GENERAL CONDITIONS
General Conditions Common to all programs
Acceptance of conditions.
By signing the proposal you affirm that you have read, understood and and accepted the terms and conditions for each type of program published at www.carlosveducation.es.
Payment Methods.
Payments can be made by bank transfer to the indicated account numbers or through the different payment gateways available.
Confirmation.
For the confirmation and reservation of this proposal, your signature is required and the proof to the payment of the reservation. No service is guaranteed until the first advance payment is received.
Complaints and reclaims.
To file complaints and reclaims, please contact us through our customer service email: info@carlosveducation.com. You can also request a complaint form in person at the reception of our schools in Seville, Malaga or Madrid. We are committed to respond to all queries and resolve any problems in a timely manner and efficiently. We appreciate your feedback as it helps us to improve our services and to ensure your satisfaction.
Specific Conditions for Groups of Students and Erasmus+ Programs
Specific Conditions for Groups of Students and Erasmus+ Programs
Cancellation.
Exceptionally, and for justified reasons, program dates may be modified without penalty up to 60 days before the arrival date, subject to availability. If the group is postponed or canceled within the60 days prior to arrival, the penalty may be up to 20% of the program amount.
Form of payment.
Groups must pay in advance 20% upon confirmation of the program and and then transfer the remaining 80% of the program 30 days prior to arrival. If 100% of the payment has not been received prior to the group’s arrival, the school reserves the right not to provide any services to the group.
Confirmation of availability.
The group must receive written confirmation, in an email, from the school of the availability of spaces and accommodations prior to the purchase of flights and transportation.
Specific Conditions for Individual Students
Specific Conditions for Individual Students
Cancellation.
Exceptionally, and for justified reasons, program dates may be modified without penalty up to 60 days prior to the arrival date, provided there is availability. If the student postpones or is canceled within the 60 days prior to arrival the penalty may be up to 20% of the amount of the program.
Form of payment.
Students must pay 20% in advance upon confirmation of the program and then transfer the remaining 80% of the program 30 days prior to arrival. If 100% of the payment has not been received before the student’s arrival, the school reserves the right not to provide any services to the group.
https://www.carlosveducation.es/en/payment-methods/.
Confirmation of availability.
The student must receive written confirmation in an email from the school of the availability of spaces and accommodations prior to the purchase of flights and transportation.
Specific Conditions for Individual Students with Visas
Specific Conditions for Individual Students with Visas
Visa application.
For programs that require visa processing, 100% of the cost of the program must be paid in advance of the issuance of the letter of admission. The appointment with the corresponding consulate to obtain the visa must be made 60 days prior to the beginning of the course.
Denial of visas.
In case of visa refusal, the advanced amount will be refunded by formalizing the cancellation request, sending a copy of the passport with the official refusal by the consular authorities or the Spanish embassy, a copy of the transfer receipt issued to the Language School Carlos V, a bank certificate with SWIFT and IBAN and returning the original certificates. The maximum period for requesting the return will be 120 days from the date of the appointment with the consulate. 300€ will be charged for administrative expenses plus the amount of the registration fee which will not be refundable. The refund will be made to the same bank account from which the transfer was received.
Cancellations or refunds.
Up to 60 days before the start of the course, and provided that the visa has not been requested, the student may cancel and request a refund of the course fee minus a 300€ administration fee. For cancellations received less than 60 days before the start of the course, the amount will be refunded minus 30%. The course cannot be cancelled 30 days prior to the start of the course, the date can only be modified for justified reasons.
Return process
At the moment the student receives the notification of the visa denial, the student must immediately inform the Language School Carlos V in writing, attaching the copy of the passport with the official denial.
The student must email the following information:
- Copy of the transfer receipt issued to the Language School Carlos V
- Bank certificate with SWIFT and IBAN
- Attach copy of passport
- Denial of consular or embassy authorities scanned in color PDF format.
The following procedure is established:
- The school’s administrative team will perform an analysis and verification of the documentation provided. This process may take up to 30 working days, depending on the complexity of the case and the number of pending applications.
- Once the analysis is completed, the school will inform the student about the resolution of the refund process by email. In case of approval, the total amount to be refunded will be provided.
- The refund will be made to the same bank account from which the initial transfer was received. The transfer process may take up to 90 business days from the approval of the refund.
- The student must confirm receipt of the refund in writing once the transfer has been completed.
