TERMS AND CONDITIONS 2024

UK, IRELAND, MALTA & SOUTH AFRICA
1.

PAYMENTS

Refund Due Dates (all schools):

Payments may be made by bank transfer or credit card and must be received
in full 14 days prior to the course start date. A non-refundable deposit must be
paid immediately upon booking. A booking confirmation will only be sent whena deposit has been received. Bank details are provided on the invoice. Payment
must include all bank transfer charges (including intermediary bank charges).

For students cancelling before arrival, refunds will be made within 60 days of thefirst scheduled day of class or the documented date of cancellation, whichever isearlier. For students cancelling after arrival, the refund due will be paid within 60
days from the date of determination of cancellation. Any refunds due will be paid
to the person or organisation who originally paid the fees.

Ireland Only: Payments must be made through our Transfermate Educationaccount at https://ecenglish.paytostudy.com/.

2.

4.

VISAS
EC cannot be held responsible for decisions taken by embassies or immigration
officials regarding entry visas or visa extensions.
Visa advice can only be given by the appropriate Embassy, Consulate or HighCommission. Students should contact their local Embassy, Consulate or HighCommission to ensure they are allowed to enter and study in their chosen
location. Students must maintain a valid visa status and their course will beterminated without a valid visa.

5.

SESSION BREAKS
Session breaks are dependent upon destination, course duration and visa
requirements and are subject to EC’s session break policy, available from: https://partners.ecenglish.com/assets/resources/session-break-policy.

It is the responsibility of the applicant to ensure that the most updated
regulations / processes are being followed. EC cannot be held responsible for any
visa regulation changes which occur after the booking has been confirmed incompliance with the then existing regulations.

6.

PUBLIC HOLIDAYS 2024 FALLING ON A WEEKDAYAll EC centres will be closed on public holidays. An updated list of public holiday
dates can be found on individual school pages and on the EC website (www.
ecenglish.com). Centres do not make up for lessons missed on these dates.
Exceptions are made for One-to-One lessons, which will be made up. There is
no refund for lessons missed due to a public holiday. All published course startdates fall on a Monday. However, if this day is a public holiday, the course will
begin on the following working day.

A visa document courier fee or postal fee is charged each time documents must
be sent by courier or post. Please see individual school pages for exact fees.
If a visa application is rejected and we receive written evidence at least 7 days
prior to arrival, we will refund the fees received, less any bank charges, any
non-refundable fees (registration fee, courier fees and bank charges) and theresidence accommodation cancellation fees if applicable.

7.

In the case of visa denial less than 7 days prior to arrival, cancellation fees will
apply (see paragraph 3).

3.

CHANGES TO ENROLMENT
EC reserves the right to charge an administration fee of 50GBP/80EUR each time
the course, accommodation or centre is changed or postponed after EC has
confirmed the initial enrolment. This also includes requests for changes whilst
the student is at school. A downgrade in course type after booking is considereda cancellation and the same refund policies will apply.

CHRISTMAS HOLIDAYS 2024/2025
Schools will be closed only on public holidays during this time (see the individual
school price list). Lessons will not be made up on these days.

REFUND AND CANCELLATION FEES

8.

Non-Refundable fees: The following fees are non-refundable where applicable:
Deposits, registration fees, course materials, insurance fees, courier, andaccommodation fees. If EC cancels a programme after a student’s enrolment, EC
will refund all monies already paid to EC.

REDUCTION OF LESSONSEC reserves the right to reduce the number of lessons in a class due toinsufficient number of students. The lessons may be reduced as follows:
y 20/24/26 lessons per week courses: If 1-3 students in class, lessons
reduced to 10 lessons/ week; If 4-6 students in class lessons reduced to 15
lessons/week.

Students who require a visa/temporary residence permit may not be able toshorten their course due to the terms of their visa/ temporary residence permit.

y 30 lessons per week courses: If 1-3 students in class lessons reduced to 15
lessons/week; If 4-6 students in class lessons reduced to 20 lessons/week.

When determining the number of weeks of a student’s programme, EC willconsider a partial week the same as if a whole week were completed, provided
the student was present at least one day during the scheduled week.

y 20 lessons per week Mini Group courses: If 1-3 students in the classlessons reduced to 10 lessons/week.

In the event that a refund is due, prorated refunds will be calculated on a weekly
basis. All refunds will be made within 60 days of cancellation, unless otherwise
stated by local legislation.

y 30 lessons per week Mini Group courses: : If 1-3 students in the class lessons
reduced to 15 lessons/week.

