment was made after the Student, or third party making payment, has completed a signed refund request form. If, for reasons beyond the University’s control, a refund cannot be made to the originating bank account, the refund will be made to the Student.

5. Failure to pay the fees and other amounts

  1. If the Fees and any other amounts due to the University remain unpaid 30 days after the date they are due including Fees payable under an instalment arrangements established by a third party, the University shall be entitled to take legal action against the Student
  2. Payments made by or on behalf of the Student shall go towards settlement of any outstanding debt the Student currently has with the University before being applied to the settlement of any subsequent debt.
  3. The University shall have the right to levy an administration charge of up to £150 in the event of any failed payment (whether by instalment or otherwise) unless an agreement has been made in writing prior to such failure with the University’s Credit Control section. Liability for payment of such administration charge shall rest with the Student.

6. Security

  1. All payment details which are entered through this payment gateway are encrypted when the Student, or third party making payment, enters them. Communications to and from the Service Provider’s site are encrypted.
  2. The University shall not be liable for any failure by the Student or third party making payment of Fees to properly protect data from being seen on their screen by other persons or otherwise obtained by such other persons, during the online payment process or in respect of any omission to provide accurate information in the course of the online payment process.

7. Service Provider

  1. Online payments of Fees can be made by credit or debit card. These payments are not collected by the University directly but by the Service Provider. On accepting these terms and conditions the Student, or third party making payment, will be redirected to a website which is maintained and administered by the Service Provider.
  2. The Student, or third party making payment, will then be asked to submit appropriate personal and financial information to the Service Provider so that the online payment process can be offered.
  3. Where Fees are being paid in full, payment can be made either by credit or debit card via the website maintained and administered by the Service Provider.
  4. Once payment is received by the Service Provider in cleared funds, in accordance with clause
  5. The Service Provider will contact the University to confirm the details of the successful payment made by the Student, or third party making payment.
  6. On receipt of this confirmation the University will confirm to the Student that the payment has been received and accepted by the University. In the event that the Student does not receive confirmation within 14 days of making the payment, it is the responsibility of the Student to check with the University that the payment has been accepted.
  7. The Student shall remain responsible for the Tuition Fees and Accommodation Fees until such time as the confirmation referred to in clause above is received from the University in relation to each of these (and any other outstanding) amounts owed to the University.

8. Data Protection Privacy Notice for Users of QMUL Payment sites

This privacy notice explains how Queen Mary University of London (QMUL) collects and uses personal data of users of its online store and payment gateways. It is in addition to the associated Terms & Conditions and QMUL’s Data Protection Policy.        

QMUL is a data controller in terms of Article 4 of the General Data Protection Regulation. When you make a purchase using QMUL’s eShop or a payment via ePay, we may collect some personal data about you in order to fulfil your order.

How we use your personal data

The information supplied by you will only be used for the purpose of the transaction and/or providing the product or service you have requested. This is necessary for the performance of a contract or to take steps prior to entering into a contract. If you do not provide this information then we will not be able to process and fulfil your order. We ask for your name and contact details to fulfil your order. We may ask for other identifiable information, such as a student ID number or date of birth to ensure your payment corresponds to the correct account. For certain orders, we may ask you to provide additional information, such as dietary requirements in relation to attendance at an event or conference where refreshments are provided and this will be provided to the event organisers to accommodate this.

QMUL may use your personal data to contact the payer or Student in order to clarify or resolve any issues that arise in connection with any transactions using the Site.

It is your responsibility, whether a Student or third party making payment, to ensure that all personal data provided is accurate. QMUL will not be responsible for any losses suffered as a result of inaccurate information being provided to it or the Service Provider.

Sharing your personal data with others

Data may be shared with our Service Provider for the purpose of administering the online payment facility to complete any transaction, resolve issues or provide the product or service you have requested, as necessary. This may be necessary to fulfil a contract or within our legitimate interests.

How long your personal data is kept

We will hold your personal information as long as we need to fulfil the transaction. Other data may be retained for six financial years after the date of the transaction.

Your rights and further information

For further information including on your rights please see

9. Information about cookies

  1. Cookies are small text files placed on a website visitor’s computer, which identify it to our server. Cookies do not identify individual users, only the computer used. They are widely used in order to make websites work more efficiently, as well as to provide certain information to the owners of the site.
  2. Most web browsers allow some control of cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them from your computer, visit
  3. All cookies set by our Service Provider (WPM) for the E-pay site fall into the category of essential for the running of the site. Therefore these can be set

10. Governing Law and Jurisdiction

  1. The formation, existence, construction, performance, validity and all aspects whatsoever of these terms and conditions or of any individual term or condition herein will be governed by the law of England and Wales. The courts of England and Wales will have non-exclusive jurisdiction to settle any disputes which may arise out of or in connection with these terms and conditions. The parties irrevocably agree to submit to that jurisdiction.
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