These Terms and Conditions apply to all participants of Meiji Internships. By submitting your application, you are entering into this Agreement.
We have attempted to make this Agreement easy to read and understand by categorizing each section. These categories have been inserted for your convenience only and do not affect the legal construction or interpretation of this Agreement.
DEFINITIONS WITHIN THIS AGREEMENT
“you” or “your” means the participant.
“we”, “us” or “our” means Meiji Internships or in short “Meiji”.
Agreement means a contractually binding agreement between us and you that is made up of the application form and the terms and conditions set out in this document.
Commencement Date means the date, agreed upon with you in advance, that the program begins in the local destination.
Deposit means the part of the program fee that must be paid by you in advance of your placement in order to secure your place in the program. The deposit can include the Meiji Express Fee if purchased by you. The deposit has to be paid prior to the program fee and payable in accordance with section 3 below.
Participant means a participant in the program and “participants” means all and any participant.
Program means any internship placements or services offered by Meiji.
Preference Industry means your first and second choice of preferred industries or internship fields as established by Phone/Skype/Google Hangout interview during our admissions process.
Program Fee means the sum of the remaining balance after the Deposit, payable by you to us in accordance with Section 3 below.
Placement Deadline means 21 days prior to your Commencement Date or agreed upon otherwise in the Interview.
Host Company means your internship provider, which can be either a legal entity, NGO/NPO organization, or sole trade business.
Acceptance letter means the letter provided electronically to you confirming we have accepted you into our program
Meiji Internships or Meiji means Amniscor Co., Ltd. located in Daimyo 2-6-11, Chuo-ku, Fukuoka, Japan
1. Our Undertakings
In return for receipt of the Program Fee, we will perform the following services:
(a) Provide you with an internship placement within the preference industry as illustrated in your Acceptance Letter.
(b) Provide contact details of local staff in case of any difficulties or problems that might arise and to facilitate emergency support if necessary.
(c) Provide furnished accommodation that meets the following minimum standards:
- A private bedroom in either a shared housing facility (Standard Package only) or private accommodation (Business Package only);
- With a single bed or futon (Japanese style bed) in your bedroom;
- With adequate bathroom, toilet and shower facilities;
- With facilities of cooking and storage of food;
- With gas, electricity, and water, for which we will cover the payment that does not exceed 8,000 JPY in Japan, 70,000 KRW in South Korea, 4,000 THB in Thailand, 140 SGD in Singapore, 780 HKD in Hong Kong.
(d) Accommodation provided is for the duration of your placement and calculated by days. All destinations are calculated on a monthly term, which equals to 30 days stay for one month. It is possible to stay before and after your internship in the accommodation, yet the extended stay is subject to availability and additional charges. If not further stated by us, you will directly sign a tenancy agreement and pay the accommodation deposit to the local accommodation provider upon arrival at your destination.
(e) Provide you with a transfer, at a time agreed between us, from the closest international airport to your accommodation on your arrival, prior to your commencement date of the program.
(f) Provide an induction and orientation talk or equivalent document upon your arrival.
For the avoidance of doubt, we will only be responsible for and are only bound to provide the services and matters set out in Section 1 above.
2. Suitability of Participants
We reserve all rights to reject the application of any person we deem unsuitable for our program at our own discretion without giving any further explanation. To verify your suitability, we may request an additional interview or ask you to provide contact details of your references and/or academic transcripts.
3. Deposit and Program Fee
(a) Your Initial Deposit (“Deposit”) is $500 USD. The deposit is in return for our service being solely used to reserve your position in the program and cover certain related administrative expenses. Upon receiving your deposit, Meiji agrees to place you in an internship by the placement deadline.