All students attending an EC Centre will be subject to destination specific
Enrolment and Refund Agreement policies.

y 30+ students may be asked to join a 16+ class as an alternative to a
reduction of lessons.

CANCELLATION PRIOR TO ARRIVAL
All Schools – Tuition:

9.

To students cancelling 14 days or more prior to the course start date or tostudents who have had their visa application rejected, EC will refund fees
received in full less non-refundable charges (see fees listed above), the value ofthese fees varies according to region, the costs are listed for each school in theprice list. Students who are cancelling or postponing in less than a 14 day prior
to the course start date will be charged a cancellation fee equivalent to 1 week oftuition and all non-refundable charges (see fees listed above).

ONE-TO-ONE LESSONSAll One-to-One lessons require 72 hour notice for cancellation, postponement
or changes for a refund to be calculated. Sessions cancelled, postponed, orchanged in less than 72 hours will be charged in full.
One-to-one lessons booked as a course package (20 lessons or more per week),
will be treated like all other EC programmes and refunded as per standard terms
and conditions.
One-to-One lessons are dependent on availability of staff and classroom space
and will be scheduled accordingly. These lessons may be offered outside ofregular class times and are subject to teacher and classroom availability.

All schools – Accommodation:
Students cancelling or postponing 14 days or less prior to their accommodation
dates, for reasons other than visa denial, will be charged a two-weekaccommodation fee at the rate quoted in the price list for the accommodation
booked and the accommodation placement fee. Accommodation booked
through EC that is not subject to the standard cancellation terms, must be
cancelled or postponed according to the cancellation terms quoted at the timeof booking to avoid a cancellation fee which may amount to the full stay charge.

We recommend booking more than 48 hours in advance as availability cannot be
guaranteed if the period is shorter than that.

10. REISSUING LOST/MISPLACED STUDENT CERTIFICATES
Paper reprint 30GBP / 30EUR Electronic files can be sent at no cost.

11. LEVEL OF ENGLISH

Please also refer to the T&Cs for each residence, which are available on the relevantfactsheets found on our Partners site or check with your EC representative.

If a student does not have the minimum level of English required to follow a
specific course, as determined by EC’s Placement Test, EC reserves the right tomove the student to an appropriate course for their level.

CANCELLATION, REDUCTION AFTER ARRIVAL, OR “NO SHOWS”
All Schools - Tuition:
After the start date of a student’s course, any lesson hours reduced, cancelled, or
shortened, at the student’s request, are non-refundable.

12. SCHOLARSHIPS
Recipients of scholarships or government grants should expect to pay a deposit
to the school they are attending in cases where reimbursement to the school is
not provided prior to the student commencing their course.

All schools – Accommodation:
Students leaving their accommodation must give notice in writing 4 weeks prior
to termination. If the 4-week notice period is not provided, a cancellation fee
equal to 4 weeks of the accommodation cost will apply. After deducting theprice of accommodation used at the rate quoted in the price list, including therequired notice period charged at the same rate, students will be refunded theremaining accommodation costs.

13. AIRPORT TRANSFERS
Flight details including arrival time, flight numbers, airline and point of origin
must be advised 7 days prior to arrival in order for EC to provide airport transfers.
No refunds will be granted on transfers if flight details are not sent to EC at least
7 days prior to arrival. Airport transfer fees include a maximum of 1 hour and 30
minutes waiting time. In the event of delays exceeding 1 hour and 30 minutes,
students will be charged the additional fee at the school. Transfer cancellations
made within 48 hours of arrival and no-shows will be charged in full Students
booked on an adult course and not traveling with a parent or guardian are
required to purchase transfers through EC.

Please note: Certain accommodation options may be subject to alternativecancellation charges. Should these differ from above, students will be notified at
the time of booking.
Please also refer to the T&Cs for each residence, which are available on the relevantfactsheets found on our Partners site or check with your EC representative.

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authorisation form prior to arrival. Please speak with your booking contact for
more details.

14. CLASS INFORMATION

19. ATTENDANCE

Courses run from Monday to Friday and are scheduled in the morning and/or
afternoon depending on location. EC reserves the right to change timetablestructure. EC reserves the right to use classrooms in alternative premises of asimilar standard.

EC requires that students maintain an attendance level of a minimum of 80%(85% in Ireland). Any missed lessons will not be made up.

20. EXPULSION

Special focus classes, free language workshops and language activities may vary
between centres and are subject to change due to availability.

EC reserves the right to expel students for unacceptable or unlawful behaviouror lack of attendance. No refund will be given and any unpaid fees become
immediately payable. Repatriation is at student’s own expense. Students expelledfrom an EC course are no longer eligible for EC housing. Housing refund policies
will apply.

