1. Registration and confirmation

All bookings received by Alpadia S.A. (“Alpadia”) by post, e-mail or telephone and online registrations will be deemed to be valid. By signing and returning the online application form the participant is agreeing to enter into a binding contract with Alpadia. Confirmation of the booking will be made within a maximum of 5 working days following receipt of a valid booking (if the course booked is available). Once this booking confirmation has been issued, a legally binding contract based on these terms and conditions will be formed between the participant and Alpadia subject to the participant meeting all applicable immigration requirements. Where the registered person is an adult, that person will become a contract partner of Alpadia. Where the registered person is not an adult, their parent/guardian will become the contract partner of Alpadia. In that event, the parent/guardian must sign the contract and give their correct address and contact details. The person who is contractually registered to a language course will become a “participant”, designated as such below. The person who signs the contract (either the participant themselves or, where the person is a minor, their parent/ guardian) will be identified as a “contract partner”, designated as such below.

 

2. Information provided at the time of registration

The contract partner expressly declares that the information provided at the time of registration for a language course is true and accurate. Any inaccurate information or omission may lead to immediate expulsion from the course (for example, if an “absolute beginner” overestimates their level of linguistic ability in order to be able to start a course on a date other than the official commencement date for “absolute beginners”). In that event, the costs of the course will not be refundable, either in whole or in part. At the time of enrolment, participants are required to take a compulsory language test online after confirming their booking. Alpadia reserves the right to refuse the booking if the participant fails to take the compulsory language test. Alpadia cannot guarantee that a participant will be placed in a class at their appropriate aptitude level if the participant does not take the online placement test.

 

3. Application Fees

Alpadia will charge the following Application Fee for each booking: CHF 125 (for bookings in Switzerland) or € 90 (for bookings in France and Germany). This fee is non-refundable. In the event of late registration (being two weeks or less before the commencement date of the relevant language course), participants will be charged an extra fee of CHF 45 (for bookings in Switzerland) or € 40 (for bookings in France and Germany) for express processing of their booking.

 

4. Changes to course

Any change to school location, course downgrade, change in weeks booked or removal of additional service will be charged at CHF 95 (for bookings in Switzerland), € 80 (for bookings in France and Germany) or GBP 50 (for bookings in England) per change. No charge for upgrades. For postponement related changes, please refer to postponement policy . Alpadia is not obliged to fulfil any change request. If changing to a location (or changing course) where fees are lower prior to the course start date, the difference in fees will not be refunded. If the change occurs after the course commencement date, there will be no refund of the difference. If changing to a more expensive location or course, the difference in fees will be charged. All changes are subject to Alpadia’s discretion and require approval of the Customer Care team. Participants will not be charged a change fee if they extend their course, but late homestay extensions may require a re-placement fee.

5. Postponement Policy

• Postponements will only be made on receipt of a valid written student request. This excludes passport not received on time, mild illnesses etc.
• Bookings may be postponed a maximum of two times within one year of the original booking date.
• Bookings may only be postponed by up to 6 months at a time and up to one year in exceptional circumstances.
• Your booking will be postponed honoring the original fees you have paid.
• Only one tuition promotion may be used at any time; any previously expired promotions will no longer be valid at the time of postponement; a current promotion, valid at the time of postponement, may be applied.
• Any additional incurred actual costs for accommodation postponements, regardless of notice provided, will also be charged.
• In all cases where a visa or visa support documentation has been issued, the relevant immigration authorities will be informed.
• Postponements made less than 7 days before the arrival date on the Booking Confirmation Form, including failure to show up, will incur a fee of two week’s accommodation and one week’s tuition fee.

6. Conditions of payment

Fees will become payable immediately on receipt by the participant/contract partner of their confirmation of booking as follows:

-        Deposit payment of 10% of the total invoice or a minimum fee of € 250/CHF 200 (whichever is more); and

-        Payment of the premium for the health insurance (where such policies have been taken out by the participant).

The balance of the total fees for the course, accommodation and any extra activities must be paid at least four weeks prior to the commencement date of the language course. Neither the course nor the accommodation will be deemed to have been paid for unless the relevant amount has been received into the account details provided by Alpadia upon confirmation of registration.

In the event of a booking made within 2 weeks of the commencement date of the language course, the contract partner acknowledges that the full amount is due at registration.

Payment of fees can be made online by credit card through Flywire or by bank transfer. Details of how to pay will be provided at the time of booking.

 

7. Payment period

In the event that the payment periods specified by Alpadia in the confirmation are not complied with, the contract partner will be held liable. In such circumstances, Alpadia reserves the right to refuse the participant entry to the course. No claims will be accepted by Alpadia that arise from the contract partner’s failure to comply with the payment periods communicated to the contract partner.

 

8. Proof of payment

Participants may be asked to provide documentary proof of payment of the full fee for their course and accommodation either before or on commencement of the language course. Failure to do so may mean that entry to both the course and the accommodation will be refused. In the case of late registration, Alpadia will ask for proof before sending the pre-arrival documentation.

 

9. Cancellation – standard policy

This Standard Cancellation Policy shall apply except where varied by the specific provisions in clause 9 below.

Cancellation Notice 

Written cancellation notice provided 22 days or more before the arrival date listed on the booking confirmation form

For Language Schools:

You shall be refunded: 100% of the tuition and accommodation fee less the amounts set out below:

(a)   Application Fee (CHF 125 (for bookings in Switzerland) or € 90 (for bookings in France and Germany))

(b)   Any non-refundable Insurance Fee

(c)   Administration Fee (CHF 170 or € 40)

(d)   Courier Fee (CHF 120 or € 90)

(e)   Bank Charges (CHF 45 or € 40)

(f)    Transfer Fees

 

For University Pathway Programs (UPP):

You shall be refunded: 100% of the tuition and accommodation fee less the amounts set out below:

(a)  Application Fee (CHF/ € 865)

(b)  University Placement Fee (CHF 510 / € 525 for France / € 525 for Germany)

(c)  Any non-refundable Insurance Fee

(d)  Administration Fee (CHF 170 or € 125)

(e)  Courier Fee (CHF 120 or € 90)

(f)   Bank Charges (CHF 45 or € 40)

(g)  Transfer Fees

Written cancellation notice provided less than 21 days before the arrival date listed on the booking confirmation form, including failure to show up

For Language Schools:

You shall be refunded: Tuition and accommodation fees less the amounts set out below:

(a)   1 week’s tuition fees

(b)   2 week’s accommodation fee

(c)   Application Fee (CHF 125 or € 90)

(d)   Any non-refundable Insurance Fees

(e)   Administration Fee (CHF 170 or € 125)

(f)    Courier Fee (CHF 120 or € 90)

(g)   Bank Charges (CHF/€ 45 or € 40)

(h)   Transfer Fees 

 

For University Pathway Programs (UPP):

You shall be refunded: 100% of the tuition and accommodation fee

The following items shall not be refundable:

(a)  Application Fee (CHF/€ 865)

(b)  University Placement Fee (CHF 510 / € 525 for France / € 525 for Germany)

(c)  Any non-refundable Insurance Fee

(d)  Administration Fee (CHF 170 or € 125)

(e)  Courier Fee (CHF 120 or € 90)

(f)   Bank Charges (CHF 45 or € 40)

(g)  Transfer Fees

Cancelation notice

No refund will be issued by Alpadia without proof of visa refusal.

For Language Schools:

In the event that a participant is refused a visa and a copy of the original refusal document issued by the Swiss/German/ French Embassy (as applicable) is supplied, Alpadia undertakes to reimburse the whole amount paid, less less the amounts set out below: 

(a)   Administration Fee of CHF 170 (for bookings in Switzerland) or € 125;

(b)   Bank Charges of CHF 45 or € 40; and

(c)   Courier Fee of CHF 120 or € 90.

For University Pathway Programs (UPP):

In the event that a participant is refused a visa and a copy of the original refusal document issued by the Swiss/German/ French Embassy (as applicable) is supplied, Alpadia undertakes to reimburse the whole amount paid, less:

(a)   Application Fee (CHF/€ 865)

All refunds must be paid to the original payer’s bank account or credit card and cannot be made to any other person. Refunds will be made within 45 days of Alpadia's written notification of cancellation.

10. Cancellation - Distance Selling Regulations

‘Distance Contract' means a distance contract or an off-premises contract as defined in the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013 (as amended from time to time).

In the event of a Distance Contract, participants who are EU citizens shall have the right to cancel the legally binding contract formed in accordance with paragraph 1 of these Terms and Conditions if the participant/contract partner gives notice of cancellation to Alpadia within the fourteen (14) calendar day period beginning on the day on which the booking confirmation was issued by Alpadia.

·       If a participant exercises their right to cancel during this fourteen (14) day period, they will receive a full refund of all amounts already paid by the participant less any fees charged for services already performed by Alpadia.

·       If the participant has already commenced studying with Alpadia during the fourteen (14) day period, they must pay a reasonable charge calculated by Alpadia for the period of study undertaken.  

To exercise the right to cancel under the EU distance contract terms, the participant must inform Alpadia of the participant's decision to cancel this agreement by email to [email protected].

 

11. Cancellation insurance

Alpadia recommends that contract partners take out a cancellation insurance policy. In the event that the participant has taken out cancellation insurance and then cancels their course, they will be responsible for notifying their insurers.

 

12. Termination

‘Termination’ means stopping or leaving all or part of the course or courses booked, or reduction in weekly lessons, including extensions, once the first course has started.

When determining the number of weeks completed, a partial week will be counted as a whole week, provided the student was present at least one day during the scheduled week. Used weeks of discounted tuition and accommodation packages will be charged at the full brochure weekly rate when any refund is calculated.

In all cases additional service charges (e.g. airport transfers, courier fees, application fees, medical insurance, program supplement fee, etc.) are non-refundable and written notification of termination must be given to the Customer Care team. Students who terminate their program may not be eligible to receive an Alpadia certificate and will not be allowed to stay in Alpadia accommodation.

Tuition

Students wishing to terminate must give 4 weeks’ written notice to the Student Support Manager so we may refund remaining tuition fees.Tuition fees are non-transferable to other students.

Accommodation

In order to terminate their accommodation contract, students must give at least 4 weeks’ notice in writing to the Student Support Service. The student acknowledges that some hostels and apartments require more notice and may charge a higher cancellation fee - where this is the case it will be notified to the student.

A refund will be made of the unused accommodation fee less the applicable notice period of 4 weeks and the applicable change fee. Refunds will be calculated based on the total accommodation weeks booked, including periods of extension. Used weeks of discounted accommodation packages will be charged at the full brochure weekly rate when any refund is calculated.

Some residential options may have additional terms and conditions relating to reservation cancellation, including minimum notice period; these will be included in any refund calculation.

All refunds must be paid to the original payer’s bank account or credit card and cannot be made to any other person.

 

13. Passports and visas

The participant will be responsible for complying with the security regulations, the regulations governing the obtaining of a visa, and the health regulations required to enter and stay in Switzerland/Germany/ France (as applicable). Under no circumstances will Alpadia be held liable for any notice of refusal to enter or stay in Switzerland/Germany/France given to a participant. Information relating to the regulations governing security, health and obtaining a visa can be obtained from the Swiss/ German/French Embassy or Consulate in the participant’s home country. No reimbursement will be made, either in full or in part, in the event that a participant is refused permission to enter or stay in Switzerland/ Germany/France as a result of their own fault or conduct. Alpadia will provide a letter of invitation to the participant to assist with the visa application following receipt of all the costs of the language course from the participant/contract partner. Participants are responsible and need to make sure they have a passport on time in their possession before the start of their course.

 

14. Accident/health insurance

Every participant will be solely responsible for obtaining accident and health insurance cover valid for the country in which they intend to stay for the whole duration of their stay. This insurance is mandatory during a participant’s study at Alpadia and can be purchased through Alpadia or other insurance providers. In the event that any participant does not have such cover at the time of registration, an appropriate insurance policy covering these risks can be purchased from Alpadia if requested.

  

15. Damage caused by participants / civil liability

Prior to arrival at Alpadia, each participant must take out a policy of insurance to cover any loss/damage which they may cause during the course of their stay. In any event, and even if a participant does not feel that it is appropriate for them to take out such insurance, the participant and/or contract partner shall remain liable for any losses, expenses and claims suffered or incurred by Alpadia, its commercial partners and any other third party caused by the conduct of the participant unless such losses, expenses or claims are attributable to any act or omission of Alpadia.

 

16. Obligations of participants

Participants are required to attend the course and to arrive on time. They are responsible for choosing a course which is appropriate for their level of capability. Failure to attend the course, or irregular attendance, or any disruption to lessons caused by an individual participant’s behaviour will entitle Alpadia to expel the participant. The same sanction may apply to inappropriate behaviour in the place of accommodation offered by Alpadia. Alpadia will not refund or pay compensation for any part of the missed course or accommodation or any additional travel costs incurred caused by a participant’s expulsion.

 

17. Accommodation: Arrivals and departures

All accommodation is booked from the Sunday before the course start date until the Saturday morning after the course end date, unless otherwise advised. A partial week may be counted as 1 week’s accommodation. Check-in times and check-out times are included on the fact sheet for your chosen accommodation unless special arrangements have been made with the accommodation provider or an alternative check-in/check-out time is noted in your booking confirmation. Students arriving between 22:30 – 06:00 may be asked to book alternative accommodation in a hotel on their first night due to late/early arrival at accommodation, or be charged an extra night of accommodation. Students wishing to book an extra night on arrival (for Saturday arrivals) and/or on departure (for Sunday departures) can do so at a rate that is 25% of the weekly accommodation rate for their chosen accommodation.

 

18. Duration of lessons

All language lessons are 45 minutes in duration unless otherwise stated. Courses run from Monday to Friday and lessons are scheduled in the morning or the afternoon. Alpadia cannot guarantee a specific timetable.

 

19. Substitution policy

If, after taking the online placement test, a participant is found to be at a level which is not appropriate for their booked course, the school reserves the right to place the participant in an appropriate level class, which may have fewer lessons and a different curriculum. Participants who do not have the ability to follow any course on offer may be required to terminate their studies with Alpadia. We also reserve the right to cancel courses at short notice due to insufficient demand.

 

20. Course changes

Alpadia has the right to change accommodation options, course dates, course curricula, instructors, locations and courses at any time at its discretion. However, in cases where the course is rescheduled prior to the start of the first course and the new date is unacceptable to the participant, all fees will be refunded.

 

21. Prices

Alpadia may change prices due to tax increases, governmental actions or any other event or circumstance beyond Alpadia’s reasonable control or circumstances that may affect the operations of the business. Prices are valid for courses starting in 2024.

 

22. Learning materials

All learning materials will be made available to participants during their course and are included in the tuition fee.

 

23. Late arrival

In order to avoid disturbing the class, any participant who arrives more than 15 minutes late should wait for the break before joining the class. 

 

24. Meals and classes missed

No refunds or substitutions will be made for meals or classes missed due to public holidays, exams, excursions, internships (if applicable), first day orientation or other obligations that fall outside the normal schedule.

 

25. Inconsistent attendance

Any participant who does not attend all of the classes which make up the language course will not be entitled to any reimbursement for missed classes. Participants will not be entitled to receive their certificate for completing the course unless they attend at least 80% of the classes.

 

26. Complaints

We work hard to ensure that you receive the level of service that you require. However, there may be times when you are not completely happy with the level of service that you receive. All of the staff at Alpadia are available for you to talk to if you have any concerns and we promise to respond to your questions within 2 working days. If you are unhappy or dissatisfied with the service we provide, please follow the steps listed below in order to seek a solution to the problem.

Step One
Teaching: If you have concerns or worries about your class or learning please talk to your teacher first. After talking to your teacher, if you are still unhappy, please speak to the Director of Studies.

Accommodation: If you have concerns regarding the accommodation service we provide then please talk to the Student Support Manager.

Administration: If you are unhappy with the way your course has been administered e.g. payments, dates, then please speak to the Customer Care Manager.

Step Two
If you are not happy with the answer provided by these staff members, then please raise your concerns with the Centre Manager.

Final Step
If you are still not satisfied with our responses, then you may wish to raise your complaint with the professional organisation that accredits the school. The contact details are below:

Equals

29/30 Fitzroy Square,
W1T 6LQ, London,
United Kingdom

 

27. Changes affecting prices, dates or services

Until such time as a participant receives the confirmation of registration, Alpadia may change the dates and prices of language courses published on the internet, brochure or any other communication tools at any time. Following confirmation of registration between Alpadia and the participant, Alpadia may change its programme of services, provided that the changes are minor, unavoidable and do not in any way adversely impact the teaching services to be provided to the participant. In the event that the “key” services provided by Alpadia are affected by major changes, participants may withdraw or apply to join a different course of the same value, if Alpadia is in a position to provide this. Alpadia must notify participants of any changes immediately and participants must notify Alpadia as soon as possible after receipt of such notification of their intention to exercise their rights set out in this clause.

 

28. Minimum number of participants

In the event that it is not possible to achieve the minimum number of participants required for a language course (4 persons for a group course), Alpadia will notify the participant and contract partner at least one week prior to the commencement date of the course. If Alpadia is unable to provide an alternative course, Alpadia will undertake to reimburse all fees paid to date by the participant/contract partner. Under no circumstances will Alpadia pay compensation for any inconvenience or loss of time. In the event that none of the courses are appropriate for the participant’s level of ability, Alpadia reserves the right to substitute the group course for private tuition and adapt the number of lessons accordingly. The number of hours of private tuition will depend on the amount paid by the participant and the number of participants.

 

29. Activities

Depending on the weather conditions or other circumstances beyond the control of Alpadia and its organisation, Alpadia reserves the right to cancel one or more of the scheduled activities available at each school. In that event, Alpadia undertakes to substitute the cancelled activities with a suitable alternative activity.

 

30. Public holidays

The contract partner acknowledges that schools are generally closed on local public holidays, and acknowledges that this will not give rise to any claim for compensation against Alpadia for missed lessons or otherwise.

 

31. Force majeure:

Alpadia shall not be in breach of these terms and conditions nor liable for delay in performing, or failure to perform, any of its obligations under this agreement if such delay or failure result from events, circumstances or causes beyond its reasonable control including but not limited to: fire; natural disaster; acts of government; failure of suppliers or sub-contractors; labour disputes or civil unrest; criminal, terrorist or threatened terrorist activities of any kind; pandemics and other public health emergencies; any negligent or wilful act or failure to act by any third party; or any other cause beyond the direct control of Alpadia (each a “Force Majeure Event”).

Where any course is cancelled by Alpadia as a result of a Force Majeure Event, it is acknowledged that:  

·       Alpadia has the right to retain a pro-rated amount of any fees paid where services have been partially provided. Any fees retained will be proportionate to the services provided;

·       Alpadia shall be entitled to deduct any irrecoverable fees it suffers from the amount of any refund, for example cancellation fees or similar;

·       Alpadia shall have the right to provide a substitute course to the cancelled course, including online and virtual  alternatives; and

·       Any third party services procured by Alpadia on behalf of the participant, including but not limited to accommodation, transfers or insurance shall remain subject to the terms of the respective provider’s terms and Alpadia shall not be liable for such third party services or any act or omission of such third party. 

 

32. Liability

To the extent permitted by law, the liability of Alpadia, its group companies, their directors, officers, employees, affiliates, agents and partners with respect to losses arising from negligence, breach of contract or otherwise will be limited in all circumstances to the full amount paid to Alpadia for the particular language course. Such companies and persons will in no circumstances have any liability for indirect or consequential losses or damages. Under no circumstances can Alpadia be held liable for any loss resulting from illness, accident or inconvenience caused by poor service provided by any agent appointed by Alpadia. Furthermore, Alpadia will not be responsible for the loss of any valuables, personal items, money, or other possessions unless such losses arise from the gross negligence of Alpadia.

 

33. Safety and security

Alpadia is authorised to take all reasonable action as required to ensure the well-being, safety and good health of the participants. Alpadia is also entitled to take all necessary measures to provide a participant with any appropriate medical care in the event of necessity. Any costs arising from such medical attention will be borne by the participant, or their parent/guardian if they are a minor. A written release/authorisation signed by a participant’s parent or guardian will be required for minors.

 

34. Protection of personal data

Your privacy is important to us. It is important that you read our privacy policy which informs you about how we process your personal data. This can be found at: https://www.alpadia.com/en/privacy.htm.

 

35. Promotional material

The participant (or where applicable, their parents or guardian) agrees that the participant's photographs, videos, artwork or other works as well as recorded or written testimonials and details of the participant's accomplishments may be used worldwide by Alpadia S.A., or by a third party agent of Alpadia S.A., for promotional purposes including in its printed and online marketing materials and on any social media network without further consent or notifications. Participants may be photographed and/or filmed during their language course with Alpadia S.A. and they agree to this material being used for Alpadia S.A. worldwide promotional purposes, both printed and online. The participant, or their parent or guardian, also agrees to give consent to Alpadia S.A. to store or transfer across international borders, copies of the participant’s images, videos and testimonials solely for the promotional purposes outlined above. These terms and conditions will be deemed non-applicable only if the participant or their parent or guardian specifically withdraws their consent, in writing, at any time after registration.

 

36. Applicable law and jurisdiction

Swiss law will apply exclusively to the contractual relationship between Alpadia and the participant and/or contract partner. Jurisdiction will lie with the courts of Montreux, Switzerland.

 

37. General

As a member of the Kaplan group of companies, Alpadia is subject to laws imposed by various jurisdictions on conducting business with sanctioned parties and countries. It is our policy to fully comply with applicable sanction restrictions, including those imposed by the United States, United Kingdom, Switzerland and the European Union. While we are not prohibited from transacting with individuals with a connection to a sanctioned country, we need to ensure that no part of the transaction will be in contravention of US sanctions laws under a series of prescribed compliance checks, including verification as to source of funding and persons providing such funding, before any monies or services can be transacted. 

Alpadia Language Schools and Kaplan International Languages each have a Safeguarding Policy, available for all staff, hosts and parents that comprehensively details how we are committed to safeguarding students.

• Alpadia safeguarding policy.
• Kaplan safeguarding policy