Terms and Conditions of Sales

TERMS AND CONDITIONS FOR ADULTS

The following Terms and Conditions are applicable to the following schools:

• LSF-IEF Montpellier
• Newdeal Institut Bordeaux
• Ifalpes Annecy
• Langue Oze Toulouse
• Lyon Bleu International

Thereafter named “THE SCHOOL”.

By sending a reservation request to THE SCHOOL, the student certifies that they read, understood the present Terms and Conditions, and that they unreservedly accept them in force on the day of the reservation.

Presentation: THE SCHOOL is a learning establishment that designs, offers and delivers training to learn French as a Foreign Language (FLE), both onsite and remotely. The training is covered under the training initiatives category (defined under articles L 6313-1 onwards of the French Code du Travail) “the act of acquiring, maintaining or perfecting one’s knowledge“.

The legal mentions (licence number, SIREN, headquarters address) are indicated on the training contract given by the school during registration.

Table of Contents:

• Terms of registrations and payment
• Modification and/or cancellation conditions
• Educational Organisation
• Accommodation
• Transfers and relocation
• Insurance
• Privacy Policy / GDPR
• Territorial Jurisdiction Clause

1 / Terms of registrations and payment

Registration is carried out through the registration form, available on THE SCHOOL’s website, or from one of our educational advisors.

Payment of a deposit of 200€ is necessary to confirm a reservation. The deposit will amount to 30% of the course fee in case of registration requiring a visa or a residence permit.

In addition to the price of the courses indicated on the price list, the student must pay a registration fee of 80€ (non-refundable).

The balance of the payment is to be sent as soon as the request is received, 30 days before the start of classes at the latest.

If the registration is received less than 30 days in advance, it will only be confirmed once the full payment is received.

If the payment is not received 30 days before the start of classes, THE SCHOOL reserves the right to cancel the registration to the classes and the reservation of accommodation.

The student can pay their tuition by credit and debit card, by bank transfer to THE SCHOOL’s bank account (bank details given in the reservation documents), or by a cheque in EUROS made out to THE SCHOOL, provided that the payment is received at least 15 days before the start of classes.

Payment needs to be made in euros, regardless of the payment method used. Any and all banking fees applicable to the payment method used will be made at the expense of the student.

1.2 – For every stay requiring the obtention of a residence visa for the student:

In the case of registration where a visa / residence permit would be required, the student pledges to start the administrative procedures as early as needed, to ensure the registration is successful (at least 2 months in advance), to obtain their visa 30 days before the start of classes.

THE SCHOOL cannot be held responsible for the conditions and any change thereof to entry or residence formalities in France.

A pre-registration certificate will be provided after reception of the advance payment mentioned in article 1.1 of the present T&C, by electronic means (email).

1.2.1 - In case of obtention of a visa

THE SCHOOL needs to be informed by the student as soon as the visa is issued by the French authorities.

Once the visa is issued, and at least 30 days before the start of classes, THE SCHOOL will ask for the full payment of the tuition, as mentioned in article 1.1 of the present T&C.

If THE SCHOOL does not receive the necessary information, a reminder will be sent via email 30 days before the start of classes. Without response in the 72 hours following that reminder, the reservation process may be suspended and the authorities (embassy/prefecture) will be informed.

1.2.2 - In case of delay(s) in the visa request

The student can either maintain the initial start date for their training, or change it:

• If they wish to maintain the initial date, and they are certain that the visa will be issued in time, THE SCHOOL will ask for the full payment of the tuition, at least 30 days before the start of classes.
• If they wish to change the start date for their training because their visa will be issued too late, the date can be postponed once at no charge. This modification means that THE SCHOOL will provide a new pre-registration with the new dates.
• After the first postponement request, each new change in the date will be billed 80€. However, in those cases, THE SCHOOL will not be able to guarantee the accommodation conditions proposed during registration.