Any class that is cancelled by EC will be entitled to a full refund.
English in the City - some activities outside of the classroom may incur extra
costs for transport and/or admission. All activities which include extra fees are
optional and students may opt out if they choose not to pay the extra fees.

EC has a zero-tolerance policy for discrimination, bullying and harassment in theworkplace, the classroom or in the accommodation; Discrimination, bullying
and harassment of any kind is unacceptable, against the law, and will not betolerated.

15. ACCOMMODATIONy Students arriving in homestay or residence between 22.00 – 08.00 may
be asked to book alternative accommodation in a hotel on their firstnight due to late/ early arrival at accommodation. Some accommodation
options may charge late arrival surcharges. This information is available atthe time of booking.

EC expects students to behave in a manner that is considerate of those aroundthem. Inappropriate conduct includes, but is not limited to:1	
disruptions to the learning environment or EC-provided living environment(i.e. use of profanity, harassment, etc.);y A refundable housing deposit may be charged on arrival to students taking
residential accommodation.

2	deliberate destruction, misuse, or theft of EC property, EC accommodation or
the property of fellow classmates, homestay hosts, or housemates;

y Please note, deposit fees vary by school location and the fee andprocedure are listed in the Residence factsheet. A partial week between
3 and 6 nights will be charged as 1 week’s accommodation. Stays of 1 or
2 nights, are subject to availability and nightly pricing will apply. Where
possible special dietary requirements will be accommodated. Availability
and any applicable fees will be confirmed upon request.

3	violence or threats of violence towards persons or property of students or
school staff;
4	
sexual harassment, including unwanted advances or any other inappropriate
behavior of a sexual nature.
5	
improper use of email or Internet access;6	
failure to comply with copyright laws andy EC may use carefully selected partners to house students with suitable
Homestay providers. Should EC receive positive visa application results
fewer than 7 working days prior to arrival, EC reserves the right to offer
alternative accommodation, which may incur additional charges.

7	
use of drugs (including marijuana where legal) or alcohol on EC premises and/or when underage.

21. PHOTOGRAPHY & FILMINGy Should the arrival day be postponed due to delayed visa applications EC
cannot guarantee the original accommodation allocation. Should EC haveincurred any charges in reserving the accommodation for the student due
to changes in visa status EC reserves the right to pass these charges on.

Students agree that photographs, videos, artwork or other works, as well
as recorded or written testimonials; may be used, stored or transferredinternationally by EC, or by a third-party agent, for promotional purposes
including printed and online marketing materials and on any social media
network without further consent or notification. If students do not wish toparticipate, EC will respect their wishes, but it is the student’s responsibility toabsent themselves from the photograph/video.

y Accommodation extensions after arrival are subject to availability andcannot be guaranteed. Please note that last minute extensions may besubject to a price increase.
y Accommodation requests for the next calendar year will be quoted at
this year’s rates. In the event that EC discontinues offering the confirmed
accommodation product, schools will offer a comparable alternative.

22. DATA PROTECTION
Any information provided to EC may be held on computer and shall be used inaccordance with its data protection registration and the national data protection
laws applicable. EC may disclose appropriate personal data, including sensitive
personal data of a medical nature, to relevant EC staff and third parties where
there is a legitimate need or obligation to do so and where disclosing theinformation and the manner of disclosing the information complies with national
privacy laws. We will not share sensitive information about students with any
third party, including parents, legal guardians, caregivers, next of kin, or relevant
government agencies without the student’s consent unless there are reasonablegrounds to believe the health, safety and/or welfare of the student and/or othersis at risk, if any identified special needs are affecting the student’s ability toparticipate, learn and achieve in an EC programme and/or where the law requires
us to do so. Privacy policy can be found here https://www.ecenglish.com/en/
privacy-policy.

y Accommodation requests for 2+ calendar years in advance can only be
confirmed for homestay at the current rates.
y The booking year rate for deferrals can only be guaranteed for up to
12 months from the original booking start date. In the event that EC
discontinues offering the confirmed accommodation product, schools willoffer a comparable alternative. If the booking is further deferred new rates
will apply and students will be asked to pay the difference for any upgrade.
y We do not guarantee single gender shared accommodation. However,students sharing the same bedroom must be single gender. Exceptions
can be made for adult couples or siblings travelling to a homestay/residence asking to be accommodated in the same room.
y Schools will make every effort to ensure that students are not assigned
to share a room/apartment with speakers of the same language. This is
however based on availability and may not be operationally possible.

