General Terms and Conditions

Scope

These General Terms and Conditions are an integral part of the bookings that customers make with Academia Education AG, Lagerstrasse 1, 8004 Zurich (hereinafter ‘Academia’). They apply to all services that customers book through Academia. Customers agree with these General Terms and Conditions by registering for a course.

Specific Academia services may be subject to separate contractual terms and/or conditions of registration that supplement the provisions of these GTCs. Separate reference will be made to such terms and/or conditions in the context of the respective service where applicable. Where such separate, special terms/conditions for individual service areas differ from the regulations of these GTCs, the provisions of the special terms/conditions take precedence over their respective equivalents in these GTCs.

1. Registration and payment

Courses will be confirmed via email or another method as soon as Academia Integration or Academia Languages (hereinafter ‘Academia’) has received a participant’s course registration. Places are assigned in the order of registration (subject to timely payment). The prices given at the time of entering into a contract apply for the respective Academia services and/or products. Costs for instructional materials, excursions, entrance fees and catering are not included in course fees except when expressly agreed.

If a course is full, an attempt will be made to offer an alternative. Written and verbal registrations are binding obligations that necessitate payment of the course fee. Not paying the course fee does not constitute a cancellation of registration. Course costs must be paid before the course starts as per the terms of payment. Payment by instalments is offered separately for an additional fee. Credit from one-to-one instruction must be used within two years.

2. Execution

For organisational reasons, Academia reserves the right to postpone, combine or cancel courses, change the course venue, shorten courses due to an inadequate number of participants, or replace the instructor temporarily or permanently.

Academia decides a minimum and a maximum number of participants for every academic offering in order to hold courses under optimal conditions. If a course does not reach the minimum number of participants, an alternative course will be offered. If fewer than the minimum number of participants register for a course, Academia reserves the right to still offer the course but raise the course fee or keep the price the same while reducing the number of lessons. The course fee will not be waived or reimbursed.
Academia reserves the right to exclude participants from a course with cause (for instance, because the course fee has not been paid, because course prerequisites have not been met, in serious cases such as intentional destruction of property, libel, etc.). In such cases, the entire course fee is due, meaning the course fee will not be reimbursed pro rata or waived.

Academia will not be liable if a participant does not achieve a specific learning outcome, as the involvement of course participants and their personal learning requirements are not within Academia’s sphere of influence.

For Academia offerings that prepare participants for examinations and tests, participants are responsible for organising, promptly registering and paying for examinations.

Meeting technical requirements

Academia will inform participants in a timely manner of the technical requirements needed to participate in virtual learning. It is the responsibility of course participants to ensure that the device they have chosen to use for the course meets these requirements and that the internet connection they require is available. If lessons cannot be held because course participants do not meet the technical requirements, these must still be paid for. Academia is not liable for unavoidable third-party technical outages.

Logins and passwords

Course participants acknowledge that the personal login and password assigned to them to use the virtual services they have booked are solely for their own personal use and that they must prevent access to this personal data by third parties.

Transfer of course hours

In special circumstances (such as when a course participant moves to another location), course hours can be transferred to a different course location or format, provided that Academia has a similar offering at the new location. Academia will decide whether such circumstances exist and whether a similar course is available. Such requests must be submitted in writing to the relevant reception at the location that the participant wishes to leave. Participants have three months to resume group courses at a new location or they will forfeit their right to lesson credit.

3. Organisation

3.1 One-to-one instruction

One-to-one instruction refers to in-person, virtual and other forms of private instruction offered by Academia (such as instruction via phone, WhatsApp, Skype or other video conferencing tools). Individual lesson plans are defined jointly by participants and Academia.

Termination/non-use of lessons

If one-to-one lessons cannot be taken or someone wishes to drop a course, they have the option of designating a replacement participant to take their place.

Agreed services (one-to-one instruction product) can be cancelled up to 48 hours before the start of the first agreed lesson (weekdays Monday to Friday) for an administrative fee of CHF 250. This deadline is measured from the time Academia receives notice. If a course participant drops an agreed course after this deadline but before completing it, Academia is entitled to payment for any instruction already received plus an administrative fee and cancellation fee of 30% of the remaining value of the agreed programme (that is, 30% of the value of instruction not yet received).

All changes to the contract must be made in writing (email or letter).

Cancelling/postponing lessons

One-to-one instruction can be cancelled or postponed via email or phone during the opening hours of the respective reception no later than 4 pm on the preceding working day (Monday to Friday). Academia has the right to bill cancellations and postponements that are requested after this time. One-to-one lessons expire two years after the start of the contract. If the instructor has to cancel a lesson on short notice, Academia will provide a substitute on request, where possible. If a substitute cannot be provided in time, Academia reserves the right to cancel the lesson and offer an alternative date.

Late payment

If one or more instalments have not been paid by the agreed payment date after service begins, Academia has the right to suspend lessons until it receives payment. The agreed total will still be due. Any collection costs will be charged to the participant. The reminder fee is CHF 20 for each reminder after the first reminder.

3.2 Private groups

As a rule, the same provisions of the GTCs apply for private group bookings as for the one-to-one instruction product. However, if one member of a private group drops or cancels their course, the full course fee is still due so that the group can continue. Individual cancellation of ongoing private group credit is therefore not possible.