Applications for authorization to stay in Spain for study purposes (review)
If the student applies for an authorization of stay for studies in Spain at the offices of foreigners in Spain, no amount will be refunded in case of refusal of authorization of stay, unfavorable file, or file not admitted for processing, once the student has received the complete documentation necessary to apply for the change of visa.
Delayed arrival date
If the student does not arrive on the dates indicated in the quote, the school does not guarantee the contracted Accommodation or the fee paid. The student must always send an email to the school requesting availability and new rate if applicable, the school has 15 working days to confirm a new Accommodation upon payment of the difference in rate.
Authorization
The school will be authorized to consult the status of the visa file at the corresponding consular office and its outcome, favorable or unfavorable. At the same time, the school is not responsible for the lack of appointments or the slowness of the administrative procedures of the consular office.
Specific Conditions for Spanish Language Courses
Specific Conditions for Spanish Language Courses
By signing the enrollment document, the student or, where applicable, their legal representative, accepts the terms and conditions outlined below.
1 Enrollment
1.1 The specific conditions of each course regarding duration, sessions, start and end dates, contracted services, as well as the levels and specific activities involved, will be stated in the quote.
1.2 Teachers will be native Spanish speakers, and groups will never exceed 20 students.
1.3 Students will be organized according to their knowledge level, and final schedules will be communicated prior to the start of the course. The School reserves the right to modify schedules according to organizational needs.
1.4 Students must be at least 16 years old, except in junior programs. Minors under 18 must present prior authorization.
2 Course Price
2.1 The course price generally includes:
- Registration and initial placement tests.
- Consumable course materials, notebooks, pens, and other necessary supplies.
- Mock placement tests.
- Student guide, school and city information.
- Participation in the school’s general and free activities.
- School Wi-Fi.
- Certificate of attendance/completion (not officially recognized).
- 24-hour student support service.
- 55-minute sessions.
2.2 The course price does not include:
- Airport or train station transfer
- Travel insurance
- Access to specific activities that carry an additional cost
- Official exam fees
- Anything not explicitly stated in the registration or general conditions.
- Discounts may be applied during specific seasons and will be valid only for the duration of the promotional period.
- Some course types offer discounts for booking a minimum number of consecutive weeks, paid at the time of enrollment. These specific rates and conditions can be found in the Spanish Courses section and in the Prices and Services section.
3 Accommodation
3.1 If the student contracts accommodation, they must communicate their arrival and departure time at least one week in advance. Sunday is the official check-in day from 5:00 p.m. onwards and check-out must be before 12:00 p.m.
3.2 The School will assign accommodation based on the student’s indicated preferences, and may change it provided that the new accommodation meets or exceeds the same standards.
3.3 Any accommodation change requested by the student without justified reason will incur a management fee to be paid by the student and will only be possible if there are available places with similar characteristics.
3.4 Once the accommodation stay has started, it may only be terminated with one week’s written notice.
3.5 The student agrees to follow all the rules provided by the accommodation or establishment.
4 Transfer Service
4.1 If the student contracts the transfer service, they must provide arrival and departure flight information at least one week in advance. The service covers a one-way journey between the school and the student’s accommodation.
4.2 The School will inform the student of the meeting time and place.
4.3 Any changes must be communicated to the phone number provided by the School in advance so that arrangements can be made. Any additional costs due to changes will be borne by the student.
4.4 If the student does not appear within 60 minutes of the agreed time and place, the service will be canceled, but the student will still be charged.
5 Reservation and Enrollment Procedure
5.1 The student must send a completed budget request form, and the school will confirm participation via email, attaching the quote with the terms and total course price.
5.2 The student must transfer the full amount or a minimum of €150 to reserve the place.
IMPORTANT: Until the transfer is received, the student’s place will not be reserved.
5.3 One month before the course starts, the student must transfer the remaining amount to complete full payment.
5.4 All transfers must include the student’s name and, when possible, a payment receipt sent to the school. Bank fees will always be paid by the student.
5.5 For cancellations made at least one month in advance, the school will refund the course amount minus the reservation fee (€150). For cancellations made less than one month in advance, no refunds will be issued. IMPORTANT: All cancellations must be in writing.
5.6 Carlos V Language School reserves the right to cancel the course if the minimum number of enrolled students is not met or to change the scheduled timetable or reduce the course duration.
6 Cancellations
6.1 All cancellations must be sent in writing by email to info@carlosveducation.com to be valid.
6.2 For cancellations made one month in advance, the school will refund the course amount minus the reservation fee (€150.00).