(b) Upon payment of your deposit, you agree with the information illustrated in your acceptance letter is correct. You agree to fully co-operate with Meiji in its attempts to find you a placement and agree to do so until the passing of the Placement Deadline. Examples of non-cooperation include, but are not limited to:
- Not actively working with your assigned internship consultant;
- Skipping, missing, or arriving late for your scheduled internship interviews;
- Not engaging in internship discussions with your internship consultant;
- Not responding to Meiji Internships communications within 72 hours regardless of non-business days;
- Allowing the placement process to be delayed due to missing agreed payment due dates;
- Refusing internships offered to you if they fall under the preferred industry choices as stated in your acceptance letter;
- Contacting the host company on your own without former written consent from Meiji.
(c) It is your responsibility to prepare for the internship interview arranged by us. If you fail to adequately prepare for any of the scheduled interviews you will forfeit your deposit. Failing to properly prepare for the interview is defined as failing one or more of the points below:
- Not properly researching about the Host Company;
- Not properly learning about the industry job function;
- Missing the scheduled interview time without prior written notice (at least 48 hours before the scheduled interview);
- Failing three or more interviews;
- Failure to provide a sample portfolio of your previous work (if requested);
- Refusing internships offered to you if they fall under your first, second or third industry choice as stated in your acceptance letter;
- Making requests that fall outside of Meiji’s responsibilities.
(d) If the respective Host Company offers you an internship placement after the successful interview with them, you will have the following options available:
- Accept the internship and proceed with the final payment within the specified payment deadline;
- Decline the internship offer and schedule for another interview, if enough time is still available for the internship search (the commencement date has to be at least ten weeks ahead from the date of your written decline sent to us by email);
- If you have already declined two internship offers and/or failed two interviews with the respective Host Companies previously, you will be given the option to either accept your final offer or cancel your program (in this case no refund will be applicable).
Meiji will schedule up to three interviews with Host Companies in total (if the commencement date is at least ten weeks ahead). We cannot address any specific requests beyond your specified industries in your Acceptance Letter, e.g. sub-industries within an industry, firm size, company operations, corporate culture, etc.
(e) If Meiji is unable to place you in an internship role as stated in your Acceptance Letter before the placement deadline, you will be given the option (1) to withdraw from the program and receive a refund of your deposit made by you (“Full Refund”), or (2) to request Meiji to continue searching for placement in an extended time frame agreed. If we are still unable to place you within the extended time frame, you will receive a Full Refund. Note the Full Refund is only applicable if you do not fail according to the conditions stated in section 3(c).
(f) If your deposit is received by us less than 8 weeks before the commencement date, your Commencement Date will be delayed by the number of days the deposit should have been received by (the minimum period is 8 weeks prior).
(g) In order to confirm your place in the program, you must pay at least 50% of your outstanding balance within 30 days after being placed with a Host Company. Any remaining balance has to be settled no later than 60 days prior to the commencement date unless agreed otherwise. Participants, who fail to meet this requirement, may receive none of the benefits of the Program. This includes, without limitation; placement in a confirmed program, airport transfers, and accommodation.
(h) You are responsible for covering all and any charges related to foreign currency transfers and international bank payments. This applies to your deposit, program fee, and any other transfer to us. If you underpay your deposit due to not covering for foreign currency exchange and transfer charges, you will make up the remaining balance when you pay the program fee.
(i) Meiji Express fees are to be paid together with your deposit.
4. Request to Cancel, Vary Participation on the Program and Refunds
(a) If you wish to withdraw from the program it must be done via a written request. For the avoidance of doubt, such a written request can be made by email to your assigned internship consultant.
(b) If you withdraw from the program for any reason other than Meiji’s failure to place you by the placement deadline within the industries stated in your acceptance letter, or if Meiji determines, in its sole discretion, you did not fully co-operate in the placement process at any time before the placement deadline, such as stated in conditions in section 3 (b) and (c), Meiji will be entitled to the deposit.
(c) If you withdraw from the program for any reason after being placed with a Host Company, Meiji will be entitled to the full amount of the Placement Package, 70% of the Standard Package, or 60% of the Business Package Fee. If the withdrawal takes place less than 30 days before the commencement date or after the program has started, Meiji will be entitled to the full amount on all three Program Packages.
