Courses and Activities
Terms and Conditions .
Last updated: 3 September 2026
Part A | General Terms & Conditions (Applicable to all Courses and Activities)
1. Registration and Confirmation
1.1 Registration must be submitted through a form designated by the Institute for City Transformation (the “Institute”) and will only be considered complete upon full payment of the applicable fees.
1.2 Places are allocated on a first-paid, first-served basis and are subject to availability. Submission of a registration form and payment constitutes an offer by the participant. A contract is formed only when the Institute issues written confirmation. The Institute will normally issue confirmation by email within seven working days after receipt of payment. If confirmation has not been received by then, the participant should contact the Institute. The Institute has absolute and final discretion whether to accept any registration and is not required to give reasons. It may decline a registration based on capacity, course composition, registration information or other considerations without breaching these Terms. If a registration is declined, all fees paid will be refunded within 14 working days.
1.3 Participants must provide true and accurate personal data. If any information is false or incomplete, the Institute may cancel the registration without a refund.
1.4 Once confirmed, a registration may not be transferred to another person or carried forward to a subsequent intake unless the Institute agrees otherwise in writing.
1.5 Unless otherwise stated for a particular course or activity, the Institute’s courses and activities are open only to persons aged 18 or above.
2. Fees and Refunds
2.1 All fees are stated in Hong Kong dollars and include course materials, if any.
2.2 All fees paid are non-refundable and non-transferable. No exception will be made whether or not the participant attends all sessions and regardless of the reason for withdrawal, including changes in work, health, family or travel arrangements.
2.3 If the Institute cancels a course or activity, all fees paid will be refunded in full. The Institute will not be liable for any other loss incurred by the participant as a result.
2.4 No refund or pro-rata refund will be given for absence from any session, late arrival, early departure or failure to complete a course.
2.5 Participants are responsible for their own internet access, equipment, transport and other personal expenses.
2.6 Promotional offers, including early-bird gifts, are subject to the terms announced at the time of registration.
3. Changes to Course Arrangements
3.1 The Institute reserves the right to change course dates, times, venues, mode of delivery (online or in person), content and instructors, and will notify registered participants as early as practicable. If there is a material change, such as cancellation of an in-person session or visit, replacement of a principal instructor or a change of course date, a participant may withdraw by written notice within seven days after receiving notice and receive a full refund of fees paid. Failure to do so within that period will be treated as acceptance of the change.
3.2 If enrollment is insufficient, the Institute may postpone or cancel a course and will provide a full refund. The Institute will not be liable for any other loss, including transport or accommodation costs.
3.3 During a Tropical Cyclone Warning Signal No. 8 or above, a Black Rainstorm Warning, a public health event or any other force majeure event, an in-person session will be cancelled or moved online. Make-up arrangements will be notified separately. Online sessions will generally proceed as scheduled.
4. Course Conduct
4.1 Registration is personal to the participant, and a course may only be attended by that participant. A participant must not arrange for another person to attend in their place or allow an unregistered person to participate.
4.2 Participants must use their true names when joining an online session. Their Zoom display names must correspond with their registration details for attendance and administration purposes. The Institute may refuse admission if a person’s name cannot be verified.
4.3 Login links, meeting passwords and accounts are for the registered participant’s sole use. They must not be forwarded, shared, used by another person, publicly screenshotted or otherwise distributed. A participant must not allow an unregistered person, including a family member, colleague, friend or fellow church member, to sit in, share the screen or otherwise attend the course with them.
4.4 Where more than one person from the same church, company or group wishes to participate, each person must register and pay separately. A single registration may not be shared. See clause 19.
4.5 A breach of clauses 4.1–4.4 may result in immediate cancellation of the participant’s login access and course registration without refund. For each unauthorised person who participates by arrangement or acquiescence of the participant, or through login information forwarded by the participant, the Institute may charge the participant an amount equal to one course fee as a reasonable pre-estimate of the Institute’s loss.
4.6 Participants must treat instructors and other participants with respect and must not engage in harassment, discrimination, personal attacks, solicitation or promotion.
4.7 Course discussions may involve sensitive personal, church or organisational matters. Participants must maintain confidentiality and must not disclose, record or publish on social media anything shared by another person during a course. This is also why attendance is restricted to registered participants.
4.8 The Institute may require a participant responsible for a serious breach to leave the course without refund.
5. Recording and Intellectual Property
5.1 Participants must not record audio or video, take screenshots, livestream or rebroadcast course content by any means, or upload any course content or materials to any platform. A participant with a disability or health-related need may apply to the Institute for an individual arrangement.