6.3 For cancellations made less than one month in advance, the school will not issue any refunds, but the student may use the amount paid for a similar course if there is availability.
6.4 Once the course has started, if the student must leave due to reasons unrelated to the School, no refund will be given.
6.5 The school may cancel the group if there are no confirmed places. If only one or two people are enrolled, class time may be reduced by half.
6.6 In cases of force majeure or a pandemic, the student has the right to cancel their participation in the course and receive a full refund of all amounts paid.
7 Groups
7.1 Before arriving at the School, the student will take a placement test so the school can assign them to the appropriate group based on their level and interests.
7.2 Upon arrival, the student will take another personal placement test to confirm their level and finalize group assignment accordingly.
8 Student Insurance
8.1 The School holds general liability insurance for all students, covering incidents occurring on the premises. Incidents outside or on the way to the school are not covered.
8.2 Students may purchase individual travel insurance to cover other incidents. The School recommends medical insurance, especially for non-EU students.
9 School Conditions
9.1 The School has an official complaints book in accordance with local regulations.
9.2 On national or local holidays (Seville), classes will not be held and missed classes will not be reimbursed.
9.3 Violence or disrespect toward other students or staff may result in expulsion from the course.
9.4 The student authorizes the School to use any images or videos of them, in any format, to promote its activities. These may be reproduced in print, on the school’s websites, social media, and publications owned by the School. All material will be handled respectfully and in accordance with Organic Law 3/2018 of December 5, 2018, on the Protection of Personal Data and the Guarantee of Digital Rights (LOPD GDD). Students may exercise their rights of access, rectification, cancellation, and opposition regarding their personal data by contacting marketing@carlosveducation.com. Images will not be used for any purpose other than the one stated.
9.5 These general conditions will be delivered to and signed by the student upon arrival at the School.
Specific Conditions for Foreign Language Courses
Specific Conditions for Foreign Language Courses
By signing this registration form, the student or, if applicable, his/her legal representative, accepts the terms and conditions set forth below.
- Training courses.
1.1. The timetable and type of course will be as described in the registration form.
1.2. The course will be taught by qualified teachers and with experience in teaching English and/or German as a foreign language.
1.3. Due to the needs of the center, there may be changes in the timetable within the same academic year.
- As for the groups
2.1. The students will be divided by level of knowledge.
2.2. To confirm the knowledge of each new student, a personal interview will be held with a teacher and/or Head of Studies.
2.3. Each group will have its teacher for the entire course, who will not change except by force majeure in which case the center agrees to assign a new teacher as soon as possible.
2.4. A student may join a course that has already begun, provided that he/she passes the level test according to the level acquired by the group at that time.
2.5. Escuela de Idiomas Carlos V reserves the right to cancel the course when the number of students enrolled does not reach the established minimum number or to change the schedule or reduce the number of hours of the course.
- Regarding the information that the School Carlos V makes available to students:
3.1. There is a course syllabus, with a class book, which should be available from the first day.
3.2. We provide our students and/or parents of students with complete information on the didactic methodology of the Center.
3.3. All students may ask the teacher about the methodology of the course, the program and their progress. For further details, they can always consult the Head of Studies or the Director.
3.4. Parents or guardians of minors who have signed the student’s registration at the School, if they believe it necessary, may request a tutoring session with the teacher and/or Head of Studies.
3.5. There is a Suggestions MailBox and a Complaints Book available at Reception.
- As for the students:
4.1. Students have the right to participate in social events and organized by the center.
4.2. Students have the right to use the teaching resources made available to them by the School.
4.3. Escuela de Idiomas Carlos V, reserves the right to cancel a student’s registration for lack of attendance, non-payment or for any attitude that may harm the normal development of the class or the School.
4.4. Escuela de Idiomas Carlos V, as a private center, cannot issue Official Titles or Diplomas. The Certificates that we deliver at the end of the course serve as internal accreditation and do not have official academic validity. However, as a center authorized by TELC, Cambrigde and Cervantes, we offer the possibility of processing without administrative cost for the students of the School, the Inscription to the official exams of the different levels according to the CEFR of German, English and Spanish.
4.5. El/la alumno/a se hará responsable de las fotocopias de traiga a la escuela de libros didácticos de acurdo a la normativa vigente sobre “propiedad intelectual”. El estudiante de la escuela asumirá la responsabilidad en los términos que la ley vigente exija.
- Regarding facilities:
5.1. The waiting or pick up of our students by relatives or acquaintances will take place in the hall of our school. The school is not responsible for whoever comes to pick up the minor.
