1. Area of Application
The following general terms and conditions apply to all language courses and additional services provided
by ALPHA AKTIV Language Academy (from here on “ALPHA AKTIV”) to a Participant (from here on
“PARTICIPANT”). For any conditions other than those specified here, a written confirmation by ALPHA
AKTIV is needed.
2. Conclusion of the Contract
The binding registration is to be done by filling out our registration form. The completed form can be handed
in by e-mail, fax, and post or in person. The conclusion of the contract comes into effect with the receipt of
the registration form at ALPHA AKTIV. The general terms and conditions are fully recognized and accepted
by both parties once the written registration has been signed and handed in by the applicant.
German law applies.
3. Scope of Services
3.1 The scope of the contractual services and the prices for courses, tests, accommodation etc. are based on
the official information and price lists available in the German version. Other translations only serve an
informative purpose.
3.2 All courses offered serve as professional, educational or academic training.
3.3 ALPHA AKTIV reserves the right to switch teachers and lesson schedules. In such cases, the Participant
is not authorized to cancel his/her course.
3.4 Lessons cancelled because of public holidays are made up for at a different time.
3.5 Lessons missed by Participants will not be refunded.
3.6 If a Participant cannot make it to a private class, ALPHA AKTIV needs to be informed at least 24 hours
before that class. Otherwise the Participant will be charged for the complete costs for the private class.
3.7 A course absence is not regarded as a course cancellation. Therefore Participants are obligated to pay
their full course fees.
3.8 If there are less than the minimum number of four (4) Participants for a class, ALPHA AKTIV reserves
their right to cancel the class or to hold the class with a reduced number of lessons per day. If the course
cannot take place, course fees that have already been paid can be refunded or used for a different class.
4. Terms of Payment
4.1 After conclusion of the contract, ALPHA AKTIV will provide upon request of the applicant an invoice
including all incurring costs. Any bank charges or additional fees charged during the payment must be paid
by the Participant.
4.2 Language Courses: The fees must to be paid immediately after the receipt of the invoice and at least two
(2) weeks before the start date of the course.
4.3 Tests: The fees must be paid immediately after the receipt of the invoice and before the test date. Places
for telc, TOEFL, TOEIC, TFI and WiDaF tests can only be officially registered with the testing institution
once the fees have been paid. The payment of the fees is crucial for meeting the registration deadline (see
6.1).
4.4 Accommodation: If the Participant books an accommodation with ALPHA AKTIV, the fees must be
paid at least six (6) weeks prior to arrival. If the requested accommodation is booked later than six (6) weeks
before the requested move-in date, Alpha Aktiv cannot guarantee for the availability of the requested
accommodation. An accommodation can only be reserved once ALPHA AKTIV has received the fees.
Absence or late payment does not exempt the Participant from the corresponding due fees.
5. Course fees do not include:
Course Material / Test Fees / Bank Charges / Accommodation
6. Contract / Withdrawal / Cancellation / Visa
6.1 The Participant can register for an internal test up to five (5) days before the test date. The Participant
can register for a TOEFL, TOEIC, TFI and WiDaF test up to two (2) weeks before the test date. The
Participant can register for a telc test up to five (5) weeks before the test date. Crucial for the registration
with the testing institution is not the day Alpha Aktiv receives the registration, but the day Alpha Aktiv
receives the payment (see 4.2).
6.2a A Withdrawal from any course (for Participant without visa) is only possible with a written note of
withdrawal. The withdrawal is only effective from the moment ALPHA AKTIV has received the note of
withdrawal. The Participant can withdraw from the course up to four (4) weeks prior to the booked start date.
If ALPHA AKTIV receives the withdrawal in time, the paid course fees can be refunded; however, the
registration fees cannot be refunded. If the Participant does not attend the course or if ALPHA AKTIV
receives the note of withdrawal later than four (4) weeks in advance, the complete course price is to be paid.