5.2 All intellectual property rights in course content, handouts, presentations, videos and materials belong to the Institute or the relevant instructor. Materials are for the participant’s personal study only and must not be copied, distributed, translated, sold or used for commercial or teaching purposes.
5.3 The Institute may take photographs, screenshots or recordings of courses for record-keeping, reporting and promotional purposes. A participant who does not wish to appear in such materials may notify the Institute in writing in advance, and the Institute will make reasonable arrangements.
5.4 The Institute generally does not provide recordings for later viewing. Recordings will not be made available for any short course, event or activity. For the Fellows Programme, a recording may be made available at the Institute’s discretion only upon application and approval under clause 12.3.
6. Attendance
6.1 Short courses, events and activities have no attendance requirement, and no completion or attendance certificate will be issued.
6.2 Attendance requirements apply only to the Fellows Programme, as set out in clause 12.2.
6.3 The Institute will not issue a certificate to a participant who has not attended and will not provide a refund on that basis.
7. Personal Data and Personal Information Collection Statement
7.1 Obligatory purposes: Personal data provided by participants, including names, telephone numbers, email addresses, church or organisation, occupation or ministry role and payment information, will be used to process registration and payment; verify identity and attendance; arrange courses and groups; issue course notices, materials, receipts and certificates; collect post-course feedback; and maintain the Institute’s internal statistics and records. Provision of this data is obligatory. If it is not provided, the Institute may be unable to process the registration.
7.2 Classes of transferees: To make the necessary course arrangements, the Institute may provide relevant data to instructors, mentors, teaching assistants, Institute staff, host or visiting organisations, payment service providers and the Institute’s information-system service providers. Except where required by law or provided in these Terms, the Institute will not disclose a participant’s personal data to other third parties.
7.3 Separate consent for direct marketing: The Institute will only use a participant’s name, email address and telephone number to provide information about the Institute’s courses, events, activities, publications and ministry news by email, WhatsApp or telephone after obtaining the participant’s separate consent. The Institute will not transfer personal data to a third party for promotional purposes. A participant may request the Institute to cease such use at any time by email, and the Institute will comply immediately. Giving or withholding consent does not affect the right to register for or attend a course.
7.4 Access and correction: Under the Personal Data (Privacy) Ordinance (Cap. 486), participants may request access to and correction of their personal data or require the Institute to cease sending promotional information by emailing info@icitytransformation.org. A reasonable fee may be charged for a data access request.
7.5 Retention: Personal data will be retained only for as long as necessary to fulfil the purposes above. Registration and payment records will generally be kept for seven years and then deleted. Contact details of persons who have consented to receive Institute news will be retained until consent is withdrawn.
7.6 Identity verification:
7.6.1 For short courses, events and activities, the Institute verifies identity using registration information and payment records and does not need to collect an HKID copy.
7.6.2 For the Fellows Programme, the Institute must verify an applicant’s legal name and identity because it is a long-term programme at advanced diploma level that leads to a graduation certificate. See clause 11.6.
7.7 Data security: Personal data is accessible only by designated staff responsible for registration and course administration. Electronic files are stored in systems with access controls, and paper records are kept locked. Copies of identity documents are stored separately from general registration data and are subject to stricter access restrictions.
7.8 Privacy Policy: This clause must be read together with the Institute’s Privacy Policy. If there is any inconsistency, the provision offering greater protection to the participant will prevail.
8. Nature of Courses and Limitation of Liability
8.1 The Institute’s courses provide faith-based, theological and practical training for adults, and do not constitute professional legal, financial, medical, psychological or human-resources advice. Participants requiring such services should consult an appropriately qualified professional.
8.2 The personal views of instructors and guest speakers do not necessarily represent the Institute’s position.
8.3 To the maximum extent permitted by law, the Institute’s liability in connection with a course is limited to the course fees paid by the participant.
8.4 Nothing in these Terms, including clause 8.3 or the disclaimers in clause 17, excludes or limits the Institute’s liability for death or personal injury caused by its negligence or affects any statutory right that cannot be excluded under Hong Kong law.
9. Amendments and Governing Law
9.1 The Institute may amend these Terms from time to time. A registered participant will be subject to the version in force on the date of registration.
9.2 The Chinese version of these Terms prevails. The English translation is for reference only.
9.3 These Terms are governed by the laws of the Hong Kong Special Administrative Region.
10. Enquiries
Email: info@icitytransformation.org | WhatsApp: 9178 2889
Part B | Additional Terms for the Fellows Programme
These terms apply together with Part A. In the event of conflict, this Part prevails.
11. Enrolment and Admission
11.1 Admission to the Fellows Programme is subject to an application and interview process. The Institute has the right to decide whether to admit an applicant and is not required to give reasons.