3.3 Group courses (in-person instruction and online courses)

Termination/not starting a course

If course participants cannot start a course or if they wish to drop a course, they have the option of designating a replacement participant who meets the course’s stated (minimum) requirements.

Agreed courses (group course product) can be cancelled up to a week before the course starts for an administrative fee of 30% of the total value of the agreed course. Cancellations must be made in writing, either via email or letter. This deadline is measured from the time Academia receives notice. Courses cannot be cancelled after this deadline, and so course participants will owe Academia the full course fee.

Late payment

If one or more instalments have not been paid by the agreed payment date after the course begins, Academia has the right to prohibit participants from taking part in the course until all outstanding instalments have been paid. The course fee is still due for the period during which participants are prohibited from taking part. Any collection costs will be charged to the participant. The reminder fee is CHF 20 for each reminder after the first reminder.

Missed lessons/course cancellations

Course participants who do not show up for a course do not have a right to make up missed lessons or to compensation for lessons they have not attended. This also applies in the case of illness and other circumstances that are not in Academia’s sphere of responsibility. It is the responsibility of course participants to obtain and work through content they have missed. Academia is not liable for unavoidable third-party technical outages.

4. Course confirmation

Academia will issue a course confirmation on request if a participant has attended at least 80% of course lessons. The course must not have taken place more than one year prior. Other rules for certificate and diploma programmes are expressly reserved.

5. Exams

5.1 telc examinations

A processing fee of CHF 100 will be charged for persons who cancel up to two weeks before the test date. For those who cancel after this time or who do not show up, the full amount will be charged. The exams are carried out in compliance with the GTCs and the examination guidelines of telc GmbH.

5.2 fide test

A processing fee of CHF 100 will be charged for persons who cancel up to two weeks before the test date. For those who cancel after this time or who do not show up, the full amount will be charged. The tests are carried out in compliance with the examination guidelines of the fide office.

5.3 Cantonal German Test in the Naturalisation Procedure (KDE)

Terms of withdrawal are based on agreements with the referring municipalities within the Canton of Zurich. The tests are carried out in compliance with the examination guidelines of the Canton of Zurich.

6. Childcare

Academia Education AG offers fee-based childcare at some locations.

6.1. Liability, insurance, accidents, damage/losses

This childcare offer is optional and subject to a charge; parents/guardians assume any associated risk. Neither caregivers nor Academia provide any insurance cover. Nor can caregivers or Academia be held liable in any way for injuries, losses or damage of any kind. Participants accept this exclusion of liability when they use the childcare on offer. Parents are liable for any injuries, losses or damage caused by a child or parent.

6.2. Insurance, liability, accidents, damage/losses

Parents are responsible for ensuring that their child has adequate insurance cover for accidents, illness and liability. Parents are liable for any injuries, losses or damage caused by their child. Neither caregivers nor Academia can be held liable for injuries, losses or damage of any kind.

6.3 Cancellation, converting credit

The GTCs govern scheduling and attendance just as for regular instruction. Unused credit can be converted and used for other Academia offers or cancelled for an administrative fee of CHF 100; the remainder will be reimbursed after the administrative fee has been deducted. If childcare cannot be offered or cannot take place due to external circumstances, participants will not be charged.

6.4 Registration

Childcare is subject to a charge. Places are limited. It is absolutely necessary to register in advance, up to the day before the desired date.

7. Insurance

Use of infrastructure

Participants train and spend time in Academia’s spaces, use its facilities and devices (including computers and screens) and go on excursions all at their own risk. Course participants are personally liable for damage they cause to spaces, facilities, devices and materials.

Accidents/illness/theft and damage

Course participants are responsible for ensuring they have adequate insurance cover. Academia cannot be held liable for lost or stolen items. It denies any liability for losses resulting from any courses it organises.

8. Complaints

All complaints should be directed to the administration.

9. Other provisions

If there are any differences between translations of the GTCs and the German version, the German version shall take precedence.

10. Data protection

Academia collects, manages and processes personal data received on the basis of course contracts in accordance with national and supranational legislation. For more detailed information, please see the privacy policy on our website. If legal disputes unexpectedly arise in connection with course contracts, Academia reserves the right to transmit relevant personal data to third parties (such as collection agencies and/or courts) in a manner that conforms with the law.

When course participants register, they agree to allow the data referred to to be transmitted to other members of the Academia Group, and to allow such data to be combined with supplementary data stored by other members of the Academia Group or originating with third parties and used within the entire Academia Group to analyse contacts and contracts (customer profiles) and for personalised advertising.

Video and audio recordings: no video or audio recordings may be made without express permission from Academia, course participants and Academia employees.

11. Place of jurisdiction

Swiss law applies in all legal relations with Academia. The place of jurisdiction is Zurich.

If one or more provisions of the course contract, the general contract terms or their appendices is or becomes void or invalid, the validity of the rest of the contract will not be affected. Void or invalid provisions are to be interpreted or replaced in such a way that legally most closely reflects the intended purpose of these agreements. The same applies to any contractual loopholes.

Agreements between Academia and contractual partners, as well as supplements and changes to agreements, must be made in writing to be valid.