If the running course is cancelled without any verifiable grave personal reasons (i.e. death in the family,
illness …), the Participant has no claim to cancel the course. In some cases however ALPHA AKTIV can
issue a voucher for the remaining course time. The voucher can only be used by the respective Participant
and cannot be transferred to another person.
6.2b The Participant can withdraw from an internal test up to three (3) days prior to the booked test’s date.
If ALPHA AKTIV receives a notification of withdrawal in time, the paid test fees can be refunded. The
registration fees cannot be refunded. A withdrawal from a telc, TOEFL, TOEIC, TFI or WiDaF test is only
possible before Alpha Aktiv registers the test with the testing institution. After the official test registration
with the testing institution, a withdrawal from these tests is not possible. If the Participant does not attend a
test or if ALPHA AKTIV receives the cancellation notification not in time (up to three (3) days before
internal tests and all other tests until the official registration with the testing institution), the complete price
is to be paid.
6.3 If the Visa was applied for and/or issued with the help of course invitation letters or other documents
provided by ALPHA AKTIV, the Participant is obligated to attend the respective course at ALPHA AKTIV.
A withdrawal from a course is NOT possible if the Visa has been applied for and/or issued with the help of
documents provided by ALPHA AKTIV. After entering the Federal Republic of Germany, the course
CANNOT be cancelled.
6.4 This contract CANNOT be terminated, when invitation letters or other documents for visa application
have been posted by mail or e-mail. A partial repayment of course fees/rental fees is only possible if the
Participant can prove without reasonable doubt that the invitation documents provided by ALPHA AKTIV
have not been used for any visa application. We reserve the right to decide on the date of issue of documents
proving that our invitation letters are not used for any other visa application (refund: see 6.6)
6.5 Participants who have received their visa with ALPHA AKTIV need to inform ALPHA AKTIV two (2)
weeks in advance if they will be joining the course at the booked arrival date. Should the visa not be issued
and should ALPHA AKTIV not be informed two (2) weeks prior to the course starting date, the Participant
will be charged for the first month of the course and accommodation. If the Participant decides not to apply
for a visa, the Participant is obliged to notify ALPHA AKTIV six (6) weeks prior the course starting date,
otherwise a partial repayment is NOT possible (refund: see 6.4 / 6.6).
6.6 If a Participant´s visa application has been rejected by the Embassy, the course fees will be refunded less
processing fees (in the amount of 300 €) if the deadlines in 6.5 are met. In order for ALPHA AKTIV to
process the refund, the Participant has to provide ALPHA AKTIV with the original written rejection letter
issued by the respective embassy no later than six (6) months after the visa rejection. If the rejection letter is
provided later than these six (6) months, the paid course and accommodation fees cannot be refunded.
7. Conditions for Accommodation
7.1 Any arrangements concerning the rental of ALPHA AKTIV’s accommodation options by the Participant
are recorded in a rental contract. They are thereby part of this contract.
7.2 Any booked accommodation can only be reserved bindingly by ALPHA AKTIV if the respective fees
have been fully paid. If the accommodation fees are not paid in time, the Participant has no claim to be
provided with the requested accommodation. Absence or late payment does not exempt the Participant from
the corresponding due fees.
7.3 Any accommodation booking can be cancelled or changed up to six (6) weeks prior the booked move in
date.
8. Liability
ALPHA AKTIV commits to provide any booked service to full extent and in the quality advertised. In case
of non-performance of the contract for reasons outside of ALPHA AKTIV’s accountability, ALPHA AKTIV
cannot be made responsible.
The Participant can be made responsible for any damage inflicted by them. If a third party asserts a claim to
ALPHA AKTIV due to damage inflicted by a Participant during his stay at ALPHA AKTIV, the Participant
will be made responsible for any resulting costs or consequences.
The Participant takes part in any offered courses and activities at their own risk. We advise to apply for a
health insurance.
Legal venue is Heidelberg, Germany.
I hereby confirm that I have read and accepted the conditions and privacy policies listed above and
on our website https://alpha-heidelberg.de/impressum-und-datenschutz.html .
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