The Center for International Policy and Sustainability (CIPS), hereinafter referred to as “CIPS,” “we,” “our,” or “us,” is a Canada-based international institute dedicated to youth empowerment, policy inclusion, and sustainable development. By visiting our website (www.thecips.org), applying to our programs, or participating in our events, you agree to the following Terms and Conditions.

1. Information Collection & Use

When engaging with our website, programs, or events, you may provide personal information such as your name, email address, contact details, and professional background. We use this information to:

• Process applications, registrations, and participation.
• Provide updates, event details, and program announcements.
• Improve our services and develop new initiatives.

CIPS does not sell or rent personal information to third parties for marketing purposes. However, anonymized data may be used to improve our offerings.

2. Third-Party Services & Collaboration

To deliver our programs, CIPS may work with third-party service providers (e.g., for payment processing, event management, or travel coordination). These parties are responsible for their own data protection practices. We encourage participants to review their policies when engaging with such services.

3. Data Security

We take reasonable steps to safeguard personal information against unauthorized access, alteration, or misuse. While we implement industry-standard security measures, CIPS cannot guarantee absolute protection of data transmitted electronically.

4. Invitation Letter Category

The Invitation Letter category is provided exclusively for the purpose of supporting advance visa applications. Applicants selecting this category are expected to upgrade to an eligible participation category should they wish to attend the event. Any use of the Invitation Letter category for purposes other than facilitating a visa application is not permitted under these Terms and Conditions and may result in the withdrawal or cancellation of the invitation and any associated documentation.

5. Participant Responsibilities

By using our website or participating in CIPS programs, you agree to:

• Provide accurate, current, and complete information.
• Respect deadlines and instructions provided by CIPS.
• Refrain from unlawful, offensive, or unauthorized use of our platforms or events.
• Abide by program-specific rules and codes of conduct.

6. Cookies & Tracking Technologies

Our website may use cookies and similar technologies to analyze traffic, improve user experience, and tailor content. You can adjust cookie settings in your browser.

7. Application Fees

• Certain program categories may require a non-refundable application fee.
• Incomplete applications will not be reviewed.
• Application fees for fully and partially funded categories are strictly non-refundable, regardless of selection outcome.

8. Selection & Notification

All applicants will be notified of the outcome of their application via the email address provided during the application process. It is the applicant’s responsibility to ensure that their contact information is accurate and to regularly check their inbox, spam, and junk folders for communications from the Organizer.

Applicants selected for any participation category must confirm their participation and complete any required formalities within the timeframe specified in their offer. Failure to do so may result in the offer being withdrawn and the place being reassigned to another applicant without further notice.

All applications are reviewed through an evaluation process coordinated by the Center for International Policy and Sustainability (CIPS). Selection decisions are based on a holistic assessment and may take into consideration, among other factors, the quality of the application, leadership potential, motivation, relevant experience, geographic representation, gender balance, diversity of backgrounds and perspectives, and the overall objectives and composition of the delegate cohort.

Participation offers, including funded participation opportunities, are limited and are extended solely at the discretion of CIPS. Meeting the eligibility criteria or submitting a complete application does not create any entitlement to selection or participation.

All selection decisions made by CIPS are final and binding. CIPS reserves the right to determine, modify, or apply its selection methodology, evaluation criteria, weighting, and final participant composition at its sole discretion. CIPS is under no obligation to disclose evaluation scores, rankings, internal deliberations, or the reasons for selecting or not selecting any applicant. No appeals, reviews, or disputes regarding selection decisions will be entertained.

9. Promotional Consent

By participating and applying in CIPS events, you grant CIPS the right to use your name, biography, photographs, video recordings, and submitted materials for promotional, educational, or reporting purposes related to our programs.

10. Event Liability & Travel Responsibility

• CIPS is not liable for personal loss, injury, illness, theft, or damage to property during events.
• Participants are responsible for their own travel arrangements (unless otherwise stated) and compliance with visa, health, and legal requirements.
• CIPS may provide visa support letters but is not responsible for visa approvals or rejections.
• CIPS cannot assist in visa appointments. It is the participant’s responsibility to secure a visa appointment in time.

11. Code of Conduct

• Participants are expected to maintain professionalism and respect towards peers, staff, and partners.
• Harassment, discrimination, or misconduct of any kind will result in removal from programs without refund.
• Defamation of CIPS or its partners (verbal, written, or online) may result in legal action.

12. Intellectual Property

All content produced by CIPS (including research, publications, training materials, logos, and media) is the intellectual property of CIPS unless otherwise stated. Unauthorized reproduction, distribution, or use is prohibited without written consent.

13. Refunds & Cancellations

• Application and program fees for Funded categories are non-refundable except in cases where an event is fully canceled by CIPS.
• In case of postponement, participants may choose to transfer fees to the rescheduled event.

14. Airfare Support

Where offered, airfare support is provided on a reimbursement basis and not as an advance payment, unless expressly stated otherwise by the Center for International Policy and Sustainability (CIPS).

The maximum reimbursement amount (airfare cap) varies by program and is determined solely by CIPS based on factors including, but not limited to, available funding, the participant’s country or region of departure, prevailing travel costs, and program requirements. CIPS reserves the right to determine or revise the applicable reimbursement cap at its sole discretion.

Airfare reimbursement shall not exceed the approved cap or the participant’s actual eligible airfare expense, whichever is lower, and is subject to compliance with all program requirements and the submission of valid supporting documentation. CIPS reserves the right to verify all claims and to refuse or adjust any reimbursement that does not comply with these Terms and Conditions or the applicable program guidelines.

15. Force Majeure

CIPS is not responsible for cancellations, delays, or changes due to circumstances beyond our control, including but not limited to natural disasters, pandemics, government restrictions, labor disputes, or institutional approvals. Visits to international institutions as part of any program are subject to availability and permissions.

16. Dispute Resolution

Any disputes arising from participation in CIPS programs will first be addressed through mediation. If unresolved, disputes shall be governed by the laws of Canada, under the jurisdiction of Canadian courts.

Agreement

By submitting an application, registering for a program, or participating in a CIPS event, you acknowledge that you have read, understood, and agreed to these Terms and Conditions.