5.2. Classrooms will be occupied by students once the teacher arrives or as authorized by the Head of Studies and in strict silence.
- As for the conditions and form of payment:
6.1. The form of payment in installments in no case represents the payment of the teaching hours of said period, but the total price divided into those installments.
6.2. A maximum discount of 5% will be applied to the prices of the adult courses, which cannot be accumulated to other offers, when the student or unemployed person is a student. In the ESO courses, a discount of one fee will be applied for each new student that you bring.
6.3. Payment can be made at our center in cash or by credit card, from the 1st to the 5th of each month, as long as they are not monthly payments, in which case they must be paid by direct debit, being necessary to pay the first month and the last one to formalize the enrollment.
6.4. Any bank modification must be reported to the secretary’s office before the 20th of each month, otherwise it will be carried over to the following month.
6.5. No student shall be entitled to take an examination or receive his or her final grades and certificate without having paid for the entire course.
6.6. It is necessary that the student is up to date with payments at the time of registration for the following course.
https://www.carlosveducation.es/en/payment-methods/.
- Unsubscriptions and cancellations
7.1. Once the registration fee has been paid, it will only be refunded when Escuela de Idiomas Carlos V, without having started the course, cannot offer a class at the level and timetable requested by the student. Escuela de Idiomas Carlos V is not obliged to refund the amount paid by the student when, due to different circumstances, the student must stop attending class. The school will try to offer another schedule and group whenever possible.
7.2. If the group cannot start on the scheduled date, the student will have the option to cancel the course by requesting a refund of the amounts paid up to that moment.
7.3. The student accepts that in case of extraordinary situations that prevent the attendance to class by indications of the competent authorities, the classes will be automatically developed in online mode (through the webex platform), respecting the same schedule and conditions as in the classroom.
- Data protection:
In compliance with the provisions of the General Data Protection Regulation (RGPD) (EU) 2016/679 and in the Organic Law 3/2018, of December 5, Protection of Personal Data and Guarantee of Digital Rights (LOPD and GDD), we inform you that the personal data relating to the student that have been provided to us, as well as those generated during your relationship with our company, will be processed in order to provide the requested service, perform the administrative management of our contractual relationship and send commercial communications about our products and services. Only those data strictly necessary to manage the purposes described will be requested, it may be necessary to collect contact details of third parties, such as legal representatives, guardians, or dependents designated by them.
As required by the RGPD and where appropriate, the legitimacy of the processing of personal data of minors will be based on the consent of their parents or guardians. The data provided will be retained for as long as the business relationship is maintained, or for the time necessary to comply with legal obligations. All data collected is strictly confidential, and with the legally established security measures.
Under no circumstances will be transferred or processed by third parties, natural or legal, without the prior consent of the guardian or legal representative, except in those cases where it is necessary for the development, compliance and control of the entity-client relationship and provision of services derived therefrom or in cases where authorized by a regulation with the force of law. In this sense, your data may be transferred, without limitation or exclusion, to the Tax Administration, Social Security agencies or health institutions, financial institutions (for collection of services) or administrative agency (for the realization of accounting and tax return). We also inform you of the possibility of exercising the following rights over your personal data and and/or those of your children or wards:
Right of access, rectification, deletion or oblivion, limitation, opposition, portability and to withdraw the consent given. To do this you must write to Escuela de Idiomas Carlos V, S.L. located at Av. República Argentina 27B, – 1a Planta, Módulo B – Sevilla (41011), or via email rrhh@carlosveducation.com
In addition, the data subject may contact the competent Data Protection Supervisory Authority (AEPD, in Spain) to obtain additional information or to file a complaint.
Based on what is indicated in previous paragraphs, especially for underage students, the father, mother or legal guardian of the minor expressly authorizes Escuela de Idiomas Carlos V S.L. to process the data of their children or wards, taking into account that some of the data processed are categorized as special protection.
Personal information treatment
Acceptance of Terms.
By accepting the proposal, you confirm that you have read, understood, and accepted the Privacy Policy and data processing as stated in our Legal Notice. Likewise, you may exercise the rights of access, rectification, erasure, restriction of processing, portability, and objection (ARSULIPO), as well as withdraw consent for the processing of your personal data by submitting an explicit request to rrhh@carlosveducation.com. The withdrawal will not affect processing carried out prior to it, and documented evidence of consent will be retained in accordance with applicable legislation.