(d) If you request to change the Commencement Date of your Program or change any part of the information stated in the acceptance letter you received after having paid the Deposit and Meiji Express Fee, you agree that you will be charged an administrative fee of up to $500 USD. If such a request is made after you have been placed in a Host Company or within 60 days of the commencement date, we reserve the right to refuse the change request or apply an additional charge that can account for up to 30% of your initial program fee.
(e) In the event that you are refused an appropriate visa or suitable alternative by the Local Authorities, you will receive a Lifetime Credit for the full value of all money that we have received from you. This credit can be applied to any of our programs at an agreed date in the future. This credit is valid ONLY if; (1) you filled out all and any visa forms correctly, and (2) completed all steps in the required visa process correctly and on time. No compensation can be given for cancellation of flights or any other costs incurred by you. No refund of Deposit and/or Program Fee will be offered if your tardiness in completing the necessary visa requirements leads to Program start dates being delayed and your internship being canceled.
(f) If for any reason, we have to cancel your participation in the program, prior to your commencement date, a full refund of the program fee, including the deposit, will be given to you. A full refund will be issued only if the cancellation is for reasons not attributable to you. No other compensation can be given for any other costs incurred in relation to the program.
(g) All refunds are calculated and processed in Japanese Yen irrespective of foreign currency fluctuations and will be issued after deducting any foreign exchange charges and bank transfer fees.
5. Website and Promotional Material
(a) The content and information displayed on our website and other promotional material are believed to be valid and correct, but we cannot be held liable and do not take any responsibility for any misinformation or ambiguities in the content. Prices are subject to change without further notice and you will be liable for additional amounts owed due to price changes unless your deposit has already been paid.
(b) We reserve the right to the photo and video footage of you, taken within the duration of your program with us, for use in our promotional material. We do not make any payments to individuals in respect of such use. We may (but are not obliged to) reproduce the photographs (or part of them) in our promotional material including, without limitation, posters, advertisements, printed publications, on our website, and social media website pages. Copyright in the photographs will belong to Meiji Internships. We will not use your image, or any other information you provide, for any other purpose. By agreeing to these terms and conditions, you consent for your photo and video data taken in the duration of your program with us to be used for our promotional purposes.
6. The Format of the Program
We reserve the right to change our suppliers and the format of our program as and when necessary, however, we will endeavor to provide you with a similar program as possible at all times.
7. Liability for Losses and Program Changes
(a) We cannot accept any responsibility or liability for loss of or damage to your passport or any other personal identification or property at any part of the immigration visa process, during transit, or during registration.
(b) We cannot accept any responsibility or liability for program changes or program cancellations under any of the following circumstances: war or threat of war; terrorism; natural disasters, fire; sickness; pandemic; or, any other event or circumstance which amounts to a “force majeure” and in such cases no refund or compensation for any loss will be given to you unless otherwise decided at our sole discretion.
(c) For all programs affected by the current COVID-19 crisis and/or starting before 1st December 2021, all applicants are eligible for Meiji’s Lifetime Credit.
8. Your Responsibility
(a) It is your responsibility to be aware of any national holidays or other events that may change the nature of the program. While most companies operate an 8 am to 6 pm working policy some may have different requirements and we cannot be held responsible for this.
(b) International flights are not included in the cost of any of our programs. It is your sole responsibility to arrange flights and to select providers based on your own decisions and experiences. We cannot be held responsible for any action, negligence, or event relating to the purchase or operation of flight tickets or flights. We will also not be responsible for any costs or refunds due to changes or delays in the flights.
(c) It is your responsibility to arrange your own immigration visa. Where we will provide visa assistance as best to our current research and knowledge we cannot be held liable for any costs or delays relating to your immigration visa acquisition. Costs include the visa application, travel, and accommodation.
(d) It is your responsibility to verify the required documents in order to obtain your immigration visa by liaising with the counselor or embassy of your chosen destination. Please note immigration visa policies are subject to change and differ according to your country of origin and residence. We cannot be held liable for the change in visa immigration policies.
(e) It is your responsibility to arrange your immigration visa according to your commencement date. We cannot be held liable for any costs or delays relating to a postponement of your commencement date relating to your visa acquisition.
(f) It is your responsibility to provide updates about the visa application process or related documents if requested.
(g) It is your responsibility to register for all Meiji Internships related events by the deadline set. Failure to comply will result in you forfeiting your attendance.
(h) It is your responsibility to inform us if your internship is academic credit-bearing and to submit all related documentation to Meiji Internships prior to your commencement date.
9. Experiencing Problems
(a) If you should experience any problems whilst partaking in our program, you must immediately inform us in writing by email or letter, with a clear explanation of the problem. In such an event, we will discuss the problem with you and will try to find ways in which the problem can be solved. We are not responsible for any conversations or anything that is said unless it is recorded in the written form either by email or letter.
(b) You agree to discuss any problems in your placement with your internship consultant prior to discussing it with your Host Company. If the assigned Host Company wishes to terminate your placement prior to the end of the stated time as a result of your inadequate or unhelpful participation or prolonged or repeated absence from work, you understand that no refund of fees will be given in this situation and we are under no obligation to provide another placement to you. In such a case, you will be required to leave the provided accommodation within one week of being informed by us.
(c) If you wish to terminate your placement prior to the end of the time stated in the internship agreement for any reason you must provide us with written notice, clearly stating reasons for such a decision. You agree that no refund of the program fee or any other fees will be made in this situation, that no other placement will be offered, and that you will be required to leave the provided accommodation within one week of being informed by us.
(d) If you should deem the accommodation that has been provided to you to be unsuitable, Meiji must be notified within 1 week of the start of your first day in that accommodation in order for remedies to be made or, if necessary, alternative accommodation arranged.
(e) Meiji cannot be held responsible for any complaints arising from issues outside of the specifications made in Section 1(b), this includes, with limitation, relations with other inhabitants of the apartment or share house, relations with your neighbors, etc.
10. Safety
(a) We, our partner companies, suppliers, and members of staff cannot be held responsible for any case of injury, accident, claim, theft, damage, sickness, cancellation or loss, in relation to our or their services.
(b) You are responsible for your own safety during the trip and neither we nor the assigned Host Company, take responsibility nor can be held liable for any accident, sickness, loss, damage, expense, or hazard encountered throughout the program.
(c) You will be held responsible and liable for any damages to the assigned Host Company during your placement. It is your sole responsibility to ensure you purchase personal liability insurance prior to the commencement date.
11. Complying with Rules, Local Laws and Acting Responsibility
(a) In situations where you do not comply with the rules of the assigned Host Company or rules of our program or the law of the country to which you are interning, we may release you from the program and no refund will be granted to you. In this instance, you will be required to leave the provided accommodation within 48 hours of being informed by us.
(b) You will take full responsibility for your conduct at all times during the program. You will not act irresponsibly nor will you break the law of the country to which you go. You will not put yourself or others in dangerous situations. If you do any of the above, you will be responsible for the consequences.
(c) We reserve the right to expel, at our sole discretion, any participant from the program for reasons including but not limited to: breaking the law; bullying or harassment of other participants; anti-social or unreasonable behavior or unfit conduct towards other group members, our representatives, our suppliers, representatives or the assigned Host Company and their customers; or excessive absence from work. We will determine whether a participant has acted in any of the ways set out above at our sole discretion. In such instances, we retain the right to immediately eject the participant from his or her accommodation and cancel their participation in the program.
12. Third-Party Behavior or Actions
We take no responsibility and are not liable for any third-party behavior or actions including, but not limited to that of the Host Company and accommodation provider. We do not take responsibility and are not liable for any accidents that take place at any third party locations including but not limited to the premises of the Host Company and the designated accommodation. It is your responsibility to ensure you purchase personal liability insurance prior to the commencement date.
13. Guests Allowed
You are allowed to have guests to stay in your assigned accommodation after requesting a written consent from us. In case you do not inform us and/or the guests stay for extended periods of time without our previous consent, we reserve the right to charge you on behalf of the accommodation provider for any additional fees that might arise during that time.
14. Insurance
You are fully responsible for purchasing full and comprehensive insurance prior to departure, which will cover you for the whole duration of your program. The insurance should include but is not limited to travel, health, medical and accident insurance. You must bring all relevant insurance documents with you to the country in which you are placed.
15. Non-Disclosure Agreements
(a) Non-Disclosure Agreements are widely used in most international companies throughout the world and considered industry standards. In instances where your assigned Host Company demands it, you agree to sign the respective Non-Disclosure Agreement. Regardless of whether or not the assigned Host Company requires a written Non-Disclosure Agreement, you agree to respect and keep the intellectual property of the assigned Host Company confidential. Any work produced during your internship remains the sole property of your assigned Host Company unless otherwise specified.
(b) You hereby agree not to disclose specifics or any disputes regarding your internship to other program participants or third parties outside of Meiji Internships or your assigned Host Company.
16. Workload
We are not responsible for the workload provided by the Host Company whether it is of high or low volume. In such situations, you should discuss the problem with us and we will endeavor to resolve the issue accordingly.
17. Notifications You Must Make
(a) To comply with immigration Visa regulations of the country to which you are going to, you must notify us as soon as possible (ideally at the first interview with us) if you have any of the following conditions, but not limited to: Mental Illnesses, Venereal Disease, Tuberculosis, HIV, Leprosy, and other infectious diseases.
(b) You must inform us of any international travel or any other reasons for the unavailability of your passport for immigration visa processing if unavailability occurs within 4 weeks prior to the commencement date. We cannot be held responsible for additional costs for express processing, postage, and submission in person by our staff, or delay or cancellation of the program due to a failure to inform us early enough of such details.
18. Maximum Liability
Our maximum liability is limited to the program fee.
19. Additions and Removals to your Participation in the Program
(a) Any additions to the Program by you when you are already in the country in which you are placed will incur the full fee difference between the original program and the desired program, plus an administration fee of $200 USD. Any such program changes or extensions are made at the sole discretion of Meiji Internships and cannot be guaranteed.
(b) Any requested removals or reductions to the program by you will not entitle you to a full or partial refund from your program fee already paid prior to your arrival to the country of placement.
20. Jurisdiction
Any litigation and legal dispute are exclusively dealt with under the jurisdiction of the Fukuoka Prefectural Court in Japan.
21. Other Terms
(a) A person who is not a party to this agreement shall not have any rights under or in connection with the agreement.
(b) The rights of the parties to terminate, rescind, or agree on 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.
(c) If a provision of the agreement (or part of any provision) is found by any court or other authority of competent jurisdiction to be invalid, illegal or unenforceable, that provision or part-provision shall, to the extent required, be deemed not to form part of the agreement, and the validity and enforceability of the other provisions of the agreement shall not be affected.
(d) If a provision of the agreement (or any part of any provision) is found illegal, invalid or unenforceable, the provision shall apply with the minimum modification necessary to make it legal, valid and enforceable or the parties shall negotiate in good faith to amend such provisions such that, as amended, it is legal, valid and enforceable, and, to the greatest extent possible, achieves the parties’ original commercial intention.
(e) Meiji Express is a supplementary service that accelerates the internship admission process whereby we agree to schedule an interview with a Host Company within 20 business days after receiving your deposit and Meiji Express fee. We always try to meet our high standards, yet we cannot guarantee all your internship expectations will be met.
You hereby agree to the Terms and Conditions as set above. If you are found to be in violation of these, Meiji Internships reserves the right to issue legal proceedings against you.