11.2 An application fee of HK$100 is payable. It is non-refundable whether or not the applicant is admitted and will not be credited against tuition fees upon admission.
11.3 Submission of an application does not guarantee a place. An admitted applicant must accept the place within the period specified by the Institute and pay the tuition fees in two instalments on the dates specified by the Institute. Failure to pay on time will be treated as a decision to decline the place.
11.4 The application fee and all tuition fees, including any instalment already paid, are non-refundable and non-transferable unless the Institute cancels the Programme. If a participant withdraws after paying the first instalment, the Institute will not pursue any remaining unpaid instalment, but no amount already paid will be refunded.
11.5 Applicants must truthfully disclose their church involvement, ministry role and organisation. Where participation concerns a sending relationship with a church or organisation, the Institute may require a reference letter or a completed reference form.
11.6 Identity verification and HKID: The Fellows Programme lasts 18 months, is at advanced diploma level and leads to a graduation certificate. As applications are completed entirely online, applicants must submit an HKID copy with their application to verify their legal names and identities, prevent impersonation and ensure that certificates bear the correct names. The copy: (a) will be used only to verify legal name and identity, check attendance and issue the graduation certificate; (b) may be redacted by the applicant before submission to conceal information unnecessary for verification, including date of birth, dates of issue and registration, and computer symbols and codes, and the Institute will also redact such information; (c) will be handled only by designated staff, stored separately from other registration data and not disclosed to third parties, including instructors or host organisations; and (d) will be deleted within three months after completion of the selection process for an unsuccessful applicant, or retained until seven years after completion of or withdrawal from the Programme for an admitted participant, and then deleted.
12. Commitment and Attendance
12.1 The Fellows Programme is an integrated 18-month learning journey comprising classes, City Lab ministry visits, small-group tutorials, an individual practical project, and presentations. Participants must commit to the whole Programme and may not enrol only in selected components.
12.2 Attendance requirement for graduation: Participants must attend at least 80% of all classes and visits combined. A participant who does not meet this requirement will not receive a graduation certificate. An absence should be notified in advance, and the participant must complete any make-up work or session directed by The Institute.
12.3 Recorded sessions: The Institute does not guarantee that Fellows Programme sessions will be recorded. If a particular session is recorded, a participant who missed it may submit a written request for individual access. If approved, access will be provided for a specified period. The recording must not be downloaded, forwarded or shared. The Institute is under no obligation to provide a recording.
12.4 A participant who does not meet attendance or assignment requirements may be required to defer completion to the next intake or withdraw from the Programme. Fees will not be refunded.
13. City Lab Ministry Visits
13.1 Visits are generally hosted by churches, organisations and social enterprises serving disadvantaged communities. Participants must comply with the host’s requirements, respect its service users and strictly protect the privacy of interviewees and service users.
13.2 No photographs, video or audio recordings may be taken, and no content, photographs or internal information concerning a visit may be published on social media, without the prior consent of both the host organisation and the Institute.
13.3 Participants are responsible for their personal safety and health during visits and for making their own transport arrangements. Some visits may involve walking, stairs or outdoor environments. Participants should arrange such personal insurance as they consider necessary.
13.4 A participant’s conduct during visits and in public reflects on the Institute and the Programme. The Institute may terminate the status of a participant responsible for serious misconduct.
14. Assignments, Research and Use of Work
14.1 Participants must complete their own assignments and practical projects and comply with academic-integrity requirements. They must not plagiarise or use material produced by another person, including AI-generated content, without attribution.
14.2 Copyright in a participant’s assignments, research reports and practical work remains with the participant. The participant grants the Institute a non-exclusive, royalty-free licence to use the work for teaching, research, publication and promotion. The Institute will identify the author or, at the participant’s request, use the work anonymously.
14.3 Research involving information belonging to a third-party organisation requires that organisation’s prior written consent.
15. Titles and External Representation
15.1 During and after the Programme, a participant may describe themselves as a “participant” or “graduate” of the Institute for City Transformation Fellows Programme. A participant must not speak, raise funds, sign documents or establish partnerships on behalf of the Institute without its prior written authorisation.
15.2 A participant who refers to Programme content in an external article or presentation must acknowledge the source.
16. Withdrawal and Termination
16.1 A participant must give written notice of withdrawal. All application and tuition fees paid, including any instalment, are non-refundable and non-transferable.
16.2 The Institute may terminate a participant’s status immediately and without refund for a serious breach of these Terms, academic-integrity requirements or fundamental ethical or professional standards.
16.3 If a participant’s conduct poses a risk to another person’s safety or concerns the participant’s sending relationship with their church or organisation, the Institute may, after giving prior written notice and a reasonable opportunity to respond, provide a factual report to the relevant sending body.
