TERMS AND CONDITIONS OF HFDI Limited
HOST FAMILIES
(Group bookings)

General

It is important for host families to check with their house insurance provider that they have all adequate insurance in place to include accidental damage and occupier’s liability cover. HFDI LTD is not responsible for any loss or damage occasioned to the host family, should any claim arise from the placing of a student with the host family.

HFDI LTD is not responsible for the student’s behaviour once the host family has accepted the student into their home. Host families are to be vigilant and ensure that their home is safe and secure.

HFDI LTD is not responsible to the host family, if in the event the student commits a crime or causes any damage to the property of the host family.

The host family agrees to indemnify HFDI LTD from and against all claims, causes, suits or actions as may arise now or at any stage into the future in relation to the actions of the student accepted by the host family. The host family acknowledges that HFDI LTD has no responsibility to them for any loss/theft/damage to persons occasioned by a student accepted by the host family.

HFDI LTD does not assume any responsibility for any injury suffered by the student whilst in the care of the host family. If in the event any physical or verbal abuse occurs, the host family accepts that HFDI LTD has no responsibility to any victim of abuse and the host family should immediately report the matter to An Garda Siochana without initial recourse to HFDI LTD. The host family agrees that they will cooperate fully with all appropriate authorities in relation to the investigation of any such matter.

Notwithstanding the above, HFDI Ltd is always on hand to assist our host families if issues arise. To this end we have a 24-hour emergency phone number which will be provided to you at which you can contact us in the event of an emergency.

Host families are responsible for fully informing the student of all safety alarms and fire alarms in the host family’s property.

HFDI LTD are not responsible for any offence which may be caused due to any particular belief or faith practised by the student.

Damage to Host Property

• Host families are expected to ensure that the student bedroom, furniture, bed and other facilities provided are in good condition and suitable for use at the beginning of each placement.
• Hosts are strongly advised to take clear, date/time-stamped photographs or a short date/time-stamped video of the student bedroom before the student’s arrival. This should include the bed and mattress, furniture and any other relevant items. This provides a record of the condition of the accommodation before the student moves in and may be required to support any subsequent claim for damage.
• Host families are responsible for checking the student’s bedroom and any other areas used by the student for damage before the student’s departure wherever reasonably possible.
• Where this is not reasonably possible, the host family must inspect the accommodation immediately following the student’s departure and before the room, bed or facilities are cleaned, used by another person, repaired or altered in any way that could affect evidence of the alleged damage.
• Any alleged damage must be reported to HFDI immediately and, wherever reasonably possible, before the student leaves the host family home. Clear photographs and/or video evidence of the alleged damage must be provided, together with details of the item damaged and, where requested, receipts, quotations or other supporting documentation.
• Prompt reporting is essential to allow HFDI an opportunity to investigate the circumstances and raise the matter with the student and/or their school, agency or representative.
• Claims reported after the student’s departure, particularly where the room or item has subsequently been cleaned, used, repaired or altered, may not be capable of being investigated. HFDI cannot guarantee that such claims will be accepted or that compensation will be recoverable.
• Host families are expected to take reasonable steps to protect furnishings and equipment provided for students. Mattresses and pillows should be fitted with appropriate protective covers throughout the student’s stay.
• HFDI does not accept responsibility for normal wear and tear, deterioration through ordinary use, or normal cleaning and maintenance costs associated with hosting students.
• Where the cost of damage exceeds the amount available from the student’s damage deposit, the host family is responsible for referring any additional loss to their own household or other appropriate insurance provider.

Host families are responsible for ensuring that they maintain adequate insurance appropriate to hosting paying guests/students, including appropriate accidental damage and occupier’s liability cover.

HFDI will take reasonable steps to assist the host family in seeking a resolution by liaising with the student, school, agency or other responsible party. However, HFDI does not guarantee payment or compensation for damage alleged to have been caused by a student.

Students who are under 18 years of age:

The host family must be Garda Vetted in order to host any student who is under the age of 18. HFDI Ltd will pay for the Garda Vetting application strictly provided the application is completed by the host family within the allocated time frame of 30 days. However, if the online forms NVB1 and NVB2 are not completed by the host family within the allocated time and the application expires, any additional charges incurred will be charged to the host family.

The host family who is accepting a student who is under the age of 18 must facilitate a home visit by a representative on behalf of HFDI Ltd and all host families must submit photographs of their home to include the available room for rent and the communal areas. At this home visit, the host family must provide all original photographic identity documents for verification by the representative on behalf of HFDI Ltd.

The host family accepts that any student who is under the age of 18 should not be left alone overnight under any circumstances by the host family.

The host family accepts and agrees that any student who is under the age of 18 will not share the student’s image on the social media accounts of members of the host family. The host family agrees to fully indemnify HFDI LTD against all claims, causes, suits or actions as may arise as a result of any breaches of this clause by the host family.

The host family hereby undertakes and agrees that in the event any student who is under the age of 18 becomes sick or is injured and requires medical treatment, the host family will ensure that a responsible adult accompanies that student to hospital and/or to the doctor. In this regard HFDI LTD will discharge a one-off total payment to the Host Family of €20 per hour in respect of time spent accompanying the student to hospital and/or the doctor. The claim in respect of such time must be submitted to HFDI LTD within 48 hours of the incident which required the responsible adult to accompany the student for medical treatment.

Changes/Cancellation

The host family hereby agrees that in the event a student’s agreed placement period is prematurely terminated and he/she is obliged to return home due to such circumstances as (but not limited to) ill health, bereavement, family emergency, global pandemic or such behaviour on the part of the student that would be deemed unacceptable to any reasonable person, then the host family will receive payment from HFDI LTD in respect of the period of time for which the student actually stayed with the host family only & not for the duration of the original placement period. Similarly, if a student does not travel as expected or cancels at short notice due to (but not limited to) such issues as set out above and to include visa issues, then the host family accepts that HFDI LTD bears no responsibility or liability in respect of such issues and the host family will only receive payment from HFDI LTD in respect of students who actually stay with the host family and limited to the period of time that they actually remain with the host family.

If there is any change in the circumstances of the host family, which would in the view of a reasonable person be considered a material change from the time that an application is made to HFDI LTD to be a host family and prior to the acceptance of a student, the host family warrants that they will bring such a material change to the attention of HFDI LTD which may result in HFDI LTD informing the host family of a cancellation of a student. If the host family is in any doubt as to what constitutes a material change in circumstances, the host family should inform HFDI LTD immediately.

Future accommodation services

The host family hereby undertakes and agrees that they will not, without the prior written consent of HFDI LTD directly or indirectly in any capacity either their own behalf or in conjunction with or on behalf of any person, firm, company, business, concern or enterprise contact the students, schools, travel agencies, etc whom they have been introduced to via HFDI LTD in order to provide accommodation services directly or indirectly, which accommodation services would otherwise be, in whole or in part, accommodation services arranged and organised through HFDI LTD.

Changes

We may update these terms and conditions from time to time and will publish such updated version on our website, as appropriate.