1.2.3 - In case of visa refusal (duly attested by an official document)

The visa request is rejected and the student needs to cancel their training:

• If the cancellation request is made more than 18 days before the start of classes, a fee of 100€ will be retained on the payment. The registration and accommodation search fees will not be refunded.
• If the cancellation request is made less than 18 days before the start of classes, a fee equal to 10% of the tuition (up to 450€) will be retained. The registration and accommodation search fees will not be refunded

Any and all banking fees applied for the refund process will be at the student’s expense. Please note that the refund will be made out to the initial payer, through the payment method used during the reservation process.

2 / Modification and/or cancellation conditions

No refund will be made for a late arrival or an early departure. Each course started is owed in full.

The registration fees are non-refundable.

2.1 - General case

• If the cancellation request is made more than 30 days before the start of classes, the advance payment will be refunded.
• If the cancellation request is made between 29 and 18 days before the start of classes, the advance payment (up to 450€) will not be refunded.
• If the cancellation request is made 17 days or less before the start of classes, a penalty fee of 50% of the tuition (up to 800€) will be retained. As well as 100% of the price of the first week of accommodation.

Any and all banking fees applied for the refund process will be at the student’s expense.

THE SCHOOL commits to respond within 1 week, the date when the request was sent will be used as a reference. The refund will be made within 60 days of the reception of the documents supporting the request.

A group class cannot be converted to an individual class, nor the other way around, at the student’s request. The student can ask for a change to another group program for a value and a duration equal or greater to the initial budget and duration. Their demand will only be accepted depending on availability determined by THE SCHOOL, and will only be confirmed after payment of the eventual complement. 

2.2 – Major cases (illness, death of a relative, accidental injury):

Each party will be exonerated of any responsibility in case of failure to carry out the contractual obligations stemming from the training contract, if that is caused by a major case.

For the purpose of this contract, a major case is defined by an event with insuperable and overwhelming characteristics, resulting from facts independent of the parties’ will, for example an event or a series of events of a climatic, bacteriological, military, political or diplomatic nature.

THE SCHOOL commits to implement, as much as possible depending on the content, a continuity in the training using digital means or by postponing the training programme.

In a major case, the Student is still liable for the prorated payment of the training prestation carried out by The School.

In case of death of the mother, the father, of a sibling, a descendent or a spouse after the start of classes, a death certificate and a document proving the family relationship and a flight ticket home will need to be presented to the school administration.

In case of an illness occurring after the start of classes and requiring a definitive return to the country of origin (for instance, with the need for a specialist), a partial refund will be made upon presentation of a certificate issued by a doctor practising in France, of any document justifying the event, and of a plane ticket for a return trip to the country of origin, purchased after the onset of the disease. Any illness that can be treated in France will not be the object of a refund. 

In those two cases only, the unused class hours will be refunded (any week started is owed), with a penalty equal to the tuition of a week of the chosen program. The registration and accommodation search fees are non-refundable.

Work or study-related necessities, in France or abroad, are not considered major cases.

Risks pertaining to the COVID-19 pandemic are not considered major cases either, and cannot be used to justify a refund request.

In the case where THE SCHOOL would be forced to close following a governmental decision, classes will be taught online, as part of our educational continuity programs, and will not be subject to refunds either.

Cancellation request. Any cancellation and refund request for a major case must be made in writing, addressed to the school’s administration and supported by documents justifying the request.

This request can be made before the start of a course, or during a course.

A refund of the amounts paid can be considered if justifying documents are presented (with a certified translation in French or in English), and are subject to approval by THE SCHOOL.

2.3 - Requests for modification or postponement of the start/end date of classes

The student can also choose to modify the date when they start their classes or arrive in the provided accommodation if the program has not started yet, or to postpone the date of the end of classes and of their departure from accommodation if their request is made during the program, and the conditions described below are met.

The request must be made to the school administration by email, at least 30 days before the start of classes. This period can be shorter, in major cases only.

The student then has two months after reception of the postponement request email to advise the school of the new preferred date, and to pay the 80€ administrative fee. The new program can start at most 6 months after the day of the request

Postponing the end of classes

This request can only be accepted in major cases. The request must be sent by email to their educational advisor, specifying the new requested date and paying the 80€ administrative fee. The new requested date cannot be later than six months after the initial ending date.

For those living with a host family, at a hotel or in a residence: please refer to article 4 “Accommodation” of the present Terms and Conditions.

Moving the date of an individual class. For private lessons, no change in schedule will be accepted if the request is made less than 48 hours before the start of the class. The class will be considered taught, and will not be eligible for a refund or any kind of compensation.

Requesting vacations during a long stay. It is possible to request vacations (time off) by requesting them to the educational advisor (with a form to complete), at least 18 days before the start date of the requested vacations, and under the following conditions:

• Maximum of 2 consecutive weeks for students registered for 13 to 24 weeks.
• Maximum of 2 x 2 consecutive weeks for students registered for 25 weeks or more.

The new end date for the program will be calculated taking into account the vacation time taken. All vacation periods must start on a Monday.

An administrative fee of 80€ will be charged for each vacation request

If the student is housed with a host family, and if they wish to stay in their accommodations after the vacations, the price will be reduced to 100€/week (for students on half-board) and 75€/week (for students on B&B). The student and the host family will have to agree on the way to carry out compensation between the normal price and the reduced price.

Extending the stay. The extension of a student’s stay is possible under specific conditions, and is thus not systematically accepted on request. The student needs to get in touch with their educational advisor, who will check the availability for both the classes and the accommodation. The request must be made by email.

3 / Educational Organization

Minimum Age:

• Adult centre: to be admitted to THE SCHOOL, the student must be at least 18 years old, or 16 years old with parental authorization
• Junior centre: to be admitted to THE SCHOOL, at a junior centre, the student must be between the ages of 11 and 16.

Bank/Public holidays and other holidays:

The school is open all year round with the exception of the last two weeks of the year for the Christmas period.

The school will be closed on all French public holidays except those on certain days specified by the schools. These dates can be found on the calendar published on our website.

For enrolments of 1 to 4 weeks only:

In compensation for the lessons not provided due to the interruption of the public holidays, the relevant student will be given a voucher valid for a one-week online evening course (4 lessons: 2 x 2 lessons). This voucher is only valid under certain conditions:

• Pre-registration at least 4 weeks before the date of the online course 
• Subject to availability (group level and number of students) 
• Use within 6 months of registration at the school

Number of students per class. THE SCHOOL endeavours to guarantee a maximum of 14 students per class, with an average of 12 students.

Placement test. Every registered student / trainee must take a written placement test before their arrival, and an oral placement test on the day of their arrival at the latest.

The minimum level required to take the general French class is A1 (false beginner).

For absolute beginners, the INTENSIVE programme is mandatory for 2 weeks on the specific session dates mentioned on the calendar of the SCHOOL website before being able to subscribe to any other programme. If a complete beginner wishes to begin classes outside of the specified dates, the student will have to register for a minimum of 10 individual lessons (at the rate applicable for individual sessions) to be integrated in the selected group. These individual lessons can be taken onsite at THE SCHOOL, or remotely.

4 / Accommodation

THE SCHOOL acts as a proxy on behalf of the student and the host (host family, residence, or any other accommodation arrangement). 

• With a host family: arrivals on Sundays, departures on Saturdays. Each extra night will be charged at the current rate.

Students who requested that THE SCHOOL find them accommodation arrangements and who wish to change those arrangements after their arrival will have to send a reasoned and documented request to the school administration.

However, the administration reserves the right to refuse such a change if the reasons do not seem sufficient or if THE SCHOOL provides an adequate solution. In that case, if the student maintains their request for a change, the administration will be able to accept the change, charging a fee of 80€. The accommodation reservation fees will also be charged again.

The students wishing to extend their stay / accommodation arrangements must check on the availability 2 weeks before the start of the new period. To do so, they need to contact THE SCHOOL’s educational advisors.

Students wishing to extend their stay but (1) request to change host families or (2) cannot stay in the same accommodations for lack of availability will have to pay the accommodation reservation fees again.

The students will have to acquaint themselves with and accept the terms and conditions and the rules of the accommodations they occupy, and refer to them in case of cancellation or early departure, including major cases.

No refund for students lodged with a host family will be granted for a late arrival or early departure (except in major cases – Cf. article 2.2 of these T&C.).

The accommodation search fees will be charged and retained even in the event of a cancellation request.

During July and August, the school cannot guarantee accommodations with a host family if the registration is made less than 18 days before the start of classes.

5 / Transfers and relocation

THE SCHOOL acts as a proxy between the student and the transporter.

A student who wishes to be transported from their point of arrival in France to their accommodations must indicate so during their registration on THE SCHOOL’s website, or send a request in writing via email to their educational advisor at least 7 days before their arrival. The student must disclose the details of their arrival (flight / train number and exact schedule), as well as an active contact phone number at least 7 days before their arrival. No refund will be made in case of a missed appointment with the transporter as a result of the student’s actions.

6 / Insurance

THE SCHOOL has contracted an insurance policy protecting goods and individuals on the premises, and during school outings.

Health, accident and civil liability insurance policies are mandatory, and are to made at the students’ expense. Namely, the student is responsible for their own health insurance coverage, and to make sure they are correctly insured for any medical spending or travel cancellations, with a company known to be solvent. A copy of their insurance certificate can be requested, either by THE SCHOOL or by the host.

Items, personal belongings, furnishings and vehicles belonging to the students are not insured for theft, loss or degradation, regardless of the cause. It is up to the student to contract any insurance policy they deem necessary to protect their belongings.

For the students living in residences or with host families, it is up to the student to contract a civil liability insurance policy protecting them in case of degradation and / or damage in their accommodations.

7 / Personal Data Protection / GDPR

Personal data collected during registration is saved in an automated database designed and secured by FIDELO SOFTWARE.

The personal data controller for the School is the Centre Director.

We will only use and treat your data if necessary to contact you, to process your requests, to create and manage your user profile, to create and manage your login credentials for online services, to carry out our prestations, for commercial prospection, to conduct statistical studies and to fulfil our legal obligations.

The personal data will be kept for as long as needed after the complete cessation of your training at the School.

During this period, we endeavour to ensure full privacy and security of the personal data we collect, to keep them from being damaged, deleted or accessed by unauthorised third parties.

Access to your personal data is strictly limited to our faculty and administrative personnel (educational advisors, accountants and communication), and, if need be, to our service providers (hosts). The latter are subject to privacy obligations and may not use your data in a way that does not conform to our contractual disposition or to the current applicable legislation.

In addition to the aforementioned cases, we are committed not to sell, rent, transfer or give access to your data to any third party without your prior consent, except under constraint of a legitimate reason (legal obligation, combating fraud and abuse, rights of the defence, etc.)

In accordance with the amended Data Protection Act of January 6th and with the European Regulation N°2016/679/UE of April 27th 2016 (applicable from May 25th 2018 onwards), you have the right to access, rectify, transfer and erase your data, or to limit its use. You can also, for legitimate reasons, oppose the use of any data concerning you. You can, if you provide a valid identification document, exercise your rights by contacting the personal data controller by mail, at the school’s address.

For further information or any request, you can contact the National Commission for Data Protection and Liberties (CNIL, more information available on www.cnil.fr/en).

By accepting these Terms and Conditions, the student gives their informed and unequivocal consent without reserve, for the treatment of their personal data.

8 / Territorial Jurisdiction Clause

The parties agree that any dispute that might occur in the execution of the training contract will fall within the jurisdiction of the relevant French Tribunal, depending on the location of THE SCHOOL’s headquarters.

TERMS AND CONDITIONS FOR GROUPS

The following Terms and Conditions are applicable to the following schools:

• LSF-IEF Montpellier
• Newdeal Institut Bordeaux
• Ifalpes Annecy
• Langue Onze Toulouse
• Lyon Bleu International

Thereafter named “THE SCHOOL” or “THE KLF CENTRE”.

ARTICLE 1. OBJECT 

The KLF centre (hereinafter ‘the service provider’) offers language stays to school groups and/or private groups, organized by educational establishments, associations, companies or any legal group or person, which depart from abroad to France.

The purpose of these conditions is to define the terms of reservation and performance of these services offered by the school. They complement the travel agreement signed by the Client.

ARTICLE 2. PARTICIPANT. CLIENT

The Participant is understood to mean an individual student who is a part of a collective stay.

The Client is understood to be the organiser. The latter must ensure that each Participant agrees with the choice of stay. If a Participant does not voluntarily respect the rules set, the responsibility for his actions and his consequences are incumbent upon him as well as his legal representatives and Client.

The underage or minor participants, whether accompanied or not, must comply with the specific rules for “minors.” They must accept their participation, a prerequisite for admission in the language course, and are the responsibility of their guides (legal representative) in the case of accompanied groups.

ARTICLE 3. RESERVATION AND REGISTRATION 

The reservation and registration for the chosen stay are made by accepting the quotation and implies that the Client both accepts on their own behalf and on behalf of each Participant for whom they are responsible for, the terms and conditions described in any contractual document: presentation brochure, quotation, as well as all the clauses of the conditions and internal regulations of the KLF group.

The Client undertakes to inform the Service Provider, at the time of booking, of any physical or psychological problem likely to affect them personally or to affect each Participant (disability, diet, medical treatment, etc.). In this respect, it is up to them to question each Participant beforehand.

Depending on the nature of these problems and/or their importance, the KLF centre reserves the right to refuse a Participant if it turns out that the stay is not suitable for them.

The Client undertakes to send the detailed list of Participants within the deadlines requested by the KLF centre (names, ages, dietary restrictions, allergies, distribution of students into families, etc.), parental authorizations, information concerning the accompanying persons (names, emails, phone numbers) to ensure the proper preparation of the stay.

If the placement test is included in the quotation, the Client agrees to accept the level groups without dispute.

The KLF centre reserves the right, in the event of non-compliance with the date of sending the list of Participants and of incomplete sending of information, to note the total or partial cancellation of the stay and to apply the scheduled scale of cancellation.

If the planned number of registrations is exceeded, the Client will inform the KLF centre as soon as possible. The Client is informed that these additional registrations may lead to a change in the fixed price, particularly if they trigger the opening of an additional class group.

The KLF centre reserves the right to refuse additional registrations not originally provided for in the proposition.

The maximum and minimum number of Participants for the price provided for in the quotation is contractual. In the case of modification of the number of Participants, the proposal becomes null and void, it will be necessary to publish a new offer.

Once the quotation has been signed and accepted, THE SCHOOL will not be able to accept any modification in the organisation: Number of hours / course schedule / cultural activities.

ARTICLE 4. MANAGEMENT 

The group leaders are selected and appointed by the Client in accordance with the legislation, the Participants remain under their full responsibility if they are minors.

ARTICLE 5. PRICE AND REGULATIONS

The signed and approved quotation constitutes as acceptance of these Terms and Conditions.                                   Deposit: 30% of the total amount of the programme, expected upon the signing of the quotation – the centre reserves the right to demand full payment if the acceptance takes place less than 50 calendar days before the beginning of the stay.                                                                                                    Balance: Remaining due no later than 30 days before the beginning of the stay.

ARTICLE 6. CONDITIONS OF CANCELLATION

In the event of the interruption of the programme by the Client, after the programme has commenced, no refund is possible.

Total cancellation of the trip for the entire group                                                                                               

• Once the deposit has been paid, it is non-refundable.
• If the cancellation occurs 50 days or more from the beginning of the programme, the balance will not be requested.
• If the cancellation occurs after the payment of the balance due 30 days before the beginning of the programme, no refund will be granted.

Cancellation of one or more Participants: 

• Once the deposit has been paid, it is not refundable except in the case of ‘Force Majeure’ – a legally binding reason such as death, illness as verified by a doctor, or any other contract-specified reason
• If cancellation occurs 50 days or more before the start of the programme, the balance will not be demanded from the Participant(s) who cancel. If the cancellations call into question the minimum number of Participants provided for in the quotation, the KLF centre reserves the right to cancel the initial offer and reissue a new offer (See Article 2)
• If the cancellation occurs after the payment of the balance due 30 days before the start of the programme, no refund will be granted.

In the event of cancellation of all or part of the program by the KLF centre, the sums corresponding to the cancelled lessons or activities will be fully refunded.

It is recommended that the Clients take out or have the Participants take out cancellation insurance which covers cancellation costs.

ARTICLE 7. PROCEDURES AND ADMINISTRATIVE FORMALITIES/PAPERWORK

All the necessary procedures and paperwork for the trip (passport, visa, vaccinations, insurance, currencies) are the responsibility of and at the expense of the Client. The latter must obtain information from the relevant embassy or consulate with regards to the nationality and place of residence of the Participants.

It is the Client’s responsibility to sign the quotation at a date which permits the visa application documents to be processed with sufficient time for the planned start date to remain in accordance with the taken information. 

The KLF centre will provide all the necessary documents to the Client for their visa application procedures, once the 30% deposit has been paid and subject to receiving the list of Participants to draw up the nominative documents.

It is the Client’s responsibility to make every effort to ensure that visa applications are successful and to immediately inform the KLF centre when the visas are issued. The balance will be demanded upon obtaining the visa, and at the very latest 30 days before the beginning of the stay.

In the case of cancellation due to our obtention of a visa, the cancellation conditions of Article 5 will be applied.

TERMS AND CONDITIONS OF SALES EXAMS

Registration: 

Payment for exams is made at the time of registration.

Registration for the various exams is done via the Calendly software (TCF IRN, DELF/DALF, TOEIC) or on request by email contact@newdealinstitut.com, accueil@newdealinstitut.com (TCF TP, TCF Canada, TCF Quebec...)

DELF/DALF: A candidate cannot register for two different levels in the same session. Similarly, a candidate cannot register for a DELF session if they are already waiting for a result. Once a candidate has successfully passed an exam, they can only retake the same exam if they have received permission from France Éducation International to do so.

TCF: A period of 30 days must elapse between each test.

Registration deadline (subject to availability):

- DELF DALF: Registration closes one month before the exam.

- TCF IRN on computer: 48 hours before the exam date

- TOEIC ONLINE on site: 24 hours before the exam date

Registrations received after the deadline will not be considered.

Cancellation of registration: 

All registrations are final, no refunds are possible.

More than 30 days before the exam  Possibility of rescheduling the exam date.

Less than 30 days before the exam  No possibility of rescheduling.

Cases of force majeure: on presentation of valid supporting documents translated into French (candidate illness or death of a close relative) Newdeal Institut will undertake changing the date of the examination subject to acceptance of the change by France Éducation International. 

Examination conditions:

The conditions for taking the tests are provided by the certifiers.

If a candidate arrives late, the test centre will refuse access to the examination room.

Individual DELF/DALF test section may take place on a different day from the written tests. Candidates will be informed of the two slots on the invitation sent out at least 3 weeks before the examination. No changes can be made. 

Fraud:

Any fraud or attempted fraud will be penalised. The person responsible for an offence may be banned from taking an examination for up to five years.

Results:

The final results are available: 

• DELF/DALF: Between 1 and 2 months for examinations
• TCF: between 3 weeks and 1 month
• TOEIC ONLINE: between 1 and 3 days
• TOEIC on paper: between 7 and 15 days

If you fail, you can re-enrol:

• DELF/DALF: for the next session
• TCF: After 30 days for the TCF
• TOEIC ONLINE: For the next session
• TOEIC on paper: For the next session

Once candidates have received an email indicating that the results are available, candidates are invited to collect them from the centre, bringing a form of identification with them. No results will be sent by email or telephone.

Results can be sent by recorded delivery, subject to a postage charge of €10 for addresses in mainland France and €15 for addresses outside mainland France. 

Consultation of DELF/DALF examination papers and pedagogical feedback:

Regardless the result of the test, candidates can have access to their papers. To do so, candidates must make an appointment: charlene@newdealinstitut.com

Complaints:

Complaints must be made in writing and by post to Newdeal Institut 74 avenue Thiers, 33100 Bordeaux or by email to contact@newdealinstitut.com