Part C | Additional Terms for Short Courses and Activities
This Part applies to online short courses of four to eight sessions, single-session events, workshops and public activities. It applies together with Part A. In the event of conflict, this Part prevails.
17. Mode of Delivery
17.1 Online courses are delivered through Zoom. Participants must provide their own reliable internet connection, computer or mobile device, and headphones. No refund or make-up session will be provided where a participant cannot attend due to their own internet or equipment problem.
(A) Attendance by Registered Participant Only
17.2 Zoom links and passwords will be sent to the email address provided at registration no later than 24 hours before the course begins. Links, passwords and login details are for the sole use of the registered participant. They must not be forwarded, disclosed, shared, screenshot or uploaded to any group, social-media platform or shared cloud storage. Participants are responsible for safeguarding their login details and for any consequences arising from disclosure or negligence resulting in a leaked link.
17.3 In-person sessions and visits are also restricted to registered participants. A participant must not bring or arrange for an unregistered person, including a spouse, child, family member, friend, colleague, fellow church member, domestic helper or intern, to attend, and must not arrange a substitute. Where a companion is required because of a disability, health condition or accessibility need, the Institute will make reasonable arrangements. The companion will not occupy a place or be charged, but advance notice must be given so the Institute and host can prepare.
17.4 The venue, meet up time and capacity for an in-person component will be notified separately. Participants must register their attendance on site and comply with all venue and host requirements and staff instructions.
17.5 Participants must not photograph service users during a visit or record or disclose their personal circumstances.
17.6 The Institute and the host may refuse entry to or require the departure of any person in breach of these clauses. The Institute may immediately terminate the relevant participant’s course registration without refund.
(B) Disclaimer for In-person Sessions and Visits
17.7 Participation in an in-person session or visit is voluntary, and each participant assumes the risks associated with participation. An itinerary may involve walking, stairs, transport, confined or outdoor environments, and contact with unforeseen persons or conditions.
17.8 Participants must assess whether their own health and physical condition are suitable. Any health condition, mobility restriction, food allergy or ongoing treatment must be disclosed to the Institute in advance. Participants must arrange their own transport and such personal accident and medical insurance as they require. The Institute does not arrange insurance for participants.
17.9 To the maximum extent permitted by law, the Institute and its directors, staff, instructors, mentors and volunteers will not be liable for any personal injury, illness, death, property damage, loss or other loss suffered while travelling to or from, or participating in, an in-person session or visit.
17.10 The Institute does not operate or control any visit venue, transport provider or host organisation and is not responsible for its premises, facilities, services or personnel. A participant is responsible for any loss caused to a venue, host organisation or third party by their own conduct.
17.11 The Institute may cancel, shorten or change a visit because of safety, weather, venue arrangements or another force majeure event under clause 3.3. Unless otherwise announced by the Institute, no claim may be made as a result.
17.12 This disclaimer does not apply to death or personal injury directly caused by the Institute’s negligence and does not affect any statutory right that cannot be excluded under Hong Kong law.
18. Make-up Sessions and Recordings
18.1 No make-up session or recording will be provided for a short course, single-session event, workshop or public activity.
18.2 Presentation slides or notes for a short course will be sent after each session to the email address provided at registration.
19. Group Registration
19.1 The Institute currently offers no group-registration discount.
19.2 Even if participants belong to the same company, church, organisation or group, each participant must register and pay individually. The Institute does not accept a single registration or payment covering more than one participant and does not reserve places in the name of a church, company or group.
19.3 A confirmed place may not be substituted. If a member cannot attend or withdraws, the place may not be transferred to another member of the same group or any third party. Fees paid will be dealt with under clause 2.2 and will not be refunded.
19.4 Members of the same company, church or group are welcome to attend together and may contact the Institute by email for coordination assistance, but each person must submit a separate registration form.
20. Activities and Lectures
20.1 Registration is required for free activities. A participant who cannot attend should notify the Institute as early as possible so that the place may be offered to a person on the waiting list.
20.2 A place at a paid activity is non-refundable and non-transferable.
21. Third Party Rights
This clause applies to Parts A, B and C.
21.1 The benefit of clauses 8.3, 8.4, 17.9 and 17.10 extends to the Institute’s directors, employees, instructors, mentors and volunteers (the “Protected Persons”). Each Protected Person may enforce those clauses in their own right under the Contracts (Rights of Third Parties) Ordinance (Cap. 623).
21.2 Except as stated in clause 21.1, no person who is not a party to these Terms has any right to enforce any provision of these Terms.
21.3 The Institute and the participant may amend, suspend or rescind any provision of these Terms without the consent of any Protected Person.