23. HEALTH DECLARATIONAt the time of booking, we ask that students disclose any mental or physicalillness, allergy, disability, or condition that may interfere with their ability tosuccessfully complete their programme, that may impact the wellbeing of
any other student or staff member, that may require monitoring, treatment, or
emergency intervention during the student’s period of enrolment, or that may
require special accommodation.

y Payment plans available for long term students

16. ACCOMMODATION FOR MINORS (UNDER 18)
y When staying in EC accommodation, the U18 must reside in the sameroom as the parent or guardian.

EC will not discriminate based on any above-mentioned conditions and will
provide reasonable accommodation to meet all students’ needs. Nevertheless,
EC reserves the right to terminate a student’s enrolment if the student’s
participation represents a risk to their own, other students’ or staff members’
health and safety, or if, notwithstanding reasonable accommodations, in theopinion of EC, the student’s physical or mental condition makes the student
unable to successfully complete their programme. Refunds will be provided
based on refund schedules as per terms and conditions. Where it is a mandatory
requirement, EC may ask for evidence of a valid Covid-19 vaccination certificate
as part of the booking confirmation process.

y Request for mixed gender siblings to share the same homestay where one
or both is a minor is not permissible.
y MALTA only – Minor must stay in EC homestay single accommodation.
Alternatively, EC accommodation can be booked in a private apartment
together with a parent or guardian for the entire stay in Malta.
y Minors are required to book a half board homestay with EC for theduration of their stay until they turn 18. Twin room if two students travelling
together are of the same sex. Exceptions will only be made where minors
stay in accommodation with their parents or legal guardians 25 years ofage or more (as appointed and confirmed through the parental consent
form provided). Students booked on an adult course and not traveling witha parent or guardian and arriving or departing between 20:00 and 8:00 are
required to purchase transfers through EC.

24. DAMAGE TO PROPERTY
Students must pay the full cost of any damage they cause to property. Damage
deposits may apply to certain accommodation options. These are payable uponcheck in, or on the first day of school.

25. INSURANCE

17. LOCAL TAXES

Student Insurance is available from EC:

Local taxes may apply to a student’s booking and will be clearly displayed upon
invoicing.

UK, Ireland and Malta: Combined health (emergency medical cover)and travel insurance.

18. SUPERVISION

Cape Town: Health insurance only

Please note EC does not provide supervision for students who book an
adult course. All students under 18 will be required to complete a parental

For detailed information on the insurance policies above, please refer to your33

EC contact or the EC Partners Site. Students are not required to have insurance
purchased from EC, but must have health, accident and travel insurance while
attending any programmes.

H5N1, Zika, COVID-19, and other communicable diseases), or any action taken
by a government or public authority, including prohibition of entry into a country
or region of a country, promulgation of quarantine measures, ordering the“lockdown” of the whole or part of a country.

26. LIABILITY

It is acknowledged that the epidemic health crisis in connection with COVID-19
and any related quarantine and actions of a governmental authority shallbe considered a force majeure event for the purpose of these EC Terms andConditions, even though the health crisis has arisen prior to the effective date.

EC and its staff and representatives will not be liable for loss, damage or injury
to persons or property howsoever caused, except where liability is expressly
imposed by law. EC will not be liable in the event that any service contracted tobe supplied by EC becomes impossible to supply for any reason or any cause
outside the control of EC.

28. AGENTS
EC Terms and Conditions are applicable to all students and agents.

27. FORCE MAJEURE
EC shall not be responsible for any failure to comply with any of its obligations
if the failure is occasioned by any cause beyond EC’s reasonable control anddespite the exercise of reasonable diligence and without incurring additionalcosts, cannot be prevented, or avoided. Force majeure events shall include
but shall not be limited to, act of government, war, threat of war, riot, civil strife,
general labour disturbance, such as a boycott, strike, lockout, or ‘go slow’
directives’, terrorist activity, natural or nuclear disaster, unusually adverse
weather conditions, closure of an EC Centre, infectious diseases, viruses, plague,
epidemic or pandemic health crises (caused by viruses such as Ebola, H1N1,

29. VALID PRICES
Prices are valid for start dates from 1 January 2024. Prices are subject to change
without notice and will be confirmed upon invoicing. EC cannot be held
responsible if incorrect pricing is quoted by a third party.

30. TERMS AND CONDITIONS
The current EC Terms and Conditions supersede any previous Terms andConditions that were applicable at the time of student’s booking. The most up todate terms and conditions can be found at www.ecenglish.com